E LECTORAL R OLL M ANAGEMENT S YSTEM A Brief Overview 1

A BOUT U S Election Commission of India is a permanent Constitutional Body. The Election Commission was established in accordance with the Constitution on 25th January Since then free and fair elections have been held at regular intervals as per the principles enshrined in the Constitution, Electoral Laws and System. 2

B ASIC U NITS OF SYSTEM 3

E LECTION S YSTEM Parliamentary Constituencies Assembly Constituencies Parts Polling Stations Polling Station Buildings Sections 4

R EVENUE S YSTEM Divisions Districts Tehsils Villages 5

U RBAN S YSTEM Towns Nagar Nigam ( Municipal Corporation ) Nagar Nigam Nagar Palika ( Municipality ) Nagar Palika Nagar Panchayat ( City Council ) Nagar Panchayat Wards 6

O THER M ISC U NITS ARE … Police Stations Post Offices 7

P OINTS TO REMEMBER Each AC is linked with one PC only Each Part is linked with one AC only Each Section is linked with one Part only A Part can have multiple Polling Stations Multiple Polling Stations can be located in one PS Building The relationship between each unit in each different system is one-to-many OR many-to-one. Eg. One PC can have multiple AC, but AC can have only one PC 8

L INKING MULTIPLE AC S WITH PC S 9 D ISTRICT 1 D ISTRICT 2 B OUNDARIES LEGENDS D ISTRICT PC AC P ART

L INKING DIFFERENT SYSTEMS Think about linking AC with Districts … or Parts with Tehsils or Villages … ? 10

S OLUTION … One AC can be linked with more than one DISTRICT AC NODISTRICT NO

L INKING P ART WITH D ISTRICT Eg. PART NOAC NO DIST NO

L INKING AC WITH M ULTIPLE D ISTRICTS 13 D ISTRICT 1 D ISTRICT 2 B OUNDARIES AC D ISTRICT P ART

A BOUT E LECTORAL R OLL M ANAGEMENT S YSTEM (S OFTWARE ) 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. Software is developed and owned by ECI, GOI 14

P OLICIES AND G UIDELINES 15

A RCHITECTURE OF ERMS 16 Electoral Roll Control Table Uploaded Form 7,8 & 8A Form 6 Bulk Export Managing Electoral Roll that includes insertion, deletion, updating and transposition within AC. And printing of Electoral Roll including one or multiple supplementary list. State Level System ERO BLOs Door to door verification Electors Local Machine = Database

G UIDELINES SQL Server Database is used for data Keeping Audit Trail with full access log. Separate database for Form 6/7/8/8A/6A As per the procedure currently being followed only accepted (by ERO) forms will be entered. The record of rejected forms will be kept separately as usual. Only ERO/AERO can update the main database EPIC will be generated from original database 17

P RINTING OF E LECTORAL R OLL Only Commission approved formats should be used for printing EPIC. Roll should not be integrated after draft publication being Assembly General Election Year for final publication on 02/01/2012 the entire Photo Electoral Roll, i.e Mother Roll & Supplementary will be printed. Software has provision for printing rolls and generating EPIC at district level. At appropriate time provision will be made in the software for Photo Voter Slip generation to be distributed by BLO to every Elector before Poll. 18

P HOTOGRAPH M ERGING Only 2 megapixel camera should be used. Size of the photograph must be less than 20KB Photograph should be kept in binary format only, along with the voters’ other details Photograph enhancement tool should be provided if required. 19

M AKING OF EPIC EPIC should be printed only when photograph is merged as binary data in database. The information printed on EPIC should be generated from the electoral roll database and then stored in separate database. EPIC No will be generated as per the instructions of the Commission. 20

C ITIZEN S ERVICES Facility for tracking of applications will be provided in the software. The following unique no. should be printed on acknowledgement slip for tracking : - Eg.LengthSample State Code (3 digit)S26 AC No (3 digit)003 Part No (3 digit)129 Year of Application (4 digit)2011 Application No (4 digit)

U NDERSTANDING FORM N O FOR EACH APPLICATION 2011S A State Code AC No Part No Year Form No Form Type

U NDERSTANDING ERMS M ODULES (C ORE C OMPONENTS ) 23

C OMPONENT D ESCRIPTION (M ODULES ) Admin Module Intensive / Summary Revision Data Upload Application ERO / AERO Application Integration and Roll Printing Application Electors’ Photo Identity Card Preparation and Printing Application 24

Admin Module For Users Addition / deletion Summary Revision Data Upload User ERO/AERO EPIC 25

A DMIN MODULE L OGIN P AGE 26

S UMMARY R EVISION D ATA U PLOAD U SER C REATION 27

A SSIGNING AC AND P ARTS TO U SER 28

ERO U SER C REATION 29

A SSIGNING AC P ART TO ERO 30

U PDATION OF D IGITAL C ARD I NFORMATION 31

EPIC A PPLICATION U SER C REATION 32

A SSIGNING AC AND P ART TO U SER 33

Summary Revision data upload 34

S UMMARY R EVISION D ATA U PLOAD A PPLICATION Add, Delete and Update the Electoral Roll. Form 6 - For inclusion of name in Electoral Roll Form 6A - For inclusion of name in Electoral Roll for NRI Form 7 - For objection to inclusion of name & deletion of name in Electoral Roll Form 8 - Application for correction to particulars entered in Electoral Roll Form 8A - Application for transposition of entry in Electoral Roll. (Within AC) Upload the Form 6 Data For Approval 35

S ELECT A DDRESS S OURCE 36

S UMMARY R EVISION DATA UPLOAD 37

S ELECT A C & P ART 38

F ORM 6 A DDITION 39

F ORM 7 40

F ORM 8 41

F ORM 8A 42

UPLOAD FORM 6 DATA 43

B RIEF R EPORT 44

D ETAIL R EPORT 45

D ELETE U PLOADED D ATA 46

C HECK D UPLICATE R ECORD 47

C OPY D ATABASE 48

ERO Software 49

ERO / AERO A PPLICATION This application is for the Elector Registration Officer to approve revisions made through ‘Summary Revision Data Upload Application’. Roles of ERO Approval/Rejection of Forms Updating records in the main database of electoral roll. 50

ERO S OFTWARE L OGIN S CREEN : 51

E LECTOR R EGISTRATION OFFICERS ORDER WITHOUT APPOINTING ENQUIRY OFFICER 52

U PDATE A PPROVED R ECORD ON D ATABASE 53

D ELETE D UPLICATE R ECORD 54

EPIC S OFTWARE EPIC user can create EPIC for Electors using this application. The main functionalities of this application are : - Verify the data available at the server and do correction in address, if needed. After verification of data the EPIC can be generated for each elector in a pdf format. Provision to make duplicate EPIC will be provided. 55

I MPORT THE VOTERS DETAILS 56

C REATE NEW EPIC 57

C REATE DUPLICATE EPIC CARD 58

REPORTS 59

C OUNTING OF EPIC PREPARED BY VENDOR 60

O UTWARD REGISTER / ISSUE REGISTER 61

E PIC COVERAGE 62

N ON EPIC COVERAGE 63

D UPLICATE EPIC COUNTING 64

S HOW EXISTING PDF 65

S ET PATH FOR STORING PDF 66

R OLL P RINTING A PPLICATION This software is used for integration of electoral roll that means for merging Mother Roll and one or more supplementaries*. For the printing Electoral Roll ( Part wise ) with or without photos. Printing of Part Header Page with Control Table Units * Note : Supplementary List means new additions, modifications and updations in the roll. 67

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M OTHER R OLL ( WITH P HOTOS ) 69

P ART HEADER PAGE 70

S UPPLEMENTRY WITH PHOTO 71

E LECTORAL ROLL WITHOUT PHOTO 72

R OLL ALPHABETICALLY 73

B LO WORKING COPY 74

M ALE FEMALE OTHER TOTAL (MFOT) R EPORT 75

M IS REPORT 76

W AY A HEAD Download the Trial Version from CEO District Portal Link on CEO Site Training at District Trial run Trial run report Submission Installation & Testing of Final Software Go Live 77

I NTEGRATION OF ERMS WITH PGRS 78 Electoral Roll PGRS Collection of FORM 6/7/8/8A/6A from PGRS then redirecting into UPLOADED (State level database ) Uploaded Form 7,8 & 8A Form 6 Bulk Export State Level System ERO BLOs Door to door verification Electors Local Machine = Database

5/16/ S UPPORT C ELL Contact Nos: , ,

5/16/ T HANKS