1. ICT in Election Management Jammu & Kashmir. Saleem Khan
ICT in Election Management Jammu & Kashmir Saleem Khan Technical Director & Addl. SIO, NIC J&K
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2. Introduction
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3. 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
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4. Basic Details Parliamentary Constituencies - 6
Assembly Constituencies
Districts
Tehsils
Polling Stations
Registered Electors ( ) - 67,70,043
EPIC Card Holders ( ) - 61,11,437
EPIC Coverage ( ) %
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5. Citizen Services Web Interface Downloadable Electoral Rolls -
Name based and EPIC No. based Search –
E-Filing of Claims and Objections –
Claims and Objections (View) -
Know Your Booth Level Officer -
Citizens’ Grievances –
Your Polling Station on Google Map –
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6. 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
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7. 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
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MIS Reports

8. 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
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9. 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)
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10. 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
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11. 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
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12. De-Duplication Reports
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13. Detecting Duplicates
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14. A New Initiative
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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
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16. Other Applications
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17. 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
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18. 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
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19. 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.
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EVM Tracking Application
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20. BU/CU Conflict request sent by one district to another district (Outside the state)
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21. BU/CU Conflict request received in the district from another district (Outside the state)
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22. 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
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EVM Tracking Application
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23. 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.
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EVM Tracking Application
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24. 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.
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EVM Tracking Application
EVM Tracking Application
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25. Major Recent Initiatives
Public Grievance Monitoring
Public Grievance and Citizen Services portal of ECI at
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)
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26. 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.
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ELECTION COMMISSION OF INDIA

27. 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 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
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28. 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.
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29. 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)
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30. 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.
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31. Message to be sent on
– This is the virtual destination number that we have purchased from NIC to receive messages from all over India.
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32. 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 S RO
For ARO
SMS syntax- poll<space>State_code<space>Dist_no<space>Ac_no<space>ARO
e.g. poll S ARO
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33. 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.
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34. 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
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35. 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
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36. 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.
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37. 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
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38. 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.
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39. In this report section user can easily see poll day report of the polling station.
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40. CEO can modify particular record of the polling station if in case SMS Gateway is not working.
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41. 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
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42. “Broadcasting over the Internet”
WEBCASTING
“Broadcasting over the Internet”
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43. 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.
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44. 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.
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45. 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)
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46. THANKS
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