Computerization of Electoral Rolls

Database Structure
Electoral Rolls are computerized i.e. maintained in a relational database organized into tables prescribed by ECI Database is stored in two set of tables: 1. Control Table (Master Tables) - Defines relationship between Electoral units such as Parliamentary constituencies, Assembly Constituencies, Parts, Sections and administrative units 2. Elector Details Table Provides details of the electors

Database is updated during every revision process

Control Tables
Details in Control tables are required: For printing details on the Part header For data integration of database of all electors in the State Prepare the Draft Rolls in PDF format Accepted claims and objections are entered in the system and then Final Roll is prepared by incorporating all deletions and modifications It is very important to prepare control tables with extreme care and diligence so that the Electoral Rolls are properly generated

Control Tables
The Control tables are entered once and used multiple times for roll preparation. An error in control table can magnify multiple times, so utmost care has to be taken while preparing control tables. If the control tables are not filled timely and correctly then all the pains taken by EROs to ensure the enrollment of eligible persons would be wasted DEOs /EROs are responsible for collection of this data from the field. DEOs/ EROs supervise the data entry by data entry operators State Level Agency (SLA) provides the technical support

Control Tables
To ensure the correct updation of database it is vital to have close coordination between SLAs (technical guide), DEOs (collection of data) and the data entry operators ECI identifies and lays down the structure of the control tables. Timeliness of data entry is important Some major tables are shown in the next few slides

Control Tables
Three tables which define the relationship between Districts, Assembly Constituencies and Parliamentary Constituencies.
PC_LIST

List of PCs

3 Tables

AC_LIST

List of ACs

Districts

List of Districts

Linking AC with Districts

1
3
DISTRICT 1

5 4
1

DISTRICT 2
3

9
4

8
7

BOUNDARIES LEGENDS

DISTRICT PC AC PART

Control Tables
Four tables to provide details of Polling Stations, Parts and Sections.
NewPartList

Parts in ACs

PSBuildings

Polling Station Locations 4 Tables

PS_AUXY

List & Details of Auxiliary Polling Stations

SEC_DETAIL

Sections within the area corresponding to Part

Control Tables
Ten tables which list administrative units and their relationship with each other
List of sub-divisions
POST_OFF SUBDIVS
TEHSILS

List of Tehsils

List of Post Offices

NNN POLICEST

List of towns administered by Municipal Corporation /

Municipality /

List of Police Station

8Tables

Notified Area Councils

VILLAGES PANCHAYAT

List of Panchayats

BLOCKS

List of Villages

List of Development Blocks

AC / Part - Database Structure

AC_001
AC001PART001 AC001PART002 AC001PART003 AC001PART004

Database

AC_002
AC001PART001 AC001PART002

Tables/ Relations
10

Electoral Roll Management System

Its a Windows based application developed for using web services as a data retrieval technique. It covers the entire process of Electoral Roll preparation in the states from electoral roll revision, data management process, electors registration, correction and data modification to final publication of Electoral Roll and preparation of Electors Photo Identity Card (EPIC). It also has some additional tools for providing citizen services i.e. search facility, voter slip and tracking current status of your application.
11

Key Features of ECIs ERMS (1)

A secure and robust RDBMS SQL Server 2008 is used as a back end. All the modules of ERMS are audited by NICSI empanelled agency. Using centralized database for secured and better management for various purposes. Date and time stamping is used for each record while updating database. Auto toggle option is available to switch between various vernacular and English language.
12

Key Features of ECIs ERMS (2)

Each and every application (Form 6/7/8/8A and 6A) received is digitized. Separate database is used to keep the data of Form 6, 7, 8, 8A and 6A. Only ERO/AEROs have write permission on the main electoral roll database and i.e. secured by Digital Signatures. Provision to print check lists for EROs/AEROs and BLOs at various levels. Facility to crop uploaded images if needed for better alignment.
13

Key Features of ECIs ERMS (3)

EPIC printing is done as specified by the Commission that includes EPIC dimensions as well. Various MIS reports are incorporated as specified by the Commission. Photographs used in the software as a binary data. Date format used in the various modules is dd/mm/yy complaint. A facility to sort voter list using House No that may be customized State wise. EPIC is printed using data of main electoral roll.
14

Key Features of ECIs ERMS (4)

Facility to track each and every application using unique key number. Online search facility is available to search on the basis of name and EPIC No i.e. provided District and AC wise in English and vernacular. EPIC based search facility to generate voter slip on mobile. A tool to rationalization of polling stations is provided. Managing auxiliary polling station is incorporated. Facility to fill up online Form 6, 7, 8 and 8A using PGR website (Citizen Services).

15

Understanding ERMS Modules (Core Components)

16

Architecture of ERMS
State Level System
Control Table

Electoral Roll ERO Uploaded BLOs Bulk Export

Managing Electoral Roll that includes insertion, deletion, updating and transposition within AC. And printing of Electoral Roll including one or multiple supplementary list.

Door to door verification

Local Machine

Form 6 Form 7,8 & 8A

17

= Database

Electors

Component Description (Modules)

Admin Module ( For managing users ) Intensive / Summary Revision Data Upload Application ERO / AERO Application Integration and Roll Printing Application Electors Photo Identity Card Preparation and Printing Application Searching Module (Web/Mobile based) Control Table Management Module
18

Summary Revision Data Upload

An application used to Add, Delete and Update the Electoral Roll. This application is supported by 4 prescribed formats : Form 6 - For inclusion of name in Electoral Roll Form 7 - For objection to inclusion of name in Electoral Roll Form 8 - Application for objection to particulars entered in Electoral Roll Form 8A - Application for transposition of entry in Electoral Roll. (Within AC) Form 6A NRI Applications
19

ERO / AERO Application

This application is for the Elector Registration Officer to approve revisions made through Summary Revision Data Upload Application. Roles of ERO Assign Enquiry Officer for each parts of the AC for each type of forms received i.e., Form6, Form7, Form8, Form8A. After BLO verification, this application is used for either approving / rejecting cases. Updating records in the main database of electoral roll.

20

Integration and Roll Printing

This software is used for integration of electoral roll that means for merging Mother Roll and one or more supplementaries*. For the printing Electoral Roll ( Part wise ) with or without photos. Printing of Part Header Page with Control Table Units * Note : Supplementary List means new additions, modifications and deletions in the roll.

21

EPIC Preparation and Printing

ERO can create EPIC for Electors using this application. The main functionalities of this application are : To cross check and verify the data available at the server for EPIC generation After verification of data the EPIC can be generated for each elector in a pdf format. Provision to make duplicate EPIC. To generate MIS report on distribution.

22

Data Entry and Data Security Guidelines

23

Data Entry and Data Security (1)

List of amendments are entered into a database using a software provided by ECI in CEOs office during every revision Data is entered with utmost care ensuring error free entries as it will be published as Roll later ERO ensures that manuscripts of additions, deletions and corrections are entered timely and correctly BLO goes through checklists and certifies that correct data is entered in the database after the corrections made by ERO in the Roll

Data Entry and Data Security (2)

Data entry work is undertaken in secured environment where safe and exclusive space can be provided Data and Equipments for data entry remains in the custody of DEO/ERO. ERO must adhere to the elaborative guidelines for data safety and security

Data Entry and Data Security (3)

Proper police verification of all temporary and casual data entry operators proposed to be engaged by vendors. Proper security arrangement at Designated Photography Location (DPL) centers. Identity card to staff of DPL centers to be displayed permanently by staff member. Designated officer for all aspects of DPL functioning. He should open and lock the DPL and keep keys with him. He is accountable for DPLs functioning.

Data Entry and Data Security (4)

Logbooks to be maintained for opening and closing of DPLs countersigned by designated officer Separate logbook for movement of equipments. Every movement should be accompanied by designated officer. Database kept only at State level in the custody of CEO Surprise visits to DPL Daily verifications of EPICs prepared during the day.

Data Entry and Data Security (5)

Proper account of Holograms for EPIC. Responsibility of DEO. The records of Holograms must tally with EPICs issued, balance with officer for safe custody. Proper record of damaged and wasted holograms. Criminal action under law if accounts of holograms do not tally against vendor/officer responsible. Agreement should mention clause that vendor has to return the entire data after work is over. Otherwise there can be penal provisions.

Data Entry and Data Security (6)

Agreement should mention clause that vendor has to return the database after work is over. Otherwise there can be penal provisions. Database should be properly sealed in cover while taking out of DEOs office. Record of person taking out should be maintained. The DPL, room must be sealed after days work and keys should be with designated officer.

Data Entry and Data Security (7)

All forms received on paper must be computerized immediately and data uploaded on CEOs server Data entry can be done in off-line mode with batch upload Processing of data should start only after it is uploaded on the Server Full data base security at server level is essential Data is uploaded on a database separate from electoral data base. It may be called uploaded data base Data is shifted from uploaded to electoral database only after full enquiry and approval by ERO with digital signature authentication by ERO

Reports
Report on Statistical Analysis in Format 1 to 8 analyzing EP Ratio, Sex Ratio, Age Cohorts etc Report on number of claims and objections received in Form 6, 6A, 7, 8 and 8A and percentage of claims and objections accepted Report on deletions giving deletions based on Form 7 and suomoto deletions separately Report on number of inclusions, deletions and net increase in number of Electors

Part Header Page

32

Electoral Roll in English

33

Electoral Roll in Hindi

34

Supplementary Roll

35

Electoral Roll (Alphabetically) - English

36

Electoral Roll (Alphabetically) - Hindi

37

Electoral Roll (Working Copy)

38

Thanks