ERO‐NetUserManual
For
SupervisorVersion1.0.5
18November2016
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CONTENTS 1. Preamble....................................................................................................................................................................3
2. Background...............................................................................................................................................................5
3. FormProcessingThroughERO‐Net..............................................................................................................6
4. OnlineFormProcessing–InNutshell..........................................................................................................7
5. OnlineFormProcessingDetails......................................................................................................................8
6. Roles.............................................................................................................................................................................9
7. UsersandScreens................................................................................................................................................10
7.1 Officer3:Supervisor......................................................................................................................................10
8. AlertsandNotifications....................................................................................................................................12
8.1 NotificationstoSupervisor.........................................................................................................................12
9. OfflineFormProcessing–InNutshell........................................................................................................13
10. OfflineFormProcessingDetails....................................................................................................................14
AppendixA:ERO‐NetSpecifications........................................................................................................................21
Glossary................................................................................................................................................................................22
ContactInformation&Feedback.............................................................................................................................23
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1. PREAMBLEThe ECI‐Net is a system to integrate processes of Election Commission of India (ECI). ThesystemenablesNationalRolloutofthee‐Services(NRES)tostakeholders.Electoralprocesshastwodistinctcomponents,firstisthemaintenanceofhealthyElectoralRolls(ERs)andsecondistheefficientconductofelections.EachofthesetwocomponentsisproposedtobeintegratedatnationallevelandmanagedthroughECI‐NetusingInformationTechnology(IT).ERONetisforERsmanagementandRO‐Netisforassistinginconductofelections.ECI‐Netalsoenvisagese‐officetoautomateprocessflowinECIalongwithdigitizationofallinformation&records.Thesystemwill enable extending various services to external stakeholders. The systemwill alsohelpinimprovingefficiencyanddecisionmakingofinternalstakeholders.ERO‐Netbrings in seamlessprocessingof forms, easyhandlingof thedatabases, regular andsimplerwayofmonitoringtheERsactivitiesandmaintainingtheERshealth.
Thesystemhasthreemajorcomponents,
ERO‐Net linksallEROsofNation.
UNPER UnifiedNationalPhotoElectoralRollsData.
NVSP CitizenElectoralservices.
ToprovideservicesonNVSPatnationallevel,dataexchangeservicesaredeployedateachstate.TointegrateERsatnationallevelasUnifiedNationalPhotoElectoralRollsData.TheERsdataismanaged and maintained on state server by using ERMS of respective states. The ERO‐NetsystemprovidesaunifiedERMSserviceatnationallevelonsecurecloudusingUNPER.ThedataexchangeserviceswillstillbetheretomaintaintheERsbothatnationalandstateservers.ThestateserverswillhavemirrorimageoflatestsynchronizeddataonwhichalloperationsrelatedtoERsmaybedone at state level.The state serverswill alsoact asdisaster recovery remoteserversforUNPER.
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TheoverallscopeofERO‐NetistodevelopawebbasedsystemforElectoralofficials.
TheERO‐NETprovidesfollowingfunctionalitiesinERsmanagement,
1. Processingofelectoralforms Viewdashboardforoverallprocessing. Processesandspecificationsfordigitizationandscanning. AssigningpartnumberandBLO. GenerationofchecklistforfieldverificationbyBLO. Enteringfieldverificationreport. Schedulehearingwithelectors/objectorsorfieldre‐verification. GettingfeedbackfromEROofpreviousAC. SharingoutcomeofpossiblerepeatentrieswithERO(s)concerned. Approve/Rejectforms.
2. Maintainelectoralrolls GenerationofEPICandinclusioninelectoralrolls. Modificationinelectoralrolls. Migration/Deletioninelectoralrolls. Generationofvariousformats(formats1to11A).
3. PollingStationsManagementSystem GISlocationofPS. Part&SectionboundariesonGIS. AMFMapping. Part&SectionoptimizationbasedonECIguidelines.
ElectoralServicesthroughERONet WebPortal(NVSP), MobileApp(Android,iOS,Windows), SMSgateway, E‐mail.
ElectorsandCitizensgetfollowingInformationontheERentries Namesearch,part&SerialNo. Submitonlineapplicationsofform6,6A,7,8,&8Awithsupportingdocuments. Trackingthestatusoffilledapplicationincludingautoalerts. DetailsofPollingStation(PS), DetailsofAssuredMinimumFacilities(AMF) HowtoreachyourPSusingGPS,GoogleEarth,GoogleMapsandKeyMap. KnowyourElectoralOfficers‐BLO,Supervisors,ElectionOfficer/NayabTahsildar,
AERO/ERO,DEO&CEO. Stepbystepguideonenrolment&FAQs,Informationonlegalprovisionsrelatingto
enrolment. VoluntarilyfurnishinginformationtoensurehealthofERsuchascontactdetails,linking
familymembers,unenrolledfamilymembers’details,membersgoingtobecomeeligibleforvoterIDcard(atttainsageof18years)innextsummaryrevision,detailsofshifting/absent/deadofanyelectoretc.
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2. BACKGROUNDThe inclusion, shifting/ transposition,modificationordeletion in the electoral roll isdonebysubmittingERforms.Applicationscanbefiledonlinethroughportal,MobileApplication,SMS,NationalCallCentre(NCC)orbysubmittingthefilled‐informstoERO/AERO/BLOofhisorherconstituencyinpaperorthroughelectronicsubmissionusingNVSPportal.
Theinclusion,modificationordeletionintheelectoralrollsisdonebyfillingandsubmittingERforms.Requestcancomeineitherelectronicorphysicalform.
Inelectronicform OnlineFormfromhttp://nvsp.in,or ThroughMobileApp,or ThroughSMS.
Inphysicalform
FillingupformandsubmittingtoERO\AEROofhisorherconstituency.
Differenttypesofformsandtheirdetailsareasgivenbelow,
FORM6A
Inclusionofnameforoverseasvoters
FORM6
Inclusionofnameinelectoralroll MigrationfromoneACtoanother
FORM8A
TranspositionofentrywithinAC
FORM7
Objectionforinclusionbyanobjectorforanothervoter Requestfordeletion
FORM8
Correctionofentriesinelectoralroll
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3. FORMPROCESSINGTHROUGHERO‐NET
1. ApplicantfillsformonlineonNVSP/MobileApp/SMS/orsubmitsphysicalform.
2. InERO‐Netdigitizationofofflineformsdataisdone.
3. Alertissenttouserindicatingsubmissionofforms.
4. Offline validations and checks are undertaken. Also alert is generated toAERO/ERO and
users indicating the submission/ Scanning of forms including supporting documents. The
digitizationofimagesdone.
5. TheBLOofpreviousACdoesfieldverificationatoldaddressin7daysandgivesfeedbackas
Shifted/Dead/NoSuchperson/stilllivingintheoldaddress.
6. EROofoldACsendsBLO fieldverification report tonewERO in14days. If foundshifted
fromoldplace,theERentryis‘MarkedforMigration’tonewERO.
7. ElectionOfficerERO/AEROcheckswhethertheformisoktoprocessfurther.
8. IfpartIVisfilledinForm6application‐correspondingERO/Supervisor/BLOisinformed
byalert.
9. TheChecklistforfieldverificationbyBLOisgenerated.
10. AlertissenttoapplicantandconcernedSupervisor/BLO.
11. BLOcollects copyof form, supportingdocuments, andchecklist.Hedoes fieldverification
using hard copy of checklist and sends outcome by SMS/mobile app and sends filled in
checklistelectronically.
12. ThereportofBLOisenteredbydataentryoperator.
13. Supervisorcheckstheformandfieldverificationreport,addhis/herremarksandsubmits
toAERO.
14. ERO/AEROrecommendsbasedon inputs,suchasdocumentssubmitted, fieldverification
report(s),ObjectionsreceivedandremarksofotherERO.
15. EROrejects/accepts/scheduleshearing.EROmayorderre‐verificationprocessaswell.
16. Alertissenttoapplicantaboutdecision/scheduleofhearing.
17. If ERO accepts the form either new EPIC is generated or old EPIC is retained in case of
migration and the record is included in the E‐Roll. In case of approvedmodifications the
recordinE‐Rollisupdated.
18. IfEPICistobeprintedthenGenerationofEPICimage(pdf)andlinktoprinterisactivated.
AlertgoestoelectorandprinterofEPIC.
19. OncompletionofEPICprinting,alertgoestoElectortocollecthisEPIC fromadesignated
place/awaitdeliverybyBLO.
20. IfAppealisfiledbeforeDEO/CEOentiredatamovestonewlevel&processisrepeated.
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4. ONLINEFORMPROCESSING–INNUTSHELL
Theapplicantsubmitstheformonlineatnvsp.inandoncompletionofthesamegetstheSMS/
emailalert.ThereafterAEROcheckstheapplicationforfurtherprocessing.Ifok,AEROassigns
partandsectionnumbertotheform.TheBLOiseitherautomaticallyormanuallyassigned.BLO
can also be reallocated if desired. ERO/ AERO also generates a checklist, which includes
demographicallymatchedentries, forBLOtoprocessfurther.TheERO/AEROsetstargetdate
forBLOtoprocessallocatedforms.BLOalsotakesaphysicalprintoftheapplicationaspartof
packagerequiredforfieldverification.BLOdoesfieldverificationandexecutesthechecklist.In
case age is greater than 25 years, an undertaking is taken from the applicant. BLO makes
comments on demographically similar entries and takes signature on physical form from
applicant.BLOsubmitstheinformationtothedataentryoperatorwhointurnenterstheBLO
report,correctionsandsupportingdocuments.Supervisorthereafterverifiesthechecklistand
submitsittotheERO/AERO,whoreviewsthechecklistandgivesobservationtotheERO.The
ERO if approves application, anEPIC is generated andupdations aredone in central e‐roll. If
however ERO rejects the application, information is sent to the applicant about Schedule
hearingorforre‐initiatingtheprocess.
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5. ONLINEFORMPROCESSINGDETAILS
1. ApplicantfillsformonlineonNVSP/MobileApp/SMS/orsubmitsphysicalform.
2. AlertisgeneratedtoAERO/EROandapplicantindicatingthesubmissionofforms.
3. TheBLOofpreviousACdoesfieldverificationatoldaddressin7daysandgivefeedbackas:
Shifted/Dead/NoSuchperson/stilllivingintheoldaddress.
4. EROofoldACsendsBLO fieldverification report tonewERO in14days. If foundshifted
fromoldplace,theERentryis“MarkedforMigration”tonewERO.
5. ElectionOfficerERO/AEROcheckswhethertheformisoktoprocessfurther.
6. IfpartIVisfilledinForm6application‐correspondingERO/Supervisor/BLOisinformed
byalert.
7. TheChecklistforfieldverificationbyBLOisgenerated.
8. AlertissenttoapplicantandconcernedSupervisor/BLO.
9. BLOcollectschecklistanddoesfieldverificationusingphysicalchecklist.Hesendsoutcome
bySMS/mobileappandsubmitsfilledinchecklistelectronically.
10. ThereportofBLOisenteredbydataentryoperator.
11. SupervisorundertakeschecksandthensubmitsverificationreporttoERO/AERO.
12. ERO/AEROrecommendsbasedon inputs,suchasdocumentssubmitted, fieldverification
report(s),ObjectionsreceivedandremarksofotherERO.
13. EROrejects/accepts/scheduleshearing.EROmayorderre‐verificationprocessaswell.
14. Alertissenttoapplicantaboutdecision/scheduleofhearing.
15. IfEROacceptstheform,updatesinE‐RollaredoneandeitheroldentrywithEPICnumber
migratestothenewplaceornewEPICisgenerated,whereverapplicable.
16. IfEPICistobeprintedandgiventhenGenerationofEPICimage(pdf)andlinktoprinteris
activated.AlertgoestoelectorandprinterofEPIC.
17. OncompletionofEPICprinting,alertgoestoElectortocollecthisEPICfromadesignated
place/awaitdeliverybyBLO.
18. IfAppealisfiledbeforeDEO/CEOentiredatamovestonewlevel&processisrepeated.
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6. ROLESERO‐NetcaterstothenumberofrolesofexistingECIofficials.ERO‐Nettakesintoconsiderationfollowingrolesatthestatelevel.
CEO‐ChiefElectoralOfficer(StateLevel) DEO‐DistrictElectoralOfficer(District/SubdistrictLevel) ERO‐ElectoralRollOfficer(ACLevel) AERO‐AssistantElectoralOfficer(ElectionIn‐chargeatTehsil/Taluklevel) Supervisor(FieldofficertooverseeBLOactivities) BLO‐BoothLevelOfficer DataEntryOperator(PermanentITStaffatAERO/EROoffice) ServiceProviders‐forDataentry/Digitizationandscanningofforms(SLA/Vendors)
ERO‐Net
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SupervisorFormProcessPanel
2. ViewProgressThisscreendisplaystheprogressofforms.
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8. ALERTSANDNOTIFICATIONS
The ERO‐Net makes number of operations as per the user input and actions. ERO‐Net alsoissuesalertsandnotificationsoncompletionofeachstageofprocessing.DependingonthestateoftheforminERO‐Net,alertsandnotificationsintheformSMSareissuedtotheapplicantandconcernedofficials.Thesesystemgeneratedalerts¬ificationsaregiveninfollowingtables.
8.1 NOTIFICATIONSTOSUPERVISORMiD‐1 Application <no.> in form <no.> has been registered and checklist has been
generated.ReadyforBLO<partNo.>FieldverificationMiD‐2 BLO<partNo.>has/hasnotsubmittedreportforapplication<id>/inprescribed
timelimit.MiD‐3 BLO <part No.> has submitted report for application <id> without <reasons/
documents>.BLOre‐verificationrequired.
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9. OFFLINEFORMPROCESSING–INNUTSHELL
Physical forms from different locations arrive at the ERO office. Data Entry Operator at EROofficefillsthecountofreceivedformsaccordingtoformcountandAEROallocatesjobsforthedataentryoperators.AEROthereaftergeneratesQRcodedatafileandassignsSLAforprintingand affixing QR codes. These QR codes affixed forms are given to the SLA for scanning. SLAhandovers digitized copy of the forms to AERO. The Data Entry Operator uploads digitizedformstoERO‐Netonebyonemanually.Thereafterdigitizedofflineformsareprocessedasperonlineprocessing.
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10. OFFLINEFORMPROCESSINGDETAILS
Offlineforms
OfflineformsarethephysicalformsreceivedanddigitizedatEROoffice.ThesedigitizedformsaremaintainedintotheERO‐Netandprocessedthereafterinsamewayastheonlineforms.
Offlineformprocessingsteps
PhysicalformsarereceivedatEROofficefromdifferentlocationslike;designatedlocations,
BLOs,SpecialCamps,BLAs/politicalparties,direct submissionbycitizensand fromDEO,
CEO,ECIetc.
Dataentryoperatormanuallyfillstheforms’typecountinERO‐Netdatewise.
OfflineFormProcessing‘Dashboard’
‘NumberofFormsReceived’Screen
WhensufficientnumbersofformsareavailableatEROoffice,AEROmanuallyallocatesjobstodataentryoperatorfordigitizationofforms.
DataentryoperatorfillstheformonlineinERO‐Net. Followingisthemethodof fillingupformfieldsaccordingtotheformtype:
1 Forfirsttimeenrolmentrequestinform6,6A‐Allrelevantfieldsneedtobefiled.
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2 Forexistingelector, Fetchingofallrecordfromexistingdatabaseexceptaddressforform6&8A. Fieldsrequestedforcorrectionforform8, Forexistingelector,Objectors’detailsforform7.
3 IncaseofmismatchbetweenEPICfetcheddetailsandthose furnishedintheform,enteralldetailsandverify/matchwiththeEPICforthedetailsifany.
The filled forms are submitted to ERO‐Net. The QR code is generated and saved for thesubmittedforms.Dashboardwillnowreflecttheactualdigitizedformscountdatewise.
AEROassignsSLAanddownload “QRcodedata file”.QRcodedata file contains all formsdetailsbetweenselecteddatesbyERO/AEROforaformtype.
‘AssignSLA’OptioninDashboard
‘AssignSLA’Screen
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DownloadQRCodeDataFile
AERO can view already SLA assigned “QR code data file” and download themwheneverneeded.
IntheEROofficeQRcodesareprintedandaffixedontheformandsupportingdocuments.
AERO hands over ‘QR codedata file’ and their corresponding physical forms to SLA forprintingofQRcodes.
Note:AEROalsomaintainsarecordofphysicalforms,givenandreceived.
SLA/DataEntryOperatorprintsQRcodeusing‘QRcodeprintingsoftware’.TheprintedQRCodeisthenaffixedonbottomrightcornerofeachpageofphysicalformandit’ssupportingdocuments.SeeAppendixAformoredetailson‘QRCodePrintingSoftware’.
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QRCodePrintingSoftware‐PopulateFormData
Applicant’sDetailsinQRCodePrintingSoftware
QRcodeaffixedformsgiventotheSLAforscanning.
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QRCodesandPrinter
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SampleForm6withQRCode
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SLAscansallformsandsupportingdocumentsasperscanningguidelines.FormoredetailsreferScanningGuidelinesDocument.
SLAcropsthephotographandhandoversdigitizeddocumentstotheAERO.
AEROchecksthequalityofscanneddocumentusing‘ScanQualityCheckerSoftware’andpreparesreport.Completedformsarethenreadyforuploading.SeeAppendixBformoredetailson‘ScanQualityCheckerSoftware’.
ScanningQualityCheckerSoftware
AEROsendsreportofrejectedfilesandphysicalformstotheSLAforcorrections.
DataEntryOperatoruploadstheformsonebyonemanually.Dashboardwillnowreflecttheactualuploadedformsandfurtherprocessingoftheformisasperonlineformprocessing.
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APPENDIXA:ERO‐NETSPECIFICATIONS
Domainhttp://Ecinet.in/eronet
SiteisbestviewedinLatestversionofChrome,MozillaFirefoxwithresolutiongreaterthan1280by1024pixels
QRPrinterSpecifications
Resolution ‐ 200DPIandabove Type ‐ ThermalTransferandDirectThermal Speed ‐ 4”/secandabove Printwidth ‐ 4”
QRModuleSizeSupport:QRversion1to20 MinimumModuleSize:21x21 MaximumModuleSize:97x97 ErrorCorrectionLevels:L,M,Q,H
Recommend is TSC – TTP244 Pro printer however otherQR code printers can be used fromCitizen,Godex,Toshiba,TSCetc
(CitizenCLE720(203dpi) ,CitizenCLE730(300dpi),CITIZENCLS‐621 ,CITIZENCLS‐631 ,Godex RT 700 Desktop, Godex RT 700i Desktop , Godex EZ‐1100 Plus, CITIZEN CL‐S700 ,CITIZENCL‐S703BarcodeLabelPrinter)
StickerPaper
Polyesterlabelswhicharenontearablearerecommended.
PrinterRibbon
Thermaltransferribbonsareofthreetypes
Type‐1WaxRibbons – used for most economical printing. Print labels are less durableagainstscratch,chemicalandenvironmentalresistance.
Type‐2Wax&ResinRibbons – printingwithwax/ribbons takesplace at higherheat orenergysetting.Printlabelsaremoredurableandgoodresistance.
Type‐3ResinRibbons–Mostexpensivethermalribbons.Thisgivesprintlabelslonglifeinharshenvironment.
RecommendareWax&Resin(Type2)Ribbonsforourapplication.
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GLOSSARY
AERO AssistantElectoralRollOfficer
AMF AssuredMinimumFacilities
AC AssemblyConstituency
BLO BoothLevelOfficer
CEO ChiefElectoralOfficer
DEO DistrictElectionOfficer
ECI ElectioncommissionofIndia
ERMS ElectoralRollManagementSystem
ERs ElectoralRolls
ERO ElectoralRollOfficer
EPIC Elector’sPhotoIdentityCard
GIS GeographicalInformationSystem
GPS GlobalPositioningSystem
NCC NationalCallCentre
NRES NationalRolloutofe‐Services
NVSP NationalVoter’sServicesPortal
PS PollingStation
PC ParliamentaryConstituency
SMS ShortMessagingService
UNPER UnifiedNationalPhotoElectoralRollsData
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CONTACTINFORMATION&FEEDBACK
Formoreinformationpleasecontact:eronet‐[email protected]