user manual of erms software for districts

--------------------------------------------------------------------------------------------------------------------------------- Handbook of Electoral Roll Management System (AUG, 2011)

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IT CELL Election Commission of India Nirvachan Sadan, New Delhi

August, 2011

Handbook of Electoral Roll Management System

Software Requirement Specification and Documentation on the logic and workflow of the

Electoral Roll Management System


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TABLE OF CONTENTS

1. Summary Revision Data Upload Software (DATA ENTRY OPERATOR)

2. Electoral Registration Officer Software(AEROs)

3. EPIC Printing Software (DY. SEC/US ELECTION)


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Introduction

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.

1 Introduction


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DATA ENTRY APPLICATION- DATA ENTRY OPERATORS

2.1.1 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.

STEPS FOR THE ENTRY OF FORM 6/7/8/8A & 6A

1. Logon to Summary Revision Data Upload Software (data entry application) by using login and password

2. Import the ECIControlTable data into ClientDB.mdb at local machine by using

import option in the software.(this task is one time job for any new client

machine)

3. Select AC & Part No for which data entry to be done

4. Select form for data entry

5. Upload in the server

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.


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Basic captured details of the Form 6:

Sl.

No. Data Detail

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

05. Father’s/ Mother’s or Husband’s

details

Name and Surname

06.

Particulars of place of ordinary

residence (Full address)

House/ Door number, Street/Area/Locality/Mohalla/Road, Town / Village, Post Office, Tehsil/Taluka/Mandal/Thana, District, Pin Code

07.

Details of member(s) of applicant's

family already included in the current

electoral roll of the Constituency

Name, Relationship with applicant,

Part number of the roll of the

Constituency, Serial number in

that Part, Elector's Photo Identity

and Card Number.

08. Electors photo identity card details (if

issued)

Number and date of issue


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Form 7 - Application for objection to inclusion of name in electoral roll


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.

No. Data Detail

01. Details of person whose entry is to be

deleted

Name and Surname

02.

Elector roll details of person whose entry is to be deleted

Part number of electoral roll in which his/her name is included, His/her serial number in that part, Elector's Photo Identity Card (if issued) Number.

03.

Details of objector Name, Surname, Sex, Part number of electoral roll in which 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)

04.

Particulars of place of ordinary residence of objector/person seeking deletion. (Full address).


05. Reason(s) for objection / deletion


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Form 8 - Application for objection to particulars entered in electoral roll


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

01. Applicant's

details

Name, Surname (if any) and Sex

02. Elector roll details of applicant Part number of electoral roll, Serial

number in that part

03. Age as on 1st January Years and Month

04. Date of birth Day, Month and Year

05. Father's, Mother's, Husband's Details

Name and Surname (if any)

06.

Particulars of place of ordinary residence (Full address):


07. Details of Electors' Photo Identity Card (if issued, in this or some other Constituency)

Electors' Photo Identity Card number and Name of the Constituency

08. Details of entries to be corrected


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Form 8A - Application for transposition of entry in electoral roll.


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 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 transposition the electoral details suo-moto. After the completion of

the data entry the data will be transmitted to the server.

Basic captured details of the Form 8A:

Sl. No. Data Details

01.

Details of person whose entry is to be transposed

Name, Surname (if any) and Sex

02.

Elector roll details of person whose entry is to be transposed

Part number of electoral roll in which his/her name is included, His/her serial number in that part, Elector's Photo Identity Card (if issued) Number

03. Father's, Mother's, Husband's Details

Name and Surname (if any)

04.

Particulars of place of ordinary residence (Full address):


05.

Period of continuous residence at the above address on the date of application

Years and months

06.

Part number to which the entry has to be transposed (if known)

Details of Applicant (name, surname), Part number of electoral roll in which his/her name is included, His/her serial number in that part, Elector's Photo Identity Card (if issued) Number


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DATA ENTRY APPLICATION (Summary Revision Data Upload)

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 data.Form 6 data goes to ClientDB.mdb 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 8A for transposition within AC Description : Data Enter Form for Form 8A. 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 : UpdateForm8AData


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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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Understanding work flow of

ERO / AERO Software

( With Screen Shots)


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2.1.2 ERO Application: (AEROs APPLICATION)

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.


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ERO / AERO Software

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


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Process : Enquiry Officer Details Description : Select menu option ‘MastersEnquiry 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 : 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.


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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.

EPIC Software

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.


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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 Card.Print 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 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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Duplicate EPIC Printing


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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


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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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Outward Register / Issue Register


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Process : MIS Reports. Description : Select AC, Part, Report type. Web Method : wmEPICreport


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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.


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Process : To set the path where we can store EPIC’s

user manual of erms software for districts

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