ICT in Election Management Jammu & Kashmir. Saleem Khan ICT in Election Management Jammu & Kashmir Saleem Khan Technical Director & Addl. SIO, NIC J&K 9/18/2018 JK-ERMS 1

Introduction 9/18/2018 JK-ERMS 2

Basics Name of the Project User Department State Level Agency Language J&K Electoral Rolls and EPIC Management System User Department Chief Electoral Officer, Jammu and Kashmir State Level Agency NIC J&K Language English / Urdu / Hindi URL of the Website http://ceojk.nic.in 9/18/2018 JK-ERMS 3

Basic Details Parliamentary Constituencies - 6 Assembly Constituencies - 87 Districts - 22 Tehsils - 82 Polling Stations - 9592 Registered Electors (25.09.13) - 67,70,043 EPIC Card Holders (25.09.13) - 61,11,437 EPIC Coverage (25.09.13) - 90.27% 9/18/2018 JK-ERMS 4

Citizen Services Web Interface Downloadable Electoral Rolls - http://ceojk.nic.in/ElectionPDF/Main.aspx Name based and EPIC No. based Search – http://ceojk.nic.in/namesearch/main.aspx E-Filing of Claims and Objections – http://ceojk.nic.in/eFiling Claims and Objections (View) - http://ceojk.nic.in/claimforms/auth_pages/frmefilingdisplay.aspx Know Your Booth Level Officer - http://ceojk.nic.in/claimforms/auth_pages/frmblodetails.aspx Citizens’ Grievances – http://eci-citizenservices.nic.in Your Polling Station on Google Map – http://www.eci-polldaymonitoring.nic.in/psleci/default.aspx 9/18/2018 JK-ERMS

SMS Based Services Mobile (SMS) Interface (Number: 919211728083) Where am I enrolled (in Electoral Rolls)? – JKERM <space> STATUS <space> 10-character-EPIC Who is my Booth Level Officer? – JKERM <space> BLO <space> 10-character-EPIC Where is my Polling Station? – JKERM <space> PS <space> 10-character-EPIC Is my EPIC Number valid? – JKERM <space> VALID <space> 10-character-EPIC Get Help about different SMS based services – JKERM <space> HELP SMS Based Services 9/18/2018 JK-ERMS

Electoral Roll Management System E-filing Physical Forms Manuscript Applications (Form6/7/8/8A) E-Filing (Online Application) Data Entry Operator / Vendor Database Electoral Registration Officer Submit Report Electoral Database Nominate Enq. Officer Verification by BLO Applicant (Voter) Roll Printing EPIC Card 9/18/2018 JK-ERMS MIS Reports

Electoral Rolls – A Checklist Header Information Missing Header Information Wrong Spelling Mistakes Section Marking Unallocated Sections – Orphan Records Disposed Claims and Objections appearing Split Families Record Repeating Duplicate Serial Numbers Jumps / Discontinuous Serial Numbers Images Missing Duplicate EPIC 9/18/2018 JK-ERMS

Processes Rationalization of Polling Stations Updation of Control Tables Digitization of Claims and Objections (Forms) Keeping track of every citizen’s application /claim Assignment of work to enquiry officers by ERO Action by ERO (acceptance/ rejection/ further clarification). Improving Rolls Quality De-duplication of data/ record Reports on Health of Electoral Rolls Photo Voter Slips Integration of Mother Rolls with Supplementary Rolls Transliteration Printing of a Part’s header page, electoral roll and MIS reports Conversion of photos (JPEG to binary) & merging with textual data Printing of Electoral Photo Identity Card (EPIC) 9/18/2018 JK-ERMS 9

Online System – Major Objectives Hosting ERMS Software/ Database Centrally Role based access to database and applications On-line Filing and Tracking of Electors’ claims Monitoring by the EROs, DEOs, the CEO and the ECI Authentication by means of Digital Signatures of ERO History/ Log of the entire workflow Integration of Rolls and EPIC database Improving Quality/ Fidelity of Electoral Rolls Bringing about greater transparency Improving government – citizen interface MIS Reports – EP Ratio, Gender Ratio, Age Cohort, EPIC & PER Ratio National Voter Search and de-Duplication 9/18/2018 JK-ERMS 10

Salient Features Claims and Objections Continuous Updation - Digitization of Electors’ claims as soon as received E-Filing of claims / objections and their Online Tracking Changes in E-Rolls authenticated by ERO using Digital Signatures Complete History/ Log of the entire workflow from filing to disposal MIS Reports/ Screens for EROs, DEOs, the CEO and the ECI Electoral Rolls Electoral Rolls in Urdu and English (for entire state) and in Hindi (for 5 districts) Being available on the official website, Rolls are easy to obtain and read / understand. Photo-Electoral rolls to help in elimination of impersonation during voting. Name based and EPIC No. based search in the Rolls Online generation of family wise Rolls extracts in Urdu, English and Hindi Alphabetically sorted Electoral Rolls at the time of polling Computerized Voter Slips at the time of Elections Electors Photo Identity Cards Centralized Auto generation of unique EPIC number in order to curb fake card production Capturing/ storing/ automatic indexing the electors’ photographs and linking with textual data The software enables auto-Detection of logical data errors 9/18/2018 JK-ERMS 11

De-Duplication Reports 9/18/2018 JK-ERMS

Detecting Duplicates 9/18/2018 JK-ERMS

A New Initiative 9/18/2018 JK-ERMS 15

Rollout through CSC Using Common Service Centres (CSC) Tie-up with J&K Bank Ltd.( SCA for CSC Project) 806 Khidmat Centres (CSC) functional Revenue Management Services include: e-Filing via J&K Bank Portal (Form 6, 7, 8 & 8-A) PVC EPIC issuance SMS based Query Download / Print Electoral Rolls Name / EPIC based Search in the Rolls Database Reports download/ print Electoral Rolls extract View Claims/ Objections and Tracking Application for Duplicate EPIC 9/18/2018 JK-ERMS

Other Applications 9/18/2018 JK-ERMS 22

ICT in Electoral Processes Automated processes during Elections Randomization of Polling Parties Voting Scheme for Employees (Postal Ballot) Randomization of Electronic Voting Machines SMS based Poll-day Monitoring Web casting of Poll process Candidates Information online (Affidavits Hosting) Security Plan Communication Plan Results Processing Post Result Tasks 9/18/2018 JK-ERMS

Major Recent Initiatives Online Repository for Electronic Voting Machines (EVM) All India Database of EVMs maintained by the ECI Data entry completed for Jammu and Kashmir State, district and ware-house wise inventory of Ballot Units (BU) and Control Units (CU) De-duplication and avoidance of conflicts Workflow for Intra-district, Intra-state and Inter-state transfer of BU and CU on demand First-level check (working status) by vendors Second-level check (Randomization) of EVM for deployment 9/18/2018 JK-ERMS 24

EVM Tracking Application INTRODUCTION EVM Tracking entry application is developed for creating a centralized database for CU and BU’s distributed across 35 states and UTs of India. This Application has to be used at CEO/DEO/Warehouse In-charge/ ECI Admin levels. It allows Tracking of Control Unit and Ballot Unit and their location. This application has the facility to create and enter the warehouse details and stock entry of CU and BU. Transfer of CU and BU once entered will not require re-entry of data. It also keeps the check of duplicate entry of CU and BU in all the warehouses across the country. 9/18/2018 EVM Tracking Application JK-ERMS 25

BU/CU Conflict request sent by one district to another district (Outside the state) 9/18/2018 9/18/2018 JK-ERMS JK-ERMS 26

BU/CU Conflict request received in the district from another district (Outside the state) 9/18/2018 9/18/2018 JK-ERMS JK-ERMS 27

Inter – State Transfer of CU/BU Transfer of CU & BU: Inter-State transfer of CU/BU is initiated by the EVM ADMIN at the Commission’s office. Inter – State Transfer of CU/BU 9/18/2018 EVM Tracking Application JK-ERMS 28 28

EVM Tracking Application Intra – State Transfer of CU/BU – a. Intra-State transfer of CU/BU refers to the transfer of CU and BU from one district to another. This process is initiated by the CEO of the state. b. successful login, the CEO can choose the New Supply orders option from the sub-menu of CEO on the main menu page and then select the Intra – State Transfer tab. 9/18/2018 EVM Tracking Application JK-ERMS 29 29

a. Now the user must perform the second level randomization. b a. Now the user must perform the second level randomization. b. The user must now move to the Randomisation tab and click on the Randomise button for the second level randomization of the CUs and BUs. 9/18/2018 EVM Tracking Application EVM Tracking Application JK-ERMS 30 30 30

Major Recent Initiatives Public Grievance Monitoring Public Grievance and Citizen Services portal of ECI at http://www.eci-citizenservicesforofficers.nic.in/ cservices/default.aspx CEO, DEO, ERO, AERO, RO, ARO and BLO users Establishment of Call Centers at the levels of CEO and DEO Marking/ forwarding of application Deadlines for redressal SMS generation Phone numbers to be mapped to “1950” (Toll Free) 9/18/2018 JK-ERMS 31

1a 5 1 2 3 4 32 COMPLAINT LEVELS & CONTROLLING OFFICER ECI PGR SERVER AGGRIEVED PEOPLE PUBLIC GRIEVANCE REDRESSAL COMPLAINT LEVELS & CONTROLLING OFFICER ECI NATIONAL / MULTI-STATE COMPLAINTS 1a Complainant can know status of his complaint on Public Website and through Call Centre. For each complaint, a unique Complaint ID via SMS is sent on complainant’s registered mobile/cell phone no. for tracking purpose. 5 COMPLAINT FORWARDING Public Website SINGLE STATE/MULTI DISTRICT COMPLAINTS CEO PGR SERVER Fax Fax AGGRIEVED PEOPLE Phone Call SINGLE DISTRICT/MULTI- AC COMPLAINTS DEO AGGRIEVED PEOPLE Letter 1 2 Complaints from various sources except Public Website and Toll Free No. are entered into the system manually and auto forwarded to the concerned officer with an SMS according to the level chosen by the complainant. All users at each level have their own system account for processing complaints. SINGLE AC COMPLAINTS ERO/RO SMS 3 32 When a complaint is received, concerned officer based on the subject takes necessary action. Officer may manually forward a complaint to next lower hierarchical level (if available) for necessary action. In case of Multi-Level complaints, the final decision will be taken by the next higher level officer of the selected complaint level. Personal Meeting An aggrieved person can lodge a complaint through various channels such as Toll Free No, Public Website, Letter, Fax, Personal Meeting, Phone Call and SMS to concerned officer. COMPLAINT LODGED DIRECTLY TO CONCERNED OFFICER 4 Satisfaction Response for the Action Taken by the officer is confirmed by personal phone call and by Call Centre till the complete disposal of complaint. 9/18/2018 JK-ERMS 32 ELECTION COMMISSION OF INDIA

Future Plans SMS based Poll Monitoring Tested successfully in Last Vidhan Sabha Polls in Bihar etc. An ‘Event based management system’ – from the time of dispatch till the time of deposition of election material SMS gateway obtained through NIC. 9212357123 is the virtual destination number that ECI has purchased from NIC to receive messages from all over India. TRAI has allowed bulk SMS for this purpose Every functionary – CEO, DEO, RO, ARO, PO made system user by means of their mobile number Pre-poll, Actual Poll and Post-poll process monitoring by means of SMS generated in pre-defined formats SMS can be sent directly or through the System Website Auto-reminders for defaulters to send reports within the set Time Limits Status update enables fast decision making whether the event is sudden or expected 9/18/2018 JK-ERMS 33

Process of SMS Gateway SMS Gateway Services from NIC makes it easy to stay connected with all mobile service operators. We have a wide range of mobile communication solutions including Web SMS and SMS API Interfaces. The SMS Gateway should be reliable, fast, cost effective and covers almost all operators in the India. 9/18/2018 JK-ERMS

Process of SMS based monitoring system Step 1:- Mobile Registration. RO (Returning officer) ARO (Assistant Returning officer) SO (Sector officer) PO (Presiding officer) Step 2:- Send Events & Time based reports. Reports by Presiding Officer/Polling Officer Reports by RO/ARO/SO (if PO does not carry mobile phone with them or Mobile Phone of PO, for some reasons beyond control, fails to send SMS) 9/18/2018 JK-ERMS

SMS format- SMS is designed in such a format that the message received by the system(SMS gateway) through the sender(RO/ARO/SO/PO) could be automatically interpreted and updated into the database . Keyword –’poll’ - All SMS format will start with this keyword. - Example:- poll <space> other part of the message. 9/18/2018 JK-ERMS

Message to be sent on 9212357123 – This is the virtual destination number that we have purchased from NIC to receive messages from all over India. 9/18/2018 JK-ERMS

SMS format- Mobile registration For RO Date of Registration- P-7 day SMS syntax- poll<space>State_code<space>Dist_no<space>Ac_no<space>RO e.g. poll S06 01 001 RO For ARO SMS syntax- poll<space>State_code<space>Dist_no<space>Ac_no<space>ARO e.g. poll S06 01 001 ARO 9/18/2018 JK-ERMS

Reports by Presiding Officer/Polling Officer Event Safe Arrival of Polling Party at Polling Station Date of Registration P-2/P-1 Day Time of Registration Immediately after reaching Polling Station SMS syntax poll<space> SAP Remarks SAP- Polling Party Safely Arrived at the Polling station Event Mock Poll and attendance of polling agents Date of Registration P-Day Time of Registration Immediately after conduct of mock poll and before commencement of poll SMS syntax poll<space> MP<space>04 Remarks MP-Mock Poll Conducted, Last 2 digits stand for no. of Polling agents present. As per the example polling agents of 4 contesting candidates are present. 9/18/2018 JK-ERMS

Reports by Presiding Officer/Polling Officer Event Poll Started Date of Registration P day Time of Registration Latest by 7:15 am SMS syntax poll<space>PS Remarks PS- Poll Started Event Report on 2 hourly (9AM) Date of Registration P-Day Time of Registration 9am SMS syntax poll<space>9AM<space>male,female,other Eg poll<space>9AM<space>111,98,02 9/18/2018 JK-ERMS

Reports by Presiding Officer/Polling Officer Event Voters in queue at the closure of poll Date of Registration P day Time of Registration Closure of poll SMS syntax poll<space> Q<space>10 Remarks Q – Stands for Voters in queue at the schedule time for end of poll. 3 digits stand(s) for total number of voters in queue Event Final Voter Turnout Date of Registration P-Day Time of Registration After end of Poll SMS syntax poll<space> VT<space>male,female,other e.g. poll<space> VT<space>454,381,002 9/18/2018 JK-ERMS

Reports by Presiding Officer/Polling Officer Event Safe arrival of Polling Party at RC after end of Poll Date of Registration P day Time of Registration Immediately after reaching RC SMS syntax poll<space> SARC Remarks SARC – Stands for Safe arrival of Polling party at RC Event Poll Interrupted due to EVM Non-Functioning or . apprehension of such problem Date of Registration P-Day Time of Registration Immediately after such type of situation SMS syntax poll<space> PROB<space>EVM Remarks PROB- Problem, EVM- Problem of Electronic Voting . Machine. 9/18/2018 JK-ERMS

Reports by Presiding Officer/Polling Officer Event Poll interrupted or apprehension of poll interruption . due to Law & Order problem Date of Registration P day Time of Registration Immediately after such type of situation arises SMS syntax poll<space> PROB<space>LW Remarks PROB- Problem, LW - Law & Order Problem. Event Poll Interrupted or there is a chance of poll interruption . due to other Problem Date of Registration P-Day SMS syntax poll<space> PROB<space>OTH Remarks PROB- Problem, OTH – Other Problem 9/18/2018 JK-ERMS

Reports by Presiding Officer/Polling Officer Event Problem resolved Date of Registration P day Time of Registration Immediately after problem is solved and poll is resumed . in case SMS syntax poll<space>PRES Remarks PRES means Problem resolved and poll resumed in case there is . interruption. 9/18/2018 JK-ERMS

In this report section user can easily see poll day report of the polling station. 9/18/2018 JK-ERMS

CEO can modify particular record of the polling station if in case SMS Gateway is not working. 9/18/2018 JK-ERMS

Future Plans Webcasting of Poll process Tested successfully in Last Vidhan Sabha Polls in a few constituencies To keep a check on illegal activities such as booth capturing, money distribution and bogus voting to bringing about complete transparency. To broadcast and monitor LIVE, the election process from a distant polling station. To spread awareness to participate in Free and Fair Elections. Laptop/ Desktop, Webcam, Network connection and a Chat Client / Free software/ 3rd party messenger are all that is required. Prevention of malpractices by election officials Eliminating impersonation Live broadcast enables timely decision and action 9/18/2018 JK-ERMS 49

“Broadcasting over the Internet” WEBCASTING “Broadcasting over the Internet” 9/18/2018 JK-ERMS 50

Why do we need….? To keep a check on illegal activities such as booth capturing, money distribution and bogus voting to bringing about complete transparency. To broadcast and monitor LIVE election process from a distant polling station. To capture faces of voters coming to vote at PS in a sequence for remote viewing by election officials. To spread AWARENESS to participate in Free and Fair Elections. 9/18/2018 JK-ERMS 51

Why it wasn’t possible during early elections before 2000 in India? Limited technology and poor internet connectivity. Costly hardware infrastructure, sometimes difficult to procure. Lack of computer knowledge and its awareness Rural areas were totally deprived of telecommunication means. 9/18/2018 JK-ERMS 52

How a webcast can be done…? Webcasting Methods based upon network circuit: Open Network (preferred) Social websites for free live broadcasting Closed Network CCTV surveillance Pre-owned Proprietary Software (WAN based) 9/18/2018 JK-ERMS 53

THANKS 9/18/2018 JK-ERMS 55 55