2-3 Days workshop for ERMS ( Electoral Roll Integration )eci.nic.in/eci_main1/User_Manual/ERMS User...

--------------------------------------------------------------------------------------------------------------------------------- Handbook of Electoral Roll Management System (May, 2011)

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IT Cell Election Commission of India Nirvachan Sadan, New Delhi

May, 2015

Electoral Roll Management System

User Manual version 4.0


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TABLE OF CONTENTS

TOPIC Page No.

1. Introduction and Purpose 4

2. Definitions, Acronyms and Abbreviations 6

3. References 11

4. About the Organization 12

5. Organizational Structure of CEO Office 13

6. Aims and Objective of Organization 14

7. Product Scope & Objective 17

8. Summary Revision Data Upload Software 18

9. Description of FORM 6 / FORM 7 / FORM 8 / FORM 8A 18

10. Electoral Registration Officer / Assistant ERO Software 26

11. Integration and Roll Printing Software 27

12. Photo Merging Software 28

13. User Characteristics 29

14. Constraints 30

15. Hardware Requirements 31

16. Assumptions and Dependencies 33

17. Software System Attributes 34

18. Security, Backup and Recovery 35

19. Introduction to ERMS Applications 39


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TOPIC Page No.

20. Summary Revision Data Upload Software 41

21. Electoral Registration Officer Software 68

22. Integration and Roll Printing Software 93

23. Photo Merging Software 108

24. EPIC Printing Software 113

25. Login / User Management 134

26. Control Table Management Software 147

27. Rationalization of Polling Station 159

28. Search Electoral Roll 165

29. Claims and Objections Application 170

30. Auxiliary Polling Station Management 175

31. Map Services – Google based 181

32. Format 1 to 8 – Reporting Module 194

33. ERoll Monitoring – Health Analysis of Roll 202

34. Auto Tracking – SMS Alerts 230

35. Managing Multiple Supplementaries 232


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Introduction

Election Commission of India has introduced computerization at every level of

its working. This had facilitated an effective and error free Election process in the

entire country. The electoral roll is a list of all people in the constituency who are

registered to vote in Indian Elections. Only those people with their names on the

electoral roll are allowed to vote. Upgrading and cleaning of Electoral Rolls is a

continuous process.

The Electoral Roll Management System (ERMS) enables the CEO to maintain

the complete electoral roll of state. The intensive & summary revisions i.e. updations,

additions and deletions required in the electoral roll can be easily managed and also

the time and expense on the information storing, sharing and publishing will be

reduced. The application software will reduce the manual work, streamline the

operation and hence increase efficiency, transparency and the productivity. It will also

facilitate in publishing of accurate and timely electoral roll.

1 Introduction


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Purpose

The purpose of this document is to assist the potential users of State Chief

Electoral Office, and Offices under Election Department, determine if the software

specified meets their needs or how the software must be modified to meet their needs

and also to present the same in a brief and effortlessly comprehended fashion. In

addition, the preparation of this document ensures the rigorous consideration of the

concerned user-groups about their roles, responsibilities and requirements before

design begins and would reduce later redesign, recoding, and retesting. Also, the said

SRS, exclusively prepared for Election Department, will ultimately bring transparency

and efficiency and help the consumers in solving their problems with regards to quality

and quantity. This document will provide a baseline for validation and verification or

later enhancement of the finished product and acts as a proof for resolution of any

conflict arising about the features of the proposed system during testing and delivery

phases of the software system.


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Definitions, Acronyms and Abbreviations

Definitions

Application - A program or group of programs designed for end users. Software can

be divided into two general classes: systems software and applications software.

Systems software consists of low-level programs that interact with the computer at a

very basic level. This includes operating systems, compilers, and utilities for managing

computer resources.

In contrast, applications software (also called end-user programs) includes database

programs, word processors, and spreadsheets. Figuratively speaking, applications

software sits on top of systems software because it is unable to run without the

operating system and system utilities.

Browser - Short for Web browser, a software application used to locate and display

Web pages. The two most popular browsers are Netscape Navigator and Microsoft

Internet Explorer. Both of these are graphical browsers, which means that they can

display graphics as well as text.

Client- a client is an application that runs on a personal computer or workstation and

relies on a server to perform some operations. For example, an e-mail client is an

application that enables you to send and receive e-mail.

Computer System - A computer system refers to the hardware and software

components that run a computer or computers.

Database - Often abbreviated DB. A collection of information organized in such a way

that a computer program can quickly select desired pieces of data. You can think of a

database as an electronic filing system.


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DBMS – (Database Management System) -A collection of programs that enables you

to store, modify, and extract information from a database. There are many different

types of DBMS, ranging from small systems that run on personal computers to huge

system.

E-governance - Electronic governance may be defined as delivery of government

services and information to the public using electronic means. Such means of

delivering information is often referred to as information technology or 'IT' in short

form. Use of IT in government facilitates an efficient, speedy and transparent process

for disseminating information to the public and other agencies, and for performing

government administration activities.

Information system – it is a system that collects and stores data.

Internet - A global network connecting millions of computers. More than 100 countries

are linked into exchanges of data, news and opinions.

Unlike online services, which are centrally controlled, the Internet is decentralized by

design. Each Internet computer, called a host, is independent. Its operators can

choose which Internet services to use and which local services to make available to

the global Internet community.

ISP - Short for Internet Service Provider; a company that provides access to the

Internet. For a monthly fee, the service provider gives you a software package,

username, password and access phone number. Equipped with a modem, you can

then log on to the Internet and browse the World Wide Web and send and receive e-

mail.

In addition to serving individuals, ISPs also serve large companies, providing a direct

connection from the company's networks to the Internet. ISPs themselves are

connected to one another through Network Access Points (NAP).


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Program - An organized list of instructions that, when executed, causes the computer

to behave in a predetermined manner. Without programs, computers are useless.

Server - A computer or device on a network that manages network resources. For

example, a file server is a computer and storage device dedicated to storing files. Any

user on the network can store files on the server. A print server is a computer that

manages one or more printers, and a network server is a computer that manages

network traffic. A database server is a computer system that processes database

queries.

Servers are often dedicated, meaning that they perform no other tasks besides their

server tasks.

WEB - A system of Internet servers that support specially formatted documents. The

documents are formatted in a markup language called HTML (Hypertext Markup

Language) that supports links to other documents, as well as graphics, audio, and

video files. This means you can jump from one document to another simply by clicking

on hot spots. Not all Internet servers are part of the World Wide Web.

There are several applications called Web browsers that make it easy to access the

World Wide Web. World Wide Web is not synonymous with the Internet.

Web Server - At its core, a Web server serves static content to a Web browser by

loading a file from a disk and serving it across the network to a user's Web browser.

The browser and server, talking to each other using HTTP, mediate this entire

exchange.

Booth Level Officer – In order to enhance the fidelity of the electoral roll through a

grass root level feedback mechanism, the Election Commission of India introduced a

system of appointing Booth Level Officers (BLO). The BLOs are election officials

responsible for accuracy of electoral rolls at polling station level. They are responsible

to conduct door-to-door survey and make corrections to Electoral Roll working copy.


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Electors' Photo Identity Cards (EPIC) - In an attempt to improve the accuracy of the

electoral roll and prevent electoral fraud, the Election Commission ordered the making

of photo identity cards for all voters in the country in Aug, 1993. To take advantage of

latest technological innovations, the Commission issued revised guidelines for EPIC

Program in May 2000.

Parliamentary Constituency - The State has been divided into 11 Parliamentary

Constituencies, each of which returns one MP to the Lok Sabha, the lower house of

the Parliament. The size and shape of the parliamentary constituencies are

determined by an independent Delimitation Commission, which aims to create

constituencies which have roughly the same population, subject to geographical

considerations and the boundaries of the states and administrative areas.

Assembly Constituency - The State has been divided into 90 Assembly

Constituencies, each of which returns one MLA (Member of Legislative Assembly) to

the Vidhan Sabha (legislative assembly). Legislative assembly is directly elected body

set up to carry out the administration of the government in the state.

G2B – Government to business interaction

G2C – Government to citizen interaction

G2E – Government to employee interaction


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Abbreviations & Acronyms

Abbreviation Description

ECI Election Commission of India

CEO Chief Electoral Officer

DEO District Election Officer

RO Returning Officer

ARO Assistant Returning Officer

BLO Booth Level Officer

ERO Electoral Registration Officer

EPIC Electors' Photo Identity Card

AC Assembly Constituency

PC Parliamentary Constituency


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References

S. No. Document Title / Websites Reference

No. Source of reference

1. Recommended Practice for

Software Requirements

Specification

IEEE Std

830- 2005

www.ieee.org

2. Official Website of The

Election Commission of

India

http://eci.nic.in

3. Official Website of the Chief

Electoral Officer,

Chhattisgarh.

http://ceochhattisgarh.nic.in/

http://www.ieee.org/


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About the Organization

The Constitution of India has vested in the Election Commission of India the

superintendence, direction and control of the entire process for conduct of elections to

Parliament and Legislature of every State and to the offices of President and Vice-

President of India.

Election Commission of India is a permanent Constitutional Body. The Election

Commission was established in accordance with the Constitution on 25th January

1950.

At the state level, the election work is supervised, subject to overall

superintendence, direction and control of the Commission, by the Chief Electoral

Officer of the State, who is appointed by the Commission from amongst senior civil

servants proposed by the concerned state government. He is, in most of the States, a

full time officer and has a small team of supporting staff.

At the district and constituency levels, the District Election Officers, Electoral

Registration Officers and Returning Officers, who are assisted by a large number of

junior functionaries, perform election work. They all perform their functions relating to

elections in addition to their other responsibilities. During election time, however, they

are available to the Commission, more or less, on a full time basis.


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Organizational Structure of Office of the Chief Electoral Officer (CEO)

Additional Chief Electoral

Officer

Joint Chief Electoral Officer

Deputy Chief Electoral

Officer

Assistant Chief Electoral

Officer

Deputy Director

Assistant Director ( IT )

District Information

Officer

District Information Assistant

Under Secretary (Election)

Returning Officer

Assistant Returning

Officer

Presiding Officer

Polling Officer

Electoral Registration

Officer

Chief Electoral Officer (CEO)

District Election Officer (DEO)

Assistant Electoral

Registration Officer


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Aims and Objectives of the Organization

India is a constitutional democracy with a parliamentary system of government,

and at the heart of the system is a commitment to hold regular, free and fair elections.

These elections determine the composition of the government, the membership of the

two houses of parliament, the state and union territory legislative assemblies, and the

Presidency and vice-presidency.

Elections are conducted according to the constitutional provisions,

supplemented by laws made by Parliament. The major laws are Representation of the

People Act, 1950, which mainly deals with the preparation and revision of electoral

rolls, the Representation of the People Act, 1951 which deals, in detail, with all

aspects of conduct of elections and post election disputes. The Supreme Court of

India has held that where the enacted laws are silent or make insufficient provision to

deal with a given situation in the conduct of elections, the Election Commission has

the residuary powers under the Constitution to act in an appropriate manner. Holding

of Elections for the formation of these constitutional houses is the prime objective of

the Commission.


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Parliament

The Parliament of the Union consists of the President, the Lok Sabha (House of

the People) and the Rajya Sabha (Council of States). The President is the head of

state, and he appoints the Prime Minister, who runs the government, according to the

political composition of the Lok Sabha. Although the government is headed by a Prime

Minister, the Cabinet is the central decision making body of the government. Members

of more than one party can make up a government, and although the governing

parties may be a minority in the Lok Sabha, they can only govern as long as they have

the confidence of a majority of MPs, the members of the Lok Sabha. As well as being

the body, which determines whom, makes up the government, the Lok Sabha is the

main legislative body, along with the Rajya Sabha.

Rajya Sabha - The Council of States

The members of the Rajya Sabha are elected indirectly, rather than by the

citizens at large. Rajya Sabha members are elected by each state Vidhan Sabha

using the single transferable vote system. Unlike most federal systems, the number of

members returned by each state is roughly in proportion to their population. At present

there are 233 members of the Rajya Sabha elected by the Vidhan Sabhas, and there

are also twelve members nominated by the President as representatives of literature,

science, art and social services. Rajya Sabha members can serve for six years, and

elections are staggered, with one third of the assembly being elected every 2 years.

Nominated members

The president can nominate 2 members of the Lok Sabha if it is felt that the

representation of the Anglo-Indian community is inadequate and 12 members of the

Rajya Sabha, to represent literature, science, art and the social services.


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State Assemblies

India is a federal country, and the Constitution gives the states and union

territories significant control over their own government. The Vidhan Sabhas

(legislative assemblies) are directly elected bodies set up to carrying out the

administration of the government in the 28 States of India. In some states there is a

bicameral organisation of legislatures, with both an upper and Lower House. Two of

the seven Union Territories viz., the National Capital Territory of Delhi and

Pondicherry, have also legislative assemblies.

Elections to the Vidhan Sabhas are carried out in the same manner as for the

Lok Sabha election, with the states and union territories divided into single-member

constituencies, and the first-past-the-post electoral system used. The assemblies

range in size, according to population. The largest Vidhan Sabha is for Uttar Pradesh,

with 403 members; the smallest Pondicherry, with 30 members.

President and Vice-President

The President is elected by the elected members of the Vidhan Sabhas, Lok

Sabha, and Rajya Sabha, and serves for a period of 5 years (although they can stand

for re-election). A formula is used to allocate votes so there is a balance between the

population of each state and the number of votes assembly members from a state can

cast, and to give an equal balance between State Assembly members and National

Parliament members. If no candidate receives a majority of votes there is a system by

which losing candidates are eliminated from the contest and votes for them transferred

to other candidates, until one gain a majority. The Vice President is elected by a direct

vote of all members elected and nominated, of the Lok Sabha and Rajya Sabha.


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Product Scope & Objective

The objective of the system is to manage the Electoral roll of the state. The

electoral roll is a list of all people in the constituency who are registered to vote in

Indian Elections. Only those people with their names on the electoral roll are allowed

to vote. The electoral roll is normally revised every year to add the names of those

who are to turn 18 on the 1st January of that year or have moved into a constituency

and to remove the names of those who have died or moved out of a constituency. If

you are eligible to vote and are not on the electoral roll, you can apply to the Electoral

Registration Officer of the constituency, who will update the register. The updating of

the Electoral Roll only stops during an election campaign, after the nominations for

candidates have closed.


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The ERMS (Electoral Roll Management System) will cover the entire process of

Electoral Roll preparation for the state from Electoral Roll Revision data management

to final Electoral Roll publishing.

2.1 Component Description 2.1.1 Intensive / Summary Revision Data Upload Application:

An application used to Add, Delete and Update the Electoral Roll. This application is

supported by 4 prescribed formats, namely.

Form 6 - Application for inclusion of name in electoral roll

The form designed for data entry at the BLO level would be as prescribed by

ECI. The citizen willing to list as an elector need to fill the form 6 and submit to the

nearest ERO or the BLO. The BLOs carry door to door survey and eligible resident’s

data is collected for inclusion in the electoral roll. After proper scrutiny of the given

details, it will be entered into the client software by the ERO office. The ERO also has

the option to enter the electoral details suo-moto. After the completion of the data

entry the data will be transmitted to the server.

2 Overall Description


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Basic captured details of the Form 6:

Sl.

No. Data Detail

01. Applicants Details Name, Surname, Sex

02. Age as on date Years, Month

03. Date of Birth Day, Month and Year

04. Place of birth Town, District and State

05. Father’s/ Mother’s or Husband’s

details

Name and Surname

06.

Particulars of place of ordinary

residence (Full address)

House/ Door number, Street/Area/Locality/Mohalla/Road, Town / Village, Post Office, Tehsil/Taluka/Mandal/Thana, District, Pin Code

07.

Details of member(s) of applicant's

family already included in the current

electoral roll of the Constituency

Name, Relationship with applicant,

Part number of the roll of the

Constituency, Serial number in

that Part, Elector's Photo Identity

and Card Number.

08. Electors photo identity card details (if

issued)

Number and date of issue


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Form 7 - Application for objection to inclusion of name in electoral roll


ECI. Certain times objections are received by the citizens or political parties over the

inclusion of names of electors who may not be eligible for inclusion. This objection can

be raised through form 7 and submitted to the nearest ERO or the BLO. The

verification officer appointed carries the verification and submits the report to the ERO.

After proper scrutiny of the given details, the updation will be carried out on the client

software by the ERO office. The ERO also has the option to delete a electoral suo-

moto. After the completion of the data entry the data will be transmitted to the server.


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Sl.

No. Data Detail

01. Details of person whose entry is to be

deleted

Name and Surname

02.

Elector roll details of person whose entry is to be deleted

Part number of electoral roll in which his/her name is included, His/her serial number in that part, Elector's Photo Identity Card (if issued) Number.

03.

Details of objector Name, Surname, Sex, Part number of electoral roll in which objector's name is included, His/her serial number in that part, Father's or Mother's or Husband’s Name and Surname (if any)

04.

Particulars of place of ordinary residence of objector/person seeking deletion. (Full address).


05. Reason(s) for objection / deletion


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Form 8 - Application for objection to particulars entered in electoral roll


ECI. The citizen willing to update the personal details can fill the form 8 and submit to

the nearest ERO or the BLO. After proper scrutiny of the given details, it will be

entered into the client software by the ERO office. The ERO also has the option to

update the electoral details suo-moto. After the completion of the data entry the data

will be transmitted to the server.


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Sl. No. Data Detail

01. Applicant's

details

Name, Surname (if any) and Sex

02. Elector roll details of applicant Part number of electoral roll, Serial

number in that part

03. Age as on 1st January Years and Month

04. Date of birth Day, Month and Year

05. Father's, Mother's, Husband's Details

Name and Surname (if any)

06.

Particulars of place of ordinary residence (Full address):


07. Details of Electors' Photo Identity Card (if issued, in this or some other Constituency)

Electors' Photo Identity Card number and Name of the Constituency

08. Details of entries to be corrected


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Form 8A - Application for transposition of entry in electoral roll.


ECI. The citizen willing to transposition his/her name to a different polling booth need

to fill the form 8A and submit to the nearest ERO or the BLO.After proper scrutiny of

the given details, it will be entered into the client software by the ERO office. The ERO

also has the option to transposition the electoral details suo-moto. After the

completion of the data entry the data will be transmitted to the server.


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Basic captured details of the Form 8A:

Sl. No. Data Details

01.

Details of person whose entry is to be transposed

Name, Surname (if any) and Sex

02.

Elector roll details of person whose entry is to be transposed

Part number of electoral roll in which his/her name is included, His/her serial number in that part, Elector's Photo Identity Card (if issued) Number

03. Father's, Mother's, Husband's Details

Name and Surname (if any)

04.

Particulars of place of ordinary residence (Full address):


05.

Period of continuous residence at the above address on the date of application

Years and months

06.

Part number to which the entry has to be transposed (if known)

Details of Applicant (name, surname), Part number of electoral roll in which his/her name is included, His/her serial number in that part, Elector's Photo Identity Card (if issued) Number


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2.1.2 ERO Application:

This application for the Elector Registration Officer to approve revisions made

through ‘Summary Revision Data upload Application’. Considering the sensitivity of the

application, it will be provided additional security using Digital signatures for

authentication. Authorized users i.e., the EROs will be provided Digital certificates that

will be verified on logins.

The details of product functions are

Role of ERO

- Assign Enquiry officer for each parts of the AC for each type of forms

received i.e., Form6, Form7, Form8, Form8A.

- Save report received from Enquiry Officer, i.e., found correct, Found

incorrect or Need further clarification

- Option to give approval/disapproval over Enquiry officer’s report.

- Option to directly approve/disapprove without posting Enquiry Officer.

- Option to correct clerical mistakes in the records saved at the database.

- Option to delete duplicate records.

- Upload records to the database.


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2.1.3 Integration and Roll Printing Application:

The electoral rolls for all assembly constituencies are summarily revised every year

except when intensive revision is ordered in any year. In addition the commission

orders intensive revision every alternate year. In any year when an intensive revision

is ordered, there will not be any summary revision. Further, the Commission can also

direct at any time, a special revision for any constituency or part of a constituency.

Integration of rolls has to be done before any revisions.

Once the revision process starts Rolls namely Mother Roll, lists of amendments,

working copies etc has to be generated. The Application software manages both

integration and printing of Rolls.

Role of ERO

- Integrate Rolls of ACs under him one by one.

- Generate Electoral Rolls ie, Mother Roll and Additional Rolls, Working

copy, Top sheet and others using the application.

- Option to generate these Rolls with photo and without photo.


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2.1.4 Photo Merging Application: Photograph of the Elector is used in Elector Roll and also in EPIC to identify the

person. The Application software is used to merge photos of the electors with the

Elector Roll.

Photograph of the Electors in jpeg file format of file size below 20 KB will be selected

and uploaded through this software. Uploaded file will be saved in database. Provision

to delete photos also will be provided for removing incorrect data.

The main function of this application is:

ERO/ Authorized Private Vendor

- Do digital photography of electors in jpeg format of file size less than

20kb.

- Upload these photos corresponding to the elector’s data available at the

data server using the application.

- Option to upload photos for both mother roll and additional rolls.

- Option to delete incorrect data.

2.1.5 Electors’ Photo Identity Card Preparation and Printing Application: ERO can create EPIC for Electors using this application. The main functionalities of this application are:

ERO/ Authorized Private Vendor

- Verify the data available at the server and do correction if needed.

- After verification of data the EPIC can be generated for each elector in a

pdf format.

- The pdf file will be printed and laminated before issuing to the elector.

- Provision to make duplicate EPIC will be provided.


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2.2 User Characteristics

The users are required to have a minimum knowledge of use of computers

including data entry and Internet browsing.

Users should have undergone training for the use of application software to be

delivered. He should be well aware of systems functioning.

Access to the system will be through the digital signature provided on a smart

card issued by NICCA. Without the DSC the user will not be allowed to login to

the application or enter the data. The DSC will be issued by name to the RO,

ARO and ERO. The transfer of ownership in case of transfers of the officers or

change in vendor will not be permitted and each person authorized to use the

system should apply for the DSC afresh.

Users should keep the local system virus free in order to be safe on any

accidental spread of virus through network.

The administrator should have a sound technical background in the field of

database and network administration. In addition.


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2.3 Constraints

This subsection will specify the constraints placed on design that will limit the

development options of the system.

The system will be client - server product.

System shall be able to work on slow client machines (P-III and above) as

compared to faster server machine.

The system will be password protected and access rights will be defined for its

various functions. Passwords must be encrypted.

Server’s response will be fast enough to provide multiple accesses (30) through

browser-based clients as the various offices may simultaneously use the

system.

System will have sufficient built-in checks to avoid acceptance of invalid data

from its user.

System shall update the particular information in all related tables once it is

entered in a master table (Minimizing the data redundancy).

System shall maintain the log of database transactions.


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2.4 Hardware Requirement The following table represents the proposed hardware requirement (minimum) for Web

Based MIS System.

Items Database Server

Web /

Application

Server

Client

Processor

Intel Xeon Four

Processor Dual

Core 2.93GHz,

and higher

(Latest

Configuration)

Intel Xeon Four

Processor Dual

Core 2.93GHz,

and higher

(Latest

Configuration)

Intel Pentium

Dual Core

Processor

RAM 4GB 4GB 1GB

HDD

3X72 GB, 10000

rpm SAS Hot

Plug

3X72 GB, 10000

rpm SAS Hot

Plug

160 GB 7200 rpm

Serial ATA HDD

CD-ROM DVD Drive DVD Drive DVD Drive

Floppy 1.44 MB 1.44 MB 1.44 MB

Tape Drive 12/24 GB SCSI

Tape Drive

12/24 GB SCSI

Tape Drive

NIC

10/100/1000

MBPS Gigabit

Ethernet

Controller,

remote wake up.

10/100/1000

MBPS Gigabit

Ethernet

Controller,

remote wake up.

10/100/1000 on board integrated Network Port with remote booting facility remote system installation, remote wake up.

Operating

System

Windows 2003

Advance

Server/Linux.

Windows 2003

Advance

Server/Linux.

Windows XP


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Web Server Suitable Web-

Server.

Other1

The data will be stored in a RDMS, which provides adequate security provisions.

Other2 Anti-virus latest

software

Anti-virus latest

software

Anti-virus latest

software

Above server can be used as Backup Server but it is advisable that separate server

with the same configuration may be used as Backup Server.


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2.5 Assumptions & Dependencies

The assumptions declared herein will provide ground for the realization of the

requirements avowed by this SRS. The requirements, therefore, should be well

thought-out as dependent on these assumptions. The assumptions are as stated

below : -

The language of the system to be developed English & vernaculer .

It is assumed that communication optimization shall be obtained via high speed

Intranet/Internet.

It is assumed that continuous network connectivity will be maintained during

working hours so that no data is lost while on-line submission.

Sufficient number of trained computer staff shall be available in the office to use

the system.

All the prospective users, with the intention of using the developed system, must

be logged on to the Internet/Intranet.

Any security or other issue at the OS level will not be considered as problem of

this system.


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2.6 Software System Attributes

Reliability

Business rules, Integrity checks etc. will be put-into-effect in order to curtail the errors

in data entry. Users shall be provided with ample online and manual HELP facilities

and dialog box messages.

Availability

Availability of network is crucial for effective communication and proper working of the

system. This can be ensured through reliable Internet connectivity.

Portability

The client application being browser based remain independent of server platform.

Furthermore, the application software package will be web-based, Unicode enabled,

based on Object Oriented/component paradigm, n-tier client/server architecture,

RDBMS will have features for data storage/manipulation/retrieval/network interface

facility, Multimedia enabled so that updating /maintenance of application software and

data portability is easy and feasible in the future.

Security, Back


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Security

Multi-level security is proposed for the application software at each operating level.

The different levels of security are as follows.

1) Application Level Security

DSC shall be provided to all users. Controlled module access and navigation

would give next level of security while using application. The privileges and

authorization shall be delegated designation and cadre-wise. The security shall be

achieved by providing each user with a limited access, only to the functions they are

authorized to use. Whenever a user attempts to login through any given login id and

password, the login details would be verified against those provided and only then the

user shall be allowed to access the application.

2) Database Level Security

This level of security is offered by the DBMS via database user names and

passwords. Proper rights and privileges should be set to tables and procedures. Each

data entity shall have a set of authorized users for data entry and modification.

3) Operating system Level security

At this level security is provided by the operating system. Separate user names

and passwords are to be introduced for different users or user-groups. Application

software would have no control on this.

3 Security, Backup & Recovery


36

4) Network Level Security

While transmitting information over the wide area network, data should be

secure and free from risk of eavesdropping and alteration from unauthorized person.

There should be strong user authentication and data encryption. Networking System

Software shall provide such security.

5) Audit Trails

At database level: To provide the information on which record was

modified/deleted at what time and by whom.

At operating system level: To give information like who all logged in, what time

and what software/commands they executed etc.

Generalized Features: To help in keeping track of all the transaction taking

place.


37

3.2 Backup

There are two types of Backup operations :

Full Backup: Image of complete database is stored on a backup media.

Incremental Backup: Only the changes on the database from a predetermined

point of time are stored.

The operating system and the DBMS should support following Backup Features:

Backing up of entire database (or a subset of the database) should be allowed in

one operation.

Incremental backup should be supported.

Following Periodic Backup operations are proposed

a) Daily Backup

Incremental backup of database should be taken on daily basis.

b) Weekly Backup

A backup of entire database be taken weekly.

c) Monthly Backup

At the end of every month, backup of entire database, application software, system

software and all working directories should be taken. Backup of selective print files like

monthly/quarterly/annual progress reports should also be included in the monthly

backup. This type of backup should also be taken before loading any new

version/patches of application/system software.

d) Yearly Backup

At the end of the financial year, complete backup of the current year data should be

taken and stored offline preferably at a safe remote location.

Note: As a means to prevent loss of crucial data due to natural or other types of

disasters or calamities, a copy of the backup of database is to be kept outside the

office e.g. at higher level office or at any safe remote location.


38

3.3 Recovery

In case of system failure or database crashing, the last full backup of database should

be restored and incremental backups should be applied to bring the database to the

current status.


39

Introduction to Electoral Roll Management System Applications

For a free and fair election, an accurate and error free electoral roll in most

important pre-requisite. Through this documentation an attempt has been made to

explain the preparation, revision and maintenance of electoral rolls.

The Electoral Database Management System been developed by Chhattisgarh

is has the following major roles to play for the creation and maintenance of electoral

roll : -

1. Digitization of Form 6 / 7 / 8 and 8A

2. Keeping track of every citizen’s application

3. Data transfer or uploading to and from centralized location

4. De-duplication and searching of data

5. Appointment of enquiry officers for received application

6. Processing of application after reporting of enquiry officers

7. Integration of Electoral Roll

8. Printing of Part’s header page, electoral roll and many other MIS reports

9. Merging of photographs from picture format to binary format

10. Printing of Electoral Photo Identity Card ( EPIC )


40

Electoral Roll Management System – WORKFLOW

FORM 7 FORM 8 FORM 8A FORM 6

After field verification is done by BLO / BLA data is transferred by

ERO / AERO to main database for a particular AC

Note: Digital Signature Authenticity is required at this level

UPLOADED

SQL Server at State Level

AC_01

SQL Server at State Level

Forms received on papers and submitted online by citizens

SEARCHING

DE-DUPLICATION

E-ROLL PRINTING


41

Understanding work flow of

Summary Revision Data Upload

(With Screen Shots)


42

Summary Revision Data Upload

The main objectives of this software are as follows : -

a. Digitization of Form 6 for submission of new forms, Form 7 for objection

on inclusions and deletions, Form 8 for corrections / alterations /

modifications and Form 8A for transposition within AC.

b. Uploading of Form 6 data from vendor’s machine to UPLOADED

database kept at State / UT level

c. To view uploaded data brief and detailed reports

d. To delete uploaded data from State / UT level database if required

e. To check for duplicates records in the database

f. To allow users to edit uploaded data if required

g. To make copy of vendor’s database from local machine, later the same

copy can be used to upload data at the State / UT level


43

Summary Revision Data Upload – Configuration and Execution

1. Create database with a name ECIControlTable and AC’s database as per the

Commission’s guidelines in MS SQL Server 2005 / 2008.

2. Transform / Export your State / UT ‘s data in the above said database

3. Verify the correct linking of various control tables – AC, PC, Districts, Tehsils,

Patwari Circles, Villages, Towns, Metros and Wards etc.

4. Create password protected MS Access file as ClientDB (Password

3upload2008)

5. Export all the ECIControlTable data into ClientDB.mdb.

6. The ClientDB database kept at local machine is used to keep the records at

vendor’s level.

7. Create database with a name UPLOADED in MS SQL Server 2005 / 2008

8. In database UPLOADED must have the following tables ( Eg. for AC001 ) : -

a. AC001_Form6

b. AC001_Form7

c. AC001_Form8

d. AC001_Form8A

e. Login Table: upload_login (Authentication)

9. Using MS Visual Studio 2008 open SummaryRevisionDataUpload solution

from provided ECI software / application

10. The software web services can be hosted in built in server of MS Visual

Studio 2008 or local machine IIS

11. Update web references of the software if required

12. Update web.config as per the database at your local machine.

13. Build the solution and Run / Execute.

14. Username: 001001 (001 – AC No. and 001 – Part No.) and Password: 1

----------------------------------------------------------------------------------------------------------

Note : Form 6 entries go to local machine in ClientDB.mdb and Form 7 / Form 8

/ Form 8A go to UPLOADED database at State / UT level


44

Process : Authentication Description : In this login screen, enter Username 001001 as 001 AC No and 001 Part No, password is 1. Web Method : allowUploadUserToLogin


45

Process : Selection of Part Description : In this screen, Select AC No and Part No and click button Select Part No.


46

Process : Selection of Form 6,7,8 and 8A Description : For Form 6 /7 / 8 and 8 A,6A,Update Form6A you can select any option from the menu for respective form to enter data.Form 6 data goes to ClientDB.mdb at local machine Form 7, Form 8 and Form 8A,Form6A,UpdateForm6A go to UPLOADED database at State level. In this form you can also see, selected AC No and Part No are displayed.


47

Process : Form 6 submission and navigation Description : Data Entry Form for Form 6, you can also navigate between available records. This form displays records from the local machine. ClientDB MS Access file is used to keep all the applications received for Form 6. The password for this file is 3upload2008.


48

Process : Submission of Form 7 Description : Data Enter Form for Form 7. The data goes to UPLOADED database at State Level. To view records, enter serial no. of the voter and this will display the specific record. This form reads records from the main list or ‘Mother Roll’

Web Method: UpdateForm7Data


49

Process : Submission of Form 8 Description : Data Entry Form for Form 8. The data goes to UPLOADED database at State Level. To view records, enter serial no. of the voter and this will display the specific record. This form reads records from the main list or ‘Mother Roll’

Web Method : UpdateForm8Data


50


51

Process : Submission of Form 6A registration of NRI Voter’s Description : Data Enter Form for Form 6A. The data goes to UPLOADED database at State Level. To view records, enter serial no. of the voter and this will display the specific record. This form reads records from the main list or ‘Mother Roll’ Web Method : UpdateForm6AData


52

Process : Submission of UpdateForm6A for Modification of NRI Voter’s Description : Data Enter Form for UpdateForm6A. The data goes to UPLOADED database at State Level. To view records, enter serial no. of the voter and this will display the specific record. This form reads records from the main list or ‘Mother Roll’ Web Method : UpdateForm6AData


53

Process : Selection of menu option to view uploaded data or to upload Form 6 data

Description : You can view the brief and detailed report of ‘uploaded’ data.


54

Process : Uploading of data to ‘UPLOADED’ database Description : You can upload the Form 6 data from your local machine to uploaded database kept at the state level. Either you can export all or specific records. This form reads data from local machine ‘ClientDB’ file and transfer the records to ‘UPLOADED’ database kept at the State / UT level.

Web Method: SndClientData


55

Process : To view brief report on uploaded data Description : You can view brief report of uploaded data of any Form 6 / 7 / 8 and 8A. This form reads AC No, Part No and select Form to view the records.

Web Method : selectUploadedDataShortForm


56

Process : To view uploaded data detailed report Description : You can view detailed report of uploaded data for any Form 6 / 7 / 8 and 8A. This form takes AC No, Part No and Form type to display detailed report of ‘uploaded’ data from State / UT level database.

Web Method : selectUploadedData


57

Process : Deletion of uploaded data Description : You can delete any record of uploaded data for any Form 6 / 7 / 8 and 8A if required using this form. Select AC No, Part No and select form type, the select all or specific records, then click on ‘delete uploaded data’ button to delete the records from State / UT level database.

Web Method : deleteUploadedData


58

Process : To view duplicate records in database Description : To check duplicate records in database, select the menu option


59

Process : View duplicate records Description : Choose AC No and desired language then click on

‘Show Duplicate Data’ button

Web Method: selectDuplicateRecordwithoutPhoto


60

Process : View duplicate records with photos Description : Choose AC No and desired language then click on

‘Show Duplicate Data’ button

Web Method: selectDuplicateRecord


61

Process : BLO’s can get checklist of those forms in which ERO has appointed his/her as an enquiry officer.

Description : Select Blo’s Name,Form Type and form receiving date then click Show button.


62

Process : If BLO want to get some changes in forms data then he/she will be informed to operator and operator will change the forms data thorugh the help of this form.

.


63

Process : Through this form Operator can update only Mobile No and Email Id of the electors.It would be directly reflected in main database

.


64

Process : Through this form Operator can enter service elector’s data.With the help of this single form we can generate addition, modification, deletion supplement of service electors.

.


65

Process : Copying of database Description : To copy ClienDB.mdb database at any specific location, select the menu option


66

Process : Selection of location Description : Select the location, where you want to keep the copy of ClientDB.mdb.


67

Process : View MS Access database - Client DB Description : ClientDB.mdb is created at the specified location. If you wants to transfer the records from one machine to another where internet connectivity is available, to further transfer it to State / UT.


68


ERO / AERO Software

( With Screen Shots)


69

ERO / AERO Software


1. To appoint enquiry officers for field verification

2. To submitted reports given by enquiry officers after field verification

3. To make corrections in submitted data if any

4. The uploading of data in the database kept at State / UT level with digital

card authentication

5. To give orders to process the applications with or without appointing enquiry

officers

6. To remove duplicate records in any


70

ERO / AERO Software – Configuration and Execution

1. Create database for Assembly Constituency and with a name

ECIControlTable as per the Commission guidelines in MS SQL Server 2005 /

2008




4. Create database with a name UPLOADED in MS SQL Server 2005 / 2008

5. In database UPLOADED must have the following tables

AC001_Form6

AC001_Form7

AC001_Form8

AC001_Form8A

Login table : Login ( Authentication )

8. Using MS Visual Studio 2008 open ERO-AERO solution from provided ECI

software application



10. Update web references if required

11. Update web.config as per the database at your local machine

12. Build the solution and Run / Execute

13. Username : Admin and Password : 123

14. Digital Signature Authentication is required ( Current Status : Disabled )

--------------------------------------------------------------------------------------------

Note 1 : State / UT are requested to make ‘clean’ control tables as per the

guidelines of ECI in order to execute the said application / software

successfully

Note 2 : In database change data Admin to ERO in table LOGIN for field ULEVEL


71


72

Process : Authentication Description : In this login screen, login with username Admin and password 123.

Web Method : allowEROUserToLogin


73


74


75

Process : Enquiry Officer Details Description : Select menu option ‘MastersEnquiry Officer Details’ for

maintaining Enquiry Officer master


76

Process : Recommendation Reason Description : Select menu option ‘Masters Recommendation Reason

for maintaining Recommendation Reason master


77

Process : Upload ERO Signature Description : Select menu option ‘Upload ERO Signature’ for uploading ERO’s signature for PVC epic card.


78

Process : Appointing Enquiry Officer Description : Select menu option ‘Appoint Enquiry Officers’ for assigning duties to BLOs for field verification


79

Process : Appointing Enquiry Officers Description : For Form 6 / 7 / 8 and 8 A, ERO or AERO can assign enquiry officers for field verification along with date of submission of their reports after verification.

Web Method : appointEnqOfcer


80

Process : Filling Enquiry Officers’ Report Description : After receiving reports from enquiry officers, this form is used by ERO and AERO to submit the reports given by enquiry officers after their field verification.

Web Method : saveEnqOfcerReport


81

Process : Issuing order after appointing Enquiry Officers or without appointing enquiry officer Description : Select the given menu option to pass an order by ERO or AERO with or without appointing enquiry officer.


82

Process : EROs’ issuing order after appointing enquiry officers or without appointing enquiry officer Description : This form is used by ERO and AERO to pass an order such as approved, rejected or approved with changes for form applications received from citizens.

Web Method : saveEnqOfcerReport


83

Process : Clerical Errors’ correction Description : Select this menu option to make correction of clerical errors.


84

Process : Clerical errors’ correction Description : Using this data entry form, ERO or AERO can make clerical corrections in data from the main, supplementary list. Web Method : ElectorDataUpdateRollWise


85

Process : Removal of incorrect approval. Description : Select this menu option for the removal of incorrect approvals from the database.


86

Process : Removal of incorrect approval, when database is not updated yet. Description : Select this menu option for the removal of incorrect approvals from the database. Web Method :

1. saveDataForReversalBeforeDBUpdate 2. Form6ReversalUpdate

3. Form7ReversalUpdate 4. Form8ReversalUpdate

5. Form8AReversalUpdate


87

Process : Deletion of duplicate records Description : Select this menu option for the removal of duplicate records from the database.


88

Process : Deletion of duplicate records Description : This form is used to view the duplicate records from the database. The listed duplicate records can be deleted by ERO or AERO by this form. Select AC No, Part No and type of list, now select specific records and click on delete button.

Web Method : DeleteInPartWiseTableWiseDuplicateRemoval


89

Process : Exporting of approved records. Description : Select this menu option to export the approved records to main database.


90

Process : Exporting of ‘uploaded’ data into ‘main’ database. Description : This form is used to list the records approved by ERO or

AERO. Now the selected records can be uploaded to the main database for a particular AC for Form 6,7,8 or 8A. Enter AC No, Part No, then select approved record to upload them to main list or ‘Mother Roll’.

Web Method : updateDB


91

Process : Exporting of ‘uploaded’ data into ‘main’ database. Description : This form is used to list the records approved by ERO or AERO. Now the selected records can be uploaded to the main database for a particular AC for Form 6,7,8 or 8A. You can also view current records from the ‘main’ database.

Web Method : updateDB


92

Description : After Integration ERO can increase age 1 year or decrease age one year of all electors in mother roll.


93


Integration and E-Roll Printing



94

Integration and E-Roll Printing Software


1. Integration of electoral roll

2. Printing of the following documents : -

a. Electoral roll with or without photographs

b. Part’s header page

c. Supplementary ist

d. Working copy with photographs

e. List of service voters

f. List of absentee voters

g. MIS reports as per the Commission guidelines


95

Integration and Roll Printing Software – Configuration and Execution


guidelines of the Commissions in MS SQL Server 2005 / 2008




4. Using MS Visual Studio 2008 open Integration and Roll Printing solution from

provided ECI software / application






9. Select District from combo box and password 1

10. You can also login as Admin selecting ‘District option’ and password is 1

---------------------------------------------------------------------------------------------------------

Note 1 : To print Part header page ‘clean’ control tables are required

Note : For integration to more database are required, for eg for AC_01,

AC_01BackUp and AC_01Working is required. The integration process

will automatically create required tables for a particular AC.


96

Process : Authentication Description : Select your district and password to login for integration and printing of electoral roll Eg. Select District : KORIA and Password : 1


97

Process : Integration and Electoral Roll Printing Description :

1. Backup of Mother Roll, Addition Sup., and Modification Sup. is taken into AC_01Backup database

2. Makes new ‘ Mother Roll ‘ into AC_01Working a. Creation of new tables for new ‘Mother Roll‘ b. Backup from ‘Mother Roll’ where mflag=dflag=0 c. Backup of Addition Supplementaries Records d. Backup of Modified Supplementaries Records e. Backup into History Table from ‘Mother Roll’ where dflag=1

3. Renumbering a. Old Serial Nos. are maintained b. Old Form No are maintained c. Setting current FormNo to ‘NULL’ d. Renumbering of voters’ Serial No. on the basis of SectionNo,

House No, LastName, Age in descending order e. Setting mflag=dflag=0 for new ‘ Mother Roll ‘


98

Process : To print reports such as electoral roll with or without photographs Description :

1. Enter AC No, Part No and click on any specific ‘Report’ button 2. This is form is used to print varieties of reports as per the

Commission guidelines, such as electoral roll with or without photographs, Parts’ header page, list of service voters, alphabetically list of voters, list of missing voters, supplementary lists etc.


99

Integration and Roll Printing – HINDI INTERFACE


100

PART’s HEADER PAGE


101

LIST OF VOTERS WITHOUT PHOTOGRAPHS


102

LIST OF VOTERS WITH PHOTOGRAPHS


103

SUMMARY OF SUPPLEMENTARY LIST


104

SUPPLEMENTARY LIST


105

LIST OF SERVICE VOTERS


106

LIST OF MISSING ELECTORS


107

ALPHABETICALLY LIST OF ELECTORS WITHOUT PHOTOGRAPHS


108


Photo Merging Software



109

Photograph Merging Software


1. To list of voters from Mother Roll with and without photographs

2. To list of voters from Supplementary List with and without photographs

3. Merging of photographs into Mother Roll

4. Merging of photographs into Supplementary List

5. Deletions of photographs from Mother Roll

6. Deletions of photographs from Supplementary List


110

Photo Merging Software – Configuration and Execution

1. Create database with a name ECIControlTable and AC’s database as per

the guidelines of the Commissions in MS SQL Server 2005 / 2008


3. Verify the correct linking of various control tables – AC, PC, Districts,

Tehsils, Patwari Circles, Villages, Towns, Metros and Wards etc.

4. Using MS Visual Studio 2008 open Integration and Roll Printing solution

from provided ECI software / application






9. Enter Username : Admin and Password : 123



111

Process : Authentication Description : To login enter username : Admin and password : 123

Web Method : wmLogin


112

Process : Merging of photographs Description :

1. To view records, select AC and Part and click on Find button. 2. To merge photographs, browse a photograph by clicking browse

button and click on ‘ Upload the Photo‘ button for ‘Supplementary List‘

Web Method : wmUpdateData


113


EPIC Software



114

EPIC Software

The main objective of this software is as follows:-

1. Print New EPIC Card.

2. Print duplicate EPIC Card.

3. Printing report on Counting of EPIC prepared by Vendor.

4. Printing the Outward Register / Issue Register.


115

EPIC Software – Configuration and Execution


guidelines of the Commission in MS SQL Server 2005/2008.

2. Transform / Export your State / UT’s data in the above said database.



4. Create AC wise database. For example if AC no is 1 then Database Name

would be AC_001_EPIC. There should be one SerialBlock Table in each EPIC

database.

5. Using MS Visual Studio 2008 open EPICwsOnline solution from provided ECI

software / application.

6. The software web services can be hosted in built in server of MS Visual Studio

2008 or local machine IIS.

7. Update web references if required.

8. Update web.config as per the database at your local machine.

9. Build the solution and Run / Execute.

10. Enter Username : Admin and Password : 123



116

Process : Authentication Description : To login enter Username : Admin and Password : 123

Web Method : wmLogin


117

Process : EPIC Printing. Description : Selection from menu option to print New EPIC Card and Duplicate

EPIC Card.Print reports.


118

Process : To search voter detail’s. Description : To View records, select AC, Part,Roll type,EPIC type,Serial no and Language and click on Show Voters List button.


119

Process : Create New EPIC Cards Description :

1. To view records, select AC, Part and Language and click on Find button. 2. To create new EPIC card, select a particular record or click on Above all to select all

the records in the grid and click on ‘Create New EPIC ’. Web Method : wmAllotEPICNo, wmGetEPICs


120


121


122

New PVC EPIC Card Printing


123

Old EPIC Card (Paper based)


124

Process : Create Duplicate EPIC Description : To View records, select AC, Part and Language and click on

Show Voters List button.


125

Process : Create Duplicate EPIC Description :

1. To print duplicate EPIC, select the serial number and select the reason for Duplicate and click on Added to the Roll button.

2. Select the record from the grid and click on Create Duplicate EPIC button. Web Method : wmAllotEPICNo and wmGetEPICs


126

Duplicate EPIC Printing

Process : Reports on Counting of EPIC prepared by Vendor Description : To view report, click on Report Menu and click on Counting of EPIC

prepared by Vendor.

Web Method : wmVendorEpicCount


127

Process : Printing Outward Register/Issue Register. Description : Select AC, Part, Select Date and click on Show button. Web Method : wmGetData


128

Outward Register / Issue Register


129

Process : MIS Reports. Description : Select AC, Part, Report type. Web Method : wmEPICreport


130

Process : To search and print already existing EPIC’s(New and Duplicate. Description : Select AC, Part, Type and Date and click on Show button.


131

Process : To set the path where we can store EPIC’s


132

Setting in the system to print PVC EPIC

1. If the PVC printer is installed in the system, then open the EPIC Printing s/w

and in the crystal report DesignPrinter setup, select the PVC printer as

your printer name and select CR80 as your paper source.

2. If the PVC printer is not installed on your system, then you have to install PDF

Printer software in your system.

3. Then go to Device and printer, then select the pdf printer and click on Printer

Server properties.

4.


133

5. To create a new form, follow these steps:

Access the Forms tab of the Print Server Properties dialog box.

Use the Forms On list box to select the existing form on which you want to

base the new form.

Select the Create A New Form check box.

Enter a new name for the Form in the Form Description For field. Name as

CR80.

Use the fields in the Measurements area to set the paper size and margins

and specify the width and height as mentioned in the above figure.

Choose the Save Form button to save the form.


134

6. Go to crystal report DesignPrinter setup


Admin Module

(With Screen Shots)


135

Process : Login Authentication Window


136

Process : It’s a main window


137

Process: It’s a common type of interface for all application Summary revision,ERO application,Epic software.You can create user for Summary revision software through this window you can also delete or disable user through this window.


138

Database Structure

Process: You can allocate or deallocate AC and parts to any user from this window.


139

Process: You can store ERO digital card information from this window.


140

Process: Through this window you can stop All ACs or selected ACs work process in ERO application


141

Electoral Roll Management System

Data Error Finder Module


142

ERMS Data error Software


1. To find out the errors in the electrol roll database.

2. The BLO working copy is generated for field verification and error count

report for part wise.


143

List of Errors in Electoral Roll – database

1. Voter first/last name is Null/Junk Characters

2. Part No. is Null/Junk Characters

3. Serial No. of the Voter is Null/Junk Characters

4. Section No. is Null/Junk Characters

5. House No. is Null/Junk Characters

6. Voter relationship #M,F,H,O or m,f,h,o/Junk Characters

7. Voter Sex M,F,O/Junk Characters

8. Voter gender is male but relationship is H/Junk Characters

9. Voter relatives name is blank/Junk Characters

10. EPIC no. is less than 10/Junk Characters

11. Age is less than 18 or greater than 100/Junk Characters

12. Photograph exist but ID Card No. is not available

13. ID Card No. exist but Photograph is not available

14. List of Records where EPIC no. is repeating

15. Voter gender is female but relationship is F/O for voter age > 30

16. Voter Status type #N,E,S,M,R or n,e,s,m,r /Junk Characters

17. Number of sections having no voters


144

Process:

1. First Select Process i.e. Single AC or Multiple ACs.

2. Then select AC.

3. Then Select Error type i.e. ALL or single.

4. Then click the Get Data Button.

5. Then the report will generate.

6. This report contains all the error type within the part and within

the AC.

7. Error count report button will create the summary report of all

the errors.


145

Error Count report (Summary):

All the Errors Part-wise AC- wise report:


146

BLO working copy report:


147

Control Table Management System

(With Screen Shots)


148


This software is used to manage the control tables / master tables such as District,

PC, AC, Polling Station, Division, Tehsils & Village etc. User can perform the following

task : -

1. Creation of new units

2. Editing of existing units

3. Deletion of existing units

4. Linking & De-linking interlinked units such as District and AC linking.


149

Process : Login Authentication Window Description : The user types for login are CEO, DEO, ERO, SLA, Vendor


150

Main Screen of Control Table Management System


151

Part header checklist report


152

Process : View/Edit AC details Description : Choose AC No and then click on ‘EDIT’ button.


153

Process : Update AC details Description : Edit the details and then click on ‘Update’ button.


154

Process : Add/View/Edit/Delete PS Building details Description : Choose AC No , choose PS building and then click on

‘Add’ button. To add new PS building details. To delete an existing PS Building details , click on

Delete button.


155

Process : Add/View/Edit/Delete Section details Description : Choose AC No , choose Part no., choose section no

and then click on ‘Add’ button. To add new Section details.

To delete an existing section details, click on ‘Delete’ button.

To edit an existion section details, click on ‘Edit’ button.


156

Process : Upload AC map Description : Choose AC No, choose file name to upload and then

click on ‘Update’ button.


157

Process : Upload Part map Description : Choose AC No, choose part no., choose file name to

upload and then click on ‘Update’ button.


158

Process : Print Report Description : Choose Dist No, choose report type and then click on

‘Show’ button.


159

Polling Station Rationalization Module


160


1. Creation of New Polling Stations / Parts

2. Deletion of existing Polling Stations / Parts

3. Merging of Polling Stations / Parts

Note : This exercise is conducted before draft publication to limit the total

electors up to 1500 within each part.


161

Process : Add new Part Description : Choose AC No and then click on ‘Select’ button.


162

Process : Add new Part Description :

1. Select part no from part drop down list which you want to break. 2. Enter new part name in English and Vernacular. 3. Click Add New Part Button. After clicking Add New Part button one new part no 5 will be added in new part list table and rest of parts after 5 will be increased 1 like 5 become 6,6 become 7…N become N+1 etc.We are also maintaining old_part_no log in newpartlist_mapping table.


163

Process : Section Recreation Description : Through this form we can transfer sections from one part to another. Select main part like 4 and split part like 5. Now you will see whatever sections will be in part 4 that will be shown in upper grid. Lower grid would be blank because it’s a like a new part so there would be no section in this part 5. Now you can transfer section no 2 from part 4 to part 5 just click Replace the selected section button As soon as you click Replace the selected Section button sec_detail table would be updated and section no 2 electors data from part 4 would be transferred in part 5 and deleted from part 4.


164

Process : Section Renumbering Description : Through this form you can renumber the section .After transferring section no 2 from part 4 to part 5 only two sections 1 and 3 will remain in Part 4.so you can renumber section in part 4 like set 3 to 2. Note-Please do not test this software on original database it’s a trial basis so make a copy of original database then run it on copy database.


165

Electoral Roll Search


166


This software is used to search elector’s details in the database. This software uses

two types of searches:

1. Name based search

2. EPIC no based search


167

Process : Search in E-Roll Description : Choose search type. Choose AC wise and choose District and then AC. Then choose Search by name. After that click on ‘Search’ button.


168

Process : Search EPIC No. in Electoral Roll Description : Choose search type. Choose AC wise and choose District and then AC. Then choose Search by EPIC No. After that click on ‘Search’ button.


169

Process : Voter Slip Description: click on ‘Show’ button


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Claims & Objections Application

(Web based)


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This software is used to search application status during the summary revision in the

database. The current status of application can be tracked through this web based

application.

This software uses two types of searches:

1. Part wise Form wise datewise

2. Form number


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Process : Tracking Status of Application Description : Choose District, Choose AC, choose Part and then choose form type. Then choose the from date and To date. After that click on ‘Show’ button.


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Process : View Digitized Form


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Process : Search Name Description : Enter form number. Click on ‘Show’ button.


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Auxiliary Polling Station Application

(Window based)


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This software is used to manage auxillary polling station. These polling stations are

temporary in nature. They are created to split electors into


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Creation of Auxiliary Polling Station


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Deletion of Auxiliary Polling Station


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Change or Modify Polling Station Building

1. Adding Sections to Auxiliary Polling Station


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2. Deleting Sections from Auxiliary Polling Station

Note 1 : You are requested to perform all the above operation on dummy database for

testing purpose only.

Note 2 : Integration and Roll Printing s/w has been updated accordingly to print Main

Polling Station and Auxiliary Polling Station Address on ‘Header Page’ and each page

of photo roll ‘Main’ and ‘Auxiliary’ is specified.

Note 3 : Download 26-DEC-IntegrationRollPrinting-AUX and 25-DEC-AUXY-

MANAGER from ECI’s FTP Server for testing purpose.


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Google based Map Services


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Google based Map Service is used to provide location of

polling station on Google Map to electors to cast a vote. The

end user can simply find his/her polling station on Google

Map along with polling stations details such as :

1. No. and Name of Polling Station

2. Contact details of election officials such as CEO, DEO,

ERO, AERO and BLO

3. Linked Electoral Roll in pdf format.


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Click link ‘Know your Polling Station and BLO Details’


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After searching pins will be displayed as shown above.


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Contact Details of Election Officials


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Part Header Page to get Polling Station Details


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Details of electors without photo will be displayed on the screen.


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BLO Register Application


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BLO Register Application

This application is used to generate BLO Register to analyse the

health of electoral roll at Polling Station level.

The following parameters are used to monitor : -

1. Section wise Male Female Other count.

2. Gender Ratio comparison with District, AC and Polling

Station

3. EPIC and Photo coverage

4. Part wise Age Cohort


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Steps to generate BLO Register : - 1. Run BLO Register s/w

2. Click ‘Process BLO Register Data’

3. Enter Admin Username : admin and Password : admin123

4. Select Assembly Constituency and Click ‘Process’ to generate BLO Register Data


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Steps to print BLO Register Page :-

5. Select Assembly Constituency and enter Part No

6. Click Show Button

7. Print Report


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8. Or Save Report in pdf format with following naming convention :-

i. BLO_REG_ S01AC001PART001.pdf


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BLO Register Report


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Format 1 to 8 Report Application

(ERoll Health Analysis Report)


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Format 1 to 8 Report Application

To monitor the health of electoral roll Format 1 to 8 are

generated at Polling Station, AC and District level based on the

following parameters : -

1. Comparison with Census data

2. Gender Ration

3. PER (Photo coverage)

4. EPIC coverage

5. Age Cohort Report

6. Forms Collection Report

7. Service Electors


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Select AC and Click on Generate Data


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Select Report Option


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Male, Female, Other and Age Cohort Report


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Age Cohort Report


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Photo Coveage and EPIC Coverage


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AC wise Gender Ratio Report


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ERoll Monitoring Dashboard


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The monitoring of electoral roll at national level is done by

this web based application. The State level officials such

as CEO, DEO, ERO can monitor the health of electoral

roll at various level. The parameters to monitor the health

of are listed below : -

1. Male, Female, Other, and Total Count

2. Gender Ratio

3. Draft Publication Electors

4. Final Publication Electors

5. Total Addition, Modification & Deletion during

Summary Revision

6. Elector – Population Ratio

7. Gender Conversions

8. Photo Electoral Coverage

9. EPIC Coverage

10. Graphical Analysis using Line, Bar, & Pie Charts


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Steps to access : -

From CEO’s Portal - Click ERoll Monitoring Link


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Login with CEOs, DEOs and EROs Username & Password


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ERoll Monitoring Dashboard (Main Screen)


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Population Electors (Male, Female, Others & Total)


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Draft Publication Electors (Male, Female, Others & Total)


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Summary Revision Electors (Male, Female, Others & Total)


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Gender Conversion (Through Form 8)


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Final Publication Electors (Male, Female, Others & Total)


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Photo and EPIC Coverage


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Duplicate and Error Correction


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Photo, EPIC, and EP Ratio


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Gender Ratio (Census & Electoral Roll)


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Polling Station & Polling Station Locations


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To access Graphical Analysis Reports – Click ‘Charts’ button


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Bar Graph – PER and EPIC Coverage


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Line Graph – PER and EPIC Coverage


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Line Graph – Male, Female, Other


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Pie Chart – Electors Contribution (State wise)


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ERoll Monitoring Data Entry – Draft Publication


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ERoll Monitoring Data Entry –Summary Revision


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ERoll Monitoring Data Entry – Gender Modification


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ERoll Monitoring Data Entry – Final Publication


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ERoll Monitoring Data Entry – Photo & EPIC Coveage


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ERoll Monitoring Data Entry – Duplicate & Error Correction


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ERoll Monitoring Data Entry – Polling Station & Location


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SMS Alerts

for

Tracking Application

SMS Alerts


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In order to track the current status of application SMSs are being sent to

electors automatically. At every level either approval or rejection SMS

alert is sent to electors.

The various level at which SMSs are sent are as follows:-

1. Your application is received. Ref. No is 2013BLS26S2001002A0003

2. Enquiry Officer has been appointed for your enrolment in voter list. Ref. No is

2013BLS26S2001002A0003

3. Enquiry Officer has reported for your application. Ref. No is

2013BLS26S2001002A0003

4. Your enrollment has been approved by ERO. Ref. No is

2013BLS26S2001002A0003

5. Your application has been rejected by ERO. You can appeal to DM within next

15 days. Thank You. Ref. No is 2013BLS26S2001002A0003

6. You are registered in Electoral Roll. You may collect your EPIC from VRC/CSC

centre. Thank You for using our services.


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SYNOPSIS FOR

MAINTAINING MULTIPLE

SUPPLEMENTARIES

IN ERMS


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Maintaining Multiple Supplementaries

1. In existing ELECTORS table, the fields required to maintain multiple supplementaries

are : -

a. ORG_LIST_NO – Original List No.

b. CNG_LIST_NO – Change List No.

c. MFLAG – To check if record is modified

d. DFLAG – To check if record is deleted

e. STATUS_TYPE

i. N for Addition ( New Entries )

ii. M for Modification

iii. E : Expired, S : Shifted, M : Missing, Q : Not Qualified and R : Repeat /

Duplicate Record

2. After Integration, we need to maintain the values of the above mentioned fields in the

Mother Roll

a. ORG_LIST_NO = 0

b. CNG_LIST_NO = NULL

c. STATUS_TYPE =N

d. MFLAG = False

e. DFLAG = False

3. Now, Maintaining Addition Supplementary

a. ORG_LIST_NO = 1 means Supplementary List No 1 ( New Record )

b. Status_Type = N ( New Entry )

c. CNG_LIST_NO = NULL

d. MFLAG=DFLAG=False

e. New Serial No = Max(Serial No.) + 1 [ within Part ]


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4. Now, Maintaining Modification Supplementary

a. New record will have ORG_LIST_NO = 1 means Supplementary List No 1


c. Status_Type = ‘M’ means modified record

d. Serial No within Part is same as in Mother Roll

e. Now, new record will contain changes and existing old record’s MFLAG set to

TRUE and CNG_LIST_NO set to 1

5. Now, Maintaining Deletion Supplementary

a. ORG_LIST_NO = 1 means Supplementary List No 1


c. E : Expired, S : Shifted, M : Missing, Q : Not Qualified and R : Repeat /

Duplicate Record

d. Serial No within the Part is same as in Mother Roll

e. Now, new record will contain the deleted record and existing record’s DFLAG

set to TRUE and CNG_LIST_NO set to NULL and in old existing record

STATUS_TYPE is set to ‘D’ means deleted and also set dflag=True.

The way Mother Roll is linked with Supplementary 1, the same approach can be used

to link Supplementary 2 with Supplementary 1 or with Mother Roll itself. The

Supplementary No. will be maintained on the basis of dates of summary revision and

continuous revision. In fact, now we can maintain records for multiple summary

revisions within the year itself. The identification of supplementary list no. can be

identified by ORG_LIST_NO field. For ‘ Mother Roll’ ORG_LIST_NO is ‘0’ always.


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CASE STUDY – MANAGING ADDITIONS

In the given example, voter ‘SUMIT is new addition. The Serial No. allotted to

new elector would be max (serial no.) + 1 and ORG_LIST_NO field will have

supplementary list no and STATUS_TYPE will set to ‘N’ means new record.

NAME

ORG_LIST_NO CNG_LIST_NO STATUS_TYPE MFLAG DFLAG

SUMIT 1 NULL N FALSE FALSE


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CASE STUDY – MANAGING MODIFICATIONS

In the given example the ‘name’ of the voter has been modified twice, under

revision no. 1 and then again in revision no. 2 as well. Please note that all the

records are stored in the same table with same Serial No, within the part. Also

note that only latest record in all the given record has CNG_LIST_NO set to

NULL, as it can be used to fetch latest updated record.

Original Record :

NAME

ORG_LIST_NO CNG_LIST_NO STATUS_TYPE MFLAG

AMIT 0 NULL N FALSE

Original Record and Modified Record :

NAME


AMIT 0 1 N TRUE

AMIT SHARMA 1 NULL M FALSE

Original Record and two modified records of same elector :

NAME


AMIT 0 1 N TRUE

AMIT SHARMA 1 2 M TRUE

AMIT K

SHARMA 2 NULL M FALSE


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CASE STUDY – MANAGING DELETIONS

In the given record is not deleted but only flagged as a deleted and its duplicate

record is saved within same table along with the ‘reason of deletion’.

Before Deletion

NAME

ORG_LIST_NO CNG_LIST_NO STATUS_TYPE DFLAG

AMIT 0 NULL N FALSE

After Deletion

NAME

ORG_LIST_NO CNG_LIST_NO STATUS_TYPE DFLAG

AMIT 0 1 D TRUE

AMIT 1 NULL S TRUE

Reasons of Deletion

1. E : Expired

2. S : Shifted

3. M : Missing

4. Q : Not Qualified

5. R : Repeat / Duplicate Record

2-3 Days workshop for ERMS ( Electoral Roll Integration )eci.nic.in/eci_main1/User_Manual/ERMS User...

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