IT Solutions to be used in Upcoming Elections

 

Samadhan – It is a Public Grievance Redressal System, Samadhan conceptualized as a Comprehensive system with
  • multiple modes for receiving complaints (through online, toll free (1950) email, mobile application, fax, post, sms )
  • online processing of complaints
  • Monitoring and alert mechanism built in
  • Public can track and see ATR
Suvidha – A single window system for Candidates and Political Parties to apply for permissions for (Meetings, Rallies,  vehicles,  temporary election office, loudspeakers, helicopters and helipads etc)
  • This system is put in place at every RO level in each sub-division.
  • It provides for applying, processing, granting and monitoring permissions

BMF- It is a web as well as mobile based system to collection information regarding the basic minimum facilities(BMF) available at the polling stations. An android app is used to gather the information about the polling stations like availability of open space, ramp, toilet, drinking water, internet etc along with the image and location of poling station using GPS location facility. The data so collected are upload in the sever for further election plan and monitoring purposes.

Sugam- It is a Vehicle Management System with the facility of Issuance of requisition letters for vehicles, Capturing of vehicle details with address, mobile number and bank details of Owner & Driver, Transfer of vehicles from one district to another district etc

  • LIST OF Mobile APPs
    • Matdata – Android App for voters’ facilitation for search in Electoral Roll, Location of Polling Station etc.
    • Matdaan – Android App for Poll day monitoring at PS
    • Samadhan – Android App for Public grievance redressal system
    • Sugam – Android App for Vehicle Management System
    • ELECOM – Android App for releasing election news / press release
    • SMS Poll Monitoring – For collection of various types of information through SMS from Presiding Officer / Sector Officer 
    • E-Counting – Android App for viewing counting trends / result
    • I-VOTE- Android based app for Election monitoring 

     



IT Solutions of ECI

PGRS (Public Grievance Redressal System)

It provides single window common interface to the citizens for submitting their complaints. System forwards the complaints to appropriate authority and keeps the user informed about its progress. A mini call centre activity is also attached with this application.

Genesys & EVM Randomization
  • Pre Counting Application: - For the collection of Candidate’s information related to Nomination.
  • Counting:- Trends and Results dissemination.
  • EVM Randomization:- First and Second randomization of EVM’s

Observer Portal: - Observers Portal is for General, Expenditure, Police and Awareness Observers to verify and correct their personal information including personal bank details. Check deployment details online and submit Reports by filling/uploading Reports in their portal.

Expenditure Monitoring & Candidate affidavit e-file
  • EEMS (DEO Scrutiny Report):- Online monitoring and tracking system for election expenditure accounts lodged by the candidates to check for its correctness.
  • Abstract Statement of Candidate Expenditure :- Online facility to candidates to Submit their Abstract Statement of Expenditure online by own or with the help of ECRP’s and RO’s  have the
  • Candidate Affidavit e-filing: - Candidate Affidavit e-filling software is targeted to help candidates submit affidavits online through internet and can be verified by RO’s later on.
  • ECRP Module :- Election Commission Return Preparer Scheme where ECRP’s helps the Candidates to In filing the affidavit and Abstract statement online

 

MIS Dashboard & Election Monitoring
  • MIS Dashboard: - This system has been developed to facilitate State CEO’s and DEO’s to make data Entry for their respective State’s and District’s Progress Monthly. It will also allow the Officials to monitor the Progress with the help of MIS Dashboard and reports can also be generated as and when required.
  • Election Monitoring Dashboard: - This is the IT Tool which provides a dashboard of consolidated information, tools and timely reports to officers engaged in election monitoring process at all hierarchical level from top to bottom.
Webcasting: - To broadcast and monitor LIVE election process from a distant polling station and to keep a check on illegal activities such as booth capturing, money distribution and bogus voting. It also helps in bringing about complete transparency in the voting process.

 

PGRS (Public Grievance Redressal System)
 A comprehensive Public Grievance Redress System has been developed by the Election Commission. This system has been developed in such a manner that in addition to providing redress to the complaints of the pubic, it also serves as a common interface for providing services through a common interface. It is thus aimed as a complete G to C interface to provide seamless services to the citizens on election related matters.
Requirement: Citizen may allow filing the complaints via many sources or channels.
1.       ECI and their Officers
2.       Website (http://eci-citizenservices.nic.in/ )
3.       Email
4.       Letter
5.       Fax
6.       SMS
7.       Call Centre
Work flow of Complaints Disposal 
1. As soon as a complaint is registered an SMS is sent to the complainant informing him of the unique ID of his complaint and also of the time limit for disposal. An SMS also goes to the concerned officer informing him that a complaint is registered with respect to his jurisdiction and the time limit for the disposal of the complaint.
2.  When a member of the Public registers a compliant on the website he has to choose the state and the district for the complaint. Thus the DEO of the concerned district is immediately informed by SMS.
3.  If a complaint is received at the call centre, the call centre should also ask the complainant the district of the complaint and update it on the website.
4. If a complaint is received from any other source the data entry operator has to select the complaint level from a drop down list.
5. Forwarding a Complaint – When a complaint is received, a senior officer can either take action on the complaint directly or forward it to a junior officer. Thus ECI can forward a complaint to states and UTs, CEOs can forward it to districts, DEO to ACs, and EROs to Booths. As soon as a complaint is forwarded the concerned officer gets an SMS that the complaint has been forwarded to him.
6. Taking action on the complaint – As soon as a complaint is registered /forwarded, the concerned officer gets an SMS about the complaint.
 7. As soon as a complaint is disposed, an SMS goes to the complainant that the complaint has been disposed, and he can log on to the website and see the details of the action taken or take a printout.
8. The Call centre can also see all the complaints, their disposal status and action taken details..
9. The call centre is required to make random telephone call to complainants to check the satisfaction status of the complainants, and update it on the website.
10 Sending Custom SMS – Officers can send custom SMS to the complainant and to the officers subordinate to them through the website.
Note: ECI PGRS has primary goal to digitize all the complaints which are coming across multiple channel. So that the complainant gets status of their complaint with updates and progress.https://ssl.gstatic.com/ui/v1/icons/mail/images/cleardot.gif

 

Genesys & EVM Randomization

  • Pre-Counting Candidate detail collection Web Genesys Application:-

This application is provided to CEO/DEO/RO AC staff of poll going states for uploading/, updating information such as candidate’s detail, details of electors & Polling stations in A02/A01/D03/P02/P01/P03/Epic Coverage etc formats. Various reports for monitoring progress of data entry at DEO/CEO level are also available. Password resetting options in hierarchy  for example, resetting it for RO AC user is available with DEO level and that for DEO/PC user is available at CEO level) has been made available for handling issues arising out of transfers of officials.

  • Data entry/update/finalisation can be done by both CEO,DEO and RO of AC/PC User
  • After last date of withdrawal + 3 days only CEO user is allowed to update/finalise the AC/PC data of their state.
  • Various exception and discrepancy reports that can help CEO to monitor the data entry, which are extremely helpful in ensuring correctness of information.
  • CEO verifies correctness of Candidate and other data entered by their respective ROAC/ROPC
  • A Signed and sealed certificate is to be submitted to ECI certifying the correctness of data entry in genesys.nic.in
  • User manual must be distributed to all RO AC/PC and DEOs and proper training must be arranged. A help desk for the IT application must be constructed in CEO office for support and follow up.
  •  Counting day Application for collecting round wise trends and results (Window Application with Web services):-

For trends and results dissemination during and after counting an application has been provided at all the counting centres on counting day. In this application round wise schedule data, round wise votes polled against each candidate for all rounds, postal ballot votes polled against each candidate are entered and time to time trends and results are declared through numbers, bar charts and pie charts ( for graphical view ).  Various report are provided for monitoring progress of data entry at DEO/CEO level

  • System provides various administrative reports at DEO & CEO level, which are to be used to ensure correctness of round wise information entered from counting centres for AC/PC.
  • CEO must ensure the accuracy/correctness of data entered by their respective ROAC/ROPC
  • User manual must be distributed and proper training before counting day must be arranged for all users.
  • Prerequisite software and counting application is to be downloaded from ECI web site in pcs of all counting centres and
  • Data Entry can be done only by RO AC only, CEO Level User must use  various reports for data entry monitoring.
  • Index card data Entry and Statistical report generation

CEO office updates the data entered in counting application database after counting is over. Index cards are prepared submitted by RO AC for various Statistical reports to be submitted to commission after finalization and certification. These Statistical analysis reports then are displayed state and ECI website for pubic

  • This application is provided immediately after counting is completed and results are declared.
  •  CEO office collects all hardcopy of signed Index Cards submitted by RO for data entry and update, after which various statistical reports are generated and hosted on CEO website.
  • Copy of Index Card report and various statistical reports are to be generated and sealed and signed by CEO for submission in hardcopy (printouts) and softcopy( scanned .pdf files in CD/DVD/pendrive/harddisk)
  • User manual must be gone through and proper training for RO for filling data in Index Card must be arranged immediately after counting is completed.
  • Prerequisite software and Index Card data entry application should downloaded from ECI web site.
  • Data Entry/update must be done by CEO office only

 

EVM Tracking Application
EVM Tracking entry application is developed for creating a centralized database for CU and BU’s distributed across 35 states and UTs of India. This Application has to be used at CEO/DEO/Warehouse In-charge/ ECI Admin levels/BEL/ECIL. 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. Various Status messages for the CU and BU are being provided. Transfer of machines at the State level, District level and the warehouse level can be initiated by the authorized personnel. Supply orders are generated for each transfer; the source and destination entities can access the order and proceed with the operation. All the officials assisting in this purpose must adhere to the process to accomplish successful transfer of both CUs and BUs. For the purpose of elections, the CUs and BUs sent to the polling stations are randomized at two different levels – Warehouse (STRONG ROOM) level and Warehouse (STRONG ROOM AC). The machines which are working and successfully passed at both the first level and second level checks will be sent to the polling stations. CU/BU can be transferred from Strong Room and Strong Room AC with status FLC OK/Election/Training-Awareness.
Reports for monitoring purpose are available at WI/DEO/CEO/Admin level

  • EVM Tracking is windows application for tracking EVMs and their transfer connected with a central database
  • CEO has been given CEO logins for their states
  • CEO has to login with CEO usernames and password in their logins
  • CEO has to monitor and consolidate inter-state supply orders for transfer of units between two states
  • Receiver CEO has to allocate his receiving districts with EVM amount to be received by districts
  • Sender CEO has to allocate his sender districts
  • CEO can create new intra state or inter district orders between two districts
  • CEO has to change the status of EP for EVMs in each AC after the election is over
  • CEO has to monitor all other activities in transfer of EVMs and election
  • Prerequisite software and EVM Tracking application can be downloaded from ECI web site.
  • User manual is available in the application

Observer Portal: - Observers Portal is for General, Expenditure, Police and Awareness Observers to verify and correct their personal information including personal bank details. Check deployment details online and submit Reports by filling/uploading Reports in their portal.

Using this application, observers can update their PIS, fill and upload various reports for online submission to the commission. They can view important instructions from commission via notice board, their latest deployment status and history of past deployment duties.

 

Expenditure Monitoring

This is online monitoring and tracking system for election expenditure accounts lodged by the candidates to check for its correctness and if they are in a correct manner prescribed by the Ministry of Law & Justice. It also helps in tracking further actions taken on defaulted candidates by Election Commission and the reply given by the candidates. The application software helps officials to analyze data by generating different State wise, district wise, AC wise reports and for sending summary report of candidate details to the concerned officer in state and ECI through SMS.

    • Online monitoring of Expenditure accounts lodged by the candidates.
    • Online tracking of Actions taken on candidate by Election commission, like Notices issued, Notices served, Hearing done, Case dropped, Disqualified etc.
    • DEO’s first and summary reports.
    • DEO’s supplementary report, if any.
    • Comments on report/s by  ECI, CEO, DEO.  

Abstract Statement of Candidate Expenditure: -
INTRODUCTION:
Abstract Statement of Candidate Expenditure software is targeted to help candidates submit Abstract Statement of Candidate Expenditure online through internet. The software will help the Candidates to submit the information in a proper format and will help the Election Commission to process the relevant information in a more systematic and structured manner.

GUIDELINES BEFORE E-FILING:

  • Contesting candidate must have a valid mobile number and E-Mail ID before registering in the software as One Time Password (OTP) will be sent to candidate’s mobile number and E-Mail ID which will be required by the candidate to get registered and login in the software.
  • Password should be kept confidential so that unauthorised users will not be able to login to the account. No other entity can access/modify your details until your credentials are being shared.
  • The details entered will purely depend upon entry done by the candidate and the Commission will not be responsible for any changes made in the account.
  • Fill the online entry step wise since the details entered are used in later steps.
  • Keep all the document ready while filing as number of details are required to fill the Abstract Statement of Candidate Expenditure.
  • Make sure that all the details entered are true and correct.
  • In the last step “Finalize and Submit” click the Finalize button once all the details are entered. At the same time be careful before finalizing the details as once finalized, it cannot be edited further and will be considered final.
  • After Finalisation the user can take the printout and a signed copy have to be send to the Election commission.

 

STEPS:

  • Register online, by visiting www.eci.nic.in
  • First time user should first register by clicking on “Click to Register”
    • User should enter valid mobile number and email-id and Proceed
    • User will receive OTP (One Time Password) as sms on mobile number and to specified email-id.
    • User need to enter the OTP and proceed.
    • Then fill details like state, First name, Last name.
    • Set the Password
    • Click on “Register” and after successful registration, go to login and fill Abstract Statement of Candidate Expenditure.
  • Login with the registered Mobile Number.(User Name will be the mobile Number)
  • Select the Elections for which the Expenditure Statement has to be submitted,
  • Fill the following details in sequence(for detail download manual and read details instruction for filling Abstract Statement of Candidate Expenditure Online)

 

    • Fill Part-I: Abstract Statement of Election Expenses
    • Fill Part-II: Abstract of Statement of Election Expenditure of Candidate
    • Fill Part-III: Abstract of Source of Funds raised by candidate
    • Fill Schedules -1 to 9
  • Finalize and Submit
  • Take the Printout of PART-I, PART-II and PART-III with the entire schedule details and submit the signed hardcopy to DEO.

 

ECRP Module: - Election Commission Return Preparer Scheme where ECRP’s helps the Candidates to in filing the affidavit and Abstract statement online

 

Candidate Affidavit e-filing: - Introduction and Purpose
The Candidate Affidavit is a portal used for online submission of Candidate’s Affidavit. Candidate can go online to ECI website (eci.nic.in) and can submit their affidavit online through any of the services of (NIC or NSDL). Candidate need to take print out of the affidavit submitted online and then get it notarized and submit it to Returning officer (RO). RO need to verify the printed copy with the submission done by the candidate online.

Guidelines to RO (PC/AC)

Brief about the process of E submission of candidate affidavit:
Candidate can go online to ECI website (eci.nic.in) and can submit their affidavit online through any of the services of (NIC or NSDL). Candidate need to take print out of the affidavit submitted online and then get it notarized and submit it to Returning officer (RO). RO need to verify the printed copy with the submission done by the candidate online.

Guidelines to RO (PC/AC)

  • Returning officer can login (as an officer) and verify the affidavit submitted by the candidate online with the printed copy submitted to him/her by the candidate.
  • If candidate has submitted the affidavit online and taken printouts for submitting it to RO. The printed copy must be having a unique report number on the top of each page of the affidavit (e.g. of report no.:  S1- S01/001/1  or  S2- S01/001/1 )
  • When RO login with their credentials, they will be able to see the candidate details who are submitting their affidavit online. RO will get to see the details like ( AC/PC name, Candidate name , Party, Age, finalized by candidate, Report no., View report etc)
  • By clicking on the link “View Report” RO can see all the details of candidate affidavit.
  • Then after the verification of (Report number and the details of affidavit), RO can click on the Verify button to verify the affidavit submitted.
  • Username and passwords are same as RO’s are using in the genesys application to enter nomination details. (e.g. DLSEPC001)

Note:  As Candidate has been given an option to file online though (NIC and NSDL services), RO needs to do the above process both on NIC and NSDL service.

 

Election Monitoring Dashboard
Election monitoring system enables the computerized tracking of the election process and able to take timely actions in real time. It consists of GIS and Chart based System to easily analyze the data and monitor complete election process. It displays the Election Schedule in the form of Map, so that which state falls into which phase is clearly shown. Information regarding the contact details of the Election Officials is displayed to help in Communication. It Monitors All the Pre poll activities such as E-Roll Information, Poling Station Information, Polling Personnel Information, Law and order information etc. It tracks all the strong room related information such as strong room address, visitors of the strong room, it displays the photographs of sealed doors and also the scanned copy of certificates issued by concerned officers to ensure security. It displays the analysis regarding the Political party, Nominated Candidates. Also Monitors Current Poll day Activities such as Critical Incident, every two Hourly Turnout, Poll Closure time and events such as polling party dispatched, polling party reached etc. After Poll, RO’s of AC enters the detailed AC wise turnout and Polling station Wise Turnout to determine the exact turnout. Displays Trends and Results in forms of various charts to analyse the different aspects such as votes poled etc. Reports are available in downloadable formats such as word, PDF, excels through which print out of the reports can be taken easily.

  • DATAENTRY 
    • Data entry is done by RO’s of AC in election monitoring.
    • Data entry can be done in 3 phase i.e. Pre poll , During Poll and Post Poll.
    • Pre Poll forms are : E-Roll, PS Info, Polling Personnel ,Law and order, MCC Info, Complaint info, strong room related forms and Electors information in AC Turnout form.
    • Law and order form is only filled by DEO’s at district level.
    • During Poll forms are: Polling Incidence, Poll event, two hourly Turnouts.
    • Post Poll forms are: Voters information in AC Turnout, PS turnout, Re-poll Information.
    • DEO must ensure the accuracy of data entered by their respective RO’s of AC.
    • If required, CEO and DEO can edit the data entered by its RO’s of AC.
    • Data entry for pre poll can be started from the day of announcement and must be updated on regular basis until the closure of poll.
    • Data entry for during poll must be completed on the day of poll.
    • Data entry for post poll must be completed before the day of counting.
    • Any modification or addition with respect to State/District/AC needs to be updated in Control Table first.
    • Login credentials for CEO’s and DEO’s are same as PGR credentials, RO’s AC login and password is their mobile numbers which have to be updated by corresponding DEO’s in officer info form before the announcement of poll. It can also be updated by CEO’s.
    • CEO’s and DEO’s can view which AC is completed/pending by clicking on ‘Click here to see data entry status’ at a glance.
  • DASHBOARD 
    • Dashboard can be used to view/take printouts of reports.
    • Dashboard can be viewed by ECI, CEO’s and DEO’s.
    • Dashboard is active from the day of the announcement of the poll. But the forms of during poll events are still deactivated. They will be activated only on the day of poll.
    • Webcasting can also be seen from the dashboard.
    • CEO’s and DEO’s can view which AC and Polling Station is completed/pending for the Post Poll entries under the report section by clicking on after poll menu, then on Pending ac/ps.

 

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MIS Dashboard
This website has been developed to facilitate State CEO’s and DEO’s to make data entry for their respective State’s and District’s Progress Monthly.
It will also allow the Officials to monitor the Progress with the help of MIS Dashboard and reports can also be generated as and when required.
Website link:  http://ecimis.nic.in
All data entries have been categorized under five main menus, these are:

  • DEO Profile & Posts
  • Error Correction
  • Miscellaneous
  • Cases
  • CEO Profile & Posts

Out of five menus only two are available for District Election Officer these are:

  • DEO Profile & Posts
  •  Error Correction

All five menus will be available for Chief Electoral Officer and they can make changes to the DEO level forms too.
All these data entries are monitored at ECI level and they can view when a particular form was last updated also consolidated reports are also viewable for them which are:

  • Cases Information
  • EVM Report
  • Polling Station Report
  • E-Roll Report
  • Vacancy & Account Report
  • DATAENTRY
    • CEO must ensure the accuracy of data entered by their respective DEO’s.
    • If required, CEO can edit the data entered by its DEO.
    • Data entry must be done latest by 10th of every month for DEO and 15th of every month for CEO.
    • Any modification or addition with respect to State/District/AC needs to be first updated in Control Table.
    • User manual is available within MIS website.
  • DASHBOARD
  • Dashboard can be used to view/take printouts of reports.
  • CEO can view which district level forms are completed/pending by clicking on ‘Last updated on’ at a glance.