JK-ERMS: Election Management System for Jammu & Kashmir

1. ICT in Election ManagementJammu & KashmirSaleem Khan Technical Director &Addl. SIO, NIC J&K 1 JK-ERMS

2. Introduction 2 JK-ERMS

3. Basics 3 • Name of the Project • J&K Electoral Rolls and EPIC Management System • User Department • Chief Electoral Officer, Jammu and Kashmir • State Level Agency • NIC J&K • Language • English / Urdu / Hindi • URL of the Website • http://ceojk.nic.in JK-ERMS

4. Basic Details 4 Parliamentary Constituencies - 6 Assembly Constituencies - 87 Districts - 22 Tehsils - 82 Polling Stations - 9592 Registered Electors (25.09.13) - 67,70,043 EPIC Card Holders (25.09.13) - 61,11,437 EPIC Coverage (25.09.13) - 90.27% JK-ERMS

5. Citizen Services • Web Interface • Downloadable Electoral Rolls - http://ceojk.nic.in/ElectionPDF/Main.aspx • Name based and EPIC No. based Search – http://ceojk.nic.in/namesearch/main.aspx • E-Filing of Claims and Objections – http://ceojk.nic.in/eFiling • Claims and Objections (View) - http://ceojk.nic.in/claimforms/auth_pages/frmefilingdisplay.aspx • Know Your Booth Level Officer - http://ceojk.nic.in/claimforms/auth_pages/frmblodetails.aspx • Citizens’ Grievances – http://eci-citizenservices.nic.in • Your Polling Station on Google Map – http://www.eci-polldaymonitoring.nic.in/psleci/default.aspx JK-ERMS

6. Mobile (SMS) Interface (Number: 919211728083) • Where am I enrolled (in Electoral Rolls)? – JKERM <space> STATUS <space> 10-character-EPIC • Who is my Booth Level Officer? – JKERM <space> BLO <space> 10-character-EPIC • Where is my Polling Station? – JKERM <space> PS <space> 10-character-EPIC • Is my EPIC Number valid? – JKERM <space> VALID <space> 10-character-EPIC • Get Help about different SMS based services – JKERM <space> HELP SMS Based Services JK-ERMS

7. Electoral Roll Management System E-filing Physical Forms Manuscript • Applications (Form6/7/8/8A) • E-Filing (Online Application) Data Entry Operator / Vendor Database Electoral Registration Officer Submit Report Electoral Database Nominate Enq. Officer Verification by BLO Applicant (Voter) Roll Printing EPIC Card JK-ERMS MIS Reports

8. Electoral Rolls – A Checklist • Header Information Missing • Header Information Wrong • Spelling Mistakes • Section Marking • Unallocated Sections – Orphan Records • Disposed Claims and Objections appearing • Split Families • Record Repeating • Duplicate Serial Numbers • Jumps / Discontinuous Serial Numbers • Images Missing • Duplicate EPIC JK-ERMS

9. Processes 9 • Rationalization of Polling Stations • Updation of Control Tables • Digitization of Claims and Objections (Forms) • Keeping track of every citizen’s application /claim • Assignment of work to enquiry officers by ERO • Action by ERO (acceptance/ rejection/ further clarification). • Improving Rolls Quality • De-duplication of data/ record • Reports on Health of Electoral Rolls • Photo Voter Slips • Integration of Mother Rolls with Supplementary Rolls • Transliteration • Printing of a Part’s header page, electoral roll and MIS reports • Conversion of photos (JPEG to binary) & merging with textual data • Printing of Electoral Photo Identity Card (EPIC) JK-ERMS

10. Online System – Major Objectives 10 Hosting ERMS Software/ Database Centrally Role based access to database and applications On-line Filing and Tracking of Electors’ claims Monitoring by the EROs, DEOs, the CEO and the ECI Authentication by means of Digital Signatures of ERO History/ Log of the entire workflow Integration of Rolls and EPIC database Improving Quality/ Fidelity of Electoral Rolls Bringing about greater transparency Improving government – citizen interface MIS Reports – EP Ratio, Gender Ratio, Age Cohort, EPIC & PER Ratio National Voter Search and de-Duplication JK-ERMS

11. Salient Features 11 • Claims and Objections • Continuous Updation - Digitization of Electors’ claims as soon as received • E-Filing of claims / objections and their Online Tracking • Changes in E-Rolls authenticated by ERO using Digital Signatures • Complete History/ Log of the entire workflow from filing to disposal • MIS Reports/ Screens for EROs, DEOs, the CEO and the ECI • Electoral Rolls • Electoral Rolls in Urdu and English (for entire state) and in Hindi (for 5 districts) • Being available on the official website, Rolls are easy to obtain and read / understand. • Photo-Electoral rolls to help in elimination of impersonation during voting. • Name based and EPIC No. based search in the Rolls • Online generation of family wise Rolls extracts in Urdu, English and Hindi • Alphabetically sorted Electoral Rolls at the time of polling • Computerized Voter Slips at the time of Elections • Electors Photo Identity Cards • Centralized Auto generation of unique EPIC number in order to curb fake card production • Capturing/ storing/ automatic indexing the electors’ photographs and linking with textual data • The software enables auto-Detection of logical data errors JK-ERMS

12. De-Duplication Reports JK-ERMS

13. Detecting Duplicates JK-ERMS

14. A New Initiative 15 JK-ERMS

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

16. Other Applications 22 JK-ERMS

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

18. Major Recent Initiatives 24 • Online Repository for Electronic Voting Machines (EVM) • All India Database of EVMs maintained by the ECI • Data entry completed for Jammu and Kashmir • State, district and ware-house wise inventory of Ballot Units (BU) and Control Units (CU) • De-duplication and avoidance of conflicts • Workflow for Intra-district, Intra-state and Inter-state transfer of BU and CU on demand • First-level check (working status) by vendors • Second-level check (Randomization) of EVM for deployment JK-ERMS

19. INTRODUCTION 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. It allows Tracking of Control Unit and Ballot Unit and their location. This application has the facility to create and enter the warehouse details and stock entry of CU and BU. Transfer of CU and BU once entered will not require re-entry of data. It also keeps the check of duplicate entry of CU and BU in all the warehouses across the country. EVM Tracking Application 25 JK-ERMS

20. BU/CU Conflict request sent by one district to another district (Outside the state) 1/5/2020 JK-ERMS JK-ERMS 26

21. BU/CU Conflict request received in the district from another district (Outside the state) 1/5/2020 JK-ERMS JK-ERMS 27

22. Transfer of CU & BU: Inter-State transfer of CU/BU is initiated by the EVM ADMIN at the Commission’s office. Inter – State Transfer of CU/BU EVM Tracking Application 28 JK-ERMS

23. Intra – State Transfer of CU/BU –a. Intra-State transfer of CU/BU refers to the transfer of CU and BU from one district to another. This process is initiated by the CEO of the state.b. successful login, the CEO can choose the New Supply orders option from the sub-menu of CEO on the main menu page and then select the Intra – State Transfer tab. EVM Tracking Application 29 JK-ERMS

24. a. Now the user must perform the second level randomization.b. The user must now move to the Randomisation tab and click on the Randomise button for the second level randomization of the CUs and BUs. EVM Tracking Application EVM Tracking Application 30 30 JK-ERMS

25. Major Recent Initiatives 31 • Public Grievance Monitoring • Public Grievance and Citizen Services portal of ECI at http://www.eci-citizenservicesforofficers.nic.in/ cservices/default.aspx • CEO, DEO, ERO, AERO, RO, ARO and BLO users • Establishment of Call Centers at the levels of CEO and DEO • Marking/ forwarding of application • Deadlines for redressal • SMS generation • Phone numbers to be mapped to “1950” (Toll Free) JK-ERMS

26. PUBLIC GRIEVANCE REDRESSAL AGGRIEVED PEOPLE COMPLAINT LEVELS & CONTROLLING OFFICER ECI NATIONAL / MULTI-STATE COMPLAINTS 1a Complainant can know status of his complaint on Public Website and through Call Centre. For each complaint, a unique Complaint ID via SMS is sent on complainant’s registered mobile/cell phone no. for tracking purpose. 5 COMPLAINT FORWARDING Public Website SINGLE STATE/MULTI DISTRICT COMPLAINTS CEO PGR SERVER Fax Fax AGGRIEVED PEOPLE Phone Call SINGLE DISTRICT/MULTI- AC COMPLAINTS DEO AGGRIEVED PEOPLE Letter 1 2 • Complaints from various sources except PublicWebsite and Toll Free No. are entered into the system manually and auto forwarded to the concerned officer with an SMS according to the level chosen by the complainant. • All users at each level have their own system account for processing complaints. SINGLE AC COMPLAINTS ERO/RO SMS 3 32 • When a complaint is received, concerned officer based on the subject takes necessary action. • Officer may manually forward a complaint to next lower hierarchical level (if available) for necessary action. • In case of Multi-Level complaints, the final decision will be taken by the next higher level officer of the selected complaint level. Personal Meeting • An aggrieved person can lodge a complaint through various channels such as Toll Free No, Public Website, Letter, Fax, Personal Meeting, Phone Call and SMS to concerned officer. COMPLAINT LODGED DIRECTLY TO CONCERNED OFFICER 4 Satisfaction Response for the Action Taken by the officer is confirmed by personal phone call and by Call Centre till the complete disposal of complaint. 32 JK-ERMS ELECTION COMMISSION OF INDIA

27. Future Plans 33 • SMS based Poll Monitoring • Tested successfully in Last Vidhan Sabha Polls in Bihar etc. • An ‘Event based management system’ – from the time of dispatch till the time of deposition of election material • SMS gateway obtained through NIC.9212357123 is the virtual destination number that ECI has purchased from NIC to receive messages from all over India. • TRAI has allowed bulk SMS for this purpose • Every functionary – CEO, DEO, RO, ARO, PO made system user by means of their mobile number • Pre-poll, Actual Poll and Post-poll process monitoring by means of SMS generated in pre-defined formats • SMS can be sent directly or through the System Website • Auto-reminders for defaulters to send reports within the set Time Limits • Status update enables fast decision making whether the event is sudden or expected JK-ERMS

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

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

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

31. Message to be sent on 9212357123 – This is the virtual destination number that we have purchased from NIC to receive messages from all over India. JK-ERMS

32. SMS format- Mobile registration JK-ERMS

33. Reports by Presiding Officer/Polling Officer JK-ERMS

34. Reports by Presiding Officer/Polling Officer JK-ERMS

35. Reports by Presiding Officer/Polling Officer JK-ERMS

36. Reports by Presiding Officer/Polling Officer JK-ERMS

37. Reports by Presiding Officer/Polling Officer JK-ERMS

38. Reports by Presiding Officer/Polling Officer JK-ERMS

39. In this report section user can easily see poll day report of the polling station. JK-ERMS

40. CEO can modify particular record of the polling station if in case SMS Gateway is not working. JK-ERMS

41. Future Plans 49 • Webcasting of Poll process • Tested successfully in Last Vidhan Sabha Polls in a few constituencies • To keep a check on illegal activities such as booth capturing, money distribution and bogus voting to bringing about complete transparency. • To broadcast and monitor LIVE, the election process from a distant polling station. • To spread awareness to participate in Free and Fair Elections. • Laptop/ Desktop, Webcam, Network connection and a Chat Client / Free software/ 3rd party messenger are all that is required. • Prevention of malpractices by election officials • Eliminating impersonation • Live broadcast enables timely decision and action JK-ERMS

42. WEBCASTING “Broadcasting over the Internet” JK-ERMS 50

43. Why do we need….? To keep a check on illegal activities such as booth capturing, money distribution and bogus voting to bringing about complete transparency. To broadcast and monitor LIVE election process from a distant polling station. To capture faces of voters coming to vote at PS in a sequence for remote viewing by election officials. To spread AWARENESS to participate in Free and Fair Elections. JK-ERMS 51

44. Why it wasn’t possible during early elections before 2000 in India? Limited technology and poor internet connectivity. Costly hardware infrastructure, sometimes difficult to procure. Lack of computer knowledge and its awareness Rural areas were totally deprived of telecommunication means. JK-ERMS 52

45. How awebcast can be done…? • Webcasting Methods based upon network circuit: • Open Network (preferred) • Social websites for free live broadcasting • Closed Network • CCTV surveillance • Pre-owned Proprietary Software (WAN based) JK-ERMS 53

46. THANKS JK-ERMS 55