1. EVM Management System (EMS) Version-1.0

2. Introduction
The New EVM Management System will have two components, first is a Web-based application and second is a Mobile application.
Web-Based Application - It is a main application which will be having core functionalities related to EVM business processes and will be used by users like Manufacturer, ECI, CEOs. DEOs, Warehouse In charge, etc.
Role based access will be provided to different users at same url
Mobile Application - This is a supporting application which will be used by temporary users for mainly scanning at warehouse level during sending and receiving EVM Units, FLC , receiving in AC after 1st randomization etc..

3. Challenges on ETS and resolved in EMS
If sender has sent wrong units (Units sent physically but not in ETS).
User unable to send units from AC warehouse to repair room.
User is unable to change status of units
Manufacturer is not able to change allocation of warehouse to send units
If Manufacturer wants to change status of repaired units to usable he need to do it by selecting units one by one and it takes lots of time.
Sometime manufacturer select other manufacture while stock taking of new units. For example BEL user sometime selects ECIL as manufacturing company.
Receiver will be able to mark it as orphan and unit will be settled in EMS
Case will not be exists in EMS
DEO will have facility to change status of units
Mapping modification facility will be provided
Repaired entry will be done by mobile app
User has not select manufacturer. Validation will be done on login credential.
Cont….

4. Challenges on ETS and resolved in EMS
Sometime user selects wrong units type while taking stock. Though stock taking of Control unit is going on but user selects Ballot from unit type drop down
User creates wrong kind of strong room. For example user creates PC type strong room instead of AC type strong room.
User wrongly creates normal order to send randomised units to AC strong room instead of sending units by clicking create randomisation order button and then clicking send units to AC warehouse in Randomisation master screen.
Validation will be work identifier of units; it will define at the time of stock taking
This case will not be exist in EMS
Case will not exist in EMS; order of randomization will bot b generated ins system.

5. Main objectives (1/2)
•EVM units ( BU /CU /VVPAT) lifecycle management from production to destruction
•EVM shifting management from one location to another location
•To make smooth flow of order generation & real time order tracking
•To provide order modification & order cancellation facilities
•To keep track of EVM units during on-going election process activities; from FLC to poll day EVM units deployment
•To add more units for poll after 1st & 2nd randomization
•Blocking & Unblocking of Units

6. Main Objective (2/2)
•Make easy to search details of units by providing unit ID or few basic details
•Prevent manual entry of EVM units to avoid error / duplication of units across warehouses, etc..
• Conflict raising & resolution
•To generate real time reports of EVM units regarding location, availability, etc.
•Manage training units which are allocated before Randomization
•Capture information of replaced units during commissioning, dispersal, mock poll & actual poll
•Capture defect description of units during marking unit as a defective

7. User Modules
User modules of proposed application are:
ECI
Manufacturer
CEO / CEO office
DEO /DDEO
AC User / PC User
Warehouse In charge (ECI & Manufacturer both)
Temp User (Mobile App User – ECI User’s & Manufacturer’s User Both)

8. Functional Modules Covered in Web Application
1.User & Entity Management
2.Production of new units
3.Shifting of Units
4.First Level Check
5.Awareness
6.Randomization
7.Supplementary Randomization
8. Replacement of units
9.Election Petition & Reserve Unit Handling
10.Conflict Handling

9. Modules Covered in Mobile Application
Login
Dashboard
Send / Receive
FLC
Awareness
AC Randomization
PS Randomization
Receive after poll
Receiving of reserve units
Conflict handling
Pending Uploads

10. User Management Basic understanding of module
Preparatory steps for module
User must have official / government ID
User must have mobile number
Explore how to create and manage users and entity

11. Abbreviation of roles CEO- Chief electoral officer
CEO Office – Staff from Chief electoral office
DEO- District electoral officer
DDEO- Dy. District electoral officer
AC User- Returning officer in case of Vidhan Sabha election
PC User- Returning officer in case of Lok Sabha elcttion
WH –In charge- Warehouse manager of Normal warehouse
Temp User- Mobile application user

12. User Creation by ECI Admin ECI Admin can create five type of users i.e. CEO, CEO Office, Supervisor, ECI Departmental User, and Manufacturer User

13. User Creation by Chief Electoral Officer (CEO) CEO can create three types of users i. e. DEO, DDEO, PC User and CEO office users.

14. User Management by District Election Officer (DEO)1/4 DEO can create Warehouse and Assembly Constituency User, Warehouse Manager and temp user.

15. Warehouse Creation by DEO (2/4)

16. User Creation by DEO(3/4) Two Type of users i. e
User Creation by DEO(3/4) Two Type of users i.e. Warehouse Manager and AC User

17. Temp User(Mobile User) Creation by DEO (4/4)

18. User Management by Manufacturer(1/3) Manufacturer can create Warehouse and two types of user i.e. Warehouse Manager, Depts.. User

19. Warehouse Creation by Manufacturer(2/3)

20. User Creation by Manufacturer(3/3)

21. User Verification Procedure
WEB USER
Created user will be unverified till their authentication
Created user(CEO/DEO/AC User/ Warehouse Manager/ Manufacturer) will be notified through contains verification link and OTP
Created User will click on link to verify their authentication
Created User will receive OTP on their registered Mobile number &
OTP Verification will allow to set their password(One Small Letter, One Capital Letter, One Special Character, One Number and it should be limited up-to 8-16 character)
Successful verification allow to user Log-in at
MOBILE USER
Created Temp will be notified through SMS contains Mobile Application link
Download and Install APK file
OTP Verification will allow to Log-in Mobile App

22. Update User(Created) by Admin User
To update user detail, Admin user has to required to follow below steps
WEB USER
Created User; CEO/DEO/AC User/ WH Manager can not be deleted but User status & information can be updated only by admin
Visit User Management Section and Click on Change User
User Status: User status; verify or un-verify will be based on verification by user
User Profile: User can update user name, designation and mobile number if status is verified however admin / account creator can update all the information including ID for both verified & unverified users
Affected user will be notified accordingly
TEMP USER
Created User can not be deleted but User validity can be reduced & extended only by DEO
Visit User Management Section and Click on Create Temp User
User Status: Status of temp user will depend on validity of user
User Profile: DEO can update temp user name, designation

23. Data Validation Basic understanding of module
Preparatory steps for module
Take print out of units report from ETS
Verify count and detailed unit information from unit status report of EMS
Ensure integrity of migrated data from old ETS to new EMS
View / Download Reports

24. Production Entry of Units
Only manufacturer can do stock entry of new produced units
Only those units will be transferred whose entry has already done in system
Stock entry will be done by mobile app however report will be shown to ECI & manufacturer both
View / Download Reports

25. Order generation for New/Repaired Unit & Inter- Intra State Transfer
Basic understanding of module
Preparatory steps for module
How to generate order for new units order
How to manage movement of new units
How to generate order for Inter- Intra State Transfer
How to Map sender and receiver for Unit sending/ receiving
How to do scanning through mobile app for sending / receiving

26. Order Generation for New/Repaired Unit by ECI
Manufacturer (Sender)
Receiver
Allocated to manufacturer
Allocated to warehouse (WH In charge)
Temp User
Allocated to State (CEO)
Allocated to district (DEO)
All new produced units will be scanned by mobile app and count of units will be shown on Manufacturer’s & ECI’s dashboard
Irrespective of availability of new produced units, ECI can generate order from manufacturer to State.
Manufacturer & Receiver have to do mapping of their own district / warehouse; Receiver has to do mapping first.
Units will be scanned at the time of dispatch from manufacturer ‘s warehouse and Same units will be scanned at the time of receiving in Receiver’s district warehouse
Order status can be tracked any time; ECI, sender & receiver can check real time status of order

27. Order Generation for New/ Repaired Unit by ECI

28. Order Preview for New/ Repaired Unit by ECI

29. Order Generated for New/ Repaired Unit by ECI Order has been sent to Manufacturer(Sender) and State(Receiver). Receiver has to do mapping first at district level to corresponding State.

30. Order available to CEO for New/Repaired Unit

31. Action will display two options Allocate EVM to District and Download PDF

32. EVM Allocation to District and enter number of units to be allocated accordingly

33. Order available to DEO for New/Repaired Unit

34. Action will display two options Allocate EVM to District’s Warehouse and Download PDF

35. EVM Allocation to Warehouse and enter number of units to be allocated accordingly

36. Unit allocation details

37. Order available to Manufacturer for New/Repaired Unit

38. Allocate EVM to Warehouse by Manufacturer

39. EVM Allocation to Warehouse and enter number of units

40. Dispatch order successfully allocated to WH by Manufacturer

41. Allocation details and receiver details

42. Dispatch Order available to Warehouse for New/Repaired Unit

43. Order Assigning to temp User

44. Assigned temp user detail

45. Log-in by Temp User(Manufacturer)
Temp User dashboard for entry for New/ Repaired Unit
Click on New entry for new Unit
Click on repaired entry for repair Unit

46. Order available to District’s Warehouse for New/Repaired Unit

47. Order Assigning to temp User

48. Assigned temp user detail

49. Temp User (Mobile User Log-in by Temp User
Click on Send/ Receive order
Click on Receiving order will show the details of units
Click on Scan BU/ CU or VVPAT for receiving

50. Shifting of Units: Inter State/ Intra State/ Intra district shifting
Based on availability of units in different State/District, ECI/CEO can generate order from Sender to Receiver
Sender & Receiver have to do mapping of their own District/ Warehouse; Receiver has to do mapping first
Units will be scanned at the time of dispatch from Sender ‘s Warehouse
Same units will be scanned at the time of receiving in Receiver’s Warehouse Order status can be tracked any time; ECI, Sender & Receiver can check real time status of order

51. Shifting Unit Order Generation for Inter State Transfer by ECI

52. Order allocation Confirmation

53. Order created successfully and report available as download PDF

54. Order Report- Inter State Transfer

55. Sender and Receiver Mapping for Inter State/Intra State/ Intra District
Order has been generated successfully. Sender & Receiver have to do mapping of their own District/ Warehouse; Receiver has to do mapping first.
For mapping should be up-to Warehouse level at both side i.e.
CEO allocate the districts for sending and another CEO for receiving
District allocate the Warehouse for sending and another district for receiving
Warehouse In-charge allocate the temp user for sending and another temp user for receiving
CEO, DEO, Warehouse can follow the same process for Mapping of Inter State Transfer/ Intra State Transfer which has been above mentioned for New/ Replaced Unit.

56. First Level Check Basic understanding of module
Preparatory steps for module
Available for use units must be in your Warehouse
FLC must be scheduled by manufacture; whose units are available in your district
Strong room must be created for district
Temp users must be created for respective warehouses
Explore how to schedule FLC
How to Assign temp user at WH level
How to do FLC by mobile App
How to check report of FLC
How to change status of unit in case of wrong entry

57. First Level Check(FLC) Announcement
First Level Checking of EVMs & VVPATs: First level checking (FLC) of EVMs (Ballot Unit & Control Unit) and VVPATs will be done for every EVM and VVPAT. The entire FLC process was carried out at the District level under the supervision of the DEO concerned under continuous videography/CCTV coverage. Any malfunctioning EVM(BU/CU) and VVPAT was sent to the factories, so that the same cannot be used in the election.
Manufacturers certify at the time of FLC that all components in the EVM are original. After this, the plastic cabinet of Control Unit of the EVM is sealed, which is also signed by representatives of political parties and stored in strong rooms. After this stage, the plastic cabinet of control unit of the EVMs cannot be opened.

58. FLC Schedule by Manufacturer

59. FLC Scheduled List

60. Announce FLC Information by DEO

61. Update ECI Supervisor detail by DEO

62. Temp user assignment by warehouse manager

63. FLC –ok by Temp user(Mobile)
Log-in by temp user(Mobile) and click on FLC
FLC will show number of units to be scanned
FLC for BU Scan
FLC yes for BU

64. FLC –Not OK by Temp user(Mobile)
FLC will show number of units to be scanned
FLC scan and FLC No for CU
Warehouse allocated for defective unit
Reason selection for defective unit

65. FLC Report by DEO Select Master type (BU, CU, VVPAT) to download report

66. FLC Status update by DEO FLC status after selection of Master Type and Status Type

67. Training & Awareness Basic understanding of module
Preparatory steps for module
Requirement of awareness units must be marked by DEO
FLC OK units must be available in district
T&A warehouse must be created
Temp user for strong room must be created
How to mark units for awareness
How to Assign temp user for awareness
How to mark awareness by mobile App
How to check report of awareness
How to change status of awareness units as normal working units

68. Pre-requisite for Awareness
Only “FLC OK" units shall be used for training and awareness campaign.
Warehouse should be created before unit allocation.
EVMs and VVPATs shall be stored in & separate designated warehouse, not below the sub- division headquarters level, with proper security and double lock-system, as is done for strong room having FLC OK EVMs and VVPATs. The keys shall be kept with the two separates officers, nominated by DEO.
The DEOs shall be directly responsible for the safety and security of these, Training and Awareness of EVMs and VVPATs.
EVMs and VVPATs shall be given only to the authorized officials deputed by the District Election Officer concerned.
The DEO shall ensure that the officials chosen for creation of EVMs/VVPAT related awareness campaign, as well as those nominated for handling these EVMs and VVPATs must be comprehensively trained on the usage and functioning of the EVMs and VVPATs.

69. Awareness Unit Allocation by DEO

70. Assign Temp user for unit allocation Temp user should be created for selected warehouse Select temp user to receive unit Temp User Assign successfully DEO can see assigned user detail on click at Assign Temp User info

71. Defective units shifting
Basic understanding of module
Preparatory steps for module
How to send back defective units to manufacturer
Order generated by DEO
Temp user assignment by WH-In Charge for sending
Scanning through Mobile app for sending
WH mapping by receiver Manufacturer
Temp user assignment by WH- I (Manufacturer) for receiving
Scanning through Mobile app for receiving

72. Randomization
FLC-OK EVMs and VVPATs will be randomized twice, once for allocation of machines to assembly constituencies and second to polling stations in the presence of candidates or their representatives before they are distributed for use in individual polling stations. The randomizations were carried out through EVM Tracking Software (ETS) by the DEO in the presence of the representatives of political parties/candidates for complete transparency. The lists of EVMs and VVPATs containing serial number of EVM and VVPAT allocated to particular polling station were provided to the political parties/candidates.

73. First Randomization Preparatory steps for first randomization-
FLC Ok unit must be available
Strong room AC must be created
Temp user must be created for strong room AC
Steps of normal first randomization-
Login from DEO login and go on randomization submenu
Select one, multiple or all AC at a time
Enter required percentage of reserve unit in respect to all AC
Start randomization, re-randomize & finalize randomization
Download & print report of randomization
Assign temp user of strong room AC from DEO login
Receive all unit through mobile app in strong room AC of respective AC

74. Pre-requisite for First Randomization
Required quantity of units should be available in Strong Room with ‘FLC OK’ status.
All the required AC warehouses (Strong Room AC) should be created.
Temp user should be created for Strong room AC and Mobile app should be installed on temp user mobile.
NOTE:
Units allocation will be completed through web-app only.
Units receiving will be completed through Mobile app via scanning.
Second Randomization can’t be done until units has not actual received by AC.

75. First Randomization by DEO Assembly Constituency(AC) Selection for First Randomization

76. First Randomization by DEO Fill Reserve % Unit to Respective AC

77. First Randomization by DEO Click on Save or Start Randomization

78. First Randomization by DEO AC wise First Randomization Report

79. First Randomization by DEO Temporary User should be created before Assign Temporary User

80. First Randomization by DEO Log-in by Temp User
Click on AC level Randomization
Units Allocated to corresponding AC
BU, CU, VVPAT Units to be scanned by Temp User
All BU, CU, VVPAT Units scanned by Temp User

81. First Supplementary Randomization by DEO (1 /6) Supplementary randomization can be done only in those AC where normal first randomization has been finalized

82. First Supplementary Randomization by DEO (2 /6) Requirement must be entered. After entering requirement system will allow to start randomization

83. First Supplementary Randomization by DEO (3 /6) System will allow to do multiple re-randomization before finalizing randomization

84. First Supplementary Randomization by DEO (4 /6) Preview of units allocated during last 3 re-randomization will be shown to users

85. First Supplementary Randomization by DEO (5 /6) After finalizing first supplementary randomization, either you have to assign temp user for receiving of units in strong room AC or can request to ECI for exemption of scanning. If ECI has accept your request then units will be automatically received in strong room AC of respective AC

86. First Supplementary Randomization by DEO (6 /6) Your exemption request will be shown to ECI and now ECI has to take action on your request

87. Second Randomization Preparatory steps for second randomization
First randomization must be done
All the units must be received in strong room AC
Count of polling station & candidate must be verified
Temp user must be created for strong room AC
Steps of normal second randomization-
Login from DEO login and go on randomization submenu
Select one AC at a time
Verify count of PS and count of candidate
Start randomization, re-randomize & finalize randomization
Download & print report of randomization
Assign temp user of strong room AC from DEO login
Dispatch all units to polling stations through mobile app

88. Second Randomization by DEO Units those are in strong room AC will be randomize during second randomization. After finalizing, units will be allocated to polling station and remaining units will be marked as reserve units

89. Second Randomization by DEO System will allow to do multiple re-randomization till the time you are not finalizing randomization.

90. Second Randomization by DEO Now DEO can check unit wise report of second randomization. Temp user will be assigned by DEO , who will scan units for dispatching to polling station

91. Second Randomization by DEO Temp User Assignment

92. Second Randomization by DEO Log-in by Temp User
Click on PS level Randomization
Units Allocated to corresponding AC
BU, CU, VVPAT Units to be scanned by Temp User
All BU, CU, VVPAT Units scanned by Temp User

93. Second Supplementary Randomization by DEO Supplementary randomization can be done only in those AC where normal second randomization has been finalized

94. Second Supplementary Randomization by DEO Requirement at the polling station will be auto fetched from database.

95. Second Supplementary Randomization by DEO In case you have not marked on which polling station unit were required then all the assigned units will be marked as reserve in respect to selected AC

96. Second Supplementary Randomization by DEO Your exemption request will be shown to ECI and now ECI has to take action on your request

97. Replacement of Units Basic understanding of module
Preparatory steps for module
Detailed information of replaced units must be you have
How to mark details of replacement with unit’s details and replacement level details
View & download report
How to upload replacement report

98. Replacement of Units

99. Replacement of Units at PS

100. Replacement of Units Report

101. Logic behind replacing the units#
Level of Replacement
Status of replaced units
Location of replaced units
Impact on replaced unit in EP 1
Commissioning
Defective
Repair WH
Will not be part of EP 2
Dispersal 3
Mock Poll 4
Actual Poll
Replaced during actual poll
Strong room AC
Block in EP

102. Reserve units handling
Preparatory steps for module
Poll must be done
Steps of handling reserve units
Login from WH Manager login and go on reserve units sub menu
Select name of AC, from where you want to receive units
Assign temp user
Receive all the units through mobile app from strong room AC to normal WH

103. Receiving of reserve units in Normal Warehouse

104. Receiving of reserve units in Normal Warehouse

105. Receiving of reserve units in Normal Warehouse

106. Election Petition Preparatory steps for module
Replacement of units at all level must be captured in system
Step for declaration of election petition
Do CEO account login and go on election petition submenu
Select election type
Select name of PC / AC / PS
Select unit status (In Poll / Marked EP)
Select required information from displayed result
Take action

107. Actions in Election Petition#
Status of units
Action can be done
Time line
Impact of action 1
In Poll & Replaced during actual poll
EP Not filed
>= C+45 Days
Units can be received back in normal WH as a normal units 2
Mark EP
After C days
Units will be blocked in EP 3
Marked EP
Unmark EP
Depends on decision

108. Election Petition by CEO In Poll. :
Election Petition by CEO In Poll : Means Units on which voting has been done EP Marked: Means Units which are blocked in election petition

109. Election Petition by CEO I

110. Receiving of unit in Normal Warehouse on which poll has done
Do action, either EP not filed or unmark EP
Upload court order
Login by Normal Warehouse Manager 
Assign temporary user for post counting
Login by EMS Asset Mobile App with normal warehouse temporary user and click on "Receive After Poll"  and click "Receive Post Count" to scan EVM units of post counting to normal warehouse.

111. Receiving of unit in Normal Warehouse on which poll has done

112. Receiving of unit in Normal Warehouse on which poll has done

113. Receiving of unit in Normal Warehouse on which poll has done

114. Reports Basic understanding of module Preparatory steps for module
Real time scanning report of each module
Check real time unit status report
Check historical movement report
View & download report

115. Reports

116. Search Basic understanding of module Preparatory steps for module
How to search unit from entire EMS
How to find out filter based

117. Unit Search

118. Expended Search

119. User Manuals

120. THANK
YOU