ERO 1 Day Trg Session 4 ERMS EPIC Statistical Analysis.pptx … · Title: Microsoft PowerPoint -...

Session 4

Computerization of Electoral 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

• The Control tables are entered once and used multipletimes for roll preparation. An error in control table canmagnify multiple times, so utmost care has to be takenwhile preparing control tables.

• If the control tables are not filled timely andcorrectly then all the pains taken by EROs to ensurethe enrollment of eligible persons would be wasted

Control Tables

the enrollment of eligible persons would be wasted

• DEOs /EROs are responsible for collection of this datafrom the field.

• DEOs/ EROs supervise the data entry by data entryoperators

• State Level Agency (SLA) provides the technicalsupport

• To ensure the correct updation of database it is vital tohave close coordination between SLAs (technicalguide), DEOs (collection of data) and the data entryoperators

Control Tables

• ECI identifies and lays down the structure of thecontrol tables.

• Timeliness of data entry is important

• Some major tables are shown in the next few slides

• Three tables which define the relationship betweenDistricts, Assembly Constituencies andParliamentary Constituencies.

PC_LISTList of PCs

Control Tables

Districts

3 Tables AC_LIST

List of ACs

List of Districts

Linking AC with Districts

DISTRICT 212

43

5

93

7

DIS

TR

ICT

1

BOUNDARIES LEGENDS

DISTRICT

3

6

8

9

7

12

3

4

5

PC

AC

PART

Control Tables• Four tables to provide details of Polling Stations,

Parts and Sections.

PSBuildings

Parts in ACs

Polling Station Locations

NewPartList

PS_AUXY

SEC_DETAIL

List & Details of Auxiliary

Polling Stations

4 Tables

Sections within the area corresponding to Part

Control Tables

• Ten tables which list administrative units and their

relationship with each other

NNN

TEHSILS

POST_OFF

List of sub-divisionsList of Tehsils

SUBDIVS

List of towns

administered by

Municipal

Corporation /

List of Post

Offices

8Tables

VILLAGES

BLOCKS

PANCHAYAT

POLICESTCorporation /

Municipality /

Notified Area

Councils

List of Villages

List of Development Blocks

List of

Panchayats

List of Police

Station

AC / Part - Database Structure

• AC_001

– AC001PART001

– AC001PART002

– AC001PART003

Database

10

– AC001PART003

– AC001PART004

• AC_002

– AC001PART001

– AC001PART002

Tables/

Relations

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 • 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


• 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 • 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


• 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.• 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


• 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.• 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

ModulesModules

(Core Components)

16

Architecture of ERMS

Electoral Roll

Control Table

Uploaded

Managing Electoral

Roll that includes

insertion, deletion,

updating and

transposition within

State Level

System

ERO

17

Uploaded

Form 7,8 & 8A

Form 6

Bulk Export

transposition within

AC. And printing of

Electoral Roll

including one or

multiple

supplementary list.

BLOs

Door to door

verification

Electors

Local Machine

= Database

Component Description (Modules)

• Admin Module ( For managing users )

• Intensive / Summary Revision Data Upload

Application

• ERO / AERO 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 UploadSummary 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 RollElectoral 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 ApplicationERO / 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 • 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 PrintingIntegration 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.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 PrintingEPIC 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 generationserver 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 GuidelinesData 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 laterit 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 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 safety and security

• 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.


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.

• 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.


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.

• 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.


• 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.

• 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


• 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.

• All forms received on paper must be computerizedimmediately 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 theServer


Server

• Full data base security at server level is essential

• Data is uploaded on a database separate from electoral database. It may be called uploaded data base

• Data is shifted from uploaded to electoral database only afterfull enquiry and approval by ERO with digital signatureauthentication by ERO

Reports

• Report on Statistical Analysis in Format 1 to 8Format 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 6, 6A, 7, 8 and 8A and percentage of claims and objections

accepted

• Report on deletions giving deletions based on Form 7 and suo-

moto 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

EPIC

Identity card issued by

ERO under rule 28,

RER

is

• Permanent document

for an elector

• Used at time of polls

is

Has details

like

• Compulsory to present

at time of election

Name

Father’s name

Date of Birth

Address

Form of EPIC

Other important points

• Details like name, father’s/mother’s

name, etc should be derived from

Electoral Roll database

• The date of birth on EPIC should be

derived from Form 6

8.4

cm

5 cm

Size of EPIC is

fixed by ECI

Size of EPIC

• 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

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

Photo

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 orPhotograph of electors

Form 6 entry and/or Digitization of photos and

General Procedure for EPIC preparation

Digitization of photos and preparing data base

with photos

Entry in Photo

Electoral Roll

Generating EPIC

numbers

Receiving photos onsite mode• There are enough Designated Photography Locations

(DPL)in each AC/District to collect photos on site

• The DPLs are provided adequate security and activities are carried out under supervision of ERO

Collection of Photographs

DPLs

Receiving photos offsite modePhotos can be collected through duly filled Form 8 and scanned for the purpose

ERO may conduct campaigns of house to house visit to collect the photos

• The DPLs must have necessary infrastructure for photography, computerized preparation of EPIC, etc

Form 8

• Images received from the electors are digitalized in the computers

• The digitalized data is then merged with the corresponding details in the

Digitization of photos and preparing database and entry in Electoral Roll

• 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

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

Generating EPIC numbers

• 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

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

Generating EPIC numbers

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 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

Security Holograms

• 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

• 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 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

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


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

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.

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


• 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

– when the EPIC has error due to Electoral machinery

– when EPIC is lost in natural calamity



• 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

• 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

Structure of EPIC Details - Annexure 9.2

• 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)(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 • 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

raterate

• 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 • 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. in-migration 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 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

focusfocus

• 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• 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


• Total no of voters in the Part

– 30 to 35, etc., etc.

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)


• 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.


SHIFTED VOTERS.

• House number :

• Name:

• Name of head of family

• Relation with the head of family

• EPIC issued : Y/N

• EPIC No.

• Type of shifting : Permanent / Temporary• Type of shifting : Permanent / Temporary

• If temporary, then –

– 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

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

LIST OF VOTERS TO BE REGISTERED IN

THE NEXT REVISION YEAR(on attaining age

of 18 years).

• House No.:

Parts of BLO Register – Statement -4A

• House No.:

• Name


• Date of birth:

• will become eligible in revision of which year :

PART POPULATION.

• House No.


• House No.

• Total No. of persons living in this house.

LIST OF VOTERS WHO HAVE EXPIRED

• House No.

• Name

• Name of the head of family


• 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

PHOTO ELECTORAL ROLL

• House No.

• Name:


• Name:

• Name of the head of the family

• EPIC issued: Y / N.

• EPIC No.

• Photograph obtained : Y / N

• Signature of the voter:

NEW DEVELOPMENTS IN THE PART.

• Number of newly constructed houses since last

revision and the details

• Number of newly constructed buildings that


• 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.

ANALYSIS

• Gender ratio of district

• Age cohort 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 elector-

population ratio

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




• 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 :


» Total no of voters in the Part


» Total no of voters in the Part

•

– 30 to 35, etc., etc.

MAPPING OF GOVT. FUNCTIONARIES RESIDING IN THE PART

• House No.

• Name:


• EPIC No.


• 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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