Electoral Roll Data Entry & Computerization of Electoral Rolls

Electoral Roll Data Entry & Computerization of Electoral Rolls

ICT in Election Management Jammu & Kashmir 02/09/20 JK-ERMS Saleem Khan Technical Director & Addl. SIO, NIC J&K 11 Introduction 02/09/20 JK-ERMS 2 Basics Name of the Project

User Department NIC J&K Language Chief Electoral Officer, Jammu and Kashmir State Level Agency J&K Electoral Rolls and EPIC Management System English / Urdu / Hindi

URL of the Website 02/09/20 http://ceojk.nic.in 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% 02/09/20 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 02/09/20 JK-ERMS 5 SMS Based Services Mobile (SMS) Interface (Number: 919211728083) Where am I enrolled (in Electoral Rolls)? JKERM STATUS 10-character-EPIC Who is my Booth Level Officer?

JKERM BLO 10-character-EPIC Where is my Polling Station? JKERM PS 10-character-EPIC Is my EPIC Number valid? JKERM VALID 10-character-EPIC Get Help about different SMS based services JKERM HELP 02/09/20 JK-ERMS 6 Electoral Roll Management System E-filing Physical Forms Manuscript 1. Applications (Form6/7/8/8A) 2. E-Filing (Online Application) Database Data Entry Operator /

Vendor Electoral Registration Officer Submit Report Electoral Database Nominate Enq. Officer Verification by BLO Roll Printing 02/09/20 EPIC Card MIS Reports Applicant (Voter) JK-ERMS 7 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 02/09/20 JK-ERMS 8

Processes Rationalization of Polling Stations Updation of Control Tables Digitization of Claims and Objections (Forms) Keeping track of every citizens 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 Parts header page, electoral roll and MIS reports Conversion of photos (JPEG to binary) & merging with textual data Printing of Electoral Photo Identity Card (EPIC) 02/09/20 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 02/09/20 JK-ERMS 10 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 02/09/20 JK-ERMS 11 11 De-Duplication Reports

02/09/20 JK-ERMS 13 Detecting Duplicates 02/09/20 JK-ERMS 14 A New Initiative 02/09/20 JK-ERMS 15 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

02/09/20 JK-ERMS 16 Other Applications 02/09/20 JK-ERMS 22 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 02/09/20 JK-ERMS 23 Major Recent Initiatives 1. Online Repository for Electronic Voting Machines (EVM) 02/09/20 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 JK-ERMS 24 24 INTRODUCTION EVM Tracking entry application is developed for creating a centralized database for CU and BUs 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. 02/09/20 JK-ERMS EVM Tracking Application 25 25 BU/CU Conflict request sent by one district to another district (Outside the state) 02/09/20 JK-ERMS

26 BU/CU Conflict request received in the district from another district (Outside the state) 02/09/20 JK-ERMS 27 Transfer of CU & BU: Inter-State transfer of CU/BU is initiated by the EVM ADMIN at the Commissions office. Inter State Transfer of CU/BU 02/09/20 JK-ERMS EVM Tracking Application 28 28 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. 02/09/20 JK-ERMS EVM Tracking Application 29 29 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. 02/09/20 JK-ERMS EVM Tracking Application 30 30 Major Recent Initiatives 2.

Public Grievance Monitoring Public Grievance and Citizen Services portal of ECI at http://www.eci-citizenservicesforofficers.nic.in/ cservices/default.aspx 02/09/20 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 JK-ERMS to be mapped to 1950 (Toll Free)

31 31 AGGRIEVED PEOPLE Complainant can know status of his complaint on Public Website and through Call Centre. 5 Public Website For each complaint, a unique Complaint ID via SMS is sent on complainants registered mobile/cell phone no.

for tracking purpose. 1a ECI SINGLE STATE/MULTI DISTRICT COMPLAINTS PGR SERVER Fax Fax COMPLAINT LEVELS & NATIONAL / MULTI-STATE CONTROLLING OFFICER COMPLAINTS AGGRIEVED PEOPLE CEO

Phone Call SINGLE DISTRICT/MULTIAC COMPLAINTS AGGRIEVED PEOPLE 1 Letter 2 SMS 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

02/09/20 to concerned officer. 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. DEO SINGLE AC COMPLAINTS

ERO/RO COMPLAINT LODGED DIRECTLY TO CONCERNED OFFICER 4 Satisfaction Response for the Action Taken by the officer is confirmed by JK-ERMS personal phone call and by Call Centre till the complete disposal of complaint. ELECTION COMMISSION OF INDIA PUBLIC PUBLIC GRIEVANCE GRIEVANCE REDRESSAL REDRESSAL C O M

P L A I N T F O R W A R D I N G 3 When a complaint is 32 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 32 32 the next higher level officer of the selected complaint level. Future Plans 1. 02/09/20 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 33 JK-ERMS 33 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. 02/09/20 JK-ERMS 34 Process of SMS based monitoring system Step

Step 1:- Mobile Registration. RO (Returning officer) ARO (Assistant Returning officer) SO (Sector officer) PO (Presiding officer) 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) 02/09/20 JK-ERMS 35

SMS formatSMS 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 - All SMS format will start with this keyword. Example:- poll other part of the message. 02/09/20 poll JK-ERMS 36 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. 02/09/20 JK-ERMS 37 SMS format- Mobile registration For RO Date of Registration- P-7 day SMS syntaxpollState_codeDist_noAc_noRO e.g. poll S06 01 001 RO For ARO Date of Registration- P-7 day SMS syntaxpollState_codeDist_noAc_noARO 02/09/20 JK-ERMS 38 Reports by Presiding Officer/Polling Officer

Event Safe Arrival of Polling Party at Polling Station Date of RegistrationP-2/P-1 Day Immediately after reaching Polling Time of Registration Station SMS syntax Remarks Polling station Event poll SAP SAP- Polling Party Safely Arrived at the Mock Poll and attendance of polling agents Date of RegistrationP-Day 02/09/20 Time of Registration

JK-ERMS Immediately after conduct of mock 39 Reports by Presiding Officer/Polling Officer Event Poll Started Date of RegistrationP day Latest by 7:15 am Time of Registration SMS syntax PS- Poll Started Remarks pollPS Event Report on 2 hourly (9AM) Date of RegistrationP-Day Time of Registration

SMS syntax 9am poll9AMmale,female,other Eg02/09/20 JK-ERMS 40 Reports by Presiding Officer/Polling Officer Event Voters in queue at the closure of poll Date of RegistrationP day Time of Registration SMS syntax Closure of poll poll Q10 Remarks schedule time for end of

in queue Event Q Stands for Voters in queue at the poll. 3 digits stand(s) for total number of voters Final Voter Turnout Date of RegistrationP-Day Time of Registration SMS syntax After end of Poll poll VTmale,female,other 02/09/20 JK-ERMS 42 Reports by Presiding Officer/Polling Officer Event

Safe arrival of Polling Party at RC after end of Poll Date of RegistrationP day Immediately after reaching RC Time of Registration SMS syntax poll SARC SARC Stands for Safe arrival of Polling party at RC Remarks Event Poll Interrupted due to EVM NonFunctioning or . apprehension of such problem Date of RegistrationP-Day Immediately after such type of Time of Registration situation SMS syntax poll PROBEVM 02/09/20 JK-ERMS 43

Reports by Presiding Officer/Polling Officer Event Poll interrupted or apprehension of poll . due to Law & interruption Order problem Date of RegistrationP day Immediately after such type of Time of Registration situation arises SMS syntax poll PROBLW PROB- Problem, LW - Law & Order Problem. Remarks Event Poll Interrupted or there is a chance of poll interruption . due to other Problem Date of RegistrationP-Day Immediately after such type of

Time of Registration situation arises 02/09/20 JK-ERMS 44 Reports by Presiding Officer/Polling Officer Problem resolved Event Date of RegistrationP day Time of Registration Immediately after problem is solved in case and poll is resumed . SMS syntax pollPRES Remarks PRES means Problem resolved and poll resumed in case there is .

02/09/20 interruption. JK-ERMS 45 02/09/20 JK-ERMS 47 02/09/20 JK-ERMS 48 Future Plans 2. 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 02/09/20 JK-ERMS 49 49 WEBCASTING Broadcasting over the Internet 02/09/20 JK-ERMS 50

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. 02/09/20 JK-ERMS 51 51 Why it wasnt 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. 02/09/20 JK-ERMS 52 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) 02/09/20 JK-ERMS 53 53 THANKS 02/09/20 JK-ERMS 55

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