Transcript SVEEP CAMPAIGN- MEGHALAYA EXPERIENCE

MANGEMENT OF
ELECTORAL ROLLS
East Khasi Hills District
Meghalaya
1. Nomination for
: Management of Electoral Rolls
2. Name of the Officer
: Shri SANJAY GOYAL, IAS
3. Designation/Post during
the period of consideration
: Deputy Commissioner &
District Election Officer,
East Khasi Hills District
Shillong 793001
Meghalaya
Summary of achievement/work(key features and
the outcomes/effectiveness
Management of error free Photo Electoral Rolls of East
Khasi Hills District with 100% EPIC coverage with high
fidelity for 17 Assembly Segments of 1-Shillong
Parliamentary Constituency
For the entire state of Meghalaya, the total number of voters
enrolled as on 22nd March, 2014 was 15,67,241 out of total
projected census population of 16,07,793 in the age cohort of
18 years and above.
This gives a percentage of registered voters vs. eligible voters at
97.47 % with total 7,77,639 male voters and 7,89,602 female
voters enrolled with reference to 01-01-2014 as the qualifying
date.
For East Khasi Hills District, the total voters enrolled in all
the 17(seventeen) Assembly Constituencies as on 22nd
March 2014, which was the last day of filing of
nomination was 4,48,767 out of projected population of
8,92,892 with 100% EPIC coverage and error free photo
electoral roll prepared and managed in-house with
aggregate EP ratio of 503 (50.25%).
The percentage of registered voters vs. eligible voters at 98.51
% with total enrolled 4,48,767 voters to 4,55,549 projected
census population as of 2014.
Key Features
The key features of the photo electoral rolls were as
followsI.
100%
in-house
development
process
without
outsourcing it to any expert agency. The purity of the
Electoral Roll was maintained with no complaints of
misuse or manipulation of the Electoral Rolls. No third
party involvement in management of Electoral Rolls.
II. 100% EPIC coverage since 2008 Assembly Elections.
III. Effective Complaints
Mechanism
&
Grievances
Redressal
IV.
On-line receipt of Claims & Objections and speedy
disposal
V. Error free entry of voters with regard to House
number, Name, Date of birth, Photographs, gender
(sex), fathers/mothers/husband’s name etc through
proper synchronization of maximum tables and
collating of data.
VI. Extremely fine quality of electoral roll printed inhouse
VII.Description of Achievement/work-use plain language
to describe the achievement/work of the nominee
1. In House Management of Electoral Rolls:
 The preparation and management of the electoral rolls in
the district of East Khasi Hills is completely done in house.
No private agencies are engaged at all
 Entire System of Management of Electoral Rolls is
computerized with dedicated computers
 Each District and Sub-Division in the state have Technical
Personnel dedicated only for the purpose of management
of the Electoral Rolls. These are the Assistant System
Engineers assisted by Data Entry Operators.

Hardware Aspects
 All election offices in the state have exclusive computer cell
set up for operating the computerization of election works.
The number of computers (SERVERS and CLIENTS)
allotted to individual office is based on (i) the number of
Assembly Constituencies each office serves and (ii)
Electors.
 To run the Photo Electoral Rolls Software, mid Range Type
of Server and Client computers are used to achieve good
system throughput and relatively high storage capacity.
 To ensure purity of the system, these are dedicated
computers used only for the purpose of election and
database management of electoral rolls.
 Software Aspects
a. Database: Software developed by National Informatics
Centre (NIC), Shillong, in accordance with the one
prescribed by the ECI. Two more additional fields - (i)
Contact Number, (ii) E-mail ID, has been added to the
database mainly for communication purpose with the
electors like sending them SMSs for the purpose of
SVEEP.
b. Electors Photo Identity Card (EPIC) Software: The
software process of one-to-one linking between individual
electoral database information and its scanned image has
been done by using the EPIC standard software,
developed by the National Informatics Centre, Shillong, in
compliance with the prescribed ECI’s software technical
specifications for automated / self generation of each
DISTINCT EPIC No. for individual elector.
c. Photo Rolls Software: This software is also developed by
the National Informatics Center (NIC), Shillong using
ORACLE 10g as Back-End, Visual Basic as Front-End
and Crystal Report as Report handler tool.
Capturing Of Images Into Oracle Database: The
first task of the software is to capture the images
(.JPG files) from the appropriate software
hierarchy hard disk location as stored by the
aforesaid EPIC software into ORCALE 10g
database.
II. Capturing of AC & PARTS MAPs into Oracle
Database: The corresponding maps of individual
Constituencies & PART numbers captured into the
ORACLE database in the format of .JPG files.
I.
d. Photo Rolls Report: The development of the Photo Rolls Reports has been the
most difficult task, as these reports required the maximum number of
ELECTORAL and EPIC tables to be synchronized for molding into a
compatible ECI’s prescribed PHOTO ROLLS format, i.e., 3-Electors per Row,
30-Electors per Page with Image size of width =1.5 cms and height=2.0 cms
and other parameters.
e. Photo Rolls Checklist Reports: A standard Checklist Photo Rolls has been
developed by National Informatics Center (NIC), Shillong using ORACLE 10g
as Back-End, Visual Basic as Front-End and Crystal Report as Report handler
tool. The aim of having this application is to utilize its reports as preliminary
correction tools for photo electoral rolls with regard to the elector’s individual
electoral and image correctness information.
f. Image Record Keeping
To prevent misplace/loss of Image captured appropriate archival methods with
multiple and secure backups have been devised.

Maintenance of Registers and token system containing individual elector’s
information and images for reference is properly docketed.

Register books and tokens are kept in safe custody.
Asstt. System Engineer working on Oracle Database and Data entry
operators working on printing of Electoral Rolls at Election
Computer Cell
ii. Effective receipt and disposal of Claims &
Objections: Goal is for maximum coverage with
minimum delay and error
•Physical Receipt of claims and objections in the office of the
District Election Officer, Sub-Divisional Officer (Election) and
Block Headquarters
•All Additional Deputy Commissioners/Extra Assistant
Commissioners including Block Development Officers have
been designated as EROs and AEROs to conduct hearing
•Online system of Receipt of Claims (Form 6, 7, 8, 8A) through
the Meghalaya Online Citizen Services Portal
•SVEEP and Special Enrolment Campaign
A. Minimum Delay in Hearing Claims and Objection
Day 1
Day 2
Day 3
B. Online Submission of Claims and Objections: The CEO
Meghalaya has introduced the system of online filing of claims
and objections for all the assembly constituencies in the state
through the Meghalaya Online Citizen Services Portal.
The District Election Office, East Khasi Hills District receives the
maximum number of forms from the online system of submission of
claims and objections.
In the year 2013-14 a total of 1645 forms were received
through online system of which hearing was conducted and
forms disposed off accordingly.
Table-1: Online claims/objections received online (2013-14)
Online claims/objections
received
East Khasi Hills
Form6 Form7 Form8 Form8A Total
1240
159
183
63
1645
C. Receipts of Claims & Objections during Summary
Revision
People standing in a queue awaiting
their turns for hearing during the
Summary Revision
AERO conducting hearing at the
Polling
Station
during
the
Summary Revision
D. Special efforts to cross verify the electoral data:
•In the last summary revision conducted in the district of
East Khasi Hills, special efforts were made by the office of
the District Election Officer to cross verify the
Absentee/Shifted/Dead or Deleted voters.
•All BLOs were sent door to door for verification and local
communities and Headmen were involved.
•This exercise was conducted for a period of over 20
(twenty) days and error free supplementary electoral roll was
produced for the last general Lok Sabha Election 2014.
E. Special Enrollment Campaign: In compliance with the
directive of the ECI a special enrollment campaign was
conducted from the 10th March 2014 to 15th March 2014 in
all the 725 polling stations by 725 Booth Level Officers
(BLOs).
Election Awareness Campaign
through Democracy Van
Lighting of Diengkum (Hot air balloon) during
NVD 2014
State SVEEP Icon Shillong Chamber Choir
performing to woo voters for maximum
enrollment
District Election Officer Shri. Sanjay Goyal
giving awards on NVD 2014
Claimants during special enrollment campaign
F. Outcomes:
•In-House Management of Electoral Rolls System has lead
to error free rolls and 100% EPIC Coverage
•Coverage of 98.51 % (percentage of registered voters Vrs.
eligible voters with total enrolled 4,48,767 voters to 4,55,549
projected census population as of 2014)
• Despite the East Khasi Hills having 17 – Assembly
Segments (Largest in a single district in Meghalaya) and
having the district with the maximum population in the state
including elector population number of complaints is
considerably less and mostly in the form of correction
Table: Age Cohort analysis
District Name :
East Khasi Hills
Year of Revision : 2013
Total District Population in numbers (projected upto the Year 2013) 'X'
869950
District Population of 18+ only in numbers (projected upto Year 2013) 'Y'
Age Cohort
443869
Projected Census
%age of (2) to 'X' Electors as on w.r.t. %age of (4) to 'X' %age of (4) to (2) i.e.
Population in age cohort
i.e. total Population
1.1.2013 as
i.e. total population registered voters vs
(Projected upto the Year
as per census
qualifying date
as per voter roll
eligible voters
2013)
1
2
3
4
5
6
18-19
29015
3.34
19213
2.21
66.22
20-29
145105
16.68
128750
14.80
88.73
30-39
114240
13.13
113625
13.06
99.46
40-49
74234
8.53
77254
8.88
104.07
50-59
40855
4.70
46229
5.31
113.15
60-69
25226
2.90
24504
2.82
97.14
70-79
10891
1.25
11607
1.33
106.57
80+
4303
0.49
3530
0.41
82.04
District Total
443869
51.02
424712
48.82
95.68
District Name :
East Khasi Hills
Year of Revision :
2014
Total District Population in numbers (projected upto the Year 2014) 'X'
8,92,892
District Population of 18+ only in numbers (projected upto Year 2014) 'Y'
4,55,549
%age of (2) to 'X'
i.e. total
Population as per
census
Electors as on
(Last date of
filing Nomination
22.03.2014) w.r.t.
1.1.2014 as
qualifying date
%age of (4) to 'X'
i.e. total
population as per
voter roll
%age of (4) to (2)
i.e. registered
voters vs eligible
voters
2
3
4
5
6
18-19
29777
3.33
21110
2.36
70.89
20-29
148932
16.68
136394
15.28
91.58
30-39
117240
13.13
119495
13.38
101.92
40-49
76181
8.53
80741
9.04
105.99
50-59
41929
4.70
48351
5.42
115.32
60-69
25891
2.90
26103
2.92
100.82
70-79
11180
1.25
12461
1.40
111.46
80+
4419
0.49
4112
0.46
93.05
District Total
455549
51.02
448767
50.26
98.51
Age Cohort
Projected Census
Population in age
cohort (Projected
upto the Year
2014)
1
From the above Age cohort it is clear that there is a marked
improvement over the EP ratio of 488 recorded (as on 15th,
Jan, 2013) during the continuous updation.
As on the last date of filing nomination which was 22nd
March, 2014 the district recorded an EP ratio of about 503
and thus meeting the projected target by about 98.5%. This
could be attributed to extensive campaign to register First
Time Voters.
\
Table-: Gender Ratio analysis of enrolled voters of East Khasi Hills
District
Men
Women
Total voters
Gender Ratio
215939
232828
448767
1078 (as on 22
March, 2014)
Electors
Population
projected
200742
211782
412524
1055 as per
projected
electorate of
East Khasi
Hills
III. Effective Complaints & Grievances Redressal Mechanism:
For the effective disposal of complaints and to
ensure a robust grievance redressal system, the office of the
District Election Officer has created different mechanisms
for registration of complaints including
I. Toll free phone number, managed by an Operator
which is housed in the DEO Office
II. Online Registration of Complaints
III. Physical Receipt of Complaints through Form 8 etc in
ERO/AERO Office
IV. Public Facilitation Centre
Table-: Status of complaints received during 2013-14 (Lok Sabha-2014)
Compl
aints
190
Onli
ne
28
1950
Toll
free
104
Form-8
58
Dispose
d
190
Pen
ding
disp
osal
-
Rema
rks
Time
taken
100%
dispo
sal of
comp
laints
Avera
ge
time
taken
is
one
week
The percentage of complaints received is only a mere 0.8 % out of the
total no. of 22808 forms received, which shows that the Electoral
Roll is free from error and duplicates
V. Summary of the report of the Commissioner of Division
(Electoral Roll Observer):
Guidelines of the ECI regarding summary revision and
management of electoral roll is meticulously followed
without compromise.
It also indicates that the proactive involvement of the District
Election Officer in the SVEEP-II, Summary revision, Special
Enrollment Campaign and in preparation and management
of electoral roll have resulted in the 100% coverage of error
free EPIC in East Khasi Hills district with 100% image
coverage in the electoral roll and the number of complaints
received is negligible besides having a prompt disposal of
complaints and grievances mechanism in the district.
Sl No
Key Questions
Topics
Remarks by E-Roll
Observer
1
Status of E-Roll preparation
Electoral Roll
Completed on time,
published on 15-012014
2
Whether de-duplication has done
using computer software?
-do-
Yes, De-duplication
done
3
Whether proper records pertaining to
e-roll revision & continuous updation
maintained in easy retrievable
manner?
-do-
Records maintained
and indexed properly
for easy retrievable
and backed up in CD
Rom
4
What is the EPIC coverage?
EPIC
100% coverage in
the district
5
Whether preparatory activities done
by vendor finalization, contract
signing, orientation of staff done?
EPIC
Done in house. No
vendor engaged
6
Whether the EPIC software prepared
by vendor and is tested?
EPIC
Software provided
by the CEO used
Topics
Remarks by E-Roll
Observer
7
What is the image availability in the
database?
Photo E-roll
100% Photo
available I the
database
8
Whether arrangement for verification
of working sheets for BLOs done?
-do-
BLOs report to the
EROs concerned
9
Do the e-roll of Poling Stations have Reorganization of
sections for each identifiable locality?
PS
Sl No
Key Questions
10
Whether new maps prepared for
delimited constituencies?
11
Whether any issues/complaints
regarding delimitation?
Yes
Yes, well
Delimitation of ACs distinguishable maps
prepared
-do-
No complaints till
date
A Drone for dropping Election Pamphlets emphasizing importance of enrolling into E
Rolls.
Laser show urging voters to cast their votes in GE-2014
Coverage in the Newspapers
Extensive Media Coverage through Print and Electronic media
for Maximum Voter Enrollment & turnout during GE 2014
VIII. Conclusion/Suggestion: Preparation of Marked Copies of E Roll:
As the marking of the Electoral Roll has to be done manually, it is not only
time consuming but prone to error as it is done very close to the date of poll.
Thus, one of the challenges is to prepare an electoral roll free of errors that
may arise due to mistakes in marking the electoral roll by the enumerators.
To overcome this problem the district had developed an in-house software for
the same whereby the marked copies were printed with EDC/PB marked in
watermark as was done in case of ASD Voters. This required capturing of
EPIC number in the EDC/PB application form instead of just the part no
and serial no. only and then linking the entire issue of EDC certificate
through the system generated copies and then ultimately linking it to the
Electoral database used for the elections.
However these copies were not used in the elections because of the possible legal
issues involved as well as the political parties were not briefed on the issue.
Sample Photo Electoral Rolls of East Khasi Hills District
Sample of the GIS Electoral Map of a Polling Station
Thank
You