MP State Election Commission Approach Towards IT Initiatives 1

Introduction State Election Commission is responsible for: – The Preparation of voter lists for Panchayats and Municipal Elections – Conduct Free and Fair Election for Municipalities and Panchayats, every Five years – Conduct Free and Fair mid-term Election for Municipalities and Panchayats every six months – To examine the expenditure incurred in the election of Mayor and Adhyaksh of Nagar Nigam and Nagar Palika 2

State Election Commission has embarked on to the IT initiatives journey and has rewarded the project to MPSEDC. Following are the IT Objectives: Efficient & transparent administration Efficient Monitoring & Control Exchange of information is seamlessly done Informed Decision-making with the knowledge base Structured and Collaborative work environment in the State Election of M.P. Effective policy making for the Electoral process 3 STATE ELECTION COMMISSION OBJECTIVE

MP State Electronics Development Corporation MPSEDC Ltd. is the State Level Agency (SLA) of the office of Chief Electoral Officer of MP for the past 10 years. Our main responsibilities are to Design, Develop and Implement the ERMS software for the preparation of Photo Electoral Roll & EPIC (Electors Photo Identity Card). Database Management of 4.66 crore electors of M.P. Coordination between the CEOMP office & District Election Authorities and Technical support to Vendors Compliance of the guidelines of Election Commission of India in the entire process 4

IT MP State Election Commission 5

Existing Process flow of State Election Commission Acquire hard copy of Photo Electoral Roll of CEOMP Segregation of the electors as per the units of MPSEC Verification of checklist Preparation of manuscripts Vendors will type in the Elector details Printing of checklist Correct any Errors Print error free voter list 6

Existing Process flow of State Election Commission Acquire hard copy of Photo Electoral Roll of CEOMP Segregation of the electors as per the units of State Election Commission Verification of checklist Preparation of manuscripts Vendors will type in the Elector details Printing of checklist Correct any Errors Print error free voter list 7

Proposed Process flow Providing hard copy of Photo Electoral Roll by vendor Manual Segregation of the electors as per the units of State Election Commission – (by District authority) Verification of checklist-(By District authority) Shifting of the electors (Ward -wise or Panchayat-wise) into the Database-(by Vendor) Entries of the Electors which are not found in PER –(by Vendor) Printing of checklist-(by Vendor) Corrections in case of errors- (by Vendor) Printing of error free voter list Sorting of the data-(by Vendor) 8

Proposed Process flow Providing hard copy of Photo Electoral Roll by vendor Manual Segregation of the electors as per the units of MPSEC –Distt. authority Verification of checklist- Distt. authority Shifting of the electors (Ward -wise or Panchayat-wise) into the Database-Vendor Entries of the Electors which are not found in PER - Vendor Printing of checklist-Vendor Corrections in case of errors- Vendor Printing of error free voter list Sorting of the data-vendor 9

Comparative Study Current SystemProposed System Unstructured DatabaseCommon Database Structure with the Central Server and RDBMS Complete Manual SystemComputerized provision with standard Software No concept of RDBMSData is stored in the structured Database Voter Lists are in text formatPhoto Electoral Roll High dependency on VendorsLesser dependency on Vendors Generating statistical & MIS reports is cumbersome task Various statistical & MIS reports can be generated easily Interactive website of State Election Commission doesn’t exist Design an interactive website 10

Benefits of the proposed system 11

Existing Format of the Voter List of State Election Commission 12

Proposed Photo Electoral Roll of State Election Commission 13

Voter Slips can be provided to the Electors at the time of elections. 14 VOTER SLIP

Kolar Municipality - Pilot Project Kolar Municipality was successfully completed in November/2012 as a Pilot Project with the 100% accuracy. following are the major tasks which comes out after pilot project. – Designing of the Database structure – Master Tables and entity relationship – Ward-wise shifting of electors data – Entry of the electors enrolled during claims & objections – Printing of Checklists – Verification of Checklists – Printing of Voters Lists 15

MPSEC – Database Structure & E-R diagram

Shifting of Electors

Claims & Objections - Entries

Master Table Formats Click on the Icon below to view the formats

Activity chart ActivitiesPrimary ResponsibilityDuration (days) Collection of requirements for Creation of Master / Control Tables from State Election Commission MPSEDCParallel activity Selection of VendorMPSEDC45 Circular regarding new initiative for local authoritiesSEC* Parallel activity Installation of IT infrastructure at district officesMPSEDC (Vendor)15 Providing hard copy of photo electoral roll to the local authorities through Vendor SEC*7 Ward-wise segregation of ElectorsSEC*20 Sorting and shifting of ElectorsVendor10 Printing of checklistVendor3 Verification of checklistSEC*10 Final printing of elector rollVendor5 Space for Data Centre at MPSEDCMPSEDC Parallel activity Total *SEC = State Election Commission

Thanks 21