ICT in Election Management Jammu

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ICT in Election ManagementJammu
Kashmir Saleem Khan
Technical Director Addl. SIO, NIC JK
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Introduction
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Basics

• Name of the Project
• JK Electoral Rolls and EPIC Management System
• User Department
• Chief Electoral Officer, Jammu and Kashmir
• State Level Agency
• NIC JK
• Language
• English / Urdu / Hindi
• URL of the Website
• http//ceojk.nic.in

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Basic Details

• Parliamentary Constituencies - 6
• Assembly Constituencies - 87
• Districts - 22
• Tehsils - 82
• Polling Stations - 9592
• Registered Electors (25.09.13) - 67,70,043
• EPIC Card Holders (25.09.13) - 61,11,437
• EPIC Coverage (25.09.13) - 90.27

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Citizen Services

• Web Interface
• Downloadable Electoral Rolls -
• http//ceojk.nic.in/ElectionPDF/Main.aspx
• Name based and EPIC No. based Search
  http//ceojk.nic.in/namesearch/main.aspx
• E-Filing of Claims and Objections
• http//ceojk.nic.in/eFiling
• Claims and Objections (View) - http//ceojk.nic.in
  /claimforms/auth_pages/frmefilingdisplay.aspx
• Know Your Booth Level Officer -
  http//ceojk.nic.in/claimforms/auth_pages/frmblod
  etails.aspx
• Citizens Grievances
• http//eci-citizenservices.nic.in
• Your Polling Station on Google Map
• http//www.eci-polldaymonitoring.nic.in/psleci/d
  efault.aspx

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SMS Based Services

• Mobile (SMS) Interface (Number 919211728083)
• Where am I enrolled (in Electoral Rolls)?
• JKERM ltspacegt STATUS ltspacegt 10-character-EPIC
• Who is my Booth Level Officer?
• JKERM ltspacegt BLO ltspacegt 10-character-EPIC
• Where is my Polling Station?
• JKERM ltspacegt PS ltspacegt 10-character-EPIC
• Is my EPIC Number valid?
• JKERM ltspacegt VALID ltspacegt 10-character-EPIC
• Get Help about different SMS based services
• JKERM ltspacegt HELP

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Electoral Roll Management System
E-filing
Physical Forms
Manuscript

1. Applications (Form6/7/8/8A)
2. E-Filing (Online Application)

Data Entry Operator / Vendor
Database
Electoral Registration Officer
Submit Report
Electoral Database
Nominate Enq. Officer
Verification by BLO
Applicant (Voter)
Roll Printing
EPIC Card
MIS Reports
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Electoral Rolls A Checklist

• Header Information Missing
• Header Information Wrong
• Spelling Mistakes
• Section Marking
• Unallocated Sections Orphan Records
• Disposed Claims and Objections appearing
• Split Families
• Record Repeating
• Duplicate Serial Numbers
• Jumps / Discontinuous Serial Numbers
• Images Missing
• Duplicate EPIC

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Processes

• Rationalization of Polling Stations
• Updation of Control Tables
• Digitization of Claims and Objections (Forms)
• Keeping track of every citizens application
  /claim
• Assignment of work to enquiry officers by ERO
• Action by ERO (acceptance/ rejection/ further
  clarification).
• Improving Rolls Quality
• De-duplication of data/ record
• Reports on Health of Electoral Rolls
• Photo Voter Slips
• Integration of Mother Rolls with Supplementary
  Rolls
• Transliteration
• Printing of a Parts header page, electoral roll
  and MIS reports
• Conversion of photos (JPEG to binary) merging
  with textual data
• Printing of Electoral Photo Identity Card (EPIC)

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Online System Major Objectives

• Hosting ERMS Software/ Database Centrally
• Role based access to database and applications
• On-line Filing and Tracking of Electors claims
• Monitoring by the EROs, DEOs, the CEO and the ECI
• Authentication by means of Digital Signatures of
  ERO
• History/ Log of the entire workflow
• Integration of Rolls and EPIC database
• Improving Quality/ Fidelity of Electoral Rolls
• Bringing about greater transparency
• Improving government citizen interface
• MIS Reports EP Ratio, Gender Ratio, Age Cohort,
  EPIC PER Ratio
• National Voter Search and de-Duplication

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Salient Features

• Claims and Objections
• Continuous Updation - Digitization of Electors
  claims as soon as received
• E-Filing of claims / objections and their Online
  Tracking
• Changes in E-Rolls authenticated by ERO using
  Digital Signatures
• Complete History/ Log of the entire workflow from
  filing to disposal
• MIS Reports/ Screens for EROs, DEOs, the CEO and
  the ECI
• Electoral Rolls
• Electoral Rolls in Urdu and English (for entire
  state) and in Hindi (for 5 districts)
• Being available on the official website, Rolls
  are easy to obtain and read / understand.
• Photo-Electoral rolls to help in elimination of
  impersonation during voting.
• Name based and EPIC No. based search in the Rolls
  
• Online generation of family wise Rolls extracts
  in Urdu, English and Hindi
• Alphabetically sorted Electoral Rolls at the time
  of polling
• Computerized Voter Slips at the time of Elections
  
• Electors Photo Identity Cards
• Centralized Auto generation of unique EPIC number
  in order to curb fake card production
• Capturing/ storing/ automatic indexing the
  electors photographs and linking with textual
  data
• The software enables auto-Detection of logical
  data errors

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Architecture of ERMS
State Level System
Control Table
Managing Electoral Roll that includes insertion,
deletion, updating and transposition within AC.
And printing of Electoral Roll including one or
multiple supplementary list.
Electoral Roll
ERO
Uploaded
Bulk Export
BLOs
Door to door verification
Local Machine
Form 6
Form 7,8 8A
Database
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Electors
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De-Duplication Reports
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Detecting Duplicates
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A New Initiative
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Rollout through CSC

• Using Common Service Centres (CSC)
• Tie-up with JK Bank Ltd.( SCA for CSC Project)
• 806 Khidmat Centres (CSC) functional
• Revenue Management
• Services include
• e-Filing via JK Bank Portal (Form 6, 7, 8 8-A)
• PVC EPIC issuance
• SMS based Query
• Download / Print Electoral Rolls
• Name / EPIC based Search in the Rolls Database
• Reports download/ print
• Electoral Rolls extract
• View Claims/ Objections and Tracking
• Application for Duplicate EPIC

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Separation ofResponsibilities
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ERMS CellWhat you will need?

• Civil/ Electrical works (if required). Basically
  the room should be neat and clean, dust and
  seepage free and there should be adequate power
  sockets to connect the equipment
• Earthing should be proper in order to prevent
  high leakage current.
• Desktops/ Laptops - About 1 per AC 
• Peripherals 1-2 Printers, One Scanner etc. 
• Stable Power Supply One UPS 2/3/5 KVA. The
  supply to sockets should be through this UPS
• Servo Stabilizer (AVR  Manual) - 7-8 KVA for 5
  KVA UPS 5 KVA for 2-3 KVA UPS
• DG Set - 10 KVA
• Adequate Furniture for Computer Centre 
• Connectivity NICNET (wherever feasible)
• Consumables Toners, Stationery, Pen Drives
• Technical Manpower Data Entry Staff
• Telephone Line Dedicated for 1950 (Only at
  District HQ)

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Stakeholders Responsibilities

• Election Department
• Procurement/ purchase of Computers, Printers,
  Scanners, UPS, DG Set
• LAN Material (Cables, Switches, Routers),
• Care and upkeep of all tangible items,
• Consumables (Toner Cartridges, Stationery)
• Prepare and provide content (soft copy) for CEOs
  website
• Data Entry for Continuous Updation
• Disposal of Claims/ Objections
• Printing / Scanning on small scale
• Public Grievance Redressal / Monitoring
• Claims and Objections on ECI Website
• Updation of ERMS Control Tables
• Updation of PGR/ PSL Control Tables
• CEOs Portal Updation (Data Upload)
• Data Entry for EVM database (Web Service)
• Data Entry for Polling Presiding Officials
  Database (Off-line)
• BLOs Database Updation

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Stakeholders Responsibilities

• NIC (SLA)
• Support for Database Storage and Management
• Software Development and Deployment
• Software Customization as per user need
• Troubleshooting except Hardware maintenance
• Coordination with vendors for Equipment
  maintenance
• Bandwidth provision
• Video Conferencing facilities
• Training (faculty only)
• Networking Support and Technical Guidance/
  Consultancy

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Stakeholders Responsibilities

• Third Party Vendors
• Bulk Data Entry of Claims and Objections
• Bulk Printing of Electoral Rolls, Checklists, MIS
  reports etc.
• Form001B printing
• Managing the DPL (Designated Photography
  Locations)
• Photo scanning/ cropping/ cleaning/ compression/
  cleaning/ grayscale conversion
• Image integration with E-Rolls database
• Card Production (procurement, printing, hologram,
  lamination, delivery etc.)
• Transliteration from Urdu to Hindi/ English and
  vice versa
• PDF Conversion for Web Publication

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Other Applications
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ICT in Electoral Processes

• Automated processes during Elections
• Randomization of Polling Parties
• Voting Scheme for Employees (Postal Ballot)
• Randomization of Electronic Voting Machines
• SMS based Poll-day Monitoring
• Web casting of Poll process
• Candidates Information online (Affidavits
  Hosting)
• Security Plan
• Communication Plan
• Results Processing
• Post Result Tasks

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Major Recent Initiatives

• Online Repository for Electronic Voting Machines
  (EVM)
• All India Database of EVMs maintained by the ECI
• Data entry completed for Jammu and Kashmir
• State, district and ware-house wise inventory of
  Ballot Units (BU) and Control Units (CU)
• De-duplication and avoidance of conflicts
• Workflow for Intra-district, Intra-state and
  Inter-state transfer of BU and CU on demand
• First-level check (working status) by vendors
• Second-level check (Randomization) of EVM for
  deployment

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• INTRODUCTION
• EVM Tracking entry application is developed for
  creating a centralized database for CU and BUs
  distributed across 35 states and UTs of India.
• This Application has to be used at
  CEO/DEO/Warehouse In-charge/ ECI Admin levels.
• It allows Tracking of Control Unit and Ballot
  Unit and their location. This application has the
  facility to create and enter the warehouse
  details and stock entry of CU and BU.
• Transfer of CU and BU once entered will not
  require re-entry of data.
• It also keeps the check of duplicate entry of CU
  and BU in all the warehouses across the country.

EVM Tracking Application
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BU/CU Conflict request sent by one district to
another district (Outside the state)
1/11/2017
JK-ERMS
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BU/CU Conflict request received in the district
from another district (Outside the state)
1/11/2017
JK-ERMS
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Transfer of CU BU Inter-State transfer of
CU/BU is initiated by the EVM ADMIN at the
Commissions office.
Inter State Transfer of CU/BU
EVM Tracking Application
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Intra State Transfer of CU/BU a. Intra-State
transfer of CU/BU refers to the transfer of CU
and BU from one district to another. This process
is initiated by the CEO of the state.b.
successful login, the CEO can choose the New
Supply orders option from the sub-menu of CEO on
the main menu page and then select the Intra
State Transfer tab.
EVM Tracking Application
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a. Now the user must perform the second level
randomization.b. The user must now move to the
Randomisation tab and click on the Randomise
button for the second level randomization of the
CUs and BUs.
EVM Tracking Application
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EVM Tracking Application
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Major Recent Initiatives

• Public Grievance Monitoring
• Public Grievance and Citizen Services portal of
  ECI at
• http//www.eci-citizenservicesforofficers.nic.in/
  cservices/default.aspx
• CEO, DEO, ERO, AERO, RO, ARO and BLO users
• Establishment of Call Centers at the levels of
  CEO and DEO
• Marking/ forwarding of application
• Deadlines for redressal
• SMS generation
• Phone numbers to be mapped to 1950 (Toll Free)

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PUBLIC GRIEVANCE REDRESSAL
AGGRIEVED PEOPLE
COMPLAINT LEVELS CONTROLLING OFFICER ECI

NATIONAL / MULTI-STATE COMPLAINTS
1a
Complainant can know status of his complaint on
Public Website and through Call Centre.
For each complaint, a unique Complaint ID via SMS
is sent on complainants registered mobile/cell
phone no. for tracking purpose.
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COMPLAINT FORWARDING
Public Website
SINGLE STATE/MULTI DISTRICT COMPLAINTS CEO
PGR SERVER
Fax
Fax
AGGRIEVED PEOPLE
Phone Call
SINGLE DISTRICT/MULTI- AC COMPLAINTS DEO
AGGRIEVED PEOPLE
Letter
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• Complaints from various sources except Public
  Website and Toll Free No. are entered into the
  system manually and auto forwarded to the
  concerned officer with an SMS according to the
  level chosen by the complainant.
• All users at each level have their own system
  account for processing complaints.

SINGLE AC COMPLAINTS ERO/RO
SMS
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• When a complaint is received, concerned officer
  based on the subject takes necessary action.
• Officer may manually forward a complaint to next
  lower hierarchical level (if available) for
  necessary action.
• In case of Multi-Level complaints, the final
  decision will be taken by the next higher level
  officer of the selected complaint level.

Personal Meeting

• An aggrieved person can lodge a complaint through
  various channels such as Toll Free No, Public
  Website, Letter, Fax, Personal Meeting, Phone
  Call and SMS to concerned officer.

COMPLAINT LODGED DIRECTLY TO CONCERNED OFFICER

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Satisfaction Response for the Action Taken by the
officer is confirmed by personal phone call and
by Call Centre till the complete disposal of
complaint.
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ELECTION COMMISSION OF INDIA
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Future Plans

• SMS based Poll Monitoring
• Tested successfully in Last Vidhan Sabha Polls in
  Bihar etc.
• An Event based management system from the
  time of dispatch till the time of deposition of
  election material
• SMS gateway obtained through NIC. 9212357123 is
  the virtual destination number that ECI has
  purchased from NIC to receive messages from all
  over India.
• TRAI has allowed bulk SMS for this purpose
• Every functionary CEO, DEO, RO, ARO, PO made
  system user by means of their mobile number
• Pre-poll, Actual Poll and Post-poll process
  monitoring by means of SMS generated in
  pre-defined formats
• SMS can be sent directly or through the System
  Website
• Auto-reminders for defaulters to send reports
  within the set Time Limits
• Status update enables fast decision making
  whether the event is sudden or expected

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Process of SMS Gateway

• SMS Gateway Services from NIC makes it easy to
  stay connected with all mobile service operators.
  We have a wide range of mobile communication
  solutions including Web SMS and SMS API
  Interfaces. The SMS Gateway should be reliable,
  fast, cost effective and covers almost all
  operators in the India.

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Process of SMS based monitoring system

• Step 1- Mobile Registration.
• RO (Returning officer)
• ARO (Assistant Returning officer)
• SO (Sector officer)
• PO (Presiding officer)
• Step 2- Send Events Time based reports.
• Reports by Presiding Officer/Polling Officer
• Reports by RO/ARO/SO
• (if PO does not carry mobile phone with them or
  Mobile Phone of PO, for some reasons beyond
  control, fails to send SMS)

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SMS format-

• SMS is designed in such a format that the message
  received by the system(SMS gateway) through the
  sender(RO/ARO/SO/PO) could be automatically
  interpreted and updated into the database .
• Keyword poll - All SMS format will start
  with this keyword.
• -
• Example- poll ltspacegt other part of the
  message.

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Message to be sent on

• 9212357123 This is the virtual destination
  number that
  we have purchased
  from NIC to receive messages
  from all over India.

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SMS format- Mobile registration
For RO Date of Registration- P-7 day SMS syntax- pollltspacegtState_codeltspacegtDist_noltspacegtAc_noltspacegtRO e.g. poll S06 01 001 RO
For ARO Date of Registration- P-7 day SMS syntax- pollltspacegtState_codeltspacegtDist_noltspacegtAc_noltspacegtARO e.g. poll S06 01 001 ARO
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Reports by Presiding Officer/Polling Officer
Event Safe Arrival of Polling Party at Polling Station Date of Registration P-2/P-1 Day Time of Registration Immediately after reaching Polling Station SMS syntax pollltspacegt SAP Remarks SAP- Polling Party Safely Arrived at the Polling station
Event Mock Poll and attendance of polling agents Date of Registration P-Day Time of Registration Immediately after conduct of mock poll and before commencement of poll SMS syntax pollltspacegt MPltspacegt04 Remarks MP-Mock Poll Conducted, Last 2 digits stand for no. of Polling agents present. As per the example polling agents of 4 contesting candidates are present.
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Reports by Presiding Officer/Polling Officer
Event Poll Started Date of Registration P day Time of Registration Latest by 715 am SMS syntax pollltspacegtPS Remarks PS- Poll Started
Event Report on 2 hourly (9AM) Date of Registration P-Day Time of Registration 9am SMS syntax pollltspacegt9AMltspacegtmale,female,other Eg pollltspacegt9AMltspacegt111,98,02
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Reports by Presiding Officer/Polling Officer
Event Report on 2 hourly (11AM) Date of Registration P day Time of Registration 11am SMS syntax pollltspacegt11AMltspacegtmale,female,other e.g. pollltspacegt 11AMltspacegt111,98,02
Event Report on 2 hourly (1PM) Date of Registration P-Day Time of Registration 1 pm SMS syntax pollltspacegt 1PMltspacegtmale,female,other Remarks pollltspacegt 1PMltspacegt111,98,02
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Reports by Presiding Officer/Polling Officer
Event Voters in queue at the closure of poll Date of Registration P day Time of Registration Closure of poll SMS syntax pollltspacegt Qltspacegt10 Remarks Q Stands for Voters in queue at the schedule time for end of poll. 3 digits stand(s) for total number of voters in queue
Event Final Voter Turnout Date of Registration P-Day Time of Registration After end of Poll SMS syntax pollltspacegt VTltspacegtmale,female,other e.g. pollltspacegt VTltspacegt454,381,002
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Reports by Presiding Officer/Polling Officer
Event Safe arrival of Polling Party at RC after end of Poll Date of Registration P day Time of Registration Immediately after reaching RC SMS syntax pollltspacegt SARC Remarks SARC Stands for Safe arrival of Polling party at RC
Event Poll Interrupted due to EVM Non-Functioning or . apprehension of such problem Date of Registration P-Day Time of Registration Immediately after such type of situation SMS syntax pollltspacegt PROBltspacegtEVM Remarks PROB- Problem, EVM- Problem of Electronic Voting . Machine.
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Reports by Presiding Officer/Polling Officer
Event Poll interrupted or apprehension of poll interruption . due to Law Order problem Date of Registration P day Time of Registration Immediately after such type of situation arises SMS syntax pollltspacegt PROBltspacegtLW Remarks PROB- Problem, LW - Law Order Problem.
Event Poll Interrupted or there is a chance of poll interruption . due to other Problem Date of Registration P-Day Time of Registration Immediately after such type of situation arises SMS syntax pollltspacegt PROBltspacegtOTH Remarks PROB- Problem, OTH Other Problem
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Reports by Presiding Officer/Polling Officer
Event Problem resolved Date of Registration P day Time of Registration Immediately after problem is solved and poll is resumed . in case SMS syntax pollltspacegtPRES Remarks PRES means Problem resolved and poll resumed in case there is . interruption.

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If PO failed to send SMS?

• Then
• Returning Officer/Assistant Returning
  Officer/Sector Officer can send SMS on behalf of
  that PO

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In this report section user can easily see poll
day report of the polling station.
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CEO can modify particular record of the polling
station if in case SMS Gateway is not working.
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Future Plans

• Webcasting of Poll process
• Tested successfully in Last Vidhan Sabha Polls in
  a few constituencies
• To keep a check on illegal activities such as
  booth capturing, money distribution and bogus
  voting to bringing about complete transparency.
• To broadcast and monitor LIVE, the election
  process from a distant polling station.
• To spread awareness to participate in Free and
  Fair Elections.
• Laptop/ Desktop, Webcam, Network connection and
  a Chat Client / Free software/ 3rd party
  messenger are all that is required.
• Prevention of malpractices by election officials
• Eliminating impersonation
• Live broadcast enables timely decision and action
  

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WEBCASTING

• Broadcasting over the Internet

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Why do we need.?

• To keep a check on illegal activities such as
  booth capturing, money distribution and bogus
  voting to bringing about complete transparency.
• To broadcast and monitor LIVE election process
  from a distant polling station.
• To capture faces of voters coming to vote at PS
  in a sequence for remote viewing by election
  officials.
• To spread AWARENESS to participate in Free and
  Fair Elections.

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Why it wasnt possible during early elections
before 2000 in India?

• Limited technology and poor internet
  connectivity.
• Costly hardware infrastructure, sometimes
  difficult to procure.
• Lack of computer knowledge and its awareness
• Rural areas were totally deprived of
  telecommunication means.

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How a webcast can be done?

• Webcasting Methods based upon network circuit
• Open Network (preferred)
• Social websites for free live broadcasting
• Closed Network
• CCTV surveillance
• Pre-owned Proprietary Software (WAN based)

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What If

• Internet connectivity is not present at PS?
• Provide a USB Modem OR Mobile Internet Facility
• Hardware purchase cost is very high for every PS?
• Hardware can be hired on rent purpose only for
  Hyper-sensitive PS
• No. of PS increased for webcasting?
• Please webcast Hyper-sensitive areas only, try to
  avoid burden on the system.

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THANKS
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