Session 4 Computerization of Electoral Rolls (ERMS)
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 DISTRICT 1 1 3 7 2 4 6 8 1 9 4 5 2 3 5 DISTRICT 2 BOUNDARIES LEGENDS DISTRICT PC 7 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 Post Offices List of Police Station List of sub-divisions List of Panchayats POST_OFF POLICEST PANCHAYAT SUBDIVS 8Tables BLOCKS TEHSILS NNN VILLAGES List of Tehsils List of Villages List of towns administered by Municipal Corporation / Municipality / Notified Area Councils List of Development Blocks
AC / Part - Database Structure AC_001 AC001PART001 AC001PART002 AC001PART003 AC001PART004 AC_002 AC001PART001 AC001PART002 Database Tables/ Relations 10
Electoral Roll Management System It s 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 ECI s 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 ECI s 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 ECI s 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 ECI s 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 BLOs Door to door verification ERO Electoral Roll Uploaded Bulk Export Local Machine Form 6 Managing Electoral Roll that includes insertion, deletion, updating and transposition within AC. And printing of Electoral Roll including one or multiple supplementary list. Electors Form 7,8 & 8A 17 = Database
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 CEO s 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 DPL s 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 DEO s office. Record of person taking out should be maintained. The DPL, room must be sealed after day s 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
E Electors P Photo I -Identity C-Card
is Identity card issued by ERO under rule 28, RER EPIC Has details like is Permanent document for an elector Used at time of polls Compulsory to present at time of election Name Father s name Date of Birth Address
Form of EPIC Size of EPIC Size of EPIC is fixed by ECI 8.4 cm Other important points Details like name, father s/mother s name, etc should be derived from Electoral Roll database 5 cm The date of birth on EPIC should be derived from Form 6 Photo Size of photo is fixed by ECI Photo should have 320x240 pixels and light background 75% of the photo area should be covered with full front face If date of birth is not available or not mentioned, then year of birth should be calculated from age and only that should be mentioned in EPIC EPIC has security hologram pasted half on photo and half on vacant space The reverse side of EPIC has address and signature of ERO issuing the EPIC Paper used for EPIC should not be less than 165 GSM as per ECI
Preparation and Issuing of EPIC ERO/DEO/CEO identify vendors and provide them with space for preparation of EPICs under supervision of ERO Collection of completed Form 6 or Photograph of electors General Procedure for EPIC preparation Form 6 entry and/or Digitization of photos and preparing data base with photos Entry in Photo Electoral Roll Generating EPIC numbers
Collection of Photographs Receiving photos onsite mode There are enough Designated Photography Locations (DPL)in each AC/District to collect photos on site DPLs The DPLs are provided adequate security and activities are carried out under supervision of ERO The DPLs must have necessary infrastructure for photography, computerized preparation of EPIC, etc Receiving photos offsite mode Photos can be collected through duly filled Form 8 and scanned for the purpose Form 8 ERO may conduct campaigns of house to house visit to collect the photos
Digitization of photos and preparing database and entry in Electoral Roll Images received from the electors are digitalized in the computers The digitalized data is then merged with the corresponding details in the Electoral Roll To acquire EPIC the concerned elector will have to be first registered in the Electoral Roll In case of new registration the two process of collecting photo and entering the details in the Electoral Roll can be done simultaneously Photograph and EPIC details are to be stored in same database as that of Electoral Rolls EPIC is produced from the Elector database
Generating EPIC numbers EPIC Number EPIC number has to be a unique seven digit code for each elector The first three are the alphabetical codes called FUSN (Functional Unique Serial Number) FUSN is provided by ECI and is unique for every AC Numerical Digits after FUSN are 6 serial numbers followed by one digit of checksum
Generating EPIC numbers Merging and Generating EPIC details Process of merging and generating the EPIC details with Rolls can be done anywhere if secure access is provided to the elector database on the network EPIC number is not changed if a duplicate EPIC is issued with ro without corrections New EPIC numbers should be generated with the FUSN of the concerned AC and unique seven digit number for each new elector Software for EPIC generation does not allow the repetition of the number EPIC should be printed using the software provided by ECI from central database. This obviates the need of distributing blocks of EPIC numbers to vendors and ensures the uniqueness of EPIC numbers
Security Holograms Security hologram The security hologram is a sticker of 2.0 cm diameter pasted half on the photo and half on the vacant space on the left of the photo before lamination It should be serial numbered and carry National Emblem in the center Proper account of hologram should be maintained by the ERO, and should receive back the unused hologram Holograms should be sent to the vendor during the preparation of EPIC and the remaining number of holograms should be tallied with numbers given and EPICs issued
Other important points The reverse side of the EPIC has address of the electors and facsimile signature of the ERO issuing the EPIC the facsimile signature of ERO should be kept in secure custody The EPIC is laminated and handed over to the concerned elector Acknowledgment and receipt should be taken from the elector EPIC once issued to the elector is valid across the country irrespective of the Assembly Constituency it was issued in. The purpose of EPIC is to identify the elector with name in the Electoral Roll
Different scenarios related to EPIC issuance 1. Issuing EPIC to the applicants on enrollment in the electoral roll for the first time Eligibility for enrollment needs to be checked. A person is enrolled only is eligible and EPIC is issued only after enrollment Electors must fill Part IV of Form 6 to ensure that he is not enrolled as Electors must fill Part IV of Form 6 to ensure that he is not enrolled as some other place as well
Different scenarios related to EPIC issuance 2. Issuing EPIC to the applicants claiming to be registered as electors but have not received EPIC Declaration should be taken from these electors claiming of non receipt of EPIC even after registering Applicant should be informed that false declaration is punishable under Section 31 and holding two EPICs is illegal under law Verification should be done that no EPIC is issued to the applicant, by checking the Constituency based on his previous address
Different scenarios related to EPIC issuance 3. Issuing EPIC to the applicants who have shifted to new place of residence Details of the elector including photographs, should be obtained from the database of the Constituency of his previous place of residence In case of non traceable address, EPIC should not be issued and the applicant should be informed to give correct details of the address After obtaining the correct details and complete verification of the same, new EPIC with the same EPIC number but corrected elector details including correct address should be issued with DUPLICATE written on it Duplicate EPIC is issued on payment of a fee of Rs 25.
Different scenarios related to EPIC issuance 4. Issuing EPIC to the applicants requesting corrections Applicant should apply in Form 8 Corrected EPIC should be issued after acceptance of Form 8 and same EPIC number The word Duplicate should not be printed on it 5. Issuing EPIC to the applicants who have lost the earlier EPIC A declaration should be received from the applicant in this case A new EPIC with the same details and same EPIC number should be issued, but with word DUPLICATE written on it
Issuing fee A nominal fee of Rs. 25 is charged on request of duplicate EPIC to avoid repeated request The fee is not charged during issue of first EPIC Other important points when the EPIC has error due to Electoral machinery when EPIC is lost in natural calamity Other important points In cases of changes to be made in EPIC, the old EPIC of the elector must be returned to the ERO Electors to be educated that EPIC number is best way of searching their name in the roll and proving their identity at polling station Electors should be made aware that EPIC is only an identity document and does not give a right to vote
EPIC Table in the Electoral Roll Database Structure of EPIC Details - Annexure 9.2 As per ECI, EPIC details should be stored in the same database as that of Electoral Roll to maintain the link between the details in Electoral Roll and EPIC EPIC should be generated from electoral roll database and the data which is printed on the EPIC is stored in the EPIC table
Statistical Analysis (A tool to improve the fidelity of the Roll)
Purpose of Statistical Analysis To check statistically the purity of electoral rolls To identify high focus category of electors for improvement in electoral rolls e.g. Youth, women etc. To identity high focus geographical areas for improvement of electoral rolls e.g. Urban areas, etc.
What analysis is done Elector Population ratio The Ratio of electors to total population should be equal to the ratio of 18+ population to total population. For this purpose the population projected to the current year needs to be calculated from published census population and the multiplication factor based on decadal growth rate Sex Ratio Sex ratio of electoral roll should be the same as sex ratio of population as published in the census Age Cohorts The number of persons in a particular age group should match the umber of electors in that age group. For this purpose the age group wise population is calculated on the basis of census data EPIC and photo coverage EPIC and photo coverage should be for 100% electors in the electoral roll
What are the pitfalls and precautions Statistical analysis is only a tool. Actual addition or deletion should be done only by following the procedure given in the Registration of Electors Rules, 1960 and not based on statistical analysis There can be many artifacts in the data e.g. there is heaping of numbers in ages with whole numbers. People tend to give their names as approximately 20 or 30 rather than 19 or 31 Deviations from the expected in statistical analysis may be explainable by local factors e.g. inmigration or out-migration etc.
Statistical Analysis at Poling Stations Population at polling station should be taken from actual door to door survey at least in the election year and should be kept updated at all times by BLO BLO should maintain a register (BLO register) and statistical analysis should be a part of BLO register
When should statistical analysis be done As pre-revision exercise to determine categories of voters and areas for special focus Information in format 1 to 8 must be sent along with justification for observed deviations to ECI when seeking permission for final publication of rolls For making the action plan for SVEEP
Parts of BLO Register Statement -1 SUMMARY OF LAST REVISION OF ELECTORAL ROLLS. Date of publication of final roll in last revision Total No. of voters in the part. Total population of part/village Total No. of male voters Total No. of female voters. Gender ratio = Female voter X 100 Total No. of voters in the part Gender population ratio = Total No. of voters X 200 Total population of the part (from Statement 5). Age cohort of the part : 18 to 20 age group = No of voters in 18-20 age groupx 100 Total no of voters in the Part 21 to 29 age group = No of voters in 21-29 age groupx 100 Total no of voters in the Part 30 to 35, etc., etc.
Parts of BLO Register Statement -2 CONFIRMATION. House No. Name of the voter: Name of head of family Relation to Head of the family: telephone no/ contact no Whether registered as voter in this part : Y / N If not registered in this part, give address where registered: Are there any members of the family eligible for registering in Form-6 for current revision : Y / N (If yes fill up Statement - 4) Are there any members of the family eligible for registering in the next revision : Y / N ( If Yes fill up Statement 4A) Whether EPIC issued : Y / N Whether EPIC available with the Voter : Y / N EPIC No. Whether address is correct? Y / N If not, give correct address: Living at this address since how many years : Any family member married/shifted since last revision? Y / N (if yes then fill up statement 4) Any member dead since last revision? Y/N (if yes, fill up Statement-6) Possibility of temporary shifting in the next one year : Y / N (If yes, fill up Statement 3) Photo of the voter in Electoral Roll : Y / N (If no, fill up Statement-7) If all voters of the house hold are found shifted, then fill up Statement-3.
House number : Name: Name of head of family Parts of BLO Register Statement -3 Relation with the head of family EPIC issued : Y/N EPIC No. Type of shifting : Permanent / Temporary If temporary, then SHIFTED VOTERS. Purpose of shifting e.g. agricultural labor, temporary job, etc. Place of shifting Shifted since when : From (give month) to (give month) Take a signed statement as per Form-1. If permanent, then Reason for shifting such as, marriage, job, education, etc. Place of shifting. Shifted since when : Month, Year Panchanama as per Form 2
Parts of BLO Register Statement -4 ELIGIBILITY FOR FORM-6 IN CURRENT REVISION. House number. Name Name of the head of the family. relation with the head of the family EPIC issued : Y/N EPIC No. Shifted within same part : Y/N Shifted from another part / AC: Y/N If yes then from which Part/AC When shifted : Month, Year Whether fresh voter i.e. between the age 18 to 21 : Y / N If yes, whether completed form No.6 received : Y / N
Parts of BLO Register Statement -4A LIST OF VOTERS TO BE REGISTERED IN THE NEXT REVISION YEAR(on attaining age of 18 years). House No.: Name Name of the head of the family. Date of birth: will become eligible in revision of which year :
Parts of BLO Register Statement -5 PART POPULATION. House No. Total No. of persons living in this house.
Parts of BLO Register Statement -6 LIST OF VOTERS WHO HAVE EXPIRED House No. Name Name of the head of family EPIC No. Date of death: Death certificate made available: Y? N If No, whether listed in Death Register maintained by Panchayat/ Nagarpalika /Municipal Corporation For serial no 7, death registration number and date
Parts of BLO Register Statement -7 PHOTO ELECTORAL ROLL House No. Name: Name of the head of the family EPIC issued: Y / N. EPIC No. Photograph obtained : Y / N Signature of the voter:
Parts of BLO Register Statement -8 NEW DEVELOPMENTS IN THE PART. Number of newly constructed houses since last revision and the details Number of newly constructed buildings that have come up since last revision give details. Number of newly constructed societies that have come up since last revision and their details.
Parts of BLO Register Statement -9 ANALYSIS Gender ratio of district Age cohort of district Elector population of District Likely reasons for deviation in gender ratio Likely reasons for deviation in age cohort Likely reasons for deviation in electorpopulation ratio
Parts of BLO Register Statement -10 SUMMARY OF CURRENT REVISION. Date of publication of final roll in current revision Total No. of voters in the part. Total population of part/village Total No. of male voters Total No. of female voters. Gender ratio = Female voter X 100» Total No. of voters in the part Gender population ratio = Total No. of voters X 200» Total population of the part (from Statement 5). Age cohort of the part : 18 to 20 age group = No of voters in 18-20 age groupx 100» Total no of voters in the Part 21 to 29 age group = No of voters in 21-29 age groupx 100» Total no of voters in the Part 30 to 35, etc., etc.
Parts of BLO Register Statement -11 MAPPING OF GOVT. FUNCTIONARIES RESIDING IN THE PART House No. Name: Name of the head of the family. EPIC No. Whether voter in the same part : Y/N If not give part where he/she registered as voter. Designation in Government. Serving or Retired. Temporary or Permanent. Class - I, II, III or IV. Residing in the part since when :
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