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Electoral Roll Management System Guide

The document is a user manual for version 4.0 of the Electoral Roll Management System software. It provides an overview of the software, including its purpose to help maintain accurate electoral rolls, the organizational structure that uses it, and the key features and applications that allow functions like summary revision data upload, electoral registration officer software, integration and roll printing. The manual is intended to help users understand if the software meets their needs or requires modifications. It establishes baseline requirements and provides transparency and efficiency for solving problems related to the software system.

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0% found this document useful (0 votes)

271 views237 pages

Electoral Roll Management System Guide

Uploaded by

Gaurav Chouhan

We take content rights seriously. If you suspect this is your content, claim it here.

Available Formats

Download as PDF, TXT or read online on Scribd

Electoral Roll Management System

User Manual version 4.0

May, 2015

IT Cell
Election Commission of India
---------------------------------------------------------------------------------------------------------------------------------
Nirvachan Sadan, New Delhi
Handbook of Electoral Roll Management System (May, 2011)
1
TABLE OF CONTENTS

TOPIC Page No.

1. Introduction and Purpose 4

2. Definitions, Acronyms and Abbreviations 6

3. References 11

4. About the Organization 12

5. Organizational Structure of CEO Office 13

6. Aims and Objective of Organization 14

7. Product Scope & Objective 17

8. Summary Revision Data Upload Software 18

9. Description of FORM 6 / FORM 7 / FORM 8 / FORM 8A 18

10. Electoral Registration Officer / Assistant ERO Software 26

11. Integration and Roll Printing Software 27

12. Photo Merging Software 28

13. User Characteristics 29

14. Constraints 30

15. Hardware Requirements 31

16. Assumptions and Dependencies 33

17. Software System Attributes 34

18. Security, Backup and Recovery 35

19. Introduction to ERMS Applications 39

20. Summary Revision Data Upload Software 41

21. Electoral Registration Officer Software 68

22. Integration and Roll Printing Software 93

23. Photo Merging Software 108

24. EPIC Printing Software 113

25. Login / User Management 134

26. Control Table Management Software 147

27. Rationalization of Polling Station 159

28. Search Electoral Roll 165

29. Claims and Objections Application 170

30. Auxiliary Polling Station Management 175

31. Map Services – Google based 181

32. Format 1 to 8 – Reporting Module 194

33. ERoll Monitoring – Health Analysis of Roll 202

34. Auto Tracking – SMS Alerts 230

35. Managing Multiple Supplementaries 232

Election Commission of India has introduced computerization at every level of

its working. This had facilitated an effective and error free Election process in the
entire country. The electoral roll is a list of all people in the constituency who are
registered to vote in Indian Elections. Only those people with their names on the
electoral roll are allowed to vote. Upgrading and cleaning of Electoral Rolls is a
continuous process.

The Electoral Roll Management System (ERMS) enables the CEO to maintain
the complete electoral roll of state. The intensive & summary revisions i.e. updations,
additions and deletions required in the electoral roll can be easily managed and also
the time and expense on the information storing, sharing and publishing will be
reduced. The application software will reduce the manual work, streamline the
operation and hence increase efficiency, transparency and the productivity. It will also
facilitate in publishing of accurate and timely electoral roll.

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Handbook of Electoral Roll Management System (May, 2011)
4
Purpose

The purpose of this document is to assist the potential users of State Chief
Electoral Office, and Offices under Election Department, determine if the software
specified meets their needs or how the software must be modified to meet their needs
and also to present the same in a brief and effortlessly comprehended fashion. In
addition, the preparation of this document ensures the rigorous consideration of the
concerned user-groups about their roles, responsibilities and requirements before
design begins and would reduce later redesign, recoding, and retesting. Also, the said
SRS, exclusively prepared for Election Department, will ultimately bring transparency
and efficiency and help the consumers in solving their problems with regards to quality
and quantity. This document will provide a baseline for validation and verification or
later enhancement of the finished product and acts as a proof for resolution of any
conflict arising about the features of the proposed system during testing and delivery
phases of the software system.

Definitions

Application - A program or group of programs designed for end users. Software can
be divided into two general classes: systems software and applications software.
Systems software consists of low-level programs that interact with the computer at a
very basic level. This includes operating systems, compilers, and utilities for managing
computer resources.

In contrast, applications software (also called end-user programs) includes database

programs, word processors, and spreadsheets. Figuratively speaking, applications
software sits on top of systems software because it is unable to run without the
operating system and system utilities.

Browser - Short for Web browser, a software application used to locate and display
Web pages. The two most popular browsers are Netscape Navigator and Microsoft
Internet Explorer. Both of these are graphical browsers, which means that they can
display graphics as well as text.

Client- a client is an application that runs on a personal computer or workstation and

relies on a server to perform some operations. For example, an e-mail client is an
application that enables you to send and receive e-mail.

Computer System - A computer system refers to the hardware and software

components that run a computer or computers.

Database - Often abbreviated DB. A collection of information organized in such a way

that a computer program can quickly select desired pieces of data. You can think of a
database as an electronic filing system.

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Handbook of Electoral Roll Management System (May, 2011)
6
DBMS – (Database Management System) -A collection of programs that enables you
to store, modify, and extract information from a database. There are many different
types of DBMS, ranging from small systems that run on personal computers to huge
system.

E-governance - Electronic governance may be defined as delivery of government

services and information to the public using electronic means. Such means of
delivering information is often referred to as information technology or 'IT' in short
form. Use of IT in government facilitates an efficient, speedy and transparent process
for disseminating information to the public and other agencies, and for performing
government administration activities.

Information system – it is a system that collects and stores data.

Internet - A global network connecting millions of computers. More than 100 countries
are linked into exchanges of data, news and opinions.

Unlike online services, which are centrally controlled, the Internet is decentralized by
design. Each Internet computer, called a host, is independent. Its operators can
choose which Internet services to use and which local services to make available to
the global Internet community.

ISP - Short for Internet Service Provider; a company that provides access to the
Internet. For a monthly fee, the service provider gives you a software package,
username, password and access phone number. Equipped with a modem, you can
then log on to the Internet and browse the World Wide Web and send and receive e-
mail.

In addition to serving individuals, ISPs also serve large companies, providing a direct
connection from the company's networks to the Internet. ISPs themselves are
connected to one another through Network Access Points (NAP).

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Handbook of Electoral Roll Management System (May, 2011)
7
Program - An organized list of instructions that, when executed, causes the computer
to behave in a predetermined manner. Without programs, computers are useless.

Server - A computer or device on a network that manages network resources. For

example, a file server is a computer and storage device dedicated to storing files. Any
user on the network can store files on the server. A print server is a computer that
manages one or more printers, and a network server is a computer that manages
network traffic. A database server is a computer system that processes database
queries.

Servers are often dedicated, meaning that they perform no other tasks besides their
server tasks.

WEB - A system of Internet servers that support specially formatted documents. The
documents are formatted in a markup language called HTML (Hypertext Markup
Language) that supports links to other documents, as well as graphics, audio, and
video files. This means you can jump from one document to another simply by clicking
on hot spots. Not all Internet servers are part of the World Wide Web.

There are several applications called Web browsers that make it easy to access the
World Wide Web. World Wide Web is not synonymous with the Internet.

Web Server - At its core, a Web server serves static content to a Web browser by
loading a file from a disk and serving it across the network to a user's Web browser.
The browser and server, talking to each other using HTTP, mediate this entire
exchange.

Booth Level Officer – In order to enhance the fidelity of the electoral roll through a
grass root level feedback mechanism, the Election Commission of India introduced a
system of appointing Booth Level Officers (BLO). The BLOs are election officials
responsible for accuracy of electoral rolls at polling station level. They are responsible
to conduct door-to-door survey and make corrections to Electoral Roll working copy.

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Handbook of Electoral Roll Management System (May, 2011)
8
Electors' Photo Identity Cards (EPIC) - In an attempt to improve the accuracy of the
electoral roll and prevent electoral fraud, the Election Commission ordered the making
of photo identity cards for all voters in the country in Aug, 1993. To take advantage of
latest technological innovations, the Commission issued revised guidelines for EPIC
Program in May 2000.

Parliamentary Constituency - The State has been divided into 11 Parliamentary

Constituencies, each of which returns one MP to the Lok Sabha, the lower house of
the Parliament. The size and shape of the parliamentary constituencies are
determined by an independent Delimitation Commission, which aims to create
constituencies which have roughly the same population, subject to geographical
considerations and the boundaries of the states and administrative areas.

Assembly Constituency - The State has been divided into 90 Assembly

Constituencies, each of which returns one MLA (Member of Legislative Assembly) to
the Vidhan Sabha (legislative assembly). Legislative assembly is directly elected body
set up to carry out the administration of the government in the state.

G2B – Government to business interaction

G2C – Government to citizen interaction

G2E – Government to employee interaction

Abbreviation Description
ECI Election Commission of India
CEO Chief Electoral Officer
DEO District Election Officer
RO Returning Officer
ARO Assistant Returning Officer
BLO Booth Level Officer
ERO Electoral Registration Officer
EPIC Electors' Photo Identity Card
AC Assembly Constituency
PC Parliamentary Constituency

Reference
S. No. Document Title / Websites Source of reference
No.

1. Recommended Practice for IEEE Std [Link]

Software Requirements 830- 2005
Specification

2. Official Website of The [Link]

Election Commission of
India

3. Official Website of the Chief [Link]

Electoral Officer,
Chhattisgarh.

The Constitution of India has vested in the Election Commission of India the
superintendence, direction and control of the entire process for conduct of elections to
Parliament and Legislature of every State and to the offices of President and Vice-
President of India.

Election Commission of India is a permanent Constitutional Body. The Election

Commission was established in accordance with the Constitution on 25th January
1950.

At the state level, the election work is supervised, subject to overall

superintendence, direction and control of the Commission, by the Chief Electoral
Officer of the State, who is appointed by the Commission from amongst senior civil
servants proposed by the concerned state government. He is, in most of the States, a
full time officer and has a small team of supporting staff.

At the district and constituency levels, the District Election Officers, Electoral
Registration Officers and Returning Officers, who are assisted by a large number of
junior functionaries, perform election work. They all perform their functions relating to
elections in addition to their other responsibilities. During election time, however, they
are available to the Commission, more or less, on a full time basis.

Chief Electoral Officer (CEO)

District Election Additional

Officer (DEO) Chief Electoral
Officer

District
Information
Returning Officer Joint Chief
Electoral Officer Electoral
Registration Officer
Officer

District
Assistant Information Deputy
Returning Assistant Chief Electoral
Assistant
Electoral Officer Officer
Registration
Officer
Under
Secretary Assistant
Presiding Chief Electoral
Officer (Election)
Officer

Polling Deputy
Officer Director

Assistant
Director ( IT )

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Handbook of Electoral Roll Management System (May, 2011)
13
Aims and Objectives of the Organization
India is a constitutional democracy with a parliamentary system of government,
and at the heart of the system is a commitment to hold regular, free and fair elections.
These elections determine the composition of the government, the membership of the
two houses of parliament, the state and union territory legislative assemblies, and the
Presidency and vice-presidency.

Elections are conducted according to the constitutional provisions,

supplemented by laws made by Parliament. The major laws are Representation of the
People Act, 1950, which mainly deals with the preparation and revision of electoral
rolls, the Representation of the People Act, 1951 which deals, in detail, with all
aspects of conduct of elections and post election disputes. The Supreme Court of
India has held that where the enacted laws are silent or make insufficient provision to
deal with a given situation in the conduct of elections, the Election Commission has
the residuary powers under the Constitution to act in an appropriate manner. Holding
of Elections for the formation of these constitutional houses is the prime objective of
the Commission.

The Parliament of the Union consists of the President, the Lok Sabha (House of
the People) and the Rajya Sabha (Council of States). The President is the head of
state, and he appoints the Prime Minister, who runs the government, according to the
political composition of the Lok Sabha. Although the government is headed by a Prime
Minister, the Cabinet is the central decision making body of the government. Members
of more than one party can make up a government, and although the governing
parties may be a minority in the Lok Sabha, they can only govern as long as they have
the confidence of a majority of MPs, the members of the Lok Sabha. As well as being
the body, which determines whom, makes up the government, the Lok Sabha is the
main legislative body, along with the Rajya Sabha.

Rajya Sabha - The Council of States

The members of the Rajya Sabha are elected indirectly, rather than by the
citizens at large. Rajya Sabha members are elected by each state Vidhan Sabha
using the single transferable vote system. Unlike most federal systems, the number of
members returned by each state is roughly in proportion to their population. At present
there are 233 members of the Rajya Sabha elected by the Vidhan Sabhas, and there
are also twelve members nominated by the President as representatives of literature,
science, art and social services. Rajya Sabha members can serve for six years, and
elections are staggered, with one third of the assembly being elected every 2 years.

Nominated members

The president can nominate 2 members of the Lok Sabha if it is felt that the
representation of the Anglo-Indian community is inadequate and 12 members of the
Rajya Sabha, to represent literature, science, art and the social services.

India is a federal country, and the Constitution gives the states and union
territories significant control over their own government. The Vidhan Sabhas
(legislative assemblies) are directly elected bodies set up to carrying out the
administration of the government in the 28 States of India. In some states there is a
bicameral organisation of legislatures, with both an upper and Lower House. Two of
the seven Union Territories viz., the National Capital Territory of Delhi and
Pondicherry, have also legislative assemblies.

Elections to the Vidhan Sabhas are carried out in the same manner as for the
Lok Sabha election, with the states and union territories divided into single-member
constituencies, and the first-past-the-post electoral system used. The assemblies
range in size, according to population. The largest Vidhan Sabha is for Uttar Pradesh,
with 403 members; the smallest Pondicherry, with 30 members.

President and Vice-President

The President is elected by the elected members of the Vidhan Sabhas, Lok
Sabha, and Rajya Sabha, and serves for a period of 5 years (although they can stand
for re-election). A formula is used to allocate votes so there is a balance between the
population of each state and the number of votes assembly members from a state can
cast, and to give an equal balance between State Assembly members and National
Parliament members. If no candidate receives a majority of votes there is a system by
which losing candidates are eliminated from the contest and votes for them transferred
to other candidates, until one gain a majority. The Vice President is elected by a direct
vote of all members elected and nominated, of the Lok Sabha and Rajya Sabha.

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Handbook of Electoral Roll Management System (May, 2011)
16
Product Scope & Objective
The objective of the system is to manage the Electoral roll of the state. The
electoral roll is a list of all people in the constituency who are registered to vote in
Indian Elections. Only those people with their names on the electoral roll are allowed
to vote. The electoral roll is normally revised every year to add the names of those
who are to turn 18 on the 1st January of that year or have moved into a constituency
and to remove the names of those who have died or moved out of a constituency. If
you are eligible to vote and are not on the electoral roll, you can apply to the Electoral
Registration Officer of the constituency, who will update the register. The updating of
the Electoral Roll only stops during an election campaign, after the nominations for
candidates have closed.

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.

2.1 Component Description

2.1.1 Intensive / Summary Revision Data Upload Application:

An application used to Add, Delete and Update the Electoral Roll. This application is
supported by 4 prescribed formats, namely.

Form 6 - Application for inclusion of name in electoral roll

The form designed for data entry at the BLO level would be as prescribed by
ECI. The citizen willing to list as an elector need to fill the form 6 and submit to the
nearest ERO or the BLO. The BLOs carry door to door survey and eligible resident’s
data is collected for inclusion in the electoral roll. After proper scrutiny of the given
details, it will be entered into the client software by the ERO office. The ERO also has
the option to enter the electoral details suo-moto. After the completion of the data
entry the data will be transmitted to the server.

Sl.
Data Detail
No.
01. Applicants Details Name, Surname, Sex
02. Age as on date Years, Month
03. Date of Birth Day, Month and Year
04. Place of birth Town, District and State
Father’s/ Mother’s or Husband’s Name and Surname
05.
details
Particulars of ordinary House/
place of Door number,
Street/Area/Locality/Mohalla/Road,
06. residence (Full address)
Town / Village, Post Office,
Tehsil/Taluka/Mandal/Thana,
District, Pin Code
Details of member(s) of applicant's Name, Relationship with applicant,
family already included in the current Part number of the roll of the
07. electoral roll of the Constituency Constituency, Serial number in
that Part, Elector's Photo Identity
and Card Number.
Electors photo identity card details (if Number and date of issue
08.
issued)

The form designed for data entry at the BLO level would be as prescribed by
ECI. Certain times objections are received by the citizens or political parties over the
inclusion of names of electors who may not be eligible for inclusion. This objection can
be raised through form 7 and submitted to the nearest ERO or the BLO. The
verification officer appointed carries the verification and submits the report to the ERO.
After proper scrutiny of the given details, the updation will be carried out on the client
software by the ERO office. The ERO also has the option to delete a electoral suo-
moto. After the completion of the data entry the data will be transmitted to the server.

Sl.
Data Detail
No.
Details of person whose entry is to be Name and Surname
01.
deleted
Elector roll details of person whose Part number of electoral roll in
entry is to be deleted which his/her name is included,
02. His/her serial number in that part,
Elector's Photo Identity Card (if
issued) Number.
Details of objector Name, Surname, Sex, Part
number of electoral roll in which
03. objector's name is included,
His/her serial number in that part,
Father's or Mother's or Husband’s
Name and Surname (if any)
Particulars of place of ordinary House/ Door number,
residence of objector/person seeking Street/Area/Locality/Mohalla/Road,
04. deletion. (Full address). Town / Village, Post Office,
Tehsil/Taluka/Mandal/Thana,
District, Pin Code
05. Reason(s) for objection / deletion

The form designed for data entry at the BLO level would be as prescribed by
ECI. The citizen willing to update the personal details can fill the form 8 and submit to
the nearest ERO or the BLO. After proper scrutiny of the given details, it will be
entered into the client software by the ERO office. The ERO also has the option to
update the electoral details suo-moto. After the completion of the data entry the data
will be transmitted to the server.

Sl. No. Data Detail

Applicant's Name, Surname (if any) and Sex
01.
details
Elector roll details of applicant Part number of electoral roll, Serial
02.
number in that part
03. Age as on 1st January Years and Month
04. Date of birth Day, Month and Year
Father's, Mother's, Husband's Name and Surname (if any)
05.
Details
Particulars of place of ordinary House/ Door number,
residence (Full address): Street/Area/Locality/Mohalla/Road,
06. Town / Village, Post Office,
Tehsil/Taluka/Mandal/Thana,
District, Pin Code
Details of Electors' Photo Identity Electors' Photo Identity Card
07. Card (if issued, in this or some other number and Name of the
Constituency) Constituency
08. Details of entries to be corrected

The form designed for data entry at the BLO level would be as prescribed by
ECI. The citizen willing to transposition his/her name to a different polling booth need
to fill the form 8A and submit to the nearest ERO or the [Link] proper scrutiny of
the given details, it will be entered into the client software by the ERO office. The ERO
also has the option to transposition the electoral details suo-moto. After the
completion of the data entry the data will be transmitted to the server.

Sl. No. Data Details

Details of Name, Surname (if any) and Sex
person whose
01.
entry is to be
transposed
Elector roll details of person whose Part number of electoral roll in
entry is to be transposed which his/her name is included,
02. His/her serial number in that part,
Elector's Photo Identity Card (if
issued) Number
Father's, Mother's, Husband's Name and Surname (if any)
03.
Details
Particulars of place of ordinary House/ Door number,
residence (Full address): Street/Area/Locality/Mohalla/Road,
04. Town / Village, Post Office,
Tehsil/Taluka/Mandal/Thana,
District, Pin Code
Period of continuous residence at Years and months
the
05.
above address on the date of
application
Part number to which the entry has Details of
to be transposed (if known) Applicant (name, surname), Part
number of electoral roll in which
06. his/her name is included, His/her
serial number in that part, Elector's
Photo Identity Card (if issued)
Number

This application for the Elector Registration Officer to approve revisions made
through ‘Summary Revision Data upload Application’. Considering the sensitivity of the
application, it will be provided additional security using Digital signatures for
authentication. Authorized users i.e., the EROs will be provided Digital certificates that
will be verified on logins.

The details of product functions are

 Role of ERO

- Assign Enquiry officer for each parts of the AC for each type of forms
received i.e., Form6, Form7, Form8, Form8A.

- Save report received from Enquiry Officer, i.e., found correct, Found
incorrect or Need further clarification

- Option to give approval/disapproval over Enquiry officer’s report.

- Option to directly approve/disapprove without posting Enquiry Officer.

- Option to correct clerical mistakes in the records saved at the database.

- Option to delete duplicate records.

- Upload records to the database.

The electoral rolls for all assembly constituencies are summarily revised every year
except when intensive revision is ordered in any year. In addition the commission
orders intensive revision every alternate year. In any year when an intensive revision
is ordered, there will not be any summary revision. Further, the Commission can also
direct at any time, a special revision for any constituency or part of a constituency.
Integration of rolls has to be done before any revisions.

Once the revision process starts Rolls namely Mother Roll, lists of amendments,
working copies etc has to be generated. The Application software manages both
integration and printing of Rolls.

 Role of ERO
- Integrate Rolls of ACs under him one by one.
- Generate Electoral Rolls ie, Mother Roll and Additional Rolls, Working
copy, Top sheet and others using the application.
- Option to generate these Rolls with photo and without photo.

Photograph of the Elector is used in Elector Roll and also in EPIC to identify the
person. The Application software is used to merge photos of the electors with the
Elector Roll.
Photograph of the Electors in jpeg file format of file size below 20 KB will be selected
and uploaded through this software. Uploaded file will be saved in database. Provision
to delete photos also will be provided for removing incorrect data.
The main function of this application is:
 ERO/ Authorized Private Vendor
- Do digital photography of electors in jpeg format of file size less than
20kb.
- Upload these photos corresponding to the elector’s data available at the
data server using the application.
- Option to upload photos for both mother roll and additional rolls.
- Option to delete incorrect data.

2.1.5 Electors’ Photo Identity Card Preparation and Printing Application:

ERO can create EPIC for Electors using this application. The main functionalities of
this application are:

 ERO/ Authorized Private Vendor

- Verify the data available at the server and do correction if needed.
- After verification of data the EPIC can be generated for each elector in a
pdf format.
- The pdf file will be printed and laminated before issuing to the elector.
- Provision to make duplicate EPIC will be provided.

 The users are required to have a minimum knowledge of use of computers

including data entry and Internet browsing.

 Users should have undergone training for the use of application software to be

delivered. He should be well aware of systems functioning.

 Access to the system will be through the digital signature provided on a smart

card issued by NICCA. Without the DSC the user will not be allowed to login to

the application or enter the data. The DSC will be issued by name to the RO,

ARO and ERO. The transfer of ownership in case of transfers of the officers or

change in vendor will not be permitted and each person authorized to use the

system should apply for the DSC afresh.

 Users should keep the local system virus free in order to be safe on any

accidental spread of virus through network.

 The administrator should have a sound technical background in the field of

database and network administration. In addition.

development options of the system.

 The system will be client - server product.

 System shall be able to work on slow client machines (P-III and above) as

compared to faster server machine.

 The system will be password protected and access rights will be defined for its

various functions. Passwords must be encrypted.

 Server’s response will be fast enough to provide multiple accesses (30) through

browser-based clients as the various offices may simultaneously use the

system.

 System will have sufficient built-in checks to avoid acceptance of invalid data

from its user.

 System shall update the particular information in all related tables once it is

entered in a master table (Minimizing the data redundancy).

 System shall maintain the log of database transactions.

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Handbook of Electoral Roll Management System (May, 2011)
30
2.4 Hardware Requirement
The following table represents the proposed hardware requirement (minimum) for Web
Based MIS System.
Web /
Items Database Server Application Client
Server
Intel Xeon Four Intel Xeon Four Intel Pentium
Processor Dual Processor Dual Dual Core
Core 2.93GHz, Core 2.93GHz, Processor
Processor
and higher and higher
(Latest (Latest
Configuration) Configuration)
RAM 4GB 4GB 1GB
3X72 GB, 10000 3X72 GB, 10000 160 GB 7200 rpm
HDD rpm SAS Hot rpm SAS Hot Serial ATA HDD
Plug Plug
CD-ROM DVD Drive DVD Drive DVD Drive
Floppy 1.44 MB 1.44 MB 1.44 MB
12/24 GB SCSI 12/24 GB SCSI
Tape Drive
Tape Drive Tape Drive
10/100/1000 10/100/1000 10/100/1000 on
board integrated
MBPS Gigabit MBPS Gigabit
Network Port
Ethernet Ethernet with
NIC remote booting
Controller, Controller,
facility remote
remote wake up. remote wake up. system
installation,
remote wake up.
Windows 2003 Windows 2003 Windows XP
Operating
Advance Advance
System
Server/Linux. Server/Linux.

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Handbook of Electoral Roll Management System (May, 2011)
31
Suitable Web-
Web Server
Server.
The data will be
stored in a
RDMS, which
Other1 provides
adequate
security
provisions.
Anti-virus latest Anti-virus latest Anti-virus latest
Other2
software software software

Above server can be used as Backup Server but it is advisable that separate server
with the same configuration may be used as Backup Server.

The assumptions declared herein will provide ground for the realization of the
requirements avowed by this SRS. The requirements, therefore, should be well
thought-out as dependent on these assumptions. The assumptions are as stated
below : -

 The language of the system to be developed English & vernaculer .

 It is assumed that communication optimization shall be obtained via high speed

Intranet/Internet.

 It is assumed that continuous network connectivity will be maintained during

working hours so that no data is lost while on-line submission.

 Sufficient number of trained computer staff shall be available in the office to use
the system.

 All the prospective users, with the intention of using the developed system, must
be logged on to the Internet/Intranet.

 Any security or other issue at the OS level will not be considered as problem of
this system.

Business rules, Integrity checks etc. will be put-into-effect in order to curtail the errors
in data entry. Users shall be provided with ample online and manual HELP facilities
and dialog box messages.

 Availability

Availability of network is crucial for effective communication and proper working of the
system. This can be ensured through reliable Internet connectivity.

 Portability

The client application being browser based remain independent of server platform.
Furthermore, the application software package will be web-based, Unicode enabled,
based on Object Oriented/component paradigm, n-tier client/server architecture,
RDBMS will have features for data storage/manipulation/retrieval/network interface
facility, Multimedia enabled so that updating /maintenance of application software and
data portability is easy and feasible in the future.
Security, Back

Security
Multi-level security is proposed for the application software at each operating level.
The different levels of security are as follows.

1) Application Level Security

DSC shall be provided to all users. Controlled module access and navigation
would give next level of security while using application. The privileges and
authorization shall be delegated designation and cadre-wise. The security shall be
achieved by providing each user with a limited access, only to the functions they are
authorized to use. Whenever a user attempts to login through any given login id and
password, the login details would be verified against those provided and only then the
user shall be allowed to access the application.

2) Database Level Security

This level of security is offered by the DBMS via database user names and
passwords. Proper rights and privileges should be set to tables and procedures. Each
data entity shall have a set of authorized users for data entry and modification.

3) Operating system Level security

At this level security is provided by the operating system. Separate user names
and passwords are to be introduced for different users or user-groups. Application
software would have no control on this.

While transmitting information over the wide area network, data should be
secure and free from risk of eavesdropping and alteration from unauthorized person.
There should be strong user authentication and data encryption. Networking System
Software shall provide such security.

5) Audit Trails

 At database level: To provide the information on which record was

modified/deleted at what time and by whom.
 At operating system level: To give information like who all logged in, what time
and what software/commands they executed etc.
 Generalized Features: To help in keeping track of all the transaction taking
place.

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3.2 Backup
There are two types of Backup operations :
 Full Backup: Image of complete database is stored on a backup media.
 Incremental Backup: Only the changes on the database from a predetermined
point of time are stored.
The operating system and the DBMS should support following Backup Features:
 Backing up of entire database (or a subset of the database) should be allowed in
one operation.
 Incremental backup should be supported.
Following Periodic Backup operations are proposed

a) Daily Backup

Incremental backup of database should be taken on daily basis.

b) Weekly Backup

A backup of entire database be taken weekly.

c) Monthly Backup

At the end of every month, backup of entire database, application software, system
software and all working directories should be taken. Backup of selective print files like
monthly/quarterly/annual progress reports should also be included in the monthly
backup. This type of backup should also be taken before loading any new
version/patches of application/system software.

d) Yearly Backup

At the end of the financial year, complete backup of the current year data should be
taken and stored offline preferably at a safe remote location.
Note: As a means to prevent loss of crucial data due to natural or other types of
disasters or calamities, a copy of the backup of database is to be kept outside the
office e.g. at higher level office or at any safe remote location.

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3.3 Recovery
In case of system failure or database crashing, the last full backup of database should
be restored and incremental backups should be applied to bring the database to the
current status.

For a free and fair election, an accurate and error free electoral roll in most

important pre-requisite. Through this documentation an attempt has been made to

explain the preparation, revision and maintenance of electoral rolls.

The Electoral Database Management System been developed by Chhattisgarh

is has the following major roles to play for the creation and maintenance of electoral

roll : -

1. Digitization of Form 6 / 7 / 8 and 8A

2. Keeping track of every citizen’s application

3. Data transfer or uploading to and from centralized location

4. De-duplication and searching of data

5. Appointment of enquiry officers for received application

6. Processing of application after reporting of enquiry officers

7. Integration of Electoral Roll

8. Printing of Part’s header page, electoral roll and many other MIS reports

9. Merging of photographs from picture format to binary format

10. Printing of Electoral Photo Identity Card ( EPIC )

DE-DUPLICATION

AC_01

SEARCHING SQL Server at State Level E-ROLL PRINTING

After field verification is done by BLO / BLA data is transferred by

ERO / AERO to main database for a particular AC
Note: Digital Signature Authenticity is required at this level

UPLOADED

SQL Server at State Level

FORM 6 FORM 7 FORM 8 FORM 8A

Forms received on papers and submitted online by citizens

The main objectives of this software are as follows : -

a. Digitization of Form 6 for submission of new forms, Form 7 for objection

on inclusions and deletions, Form 8 for corrections / alterations /

modifications and Form 8A for transposition within AC.

b. Uploading of Form 6 data from vendor’s machine to UPLOADED

database kept at State / UT level

c. To view uploaded data brief and detailed reports

d. To delete uploaded data from State / UT level database if required

e. To check for duplicates records in the database

f. To allow users to edit uploaded data if required

g. To make copy of vendor’s database from local machine, later the same

copy can be used to upload data at the State / UT level

1. Create database with a name ECIControlTable and AC’s database as per the
Commission’s guidelines in MS SQL Server 2005 / 2008.
2. Transform / Export your State / UT ‘s data in the above said database
3. Verify the correct linking of various control tables – AC, PC, Districts, Tehsils,
Patwari Circles, Villages, Towns, Metros and Wards etc.
4. Create password protected MS Access file as ClientDB (Password
3upload2008)
5. Export all the ECIControlTable data into [Link].
6. The ClientDB database kept at local machine is used to keep the records at
vendor’s level.
7. Create database with a name UPLOADED in MS SQL Server 2005 / 2008
8. In database UPLOADED must have the following tables ( Eg. for AC001 ) : -
a. AC001_Form6
b. AC001_Form7
c. AC001_Form8
d. AC001_Form8A
e. Login Table: upload_login (Authentication)
9. Using MS Visual Studio 2008 open SummaryRevisionDataUpload solution
from provided ECI software / application
10. The software web services can be hosted in built in server of MS Visual
Studio 2008 or local machine IIS
11. Update web references of the software if required
12. Update [Link] as per the database at your local machine.
13. Build the solution and Run / Execute.
14. Username: 001001 (001 – AC No. and 001 – Part No.) and Password: 1

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Note : Form 6 entries go to local machine in [Link] and Form 7 / Form 8
/ Form 8A go to UPLOADED database at State / UT level
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Process : Authentication
Description : In this login screen, enter Username 001001 as 001 AC No
and 001 Part No, password is 1.
Web Method : allowUploadUserToLogin

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Process : Selection of Part
Description : In this screen, Select AC No and Part No and click button
Select Part No.

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Process : Selection of Form 6,7,8 and 8A
Description : For Form 6 /7 / 8 and 8 A,6A,Update Form6A you can select
any option from the menu for respective form to enter
[Link] 6 data goes to [Link] at local machine
Form 7, Form 8 and Form 8A,Form6A,UpdateForm6A go
to UPLOADED database at State level. In this form you can
also see, selected AC No and Part No are displayed.

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Process : Form 6 submission and navigation
Description : Data Entry Form for Form 6, you can also navigate between
available records. This form displays records from the local
machine. ClientDB MS Access file is used to keep all the
applications received for Form 6. The password for this file is
3upload2008.

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Process : Submission of Form 7
Description : Data Enter Form for Form 7. The data goes to UPLOADED
database at State Level. To view records, enter serial no. of
the voter and this will display the specific record. This form
reads records from the main list or ‘Mother Roll’
Web Method: UpdateForm7Data

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Process : Submission of Form 8
Description : Data Entry Form for Form 8. The data goes to UPLOADED
database at State Level. To view records, enter serial no. of
the voter and this will display the specific record. This form
reads records from the main list or ‘Mother Roll’
Web Method : UpdateForm8Data

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Process : Submission of Form 6A registration of NRI Voter’s
Description : Data Enter Form for Form 6A. The data goes to UPLOADED
database at State Level. To view records, enter serial no. of
the voter and this will display the specific record. This form
reads records from the main list or ‘Mother Roll’
Web Method : UpdateForm6AData

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Process : Submission of UpdateForm6A for Modification of NRI Voter’s
Description : Data Enter Form for UpdateForm6A. The data goes to
UPLOADED database at State Level. To view records, enter
serial no. of the voter and this will display the specific record.
This form reads records from the main list or ‘Mother Roll’
Web Method : UpdateForm6AData

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Process : Selection of menu option to view uploaded data or to upload
Form 6 data
Description : You can view the brief and detailed report of ‘uploaded’ data.

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Process : Uploading of data to ‘UPLOADED’ database
Description : You can upload the Form 6 data from your local machine to
uploaded database kept at the state level. Either you can
export all or specific records. This form reads data from local
machine ‘ClientDB’ file and transfer the records to
‘UPLOADED’ database kept at the State / UT level.
Web Method: SndClientData

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Process : To view brief report on uploaded data
Description : You can view brief report of uploaded data of any Form 6 / 7 /
8 and 8A. This form reads AC No, Part No and select Form
to view the records.
Web Method : selectUploadedDataShortForm

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Process : To view uploaded data detailed report
Description : You can view detailed report of uploaded data for any Form 6
/ 7 / 8 and 8A. This form takes AC No, Part No and Form
type to display detailed report of ‘uploaded’ data from State /
UT level database.
Web Method : selectUploadedData

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Process : Deletion of uploaded data
Description : You can delete any record of uploaded data for any Form 6 /
7 / 8 and 8A if required using this form. Select AC No, Part No
and select form type, the select all or specific records, then
click on ‘delete uploaded data’ button to delete the records
from State / UT level database.
Web Method : deleteUploadedData

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Process : To view duplicate records in database
Description : To check duplicate records in database, select the menu
option

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Process : View duplicate records
Description : Choose AC No and desired language then click on
‘Show Duplicate Data’ button
Web Method: selectDuplicateRecordwithoutPhoto

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Process : View duplicate records with photos
Description : Choose AC No and desired language then click on
‘Show Duplicate Data’ button
Web Method: selectDuplicateRecord

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Process : BLO’s can get checklist of those forms in which ERO has appointed
his/her as an enquiry officer.
Description : Select Blo’s Name,Form Type and form receiving date then click
Show button.

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Process : If BLO want to get some changes in forms data then he/she will be
informed to operator and operator will change the forms data thorugh
the help of this form.
.

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Process : Through this form Operator can update only Mobile No and Email Id
of the [Link] would be directly reflected in main database
.

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Process : Through this form Operator can enter service elector’s [Link] the
help of this single form we can generate addition, modification,
deletion supplement of service electors.
.

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Process : Copying of database
Description : To copy [Link] database at any specific location,
select the menu option

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Process : Selection of location
Description : Select the location, where you want to keep the copy of
[Link].

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Process : View MS Access database - Client DB
Description : [Link] is created at the specified location. If you wants
to transfer the records from one machine to another where
internet connectivity is available, to further transfer it to State / UT.

The main objectives of this software are as follows : -

1. To appoint enquiry officers for field verification

2. To submitted reports given by enquiry officers after field verification

3. To make corrections in submitted data if any

4. The uploading of data in the database kept at State / UT level with digital

card authentication

5. To give orders to process the applications with or without appointing enquiry

officers

6. To remove duplicate records in any

1. Create database for Assembly Constituency and with a name

ECIControlTable as per the Commission guidelines in MS SQL Server 2005 /
2008
2. Transform / Export your State / UT ‘s data in the above said database
3. Verify the correct linking of various control tables – AC, PC, Districts, Tehsils,
Patwari Circles, Villages, Towns, Metros and Wards etc.
4. Create database with a name UPLOADED in MS SQL Server 2005 / 2008
5. In database UPLOADED must have the following tables
 AC001_Form6
 AC001_Form7
 AC001_Form8
 AC001_Form8A
 Login table : Login ( Authentication )
8. Using MS Visual Studio 2008 open ERO-AERO solution from provided ECI
software application
9. The software web services can be hosted in built in server of MS Visual
Studio 2008 or local machine IIS
10. Update web references if required
11. Update [Link] as per the database at your local machine
12. Build the solution and Run / Execute
13. Username : Admin and Password : 123
14. Digital Signature Authentication is required ( Current Status : Disabled )

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Note 1 : State / UT are requested to make ‘clean’ control tables as per the
guidelines of ECI in order to execute the said application / software
successfully
Note 2 : In database change data Admin to ERO in table LOGIN for field ULEVEL
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Process : Authentication
Description : In this login screen, login with username Admin and
password 123.
Web Method : allowEROUserToLogin

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Process : Enquiry Officer Details
Description : Select menu option ‘MastersEnquiry Officer Details’ for
maintaining Enquiry Officer master

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Process : Recommendation Reason
Description : Select menu option ‘Masters Recommendation Reason
for maintaining Recommendation Reason master

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Process : Upload ERO Signature
Description : Select menu option ‘Upload ERO Signature’ for uploading
ERO’s signature for PVC epic card.

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Process : Appointing Enquiry Officer
Description : Select menu option ‘Appoint Enquiry Officers’ for assigning
duties to BLOs for field verification

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Process : Appointing Enquiry Officers
Description : For Form 6 / 7 / 8 and 8 A, ERO or AERO can assign
enquiry officers for field verification along with date of
submission of their reports after verification.
Web Method : appointEnqOfcer

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Process : Filling Enquiry Officers’ Report
Description : After receiving reports from enquiry officers, this form is
used by ERO and AERO to submit the reports given by
enquiry officers after their field verification.
Web Method : saveEnqOfcerReport

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Process : Issuing order after appointing Enquiry Officers or without
appointing enquiry officer
Description : Select the given menu option to pass an order by ERO or
AERO with or without appointing enquiry officer.

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Process : EROs’ issuing order after appointing enquiry officers or
without appointing enquiry officer
Description : This form is used by ERO and AERO to pass an order such
as approved, rejected or approved with changes for form
applications received from citizens.
Web Method : saveEnqOfcerReport
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Process : Clerical Errors’ correction
Description : Select this menu option to make correction of clerical
errors.

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Process : Clerical errors’ correction
Description : Using this data entry form, ERO or AERO can make clerical
corrections in data from the main, supplementary list.
Web Method : ElectorDataUpdateRollWise

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Process : Removal of incorrect approval.
Description : Select this menu option for the removal of
incorrect approvals from the database.

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Process : Removal of incorrect approval, when database is not
updated yet.
Description : Select this menu option for the removal of incorrect
approvals from the database.
Web Method :
1. saveDataForReversalBeforeDBUpdate
2. Form6ReversalUpdate
3. Form7ReversalUpdate
4. Form8ReversalUpdate
5. Form8AReversalUpdate

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Process : Deletion of duplicate records
Description : Select this menu option for the removal of
duplicate records from the database.

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Process : Deletion of duplicate records
Description : This form is used to view the duplicate records from the
database. The listed duplicate records can be deleted by ERO
or AERO by this form. Select AC No, Part No and type of list,
now select specific records and click on delete button.
Web Method : DeleteInPartWiseTableWiseDuplicateRemoval

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Process : Exporting of approved records.
Description : Select this menu option to export the
approved records to main database.

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Process : Exporting of ‘uploaded’ data into ‘main’ database.
Description : This form is used to list the records approved by ERO or
AERO. Now the selected records can be uploaded to the
main database for a particular AC for Form 6,7,8 or 8A.
Enter AC No, Part No, then select approved record to upload
them to main list or ‘Mother Roll’.
Web Method : updateDB

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Process : Exporting of ‘uploaded’ data into ‘main’ database.
Description : This form is used to list the records approved by ERO or
AERO. Now the selected records can be uploaded to the
main database for a particular AC for Form 6,7,8 or 8A. You
can also view current records from the ‘main’ database.
Web Method : updateDB

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Description : After Integration ERO can increase age 1 year or decrease
age one year of all electors in mother roll.

The main objectives of this software are as follows : -

1. Integration of electoral roll

2. Printing of the following documents : -

a. Electoral roll with or without photographs

b. Part’s header page

c. Supplementary ist

d. Working copy with photographs

e. List of service voters

f. List of absentee voters

g. MIS reports as per the Commission guidelines

1. Create database with a name ECIControlTable and AC’s database as per the
guidelines of the Commissions in MS SQL Server 2005 / 2008
2. Transform / Export your State / UT ‘s data in the above said database
3. Verify the correct linking of various control tables – AC, PC, Districts, Tehsils,
Patwari Circles, Villages, Towns, Metros and Wards etc.
4. Using MS Visual Studio 2008 open Integration and Roll Printing solution from
provided ECI software / application
5. The software web services can be hosted in built in server of MS Visual
Studio 2008 or local machine IIS
6. Update web references if required
7. Update [Link] as per the database at your local machine
8. Build the solution and Run / Execute
9. Select District from combo box and password 1
10. You can also login as Admin selecting ‘District option’ and password is 1

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Note 1 : To print Part header page ‘clean’ control tables are required
Note : For integration to more database are required, for eg for AC_01,
AC_01BackUp and AC_01Working is required. The integration process
will automatically create required tables for a particular AC.

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Process : Authentication
Description : Select your district and password to login for integration
and printing of electoral roll
Eg. Select District : KORIA and Password : 1

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Process : Integration and Electoral Roll Printing
Description :
1. Backup of Mother Roll, Addition Sup., and Modification Sup. is taken
into AC_01Backup database
2. Makes new ‘ Mother Roll ‘ into AC_01Working
a. Creation of new tables for new ‘Mother Roll‘
b. Backup from ‘Mother Roll’ where mflag=dflag=0
c. Backup of Addition Supplementaries Records
d. Backup of Modified Supplementaries Records
e. Backup into History Table from ‘Mother Roll’ where dflag=1
3. Renumbering
a. Old Serial Nos. are maintained
b. Old Form No are maintained
c. Setting current FormNo to ‘NULL’
d. Renumbering of voters’ Serial No. on the basis of SectionNo,
House No, LastName, Age in descending order
e. Setting mflag=dflag=0 for new ‘ Mother Roll ‘

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Process : To print reports such as electoral roll with or without
photographs
Description :
1. Enter AC No, Part No and click on any specific ‘Report’ button
2. This is form is used to print varieties of reports as per the
Commission guidelines, such as electoral roll with or without
photographs, Parts’ header page, list of service voters,
alphabetically list of voters, list of missing voters, supplementary
lists etc.

The main objectives of this software are as follows : -

1. To list of voters from Mother Roll with and without photographs

2. To list of voters from Supplementary List with and without photographs

3. Merging of photographs into Mother Roll

4. Merging of photographs into Supplementary List

5. Deletions of photographs from Mother Roll

6. Deletions of photographs from Supplementary List

1. Create database with a name ECIControlTable and AC’s database as per

the guidelines of the Commissions in MS SQL Server 2005 / 2008
2. Transform / Export your State / UT ‘s data in the above said database
3. Verify the correct linking of various control tables – AC, PC, Districts,
Tehsils, Patwari Circles, Villages, Towns, Metros and Wards etc.
4. Using MS Visual Studio 2008 open Integration and Roll Printing solution
from provided ECI software / application
5. The software web services can be hosted in built in server of MS Visual
Studio 2008 or local machine IIS
6. Update web references if required
7. Update [Link] as per the database at your local machine
8. Build the solution and Run / Execute
9. Enter Username : Admin and Password : 123
10. Digital Signature Authentication is required ( Current Status : Disabled )

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Process : Authentication
Description : To login enter username : Admin and password : 123
Web Method : wmLogin

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Process : Merging of photographs
Description :
1. To view records, select AC and Part and click on Find button.
2. To merge photographs, browse a photograph by clicking browse
button and click on ‘ Upload the Photo‘ button for ‘Supplementary
List‘
Web Method : wmUpdateData

The main objective of this software is as follows:-

1. Print New EPIC Card.

2. Print duplicate EPIC Card.
3. Printing report on Counting of EPIC prepared by Vendor.
4. Printing the Outward Register / Issue Register.

1. Create database with a name ECIControlTable and AC’s database as per the
guidelines of the Commission in MS SQL Server 2005/2008.
2. Transform / Export your State / UT’s data in the above said database.
3. Verify the correct linking of various control tables – AC, PC, Districts, Tehsils,
Patwari Circles, Villages, Towns, Metros and Wards etc.
4. Create AC wise database. For example if AC no is 1 then Database Name
would be AC_001_EPIC. There should be one SerialBlock Table in each EPIC
database.
5. Using MS Visual Studio 2008 open EPICwsOnline solution from provided ECI
software / application.
6. The software web services can be hosted in built in server of MS Visual Studio
2008 or local machine IIS.
7. Update web references if required.
8. Update [Link] as per the database at your local machine.
9. Build the solution and Run / Execute.
10. Enter Username : Admin and Password : 123
11. Digital Signature Authentication is required ( Current Status : Disabled )

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Process : Authentication
Description : To login enter Username : Admin and Password : 123
Web Method : wmLogin

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Process : EPIC Printing.
Description : Selection from menu option to print New EPIC Card and Duplicate
EPIC [Link] reports.

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Process : To search voter detail’s.
Description : To View records, select AC, Part,Roll type,EPIC type,Serial no and
Language and click on Show Voters List button.

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Process : Create New EPIC Cards
Description :
1. To view records, select AC, Part and Language and click on Find button.
2. To create new EPIC card, select a particular record or click on Above all to select all
the records in the grid and click on ‘Create New EPIC ’.
Web Method : wmAllotEPICNo, wmGetEPICs

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New PVC EPIC Card Printing

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Process : Create Duplicate EPIC
Description : To View records, select AC, Part and Language and click on
Show Voters List button.

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Process : Create Duplicate EPIC
Description :
1. To print duplicate EPIC, select the serial number and select the reason for
Duplicate and click on Added to the Roll button.
2. Select the record from the grid and click on Create Duplicate EPIC button.
Web Method : wmAllotEPICNo and wmGetEPICs

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Process : Reports on Counting of EPIC prepared by Vendor
Description : To view report, click on Report Menu and click on Counting of EPIC
prepared by Vendor.
Web Method : wmVendorEpicCount
Duplicate EPIC Printing

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Process : Printing Outward Register/Issue Register.
Description : Select AC, Part, Select Date and click on Show button.
Web Method : wmGetData

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Process : To search and print already existing EPIC’s(New and Duplicate.
Description : Select AC, Part, Type and Date and click on Show button.

1. If the PVC printer is installed in the system, then open the EPIC Printing s/w
and in the crystal report DesignPrinter setup, select the PVC printer as
your printer name and select CR80 as your paper source.

2. If the PVC printer is not installed on your system, then you have to install PDF
Printer software in your system.

3. Then go to Device and printer, then select the pdf printer and click on Printer
Server properties.

 Access the Forms tab of the Print Server Properties dialog box.
 Use the Forms On list box to select the existing form on which you want to
base the new form.
 Select the Create A New Form check box.
 Enter a new name for the Form in the Form Description For field. Name as
CR80.
 Use the fields in the Measurements area to set the paper size and margins
and specify the width and height as mentioned in the above figure.
 Choose the Save Form button to save the form.

Understanding work flow of

Admin Module
(With Screen Shots)

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Handbook of Electoral Roll Management System (May, 2011)
136
Process: It’s a common type of interface for all application Summary
revision,ERO application,Epic [Link] can create user for
Summary revision software through this window you can also delete
or disable user through this window.

The main objectives of this software are as follows : -

1. To find out the errors in the electrol roll database.

2. The BLO working copy is generated for field verification and error count

report for part wise.

1. Voter first/last name is Null/Junk Characters

2. Part No. is Null/Junk Characters

3. Serial No. of the Voter is Null/Junk Characters

4. Section No. is Null/Junk Characters

5. House No. is Null/Junk Characters

6. Voter relationship #M,F,H,O or m,f,h,o/Junk Characters

7. Voter Sex M,F,O/Junk Characters

8. Voter gender is male but relationship is H/Junk Characters

9. Voter relatives name is blank/Junk Characters

10. EPIC no. is less than 10/Junk Characters

11. Age is less than 18 or greater than 100/Junk Characters

12. Photograph exist but ID Card No. is not available

13. ID Card No. exist but Photograph is not available

14. List of Records where EPIC no. is repeating

15. Voter gender is female but relationship is F/O for voter age > 30

16. Voter Status type #N,E,S,M,R or n,e,s,m,r /Junk Characters

17. Number of sections having no voters

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Handbook of Electoral Roll Management System (May, 2011)
143
Process:
1. First Select Process i.e. Single AC or Multiple ACs.
2. Then select AC.
3. Then Select Error type i.e. ALL or single.
4. Then click the Get Data Button.
5. Then the report will generate.
6. This report contains all the error type within the part and within
the AC.
7. Error count report button will create the summary report of all
the errors.

All the Errors Part-wise AC- wise report:

This software is used to manage the control tables / master tables such as District,
PC, AC, Polling Station, Division, Tehsils & Village etc. User can perform the following
task : -

1. Creation of new units

2. Editing of existing units
3. Deletion of existing units
4. Linking & De-linking interlinked units such as District and AC linking.

Description : The user types for login are CEO, DEO, ERO, SLA,
Vendor

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Handbook of Electoral Roll Management System (May, 2011)
153
Process : Add/View/Edit/Delete PS Building details
Description : Choose AC No , choose PS building and then click on
‘Add’ button. To add new PS building details.
To delete an existing PS Building details , click on
Delete button.

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Handbook of Electoral Roll Management System (May, 2011)
154
Process : Add/View/Edit/Delete Section details
Description : Choose AC No , choose Part no., choose section no
and then click on ‘Add’ button. To add new Section
details.
To delete an existing section details, click on ‘Delete’
button.
To edit an existion section details, click on ‘Edit’ button.

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Handbook of Electoral Roll Management System (May, 2011)
155
Process : Upload AC map
Description : Choose AC No, choose file name to upload and then
click on ‘Update’ button.

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Handbook of Electoral Roll Management System (May, 2011)
156
Process : Upload Part map
Description : Choose AC No, choose part no., choose file name to
upload and then click on ‘Update’ button.

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Handbook of Electoral Roll Management System (May, 2011)
157
Process : Print Report
Description : Choose Dist No, choose report type and then click on
‘Show’ button.
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Handbook of Electoral Roll Management System (May, 2011)
158
Polling Station Rationalization Module

1. Creation of New Polling Stations / Parts

2. Deletion of existing Polling Stations / Parts

3. Merging of Polling Stations / Parts

Note : This exercise is conducted before draft publication to limit the total

electors up to 1500 within each part.

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Handbook of Electoral Roll Management System (May, 2011)
161
Process : Add new Part
Description :
1. Select part no from part drop down list which you want to break.
2. Enter new part name in English and Vernacular.
3. Click Add New Part Button.
After clicking Add New Part button one new part no 5 will be added in new part list table
and rest of parts after 5 will be increased 1 like 5 become 6,6 become 7…N become N+1
[Link] are also maintaining old_part_no log in newpartlist_mapping table.

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Handbook of Electoral Roll Management System (May, 2011)
162
Process : Section Recreation
Description :
Through this form we can transfer sections from one part to another.
Select main part like 4 and split part like 5.
Now you will see whatever sections will be in part 4 that will be shown in upper grid.
Lower grid would be blank because it’s a like a new part so there would be no section in
this part 5.
Now you can transfer section no 2 from part 4 to part 5 just click Replace the selected
section button

As soon as you click Replace the selected Section button sec_detail table would be
updated and section no 2 electors data from part 4 would be transferred in part 5 and
deleted from part 4.

Through this form you can renumber the section .After transferring section no 2 from part 4
to part 5 only two sections 1 and 3 will remain in Part [Link] you can renumber section in
part 4 like set 3 to 2.

Note-Please do not test this software on original database it’s a trial basis so make a copy
of original database then run it on copy database.

This software is used to search elector’s details in the database. This software uses
two types of searches:

1. Name based search

2. EPIC no based search

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Handbook of Electoral Roll Management System (May, 2011)
166
Process : Search in E-Roll
Description : Choose search type. Choose AC wise and choose District and then AC.
Then choose Search by name. After that click on ‘Search’ button.

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Handbook of Electoral Roll Management System (May, 2011)
167
Process : Search EPIC No. in Electoral Roll
Description : Choose search type. Choose AC wise and choose District and then AC.
Then choose Search by EPIC No. After that click on ‘Search’ button.

This software is used to search application status during the summary revision in the
database. The current status of application can be tracked through this web based
application.

This software uses two types of searches:

1. Part wise Form wise datewise

2. Form number

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Handbook of Electoral Roll Management System (May, 2011)
171
Process : Tracking Status of Application
Description : Choose District, Choose AC, choose Part and then choose form type. Then
choose the from date and To date. After that click on ‘Show’ button.

This software is used to manage auxillary polling station. These polling stations are
temporary in nature. They are created to split electors into

1. Adding Sections to Auxiliary Polling Station

Note 1 : You are requested to perform all the above operation on dummy database for
testing purpose only.
Note 2 : Integration and Roll Printing s/w has been updated accordingly to print Main
Polling Station and Auxiliary Polling Station Address on ‘Header Page’ and each page
of photo roll ‘Main’ and ‘Auxiliary’ is specified.
Note 3 : Download 26-DEC-IntegrationRollPrinting-AUX and 25-DEC-AUXY-
MANAGER from ECI’s FTP Server for testing purpose.

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Handbook of Electoral Roll Management System (May, 2011)
181
Google based Map Service is used to provide location of
polling station on Google Map to electors to cast a vote. The
end user can simply find his/her polling station on Google
Map along with polling stations details such as :

1. No. and Name of Polling Station

2. Contact details of election officials such as CEO, DEO,
ERO, AERO and BLO
3. Linked Electoral Roll in pdf format.

This application is used to generate BLO Register to analyse the

health of electoral roll at Polling Station level.

The following parameters are used to monitor : -

1. Section wise Male Female Other count.

2. Gender Ratio comparison with District, AC and Polling

Station

3. EPIC and Photo coverage

4. Part wise Age Cohort

3. Enter Admin Username : admin and Password : admin123

4. Select Assembly Constituency and Click ‘Process’ to generate BLO Register Data

5. Select Assembly Constituency and enter Part No

6. Click Show Button

7. Print Report

To monitor the health of electoral roll Format 1 to 8 are

generated at Polling Station, AC and District level based on the

following parameters : -

1. Comparison with Census data

2. Gender Ration
3. PER (Photo coverage)
4. EPIC coverage
5. Age Cohort Report
6. Forms Collection Report
7. Service Electors

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Handbook of Electoral Roll Management System (May, 2011)
202
The monitoring of electoral roll at national level is done by
this web based application. The State level officials such
as CEO, DEO, ERO can monitor the health of electoral
roll at various level. The parameters to monitor the health
of are listed below : -

1. Male, Female, Other, and Total Count

2. Gender Ratio
3. Draft Publication Electors
4. Final Publication Electors
5. Total Addition, Modification & Deletion during
Summary Revision
6. Elector – Population Ratio
7. Gender Conversions
8. Photo Electoral Coverage
9. EPIC Coverage
10. Graphical Analysis using Line, Bar, & Pie Charts

From CEO’s Portal - Click ERoll Monitoring Link

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Handbook of Electoral Roll Management System (May, 2011)
228
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Handbook of Electoral Roll Management System (May, 2011)
229
SMS Alerts
for
Tracking Application

SMS Alerts

electors automatically. At every level either approval or rejection SMS

alert is sent to electors.

The various level at which SMSs are sent are as follows:-

1. Your application is received. Ref. No is 2013BLS26S2001002A0003

2. Enquiry Officer has been appointed for your enrolment in voter list. Ref. No is

2013BLS26S2001002A0003

3. Enquiry Officer has reported for your application. Ref. No is

2013BLS26S2001002A0003

4. Your enrollment has been approved by ERO. Ref. No is

2013BLS26S2001002A0003

5. Your application has been rejected by ERO. You can appeal to DM within next

15 days. Thank You. Ref. No is 2013BLS26S2001002A0003

6. You are registered in Electoral Roll. You may collect your EPIC from VRC/CSC

centre. Thank You for using our services.

MAINTAINING MULTIPLE

SUPPLEMENTARIES

IN ERMS

1. In existing ELECTORS table, the fields required to maintain multiple supplementaries

are : -
a. ORG_LIST_NO – Original List No.
b. CNG_LIST_NO – Change List No.
c. MFLAG – To check if record is modified
d. DFLAG – To check if record is deleted
e. STATUS_TYPE
i. N for Addition ( New Entries )
ii. M for Modification
iii. E : Expired, S : Shifted, M : Missing, Q : Not Qualified and R : Repeat /
Duplicate Record
2. After Integration, we need to maintain the values of the above mentioned fields in the
Mother Roll
a. ORG_LIST_NO = 0
b. CNG_LIST_NO = NULL
c. STATUS_TYPE =N
d. MFLAG = False
e. DFLAG = False
3. Now, Maintaining Addition Supplementary
a. ORG_LIST_NO = 1 means Supplementary List No 1 ( New Record )
b. Status_Type = N ( New Entry )
c. CNG_LIST_NO = NULL
d. MFLAG=DFLAG=False
e. New Serial No = Max(Serial No.) + 1 [ within Part ]

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Handbook of Electoral Roll Management System (May, 2011)
233
4. Now, Maintaining Modification Supplementary
a. New record will have ORG_LIST_NO = 1 means Supplementary List No 1
b. CNG_LIST_NO = NULL
c. Status_Type = ‘M’ means modified record
d. Serial No within Part is same as in Mother Roll
e. Now, new record will contain changes and existing old record’s MFLAG set to
TRUE and CNG_LIST_NO set to 1

5. Now, Maintaining Deletion Supplementary

a. ORG_LIST_NO = 1 means Supplementary List No 1
b. CNG_LIST_NO = NULL
c. E : Expired, S : Shifted, M : Missing, Q : Not Qualified and R : Repeat /
Duplicate Record
d. Serial No within the Part is same as in Mother Roll
e. Now, new record will contain the deleted record and existing record’s DFLAG
set to TRUE and CNG_LIST_NO set to NULL and in old existing record
STATUS_TYPE is set to ‘D’ means deleted and also set dflag=True.

The way Mother Roll is linked with Supplementary 1, the same approach can be used
to link Supplementary 2 with Supplementary 1 or with Mother Roll itself. The
Supplementary No. will be maintained on the basis of dates of summary revision and
continuous revision. In fact, now we can maintain records for multiple summary
revisions within the year itself. The identification of supplementary list no. can be
identified by ORG_LIST_NO field. For ‘ Mother Roll’ ORG_LIST_NO is ‘0’ always.

In the given example, voter ‘SUMIT is new addition. The Serial No. allotted to
new elector would be max (serial no.) + 1 and ORG_LIST_NO field will have
supplementary list no and STATUS_TYPE will set to ‘N’ means new record.

NAME ORG_LIST_NO CNG_LIST_NO STATUS_TYPE MFLAG DFLAG

SUMIT 1 NULL N FALSE FALSE

In the given example the ‘name’ of the voter has been modified twice, under
revision no. 1 and then again in revision no. 2 as well. Please note that all the
records are stored in the same table with same Serial No, within the part. Also
note that only latest record in all the given record has CNG_LIST_NO set to
NULL, as it can be used to fetch latest updated record.

Original Record :

NAME ORG_LIST_NO CNG_LIST_NO STATUS_TYPE MFLAG

AMIT 0 NULL N FALSE

Original Record and Modified Record :

NAME ORG_LIST_NO CNG_LIST_NO STATUS_TYPE MFLAG

AMIT 0 1 N TRUE
AMIT SHARMA 1 NULL M FALSE

Original Record and two modified records of same elector :

NAME ORG_LIST_NO CNG_LIST_NO STATUS_TYPE MFLAG

AMIT 0 1 N TRUE
AMIT SHARMA 1 2 M TRUE
AMIT K
2 NULL M FALSE
SHARMA

In the given record is not deleted but only flagged as a deleted and its duplicate
record is saved within same table along with the ‘reason of deletion’.

Before Deletion

NAME ORG_LIST_NO CNG_LIST_NO STATUS_TYPE DFLAG

AMIT 0 NULL N FALSE

After Deletion

NAME ORG_LIST_NO CNG_LIST_NO STATUS_TYPE DFLAG

AMIT 0 1 D TRUE
AMIT 1 NULL S TRUE

Reasons of Deletion

1. E : Expired
2. S : Shifted
3. M : Missing
4. Q : Not Qualified
5. R : Repeat / Duplicate Record

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Handbook of Electoral Roll Management System (May, 2011)
237

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