User Manual. EVM Tracking Application

User Manual

Of

EVM Tracking Application

Table of Contents

INTRODUCTION ... 9

1.

Change Password ... 10

2.

Main Menu Page ... 11

3.

Warehouse Master ... 15

3.1. Warehouse Deletion (DEO Level) ... 20

4.

Master Stock Register Data ... 21

5.

Reports ... 26

5.1. Data Entry Report of Control Units- ... 26

5.2. Data Entry Report of Ballot Units- ... 27

5.3. Audit Trail Report – ... 28

5.4. Exception Report ... 29

5.5. EVM SEARCH ... 30

5.6. Summary of BU and CU ... 31

5.7. Summary of BU and CU by status ... 31

5.8. Data Entry Status ... 32

5.9. Summary Pre Post 2006 Data entry for CEO ... 33

5.10. Summary Pre Post 2006 Data entry for DEO ... 34

5.11. Summary Pre Post 2006 Data entry for Admin ... 35

5.12. District wise FLC report ... 36

5.13. Units in Polling Station Report (CU/BU) ... 36

5.14. Polling Station Details Report... 37

5.15. Distribution of Units in Polling Stations during Elections ... 37

6.

Master Stock Register Data ... 37

7.

Creation of Warehouse In-charge User ID ... 39

8.

Transfer of CU & BU ... 40

8.1. Inter – State Transfer of CU/BU ... 40

8.2. Inter – State Transfer of CU/BU for State Election Commission (SEC) ... 54

8.3. Intra – State Transfer of CU/BU ... 73

8.4. Intra – District Transfer of CU/BU ... 83

9.

Monitoring Grid for Interstate Orders for Admin/CEO/DEO/WI

levels ... 90

9.1. Drill down Report by sender CEO level ... 93

9.2. Drill down Report by Sender DEO ... 101

10.

EVMs by Transit form for Sender Warehouse In-Charge ... 107

11.

Reassigning Box nos. to warehouses ... 109

12.

Conflict Request ... 109

12.1. Conflict Request Sent – Request sent by WI for conflict of CU/BU during data entry ... 109

12.2. Conflict Request Received – Request Received by WI for conflict of CU/BU ... 111

12.3. Reports for monitoring Conflict Request... 112

12.3.1. Report by Conflicting States in Grid ... 113

12.3.2. Report Against Conflicting States in Grid ... 113

12.3.3. Conflict Request - Sent ... 114

12.3.4. Conflict Request - Received ... 115

12.4. Upload Image of Conflicting Units ... 117

12.4.1. Report for Monitoring Image upload status of conflicting CUs and BUs 118 12.4.2. Downloading Sample Image ... 120

12.5. Conflict Resolution: ... 121

13.

Updating User Info ... 122

14.

SMS Service ... 122

15.

Generating Barcode ... 123

16.

Physical Verification form ... 125

16.1. Physical Verification Report ... 129

16.1.1. Physical Verification report - Summary by Warehouses ... 130

16.1.2. Physical Verification report - Summary by districts ... 130

16.1.3. Physical Verification report – Print CU and BU Report ... 131

16.2. De-finalization of Warehouse for Physical verification ... 131

17.

First Level Check (FLC) & Mapping of Polling stations with CU/BU .... 132

18.

First and Second Randomization using third party application ... 134

19.

First and Second Randomization using EVM Tracking Software ... 141

20.

EP Pending Cases ... 146

21.

Transfer of CU & BU to BEL/ECIL/ECI ... 148

22.

Election Petition Data Entry ... 150

23.

Creation of DEO level users and Resetting Password ... 151

24.

Process of Checking EVMs for Working or Defective ... 152

25.1. ECIL or BEL Login: Allocation of Recipient district ... 158

25.3. District (DEO) Login: Mapping of sender warehouses ... 159

25.4. Warehouse Login: Receiver Warehouse ... 160

25.5. DEO Login: Map the order to their respective Warehouse ... 160

25.6. Warehouse Login: Send units from Repair Room Warehouse ... 161

25.7. ECIL or BEL DEO Login: Distribute boxes to ECIL or BEL warehouse ... 161

25.8. DEO Login: Create new intra-district transfer order ... 162

25.9. Update EVMs Status after Repairing ... 163

26.

Solution to run EVM Tracking on incompatible windows systems ... 165

Table of Figures

FIG. 1 LOGIN PAGE ... 10

FIG. 2 LOGIN PAGE: AUTOMATIC UPDATE TO LATEST VERSION ... 10

FIG. 3 CHANGE PASSWORD ... 11

FIG. 4 ECI ADMIN MAIN MENU PAGE ... 12

FIG. 5 CEO’S MAIN MENU PAGE ... 13

FIG. 6 DEO’S MAIN MENU PAGE ... 14

FIG. 7 WAREHOUSE IN-CHARGE’S MAIN MENU PAGE ... 14

FIG. 8 STRONG ROOM TYPE & AC TYPE WAREHOUSE IN-CHARGE’S MAIN MENU PAGE ... 14

FIG. 9 WAREHOUSE MASTER SCREEN SHOWING: HOW TO CREATE NEW WAREHOUSE. ... 17

FIG. 10 WAREHOUSE MASTER SCREEN SHOWING: HOW TO SEARCH AN EXISTING WAREHOUSE. ... 18

FIG. 11 WAREHOUSE MASTER SCREEN SHOWING: HOW TO MODIFY AN EXITING WAREHOUSE. ... 19

FIG. 12 WAREHOUSE MASTER SCREEN SHOWING: HOW TO CLOSE THE FORM. ... 20

FIG. 13 DELETION OF WAREHOUSE BY DEO ... 21

FIG. 14 MASTER STOCK REGISTER SCREEN: SHOWING: HOW TO ADD NEW UNIT. ... 22

FIG. 15 MASTER STOCK REGISTER SCREEN: SHOWING: HOW TO SEARCH AN EXISTING UNIT. ... 23

FIG. 16 MASTER STOCK REGISTER SCREEN: SHOWING: HOW TO MODIFY AN EXISTING UNIT. ... 24

FIG. 17 MASTER STOCK REGISTER SCREEN: SHOWING: HOW TO MODIFY AN EXISTING UNIT. ... 25

FIG. 18 REPORT FOR CONTROL UNITS ... 26

FIG. 19 REPORT FOR BALLOT UNITS ... 27

FIG. 20 AUDIT TRAIL REPORT ... 28

FIG. 21 EXCEPTION REPORT ... 29

FIG. 22 EVM SEARCH REPORT FOR CU & BU ... 30

FIG. 23 SUMMARY OF BU AND CU ... 31

FIG. 24 SUMMARY OF BU AND CU BY STATUS ... 31

FIG. 25 DATA ENTRY STATUS OF BU AND CU WITH SEC AS PER ECI RECORDS ... 32

FIG. 26 DISTRICT WISE SUMMARY REPORT FOR STATE CEO ... 33

FIG. 27 DISTRICT WISE SUMMARY REPORT FOR STATE DEO ... 34

FIG. 28 STATE WISE SUMMARY REPORT FOR ADMIN ... 35

FIG. 29 STATUS REPORTS OF ORDERS BY RECIPIENT STATES ... ERROR!BOOKMARK NOT DEFINED. FIG. 30 MASTER STOCK REGISTER FOR DEO LEVEL USER ... 38

FIG. 31 CREATION OF USER IDS OF WAREHOUSE IN-CHARGES BY DEOS ... 39

FIG. 32 INITIATION OF CU/BU TRANSFER ORDER BY ECI ... 41

FIG. 33 CHECKING AVAILABILITY OF CU/BU IN THE SOURCE STATE ... 41

FIG. 34 REPORT GENERATED FOR INTER – STATE TRANSFER OF CU/BU WITH ALL DETAILS ... 42

FIG. 35 ORDERS GENERATED BY EVM ADMIN WHICH CAN BE EDITED ... 42

FIG. 36 EDITING ORDERS GENERATED BY EVM ADMIN ... 43

FIG. 37 SELECTION OF DESTINATION DISTRICT TO RECEIVE CU/BU BY CEO OF DESTINATION STATE ... 43

FIG. 38 REPORT INDICATING THE DESTINATION DISTRICT TO RECEIVE CU/BUS FOR THE SOURCE STATE ... 44

FIG. 39 SELECTION OF SOURCE DISTRICT TO SEND CU/BUS BY THE CEO OF THE SOURCE STATE ... 45

FIG. 40 REPORT GENERATED INDICATING THE SELECTED SOURCE DISTRICTS. ... 45

FIG. 41 SELECTION OF SOURCE WAREHOUSE BY THE DEO OF THE SOURCE DISTRICT ... 46

FIG. 42 REPORT INDICATING THE SOURCE WAREHOUSE FOR SENDING THE CU/BU ... 46

FIG. 43 EDITING ORDERED NO. OF CUS/BUS BY DEO ... 47

FIG. 44 ADDING DISTRICT TO COMPLETE ORDER BY CEO ... 48

FIG. 45 SELECTION OF CUS/BUS TO BE SENT BY THE WAREHOUSE IN-CHARGE ... 49

FIG. 46 REPORT GENERATED INDICATING THE UNIT IDS OF CU/BU SELECTED FOR TRANSFER ... 50

FIG. 47 DISTRIBUTION OF CU/BUS IN VARIOUS WAREHOUSES BY DEO OF THE DESTINATION STATE ... 51

FIG. 48 REPORT GENERATED INDICATING UNIT IDS OF CU/BU RECEIVED AGAINST AN ORDER ... 51

FIG. 49 CU/BUS BEING RECEIVED BY THE WAREHOUSE IN-CHARGE OF THE DESTINATION DISTRICT ... 52

FIG. 50 HISTORY REPORT OF WAREHOUSE IN-CHARGE FOR RECEIVED CUS/BUS ... 52

FIG. 51 ACKNOWLEDGEMENT REPORT WITH DETAILS OF BUS RECEIVED BY THE WAREHOUSE OF DESTINATION STATE ... 53

FIG. 52 INITIATION OF INTERSTATE STATE TO SEC, CU/BU LOANING ORDER BY ECI ... 55

FIG. 53 CHECKING AVAILABILITY OF CU/BU IN THE SOURCE STATE STOCK ... 55

FIG. 54 REPORT INTER – STATE LOAN TRANSFER ORDER FROM ONE STATE TO SEC ... 56

FIG. 56 EDITING ORDERS GENERATED BY EVMADMIN ... 57

FIG. 57 LOGIN FOR SEC USERS ... 57

FIG. 58 SELECTION OF DESTINATION DISTRICT TO RECEIVE CU/BU BY CEO/COMMISSIONER LEVEL USER OF DESTINATION STATE ELECTION COMMISSION (SEC) ... 58

FIG. 59 REPORT INDICATING THE DESTINATION DISTRICT TO RECEIVE CU/BUS FOR THE SOURCE STATE ... 59

FIG. 60 SELECTION OF SOURCE DISTRICT TO SEND CU/BUS BY THE CEO OF THE SOURCE STATE ... 60

FIG. 61 REPORT GENERATED INDICATING THE SELECTED SOURCE DISTRICTS. ... 60

FIG. 62 SELECTION OF SOURCE WAREHOUSE BY THE DEO OF THE SOURCE DISTRICT ... 61

FIG. 63 REPORT INDICATING THE SOURCE WAREHOUSE FOR SENDING THE LENT CU/BU ... 61

FIG. 64 DRILL DOWN REPORT BY SENDER AT DEO LEVEL ... 62

FIG. 65 EDITING ORDER NO. OF CUS/BUS BY DEO ... 63

FIG. 66 ADDING DISTRICT TO COMPLETE ORDER BY CEO ... 65

FIG. 67 SELECTION OF CUS/BUS TO BE SENT BY THE SOURCE WAREHOUSE IN-CHARGE ... 66

FIG. 68 REPORT GENERATED INDICATING THE UNIT IDS OF CU/BU SELECTED FOR LOANING TO SEC ... 67

FIG. 69 DISTRIBUTION OF CU/BUS IN VARIOUS WAREHOUSES BY SEC DEO OF THE DESTINATION STATE ... 69

FIG. 70 REPORT GENERATED INDICATING UNIT IDS OF CU/BU RECEIVED AGAINST AN ORDER ... 69

FIG. 71 CU/BUS BEING RECEIVED BY THE SEC WAREHOUSE IN-CHARGE OF THE DESTINATION SEC DISTRICT ... 70

FIG. 72 HISTORY REPORT OF SEC WAREHOUSE IN-CHARGE FOR RECEIVED CUS/BUS ... 71

FIG. 73 ACKNOWLEDGEMENT REPORT WITH DETAILS OF BUS RECEIVED BY THE WAREHOUSE OF SEC DESTINATION STATE ... 72

FIG. 74 INITIATION OF CU/BU INTRA – STATE TRANSFER BY CEO ... 74

FIG. 75 INITIATION OF CU/BU INTRA – STATE TRANSFER BY CEO ... 75

FIG. 76 REPORT GENERATED AFTER INITIATION OF INTRA – STATE TRANSFER OF CU/BU ... 75

FIG. 77 SELECTION OF SOURCE WAREHOUSE TO SEND CU/BU BY DEO OF SOURCE DISTRICT ... 76

FIG. 78 REPORT INDICATING THE TRANSFER OF CU BU FROM SOURCE TO DESTINATION DISTRICT ... 77

FIG. 79 SELECTION OF CU/BU TO BE SENT BY THE WAREHOUSE IN-CHARGE ... 78

FIG. 80 REPORT INDICATING UNIT IDS OF CU CHOSEN TO BE SENT BY THE SOURCE WAREHOUSE IN-CHARGE ... 79

FIG. 81 DISTRIBUTION OF CU/BUS TO BE RECEIVED IN VARIOUS WAREHOUSES BY THE DEO OF THE DESTINATION DISTRICT ... 80

FIG. 82 REPORT INDICATING THE DESTINATION WAREHOUSE AND UNIT IDS OF BU TO BE RECEIVED ... 80

FIG. 83 CU/BUS BEING RECEIVED BY THE WAREHOUSE IN-CHARGE OF THE DESTINATION DISTRICT ... 81

FIG. 84 HISTORY REPORT OF WAREHOUSE IN-CHARGE FOR RECEIVED CUS/BUS ... 82

FIG. 85 REPORT WITH DETAILS OF BUS RECEIVED BY THE WAREHOUSE OF DESTINATION DISTRICT ... 82

FIG. 86 INITIATION OF CU/BU INTRA – DISTRICT TRANSFER BY DEO ... 84

FIG. 87 REPORT INDICATING INITIATION OF CU/BU INTRA – DISTRICT TRANSFER BY DEO ... 85

FIG. 88 SELECTION OF CU/BU TO BE SENT BY WAREHOUSE IN-CHARGE OF SOURCE WAREHOUSE ... 86

FIG. 89 REPORT INDICATING UNIT IDS OF BU SELECTED FOR TRANSFER BY WAREHOUSE IN-CHARGE ... 87

FIG. 90 CU/BUS BEING RECEIVED IN THE DESTINATION WAREHOUSE ... 88

FIG. 91 HISTORY REPORT OF WAREHOUSE IN-CHARGE FOR RECEIVED CUS/BUS ... 89

FIG. 92 REPORT WITH DETAILS OF CUS RECEIVED BY THE DESTINATION WAREHOUSE ... 89

FIG. 93 ACCESSING THE MONITORING GRID FOR INTER – STATE TRANSFER AT VARIOUS LEVELS ... 91

FIG. 94 RESULTING WINDOW SHOWING VARIOUS INTERSTATE TRANSFER ORDERS FOR MONITORING ... 92

FIG. 95 REPORT TO VIEW THE DETAILS OF ORDER GENERATED BY ADMIN AND THE PROGRESS IN COMPLETING THE ORDER ... 94

FIG. 96 ORDER DETAILS OF RECIPIENT STATE, CUS/BU TO BE SENT BY SOURCE STATE & THE NO. OF CUS/BUS THAT HAVE BEEN SELECTED TO BE SENT ... 95

FIG. 97 RECIPIENT DISTRICTS AND THE CUS/BUS THEY REQUIRE ... 96

FIG. 98 SENDER WAREHOUSE(S) AND THE NO. OF CUS/BUS TO BE TRANSFERRED ... 97

FIG. 99 DETAILS OF CUS/BUS CHOSEN BY SENDER WAREHOUSES FOR TRANSFER ... 97

FIG. 100 DETAILS OF CUS/BUS RECEIVED BY THE RECIPIENT WAREHOUSE(S) ... 98

FIG. 101 DETAILS OF CUS/BUS NOT RECEIVED BY THE RECIPIENT WAREHOUSE(S) ... 99

FIG. 102 DETAILS OF CUS/BUS TO BE TRANSFERRED BY THE SENDER WAREHOUSE(S) ... 100

FIG. 103 DISTRIBUTION OF CU/BU TO BE TRANSFERRED AS CHOSEN BY THE SENDER CEO ... 100

FIG. 104 MODIFIED NO. OF CU/BU TO BE TRANSFERRED AS CHOSEN BY THE SENDER CEO ... 100

FIG. 105 DETAILS OF CUS/BUS CHOSEN BY SENDER WAREHOUSES FOR TRANSFER ... 101

FIG. 106 REPORT FOR DETAILS OF CUS/BUS SENT BY THE WAREHOUSE AGAINST AN ORDER ... 101

FIG. 107 DISTRIBUTION OF CU/BU BY THE SENDER DEO ... 102

FIG. 108 DISTRIBUTION OF CU/BU FOR THE WAREHOUSES AS CHOSEN BY THE SENDER DEO ... 102

FIG. 109 MODIFIED NO. OF CU/BU TO BE TRANSFERRED BY THE WAREHOUSE AS CHOSEN BY THE SENDER DEO ... 103

FIG. 111 REPORT FOR DETAILS OF CUS/BUS SENT BY THE WAREHOUSE AGAINST AN ORDER ... 103

FIG. 112 REPORT TO VIEW THE DETAILS OF ORDER GENERATED BY ADMIN AND THE PROGRESS IN COMPLETING THE ORDER ... 104

FIG. 113 ORDER DETAILS OF SENDER STATE, CUS/BUS ORDERED BY ECI, RECIPIENT AND SENDER ... 105

FIG. 114 SOURCE DISTRICTS AND THE CUS/BUS ORDERED FOR TRANSFER ... 106

FIG. 115 SENDER WAREHOUSE(S) AND THE NO. OF CUS/BUS TO BE TRANSFERRED ... 106

FIG. 116 DETAILS OF CUS/BUS CHOSEN BY SENDER WAREHOUSES FOR TRANSFER ... 107

FIG. 117 DETAILS OF CUS/BUS RECEIVED BY THE RECIPIENT WAREHOUSE(S) ... 107

FIG. 118 CUS/BUS IN TRANSIT WHICH CAN BE RETURNED BY THE WI TO WAREHOUSE ... 108

FIG. 119 ADDITION OF BOX NO. TO UNITS OF OLDER SUPPLY ORDERS ... FIG. 120 REASSIGNING BOXES TO WAREHOUSES BY DEO ... 109

FIG. 121 ERROR MESSAGE DURING CONFLICTING DATA ENTRY ... 110

FIG. 122 CONFIRMATION OF DELETION REQUEST SENT ... 110

FIG. 123 CONFLICT REQUEST RECEIVED / SENT BY WI ... 111

FIG. 124 CONFLICT REQUESTS SENT BY WI & SENDING REMINDER SMS FOR DELETION ... 111

FIG. 125 CONFLICT REQUEST RECEIVED BY WI & SENDING SMS AFTER DELETION ... 111

FIG. 126 MAIN MENU FOR CONFLICT REQUEST AT EACH LEVEL ... 113

FIG. 127 EVM CONFLICT REPORT BY CONFLICTING STATES IN GRID... 113

FIG. 128 EVM CONFLICT REPORT BY CONFLICTING STATES IN GRID ... 114

FIG. 129 EVM CONFLICT REQUEST SENT- DETAILS ... 115

FIG. 130 EVM CONFLICT DETAILED BU REPORT OF CONFLICT REQUESTS SENT ... 115

FIG. 131 CONFLICT SUMMARY REPORT OF CU CONFLICT REQUEST RECEIVED ... 116

FIG. 132 CONFLICT DETAILS BU REPORT BY CONFLICTING STATES ... 116

FIG. 133 CONFLICT REQUEST RECEIVED BY A WAREHOUSE ... 117

FIG. 134 CONFLICTING UNIT’S IMAGE UPLOADED ... 118

FIG. 135 ENLARGED VIEW OF UPLOADED IMAGE ... 118

FIG. 136 SUMMARY WITH IMAGES UPLOADED REPORT FOR EVMADMIN/CEO/DEO ... 119

FIG. 137 CONFLICT REQUEST MONITORING REPORT FOR EVMADMIN/CEO/DEO ... 120

FIG. 138 DOWNLOADING SAMPLE IMAGE FOR CEO/DEO/WI ... 121

FIG. 139 UPDATING USER INFO ... 122

FIG. 140 SMS SERVICE ... 123

FIG. 141 GENERATE BAR CODE AT WI LEVEL ... 123

FIG. 142 GENERATING BAR CODES ... 124

FIG. 143 GENERATED BAR CODE ... 124

FIG. 144 INITIATION OF PHYSICAL VERIFICATION CYCLE BY EVMADMIN ... 125

FIG. 145 EDITING THE PHYSICAL VERIFICATION CYCLE BY ECI ADMIN USER ... 125

FIG. 146 PHYSICAL VERIFICATION AT WI LEVEL ... 126

FIG. 147 CONFIRMATION MESSAGE ON PHYSICAL VERIFICATION... 126

FIG. 148 VERIFIED UNIT IN THE GRID ... 127

FIG. 149 CONFIRMATION FOR FINALIZING PHYSICAL VERIFICATION ... 127

FIG. 150 NO DATA ENTRY IN MASTER STOCK REGISTER ... 127

FIG. 151 CU/BU IN TRANSIT FROM THE WAREHOUSE ... 128

FIG. 152 CU/BU IN TRANSIT TO THE WAREHOUSE ... 128

FIG. 153 CU/BU ENTERED IN OTHER WAREHOUSE ... 128

FIG. 154 CU/BU IN TRANSIT FROM SOME WAREHOUSE TO ANOTHER ... 128

FIG. 155 PHYSICAL VERIFICATION REPORTS AT ECI ADMIN LEVEL USER ... 129

FIG. 156 PHYSICAL VERIFICATION REPORTS AT CEO AND DEO LEVEL USER ... 129

FIG. 157 SUMMARY BY WAREHOUSE OF PHYSICAL VERIFICATION... 130

FIG. 158 SUMMARY BY DISTRICTS OF PHYSICAL VERIFICATION ... 130

FIG. 159 PHYSICAL VERIFICATION REPORT OF CU & BU FOR WI USER ... 131

FIG. 160 PHYSICAL VERIFICATION FINALIZATION ... 132

FIG. 161 SELECT BULK CU/BU FOR TRANSFER TO WAREHOUSE (STRONG ROOM) FOR FLC ... 132

FIG. 162 SELECTING UNITS FOR MARKING AS FLC OK /FLC FAILED ... 133

FIG. 163 UNIT LIST MARKED AS FLC OK OR FLC FAILED ... 133

FIG. 164 TRANSFER OF FLC OK UNITS FROM WAREHOUSE IN-CHARGE (STRONG ROOM) ... 135

FIG. 165 POLLING STATIONS DETAILS REPORT... 136

FIG. 166 ASSIGNING POLLING STATIONS BY UNITS AT AC STRONG ROOM ... 137

FIG. 167 ASSIGNING UNITS FOR RESERVE /TRAINING ... 138

FIG. 168 DETAILED STATUS REPORT OF FLC UNITS AVAILABLE IN STRONG ROOM AC ... 138

FIG. 170 DETAILED REPORT OF UNITS IN RESERVE ... 139

FIG. 171 ALLOCATING RESERVE UNITS TO THE POLLING STATION FOR POLLING ... 140

FIG. 172 TRANSFERRING UNITS FROM STRONG ROOM AC ... 140

FIG. 173 ERROR WHILE SENDING ALLOCATED UNITS FOR POLLING ... 141

FIG. 174 ELECTION SCHEDULE FOR THE STATE ... 147

FIG. 175 EP PENDING STATUS UPDATE BY CEO ... 147

FIG. 176 CEO MAIN MENU ... 150

FIG. 177 ELECTION PETITION DATA ENTRY BY CEO ... 150

FIG. 178 DATA ENTRY STATUS REPORT ... 151

I

NTRODUCTION

EVM Tracking entry application is developed for creating a centralized database of all Electronic Voting Machines and their warehouses in 35 states and UTs of India. It allows Tracking of Control Units and Ballot Units and their location. This application has the facility to create and enter the warehouse details in which the stock entry of CU and BU could be done by Warehouse In-charge. 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 ware houses across the country.

This Application has to be used at CEO/DEO/Warehouse In-charge / ECI Admin/ BEL/ECIL levels. Data Entry of CU/BU is to be made in specific warehouses. The Warehouse is created by the DEO providing all the relevant details. Once the Warehouse is created, the DEO creates the login id of the warehouse in-charge. Data Entry of CU/BU is done in the Master Stock Register which is accessible to both the DEO and the warehouse in-charge. The data entry of CU/BU can be done only at the Warehouse In-charge level.

Details of all EVMs in the district must be entered in Master Stock Register (MSR). MSR must be maintained warehouse-wise for every district in the format provided in the MSR Screen. Every CU and BU in the district whether in working condition or not must be entered in the MSR.

Transfer of CUs/BUs 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 – DEO level STRONG ROOM and Warehouse In-charge (STRONG ROOM AC) level. The CUs/BUs which are working and successfully pass both the first level and second level randomisation will be sent to the polling stations during elections.

Download Link:

http://eciofficers.nic.in/LOGIN/

Use CEO/DEO/Warehouse authorized username and password to login on this website and download the EVM Tracking Applications latest version.

Login Page

The first form is a Login form where the user enters the credentials. If username and password are valid, then only the user is allowed to navigate the application.

Fig. 1 Login Page NOTE:

1) If user enters wrong password then an image displaying random alpha numeric will appear

2) If one user logged in, no other user instance of the application can be opened. The application opens when the correct user name and password is given.

1.1 Update to latest Version.

If you see message shown below, that means a new version of application is launched and the new version will be automatically download for you. If for some reason the automatic update is unsuccessful, please download the new version manually from ECI website or from this link

http://eciofficers.nic.in/LOGIN/

Then first uninstall the old version and then install the newer one.

Fig. 2 Login Page: Automatic update to latest Version

1. Change Password

This screen can be used if user wants to change the password. The password should contain at least one upper and one lower case, at least one number and must be 5-10 characters long.

Fig. 3 Change Password

2. Main Menu Page

This page provides the menu to navigate through the application. Following are the menu items: a. ECI Admin

i. Inter State Transfers 1. New Order 2. Edit Order ii. EVM Conflict Request

1. Received 2. Sent iii. Physical Verification iv. Update EVM with State

v. De-finalize First Label Randomization vi. EVM Defect Type

vii. Reports

1. EVM Search

2. EVM Conflict Report 3. Order History 4. Physical Verification 5. Polling station Details 6. District wise FLC Report 7. First Randomisation 8. Second Randomisation 9. AC wise EP Status 10. EP Data Entry Status 11. Data Entry Status

12. District wise EVM Data Entry Report 13. Districts with No Data

14. Summary of Units

15. Summary of Units by Status 16. Summary Pre Post 2006 17. Warehouse Report 18. Usage Log

19. EVM Checked Status Drill Down Report 20. Status Wise EVM Count

21. Available EVMs for Transfer 22. Available EVMs for Election

Fig. 4

ECI Admin Main Menu Page b. CEO (State Label User)

i. Warehouse Master

ii. Master Stock Register Data Entry iii. New Orders

iv. Inter State Transfer Order v. Defective EVM Transfer Order vi. EVM Repair Order to Factory vii. EVM Conflict Request

1. Sent 2. Received viii. Mark EP in AC/PC ix. Election Petition Data Entry x. De-finalise First Randomisation xi. Create & Update District Label Users xii. Select Election

xiii. Reports

1. EVM Search

2. EVM Conflict Request

3. Available Units for Allocation 4. Order History

5. Order Monitoring 6. Physical Verification 7. Polling Station Details 8. District Wise FLC Report 9. First Randomisation 10. Second Randomisation 11. EP Data Entry Status 12. EP Status in AC/PC 13. Data Entry Status 14. Districts with No Data

15. District Wise EVM Data Entry Report 16. Summary of Units by Status

17. Summary of Pre Post 2006 18. Summary Pre Post CUBU 19. Warehouse Reports 20. Usage Log

22. Status wise EVM Count

Fig. 5

CEO’s Main Menu Page c. DEO (District Label User)

i. Warehouse Master

ii. Master Stock Register Data Entry iii. New Orders

iv. Intra District Transfer

v. Defective EVMs Transfer Order vi. Elections

vii. EVM Conflict Request 1. Sent

2. Received

viii. De-finalise Physical Verification ix. Delete Warehouse

x. Create & Update User xi. Reports

1. EVM Search

2. EVM Conflict Report

3. Units Available For Allocation 4. Order History

5. Order Monitoring 6. Physical Verification 7. Polling Station Details 8. District Wise FLC Report 9. AC wise SLC Report 10. First Randomisation 11. Second Randomisation

12. District wise EVM Data Entry Report 13. Summary of Units by Status

Fig. 6

DEO’s Main Menu Page d. Warehouse In-Charge

Fig. 7

Warehouse In-charge’s Main Menu Page

Fig. 8.a Strong Room Type Warehouse In-charge’s Main Menu Page

Fig. 9.b Strong Room AC Type Warehouse In-charge’s Main Menu

Page

Fig. 10.c Strong Room AC Loksabha Type Warehouse

In-charge’s Main Menu Page

Fig. 11.d EVM Repair Room Type Warehouse In-charge’s

Main Menu Page

3. Warehouse Master

This form provides following facilities: a. Enter new warehouse details. b. Search an existing warehouse.

c. Modify the details of an existing warehouse.

Warehouse Master is accessible only at the DEO level. For making the entry user has to enter following fields:

d. Warehouse Building Type

It means that the type of building where warehouse will be created. Warehouse building type is of following types:

 Government Building Type  Treasury

 Privately Owned Building  Special Types

 Others

Note: If building type is not from four option then user should select “Others” and then specify the building type.

e. Level of Warehouse

It means that warehouse is situated at which level. Following are the levels:  State Level

 District Level  Tehsil Level f. Warehouse address

It means the address of the warehouse where it is located. g. Date of Physical Verification

h. Double Lock System

It means that the warehouse is secured by double lock system or not. i. Warehouse Sealed

This field means that warehouse is sealed or not. j. Name of warehouse in charge

This field represents the name of the warehouse-in-charge. k. Designation of Warehouse in charge

This field represents the designation of the warehouse-in-charge. l. Name of person having first key

This field represents the name of the person having first key of warehouse. m. Designation of person having first key

This field represents the designation of the person having first key of warehouse. n. Mobile number of person having first key

This field represents the mobile number of the person having first key of warehouse.

o. Name of person having second key

This field represents the name of the person having second key of warehouse. p. Designation of person having second key

This field represents the designation of the person having second key of warehouse.

q. Mobile number of person having second key

This field represents the mobile number of the person having second key of warehouse.

r. Warehouse Type

This field is for creation of different types of warehouses. The different warehouses are

i. Warehouse

ii. Strong Room(For FLC) iii. Strong Room AC

iv. Strong Room AC Loksabha v. EVM Repair Room

NOTE: SEC users can only create simple warehouses only.

Steps to create new warehouse in Warehouse Master Screen: 1. Firstly, login into the application through login page.

2. Click on Forms Menu on Main Menu Page. Forms--Warehouse Master 3. Click on New button.

4. Enter all the details in the respective fields. 5. Click on save button.

Click on Save Button

Fig. 12

Warehouse Master Screen showing: how to create new warehouse. Steps to search an existing warehouse in Warehouse Master Screen:

1.

Firstly, login into the application through login page

2.

Click on Forms Menu on Main Menu Page. Forms--Warehouse Master

3.

Select warehouse ID from the Warehouse drop down list box.

4.

Click on Search button.

Click on New button

Click on Search button

Select warehouse ID

Steps to modify an existing warehouse in Warehouse Master Screen: 1. Firstly, login into the application through login page

2. Click on Forms Menu on Main Menu Page. Forms--Warehouse Master 3. Select warehouse ID from the Warehouse drop down list box.

4. Click on Search button.

5. Click on Edit Button to modify the record. 6. Click on Save button to save the record. 7. Click on Exit button to close the application.

Fig. 14

Warehouse Master screen showing: how to modify an exiting warehouse.

Click on Search button

Select warehouse ID

Click on Edit button

_{to modify the record.}

Fig. 15

Warehouse Master screen showing: how to close the form. 3.1. Warehouse Deletion (DEO Level)

Warehouse deletion authority now lies with the DEO. He can create as well as delete the warehouses.

Validations:

1. No BU/CU conflicts should be pending in the warehouse to be deleted 2. The warehouse to be deleted must be empty

Fig. 16

Deletion of Warehouse by DEO

4. Master Stock Register Data

This form provides following facilities:

a. Choose the ownership of EVM’s from ECI and SEC b. Enter new master stock data.

c. Search an existing master stock data.

d. Modify the details of an existing master stock data

Master Stock Register Data Entry is accessible by both DEO and Warehouse In-charge level. For making the entry user will have to enter the following fields:

1. Control Unit ID

This is the ID of the Control Unit.

2. Box Number (steel box in which unit is kept)

This field is the alphanumeric of the steel box in which unit is kept. 3. Name of the Manufacturer

This field saves the name of the manufacturer of the unit. 4. Year of Manufacturing

This field is the manufacturing year of the unit, which cannot be greater than current year. 5. Date of Receipt

This field saves the receipt date of the unit at warehouse. 6. Receipt Challan No.

This field saves the number of the receipt challan of the unit, this field is not mandatory. 8. Date of Receipt Challan

This field saves the receipt date of the Challan, this field is not mandatory. 9. Name of Receiver

This field saves the name of the receiver who has received the unit at the warehouse. 10. Designation of the Receiver

This field saves the designation of the receiver who has received the unit at the warehouse.

11. Remarks

This field saves the remarks. 12. Status

This field saves the status of the unit. 13. Owner

Select the owner name as ECI or SEC. 14. Owner State

Steps to enter new record in MSRD Screen:

1. Firstly, login into the application through login page.

2. Click on Forms Menu on Main Menu Page. Forms--Master Stock register Data. 3. Select warehouse ID from the Warehouse drop down list box

4. Select Unit Type from the Unit Type drop down list box. 5. Click on Add new record button.

6. Enter all the details in the respective fields.

7. Click on Save button to save the record for that selected unit type in the selected warehouse.

8. Instead of typing the unit ID, the user can choose to use the bar scanner to scan the barcode of the unit and it will get populated in the Unit ID column. The user may enter the remaining details. Please note that the barcode scanner will automatically truncate any space or hyphen provided in the barcode. Hence the user will not need to change the same.

Fig. 17

Master Stock Register Screen: showing: how to add new unit.

Select warehouse ID

Select Unit Type

Click on Add new record button

Click on Save button

Steps to search CU/BU in existing warehouse in Warehouse Master Screen: 1. Firstly, login into the application through login page

2. Click on Forms Menu on Main Menu Page. Forms--Master Stock register Data 3. Select warehouse ID from the Warehouse drop down list box

4. Select Unit Type from the Unit Type drop down list box.

5. Enter the Unit ID to be searched in the textbox. Entering unit ID is must. 6. Click on Show button.

Fig. 18

Master Stock Register Screen: showing: how to search an existing unit.

Select warehouse ID Select Unit Type Click on Add new record button

Click on Save button

Steps to modify an existing record in MSRD Screen:

1.

Firstly, login into the application through login page.

2.

Click on Forms Menu on Main Menu Page. Forms--Master Stock register Data

3.

Select warehouse ID from the Warehouse drop down list box

4.

Select Unit Type from the Unit Type drop down list box.

5.

Click on Show button.

6.

The user may type in the unit ID of the unit to be edited in the textbox and then click on show

7.

Click on Edit button corresponding to that record which the user wants to edit.

8.

Do the modification in the record.

9.

Click on Save button.

Fig. 19

Master Stock Register Screen: showing: how to modify an existing unit.

Steps to delete an existing record in MSRD Screen:

Click on Edit button to modify record. Click on Delete button to delete record.

Select warehouse ID Select Unit Type Click on Add new record button

Click on Save button

1. Firstly, login into the application through login page.

2. Click on Forms Menu on Main Menu Page. Forms--Master Stock register Data 3. Select warehouse ID from the Warehouse drop down list box

4. Select Unit Type from the Unit Type drop down list box. 5. Click on Show button.

6. The user may type in the unit ID of the unit to be deleted in the textbox and then click on show

7. Click on Delete button corresponding to that record which the user wants to edit. 8. Do the modification in the record.

9. Click on Save button.

Fig. 20

Master Stock Register Screen: showing: how to modify an existing unit. Click on Delete button to delete the record .

Select warehouse ID Select Unit Type Click on Add new record button

Click on Save button

5. Reports

5.1. Data Entry Report of Control Units-

This report is used to know the status of entered records of the entire district of all the States. The report contains the Date, State, District Code, District name,, Warehouse ID, Warehouse In-charge Name and number of Control Units Entered. User can also view the total number of units entered in a district and also state. For DEO only total of districts will be show and for CEO total of each district and State will be displayed. For Admin control unit for all the states and district will be shown along with the totals at the end.

5.2. Data Entry Report of Ballot Units-

This report is used to know the status of entered records of the entire district of all the States. The report contains the Date, State, District Code, District name, Warehouse ID, Warehouse In-charge Name and number of Ballot Units Entered. User can also view the total number of units entered in a district and also state. For DEO only total of districts will be show and for CEO total of each district and State will be displayed. For Admin ballot unit for all the states and district will be shown along with the totals at the end.

5.3. Audit Trail Report –

This is the report for CEO and admin where they can check the user’s login and logout time along with unsuccessful failure attempts. CEO can only view reports for their state and admin can view all the logins from all the states.

5.4. Exception Report

This report is also for CEO’s and Admin, where they can check which state/district has not yet started data entry. CEO can view districts in their state and Admin can view list of all the states/districts.

5.5. EVM SEARCH

This report is also for CEO’s, Admin and DEO, where user can search ballot units and control units based on State, District, Warehouse or Ballot unit or control unit id. Depending on user roles controls will be enabled and disabled.

Reports can be viewed b filtering on the basis of states/districts/warehouses.

As shown in the figure below, the users can also view the units of 1989-1990 models by clicking on the checkbox and then clicking on the Get Report button.

5.6. Summary of BU and CU

Admin can view the summary of ballot units in entered by state by the manufacturer name.

Fig. 26 Summary of BU and CU

5.7. Summary of BU and CU by status

This report is also for CEO’s, Admin and DEO can see the summary of ballot units and control units by the status they have entered.

5.8. Data Entry Status

The data entry status reports show the number of ballot units and control units entered by states. This data is verified against the records available to ECI as per their documents and as per

documents submitted by CEO office to ECI. This report is available to CEO and Admin

5.9. Summary Pre Post 2006 Data entry for CEO

This report shows the CEO of concerned state data entered about the Ballot Units and control units that available in their state. This report will divide the data on two grounds

1) By Manufacturer i.e. BEL and ECIL

2) By Date of manufacturing i.e. Pre 2006 and Post 2006 The CEO has to certify this report.

5.10. Summary Pre Post 2006 Data entry for DEO

This report shows the DEO of concerned state data entered for the Ballot Units and control units that available in their district. This report will divide the data on two grounds

1) By Manufacturer i.e. BEL and ECIL

2) By Date of manufacturing i.e. Pre 2006 and Post 2006 The CEO has to certify this report.

5.11. Summary Pre Post 2006 Data entry for Admin

This report shows the ADMIN data entered for the Ballot Units and control units by all state. This report will divide the data on two grounds

1) By Manufacturer i.e. BEL and ECIL

2) By Date of manufacturing i.e. Pre 2006 and Post 2006

Fig. 31 State Wise Summary Report for Admin

5.12. District wise FLC report

Report is available at ECI Admin/CEO/DEO levels. It displays the Total No. of Ballot Unit and Control Unit marked as FLC OK and no. of polling stations in that district.

5.13. Units in Polling Station Report (CU/BU)

5.14. Polling Station Details Report

This report displays the polling stations details

5.15. Distribution of Units in Polling Stations during Elections

This report provides details of all the units which have been distributed to the polling stations during elections along with details of replaced units which may have been replaced befor the mock poll or during the mock poll or after the start of actual poll

This form is accessible from DEO level user, DEO can perform following actions by using this form

 Search ballot units and control units based on District, Warehouse or Ballot unit or control unit id.

 Create New Warehouse i.e. Warehouse/ Strong Room/ Strong Room AC

7. Creation of Warehouse In-charge User ID

The data entry of CUs and BUs which was earlier done at the DEO level will now be done by the warehouse in-charge only. The user id of the warehouse in-charge will be generated by the DEO. The password can also be reset by the DEO. Hence any requests for resetting the password of the warehouse in-charge must be sent to the DEO only.

 Once the DEO successfully logs into his account, he can go to the Create and Update users sub-menu of the DEO menu on the main menu page. He will then be able to see a list of warehouses under his district. He can create the user-id of the warehouse in-charge.

Fig. 33 Creation of User Ids of Warehouse In-charges by DEOs

 The DEO can click on the Create User Button to create the user id of the warehouse

8. Transfer of CU & BU

8.1. Inter – State Transfer of CU/BU

Data-Flow Diagram (DFD)

Reports Sent to:-

 CEO – Destination State

 CEO – Source State

 Warehouse In-Charge –Destination State

 CEO,DEO –Source State

 CEO,DEO – Destination State  Warehouse In-charge – Source State  EVMADMIN (ECI)

Reports Sent to:-

 CEO – Destination State

 CEO –Destination State

 DEO – Source State

 DEO –Destination State  CEO –Destination State  DEO –Destination State  Warehouse In-charge – Source State

 CEO –Source State

 CEO – Destination State  DEO –Destination State

Warehouse In-charge

(Source State)

Selects the CU/BU to

be sent

DEO

(Destination State)

Selects warehouse to

receive the CU/BU

Warehouse In-charge

(Destination State)

Receives the CU/BU

DEO

(Source State)

Selects warehouse to

send the CU/BU

Selects districts from the

source state to send the

CU/BU

(District Mapping)

CEO

(Destination State)

Initiated by EVM Admin

(ECI)

CEO

(Source State)

CEO chooses the

district in which the

CU/BU is to be

received

Inter-State transfer of CU/BU is initiated by the EVM ADMIN at the Commission office.

On successful login, the Admin can choose the Inter – State Transfers option in the main menu page.

Fig. 34 Initiation of CU/BU transfer order by ECI

 The Admin should choose the source state and the destination state for the transfer of the machine. In, case of transfer of machines for Panchayat elections in a state, the admin must choose SEC <State name> as the destination state. All EVMs transferred for the purpose of Panchayat elections would be initiated by the ECI Admin as an Inter-state transfer.

 Also the no. of CUs and BUs to be transferred is to be provided.

 The availability of the no. of CUs/BUs available with the source state can be checked by clicking on the Available button. The no. of CUs/BUs of each type (BEL/ECIL) and as per their year of manufacture (pre 2006/post 2006) can be distinctly viewed.

 The Generate Order button should be clicked to generate the order and start the process. Once the order is generated, the same is indicated to the source & destination state.  The following order will be generated which, as indicated, goes to the CEO of both the

source and destination state.

Fig. 36

Report generated for Inter – State transfer of CU/BU with all details  This order can also been seen under the Reports section in History > Supply Orders.

 In case the ECI Admin wishes to change the order and the distribution of CUs/BUs to be transferred a state/s, the user can go to the Edit Order section under the Inter-State Transfer sub-menu.

Fig. 37

Orders generated by Evm Admin which can be edited

a. By clicking on the details button, the following screen would appear giving the details of the states chosen for the inter-state transfer and the details of CUs/BUs to be transferred.

Fig. 38

Editing Orders generated by EVM Admin

b. The user can correct the values given in any of the order columns for either BU or CU and then click on the save button. This will modify the order.

 The CEO of the destination state must now login to check the supply order and initiate the process on his end.

 On successful login, the CEO can check the New Supply Orders sub-menu, under CEO menu on the main menu page.

 Under the Orders section, the destination state’s CEO can view the new order generated by the Admin. He must now indicate the district(s) in which he would like to receive the CUs & BUs

Fig. 39

Selection of Destination District to receive CU/BU by CEO of Destination State



The CEO must first select the order by clicking on the Select button and then choose the district and the quantity of CU and BU which he would like to distribute in the state. He may choose to provide all CU and BU to the same district or distribute it among a no. of districts.

 Once the choice is made, the CEO must click on allocate. A report for the same is generated as shown below. This report can either be seen and printed then or later from the reports section. The History report in the reports section will provide the details of all the transfers received from or made to any of the states along with the details of the districts.

Fig. 40

Report indicating the Destination District to receive CU/BUs for the Source State



This report, as indicated, is received by the source state who must then map the source district from his state that will be sending the desired no. of CUs/BUs to the destination district as chosen by the destination state. A copy is marked to the DEOs of the destination districts as well.

 The source state must now map the source district and the destination district for the transfer of the CU and BU.

 The CEO of source state must again go to the New Supply Orders section for the District Mapping. Under the District mapping tab, the relevant supply order reference number must be selected which will automatically show the relevant destination state & the destination district chosen by that state. The CEO of source state must now indicate the transfer of CUs/BUs from one or more of his districts.

 The order of each destination must first be selected and corresponding to it the no. of CUs/BUs to be transferred from the source district along with the desired source district must be selected. The data must then be saved. Once successfully saved, the corresponding order will be removed from the Distribute EVMs section. The same procedure is to be followed for each order individually.

Fig. 41

Selection of source District to send CU/BUs by the CEO of the Source State  A corresponding report for each order is generated once the data of selected source

district is saved. The report is sent to the CEO of the destination district along with a copy to the DEOs of all the source & destination districts.

Fig. 42

Report generated indicating the selected source districts.

 Now the DEO of the source district which is sending the CUs/BUs must indicate from which warehouse of his district he would like to send the CUs/BUs. He may either choose one or more warehouses. He should now login and go to the Orders section to finalize the transfer proceedings.

 The DEO must first select the order by clicking on the Select button and then choose the warehouse and the quantity of CUs/BUs which he would like to be sent from that warehouse. He may choose to provide all CUs/BUs from one or more warehouses.

Fig. 43

Selection of source warehouse by the DEO of the Source District



Once the choice is made, the DEO must click on allocate. The following report is generated for the Warehouse In-charges of the warehouses chosen to send the CU/BU along with a copy marked to CEO of both the source and destination state and the DEO of the destination district.

 In case the DEO checks that the warehouses in his district do not have the sufficient no. of CUs/BUs of transfer due to some machines being booked under EPG, he can always reduce the order for his district using the Drill Down Report by sender in the History Report.  Once the DEO has made the distribution of CUs/BUs as per the ECI’s order by selecting the

warehouses, the following screen would appear for the DEO under the drill down report by sender.

Drill Down Report by sender at DEO level

 Here the DEO can see the no. of CUs/BUs ordered by him against the order. He can click on the order grid for CU/BU and reduce the no. of CUs/BUs that he would like to order.

 The DEO must click on save button against each order and then move to the next order. Once this process is completed, the same change is reflected on the main screen of the drill down report by sender.

 The difference between the CUs/BUs order by CEO and the CUs/BUs ordered by the DEO must now be fulfilled by the CEO. So the CEO must now add another DEO for the

particular order to be completed.

 The Inter-state transfer order which gets deleted from the Supply orders grid for the CEO once he has fully mapped the requirement of the receiving state to his districts will once again be visible to the CEO under the supply orders grid.

 On clicking on the select button next to the order, the CEO will be able to view the current distribution among the districts as per the change made in the order by the DEO.

Fig. 46

Adding District to complete order by CEO

 Now the CEO must map another district to complete the order and then click on save. Again the DEO of the new added district must select a warehouse to send the CUs/BUs.  Now the warehouse in-charge of the warehouse from which the CU/BU are to be

transferred must take CU/BU out of the warehouse and shall enter the CU/BU id in the Unit ID text box. He will also be entering the Steel Box no. preferably having Prefix BU for Ballot Units and CU for Control Units.

 The warehouse in-charge must first select the order by clicking on the Select button and then select the type of machine (CU/BU) and the Manufacturer from the list. Depending on the machine fetched from the warehouse physically, the user must enter the CU /BU id in the Unit ID textbox and click on select. The user may also use the barcode scanner to scan the barcode of the unit and it will get populated in the Unit ID textbox and then click on the select button. Please note that the barcode scanner will automatically truncate any space or hyphen provided in the barcode. Hence the user will not need to make any changes to the same.

 This will automatically populate the details of the selected CU/BU in the grid below. If the unit id entered by the user is of a machine which is in the warehouse but defective or having status other than “In the warehouse working”, then an Alert message would appear

on the screen. Once the desired data is entered Steel Box Numbers for upto maximum 10 CU/BU should be entered, it must then be saved.

 If any machine needs to be replaced from the grid before saving the data, the desired machine can be deleted from the grid by clicking on the delete button at the end of each record

Fig. 47

Selection of CUs/BUs to be sent by the Warehouse in-charge

 Once this process is complete, the order gets deleted from the grid indicating successful completion of sending of CUs/BUs by the warehouse in-charge of the source state.

 Reports for the successful transfer of CUs and BUs can be individually generated from the reports section. The History report will indicate the details of the CUs/BUs being sent from the warehouse.

 If somebody else has raised the conflict for the EVM then that machine will not be allowed to be sent unless and until the conflict is resolved.

Fig. 48

Report generated indicating the unit Ids of CU/BU selected for transfer  Once the CUs/BUs are sent from the warehouse of the source state, the DEO of the

destination state must now select the warehouses in which he would like to receive those CUs/BUs. He may choose to receive the CUs/BUs in one warehouse or distribute it to a no. of warehouses.

 He must go to the Orders section, under the Distribute EVMs tab where he will be able to view the details of the order.



The DEO must first select the order by clicking on the Select button and then type box numbers containing (CU/BU). He must then select the warehouse to which he would like to distribute the box numbers containing CUs/BUs. This data must then be saved.

Fig. 49

Distribution of CU/BUs in various warehouses by DEO of the destination state

 Subsequently a report is generated for the both the warehouse in-charges of the source district and the destinations district giving the details of the CUs/BUs which will be transferred.

Fig. 50

Report generated indicating unit Ids of CU/BU received against an order  Now the warehouse in-charge of the destination state must receive the CUs/BUs. He

should login to his account and go to the Supply Orders section.

 Under the Receive EVMs tab, the warehouse in-charge must select the type of machine (CU/BU) to be received from the list. He must enter the receipt Challan no., select his designation and provide his name as well.

 After physically verifying the condition of the Cu/BU received by the Warehouse In-charge, he must specify the unit ID of the machine which he is accepting and click on select. The grid below will get populated by the details of the unit. The user must provide the box no. in which he would store the machine and then click on save.

 This process has to be repeated for all the CU/BU being accepted by the warehouse in-charge after physical verification of the unit.

Fig. 51

CU/BUs being received by the warehouse in-charge of the destination district

 In the History report, under the EVMs received acknowledgement, the individual reports for BUs and CUs received can be viewed which will contain all the details of the CUs/BUs.

Fig. 53

Acknowledgement Report with details of BUs received by the warehouse of destination state

8.2. Inter – State Transfer of CU/BU for State Election Commission (SEC) Data-Flow Diagram (DFD)

Reports Sent

to:-

 Commissioner CEO Level user-of Destination State SEC  CEO – Source State  Warehouse In-Charge – Destination State SEC  CEO,DEO –Source State  CEO,DEO – Destination State SEC  Warehouse In-charge – Source State  EVMADMIN (ECI)

Reports Sent to:-

 Commissioner CEO Level user-of Destination State SEC  Commissioner CEO Level user-of Destination State SEC

 DEO – Source State

 DEO –Destination State  Commissioner CEO Level user-of Destination State SEC  DEO –Destination State  Warehouse In-charge – Source State

 CEO –Source State

 Commissioner CEO Level user-of Destination State SEC  DEO –Destination State

Warehouse In-charge

(Source State)

Selects the CU/BU to

be sent

DEO-Destination

SEC

Distributes Box No’s

to warehouse

(

only one

) for receiving

CU/BU

Warehouse In-charge

of Destination SEC

(Only one)

receives the

CU/BU

DEO

(Source State)

Selects warehouse to

send the CU/BU

Selects districts from the

source state to send the

CU/BU

(District Mapping)

Commissioner (

CEO level user

) Destination

SEC

Initiated by EVM Admin

(ECI)

CEO

(Source State)

Commissioner (

CEO level user

) Maps SEC district

(

only one

) and quantity

for receiving CU/BU

Inter-State loaning transfer for State Election Commission (SEC) of CU/BU is initiated by the EVM ADMIN from ECI admin.

On successful login, ECI Admin chooses Inter – State Transfers option in the main menu page.

Fig. 54

Initiation of Interstate State to SEC, CU/BU Loaning order by ECI

 ECI Admin chooses source state and the destination SEC for the loaning transfer

of the EVM’s for Panchayat elections in a state, the admin must choose SEC <State name> as the destination state. All EVMs lent for the purpose of Panchayat elections would be initiated by the ECI Admin as an Inter-state transfer (loaning).

 The total no. of CUs and BUs for the loan transfer along with their make and pre-post 2006 status are to be provided.

 The availability of the no. of CUs/BUs with the source state can be checked by clicking on the Available button. The no. of CUs/BUs of each type (BEL/ECIL) and as per their year of manufacture (pre 2006/post 2006) can be distinctly viewed.

 Click on “Generate Order” to generate the loan/supply order which will be displayed to receiving CEO/commissioner SEC level. Once the order is generated, the same is indicated to the destination state.

 The following order will be generated which, as indicated, goes to the CEO of destination CEO/commissioner level SEC user.

Fig. 56

Report Inter – State loan transfer order from one State to SEC  This order is accessible for later use through Report  History Supply Orders.

 To modify/update loan supply/transfer order to SEC can be done from Edit Order section under the Inter-State Transfer sub-menu.

Fig. 57

Orders generated by EVMADMIN which can be edited

c. Click on the Details button, the following screen would appear giving the details of the SEC chosen for the Inter-state loan transfer and the details of CUs/BUs to be lent.

Fig. 58

Editing Orders generated by EVMADMIN

d. Values can be modified and saved in given columns for either BU or CU. This will modify the order.

 The SEC CEO/Commissioner level user of the destination SEC state must now login to check the supply order and initiate the process from his end.

 On successful login, the SEC CEO/Commissioner can check the New Supply Orders sub-menu, under CEO menu on the main menu page.

 Under the Orders section, the destination state’s SEC CEO/Commissioner user can view the new order generated by the Admin. He must now indicate the district ( Only one district is created for every SEC) in which he would like to receive the CUs & Bus

 Subsequently only one warehouse for the single district needs to be created by DEO SEC lever user for receiving CU and BU’s

Fig. 60

Selection of Destination District to receive CU/BU by CEO/Commissioner level user of Destination State Election Commission (SEC)



SEC CEO/Commissioner user first selects the order by clicking on the Select button on extreme right of the order line and chooses SEC district and the quantity of CU and BU s per the ECI supply order for distribution in their single warehouse.

 Once the choice is made, the SEC CEO/Commissioner user must click on Allocate. A report for the same is generated as shown below. This report can either be seen and printed then or later from the reports section. The History report in the reports section will provide the details of all the loan transfer order received from or made to any of the states SEC’s along with the details of the districts.

Fig. 61

Report indicating the Destination District to receive CU/BUs for the Source State



This report, as indicated, is received by the source state who must then map the source district/s from his state that will be sending the desired no. of CUs/BUs to the destination SEC district as chosen by the destination SEC state SEC CEO/Commissioner user. A copy is marked to the SEC DEO user of the destination SEC district as well.

 The source state must now map the source district/s and the destination SEC district for the loaning of the CU and BU.

 The CEO of source state must again go to the New Supply Orders section for the District Mapping. Under the District mapping tab, the relevant supply order reference number must be selected which will automatically shown in the relevant destination state SEC CEO/Commissioner level user and the destination SEC district chosen by that SEC state. The CEO of source state must now indicate the loaning of CUs/BUs from one or more of his districts.

 The order for single destination DISTRICT must first be selected and corresponding to it the no. of CUs/BUs to be lent from the source district/s must be selected. The data must then be saved. Once successfully saved, the corresponding order will be removed from the Distribute EVMs section. The same procedure is to be followed for each order individually.

Fig. 62

Selection of source District to send CU/BUs by the CEO of the Source State  A corresponding report for each order is generated once the data of selected source

district is saved. The report is sent to the CEO of the destination SEC district along with a copy to the DEOs of all the source districts.

Fig. 63 Report generated indicating the selected source districts.

 Now the DEO of the source district which is lending the CUs/BUs must indicate from which warehouse of his district he would like to send the CUs/BUs. He may either choose one or

more warehouses. He should now login and go to the Orders section to finalize the loaning proceedings.

 The DEO must first select the order by clicking on the Select button and then choose the warehouse and the quantity of CUs/BUs which he would like to be sent from that warehouse. He may choose to provide all CUs/BUs from one or more warehouses.

Fig. 64

Selection of source warehouse by the DEO of the Source District



Once the choice is made, the DEO must click on allocate. The following report is generated for the Warehouse In-charges of the warehouses chosen to send the CU/BU along with a copy marked to CEO of both the source and destination state SEC and the SEC DEO of the destination district.

 In case the DEO checks that the warehouses in his district do not have the sufficient no. of CUs/BUs of transfer due to some machines being booked under EPG, he can always reduce the order for his district using the Drill down Report by sender accessible from Report Inter State Transfer.

 Once the DEO has made the distribution of CUs/BUs as per ECI’s order by selecting the warehouses, the following screen would appear for the Sender DEO under the drill down report by sender.

 Here the source DEO can see the no. of CUs/BUs ordered by him against the order. He can click on the order grid for CU/BU and reduce the no. of CUs/BUs that he would like to order.

Fig. 67

Editing order no. of CUs/BUs by DEO

 The Source DEO must click on save button against each order and then move to the next order. Once this process is completed, the same change is reflected on the main screen of the drill down report by sender.

 The difference between the CUs/BUs order by CEO and the CUs/BUs ordered by the Source DEO must now be fulfilled by the Source CEO. So the CEO must now reduce the

distribution from the drill down report by sender accessible from Report  Order Monitoring  Inter state transfer

 Source CEO will be able to see the order again from New Supply Order  District Mapping another district has to be mapped for the particular order to be completed.  The Inter-state loan transfer order which is hidden from the Supply orders grid for the

Source state CEO once he has fully mapped the requirement of the receiving SEC state by his district/s will once again be visible to the CEO under the supply orders grid.

 On clicking on the select button next to the order, the CEO will be able to view the current distribution among the districts as per the change made in the order by the DEO.

Fig. 68

Adding District to complete order by CEO

 Now the CEO must map another district for the remaining CU/BU to complete the order and then click on save. Again the DEO of the new added district must select a warehouse to send the CUs/BUs.

 Now the warehouse in-charge of the warehouse from which the CU/BU are to be lent must take CU/BU out of the warehouse and shall enter the CU/BU id in the Unit ID text box. He will also be entering the Steel Box no. preferably having Prefix BU for Ballot Units and CU for Control Units.