1. Election Personnel Management System (EPMS)
Abhishek Singh,
District Election Officer,
West Tripura district
Agartala, Tripura

2. EPMS- RELEVANCE? Elections- Polling & Counting personnel- key persons
Enormous amount resources deployed- Information overload
Complying with ECI’s latest instructions
Postal ballots & EDCs
Welfare of personnel deployed
Record keeping & documentation
Error free, cost & time efficient processes

3. ELECTION PERSONNEL MANAGEMENT SYSTEM
A web based solution for creation of comprehensive database, engagement, deployment & management of polling & counting personnel with generation of necessary reports & documents
Management of Form 12/ 12 A for Postal ballots & EDCs during Parliamentary elections
Randomization of polling/ counting personnel
Training of polling/ counting personnel
Miscellaneous- SMS alerts

4. EPMS
A GENERAL SOFTWARE DESIGNED BY NATIONAL INFORMATICS CENTRE (DISTRICT UNIT) FOR POLLING & COUNTING PERSONNEL
TO PROVIDE REAL TIME SOLUTION
ROLE BASED SOFTWARE WRITTEN IN OPEN SOURCE
THE HIGH END SERVER AT STATE DATA CENTRE MAINTAIN THE DATA SECURITY AND MANAGEMENT
THE SAME SOFTWARE HAD BEEN CUSTOMIZED FOR ASSEMBLY ELECTIONS 2013 AND PANCHAYAT ELECTION 2014

5. Stakeholders
Line Department- Decentralized Data Entry through web application.
ERO/ RO [SDM]
RO/ District Election Officer
Election Department
Observers
Same application was used by Arunachal Pradesh in last Loksabha Election 2014

6. Layers of the EPMS (Ascending) Multilayer- Authorization1
Data Entry Operator (Offices) 2
ERO/ RO (SDMs) 3
DEO (District Election Officer)

7. Roles of the Stakeholders
Master data, i.e. Polling Stations etc. Entry
RO's Office Details Entry
Data Entry
Entry of Training Schedules and Venues
under the Sub-division
Employee Data Entry for the offices
This User is authorised to do the task under one of the Returning Officer (Sub-Division)

8. Roles of the Stakeholders (Cont...)
Validation of every records entered by
Operator under ERO/ RO's Jurisdiction
Correction of records (if Required)
ERO/ RO (SDMs)
Finalization of Records(Employee Data) Entry
Printing of Appointment letter
(Individual and Team)
Request for Individual Exemption to DEO
in unavoidable situation
This User/Role is assumed as for SDM and there may be more than one AC under the RO

9. Roles of the Stakeholders (Cont...)
Office details and Signature upload of DEO
Mass exemption w.r.t. Category of Employee
(e.g. Night Guard/DWS/Medical facility etc.)
DEO(District Election Officer)
Three Lavel of Randomization
(i.e. Selection/Team/Deployment)
Request and Approval of Individual Exemption
Misc.- Finalization of the time for release
of deployment list
This User/Role is assumed as for DM & Collector and it would be operation for entire district.

10. Overall workflow Entry of Records by Operator
Verification and Validation of
Records by RO
1st Round randomization by DEO
Printing of Individual
Appointment letter by RO/SDM
Request for
Individual Exemption
by RO/DEO
Approval of
Individual Exemption
by DEO
2nd Round randomization by DEO(Team Formation)
Printing Team Appointment letter/ID Card by RO/SDM/ SMS
3rd Randomization by DEO
(Deployment of Team to the Polling Station) and
Setting of Report Release datetime for each Constituency
Deployment Report, sms alerts, transportation plan communication plans add-ons

11. Live site of EPMS
url :

12. ELECTION PERSONNEL MANAGEMENT SYSTEM
Data Entry Screen

13. Master Record to be prepared
List of Departments and their Office Addresses
Assembly Constituencies (AC) in the District
No. and Name of Polling Stations in each of the ACs in the District
Sub-division wise Training Center and Dates for polling personnel
AC-Wise Dispersal Center and reporting time of the polling personnel.
Counting hall details
Communication plan for polling station

14. Data entry & Randomization
Polling Personnel Data entry at decentralised level
Data verification & validation at RO/ SDM Offices at the application.
General exemption to the personnel related to essential services like Driver, Cook, Night guard, pump operator, retirement in 1 month etc.
1st Stage Randomization
Random selection of 120% of required Polling Personnel
Providing role to each personnel like Presiding, 1st polling etc.
Issuance of individual appointment letter to each personnel.
Individual Exemption with substitution (for genuine reasons when applied by appointed person or authority)

15. Data entry & Randomization(contd.):-
2nd Stage Randomization (in presence of observer)
Random formation of 110% of required no. of polling teams as per the criteria defined by ECI.
Issuance of Team appointment letter after formation.
3rd Stage Randomization
Random Deployment of Polling Teams to Polling Stations as per the criteria defined by ECI.

16. ELECTION PERSONNEL MANAGEMENT SYSTEM
Data Collection Format

18. Data Verification
While Data entry, software validation will automatically check most of the wrong/Improper entry.
SDM/ RO can check record Office-wise. After finally data entry is done, SDM/RO can print the authorization letter with full employee list and send it to respective authority (Link “Validate Employee List”)
SDM/ RO may check different Reports by the application for monitoring and verification.

19. Appointment Letter Generation
The DEO/RO can generate Appointment Letter to the selected personnel after Randomization.
A draft appointment letter can be found here
Training details with mobile numbers
Appointment letters may be printed at respective level- not to be carried physically

21. Automatic generation of Postal Ballot/EDC [Form 12 / Form 12 A]
After 1st stage of randomization the prescribed format for applying for postal ballot paper (Form 12) / Election Duty Certificate (Form 12 A) with printed details alongwith appointment letter of selected polling personnel(.)
During 1st MOCKPOLL the Polling Personnel submit the Form 12/ 12 A after checking the details printed regarding AC No, Part No and Serial No in Electoral Roll and addressed to the concerned ERO (SDM) where his /her name is enrolled in voter list.

22. Form 12

23. Form 12 A

24. 5. Individual exemption with substitution (when applied for)
After First Stage Randomization RO may recommend any individual request of polling personnel for exemption due to some genuine reason. SDM/ RO’s recommendation will go to DEO for approval.
DEO can Approve the proposal from DEO Role and substitute it with another randomly selected person and generate the Appointment letter for the newly appointed person.
In the application, it will find the database of persons left out in 1st randomization, with the same Rank. If no person is found for the replacement, the exemption cannot be done and unfortunately the request could not be approved for shortage of employee.
If approved, RO can print and issue the appointment to the newly appointed personnel.

25. SMS integration with Election Personnel Monitoring System
SMS integration is done by SMS gateway of election department where
SMS alerts are sent to the registered mobile no. of Polling Personnel making them aware of the date, time and venue of training of 1st , 2nd and 3rd phases of mockpoll and details of dispersal centre, reporting for inter-subdivision movement etc.

26. Pre-poll & Poll Day Events
Communication plan of respective polling stations- mobile no. of Pr. Officers
Polling team is assigned to transportation plan against the vehicle assigned
Broadcast messages to Presiding officer regarding general instructions like sending of safe arrival report, two hourly reports etc.

27. Reports Generated for Renumeration
Renumeration to Polling Personnel is made on movement day in cash from the dispersal centre and the software calculates the amount along with APR.
Receipt is also generated. After payment no outstanding dues are lying pending.
Before releasing the polling personnel, generation of no-dues or release orders

28. Reports Generated after 1st stage randomization
Print Individual Appointment Letter
Print Rank Wise Polling Personnel for Office Use
Individual Exemption Report Employee List after Stage-I
Sub-Division wise Generate Form-12/ 12 A
Polling Personnel not selected in 1st Randomization
Other user specific reports as may be required

29. Print Rank Wise Polling Personnel for Office Use

30. Individual Exemption Report Employee List after Stage-I

31. Employee List Sub Division Wise

32. Sub-Division wise Generate Form-12

33. Polling Personnel not selected in 1st Randomization

34. Reports Generated after 2nd stage randomization
Team Appointment Letter
All Team Detail Constituency Wise
Generate ID Card Polling Constituency Wise
Generate ID Card as per Data Entry Subdivision Wise
Generate Form 12/ 12A Employee List after Stage-II
Sub-Division wise Movement List Of Polling Person
Polling Personnel NOT selected in 2nd Randomization
Sub-division wise NOT Deployed List Generate
Remuneration for Polling Parties
APR for remuneration
Sms alerts for training details, facilitation centers for PBs

35. Team Appointment Letter after 2nd Stage

36. Polling Personnel list not deployed after 2nd stage

37. Sub Division Wise Movement List

38. Sub Division Wise not deployed list

39. Reports generated after 3rd stage randomization
Deployment list of Polling team to Polling Station generated after 3rd stage randomization
Sms alerts for the reporting for inter subdivision movement & dispersal polling parties
Updated Transportation plan & communication plans

40. OPERATOR SCREEN

44. Returning Officer Screen

49. District Election Officer

57. OPERATOR MIS REPORT

65. ARO MIS REPORT

67. DEO ENTRY

69. Counting Application Software
It is also a part of EPMS
Data filtration from the main database as per min. essential qualification
Data verification & validation at SDM.
Approval & generation of Appointment letter at RO level.

70. Randomization for counting officials
1st stage randomization counting officials selected randomly for attend training on MOCKCounting in EVM.
2nd stage randomization counting supervisor and counting assistant select randomly for team formation.
3rd stage randomization counting team assign the counting table randomly on the day of counting.
All randomization process done in presence of observer

71. Randomization in Counting Process
1st stage randomization 120% has been taken as per requirement.
2nd stage randomization 110% has been taken according to the total requirement.
3rd stage randomization counting team deploy to the counting table.
The same software uses for the above process of counting of votes.

72. Appointment letter to counting Personnel

73. Counting Team formation after 2nd stage of randomization

74. URL for Election Personnel Management System
For live site url is
For demo site is

75. The way forward… Authorisation through DSCs
Linking with Polling stations on GIS platform
Incorporation of Vulnerability mapping & criticality analysis
Management of Micro-Observers from Observer specific window
Comprehensive communication & Transportation plan
PB facilitation for all categories

77. THANKS