USER MANUAL. Election Commission of India Nirvachan Sadan, New Delhi. Version 2.1. IT Cell. Ph

Transcription

1 Election EEMS- Expenditure Monitoring Monitoring System System USER MANUAL Version 2.1 IT Cell Election Commission of India Nirvachan Sadan, New Delhi Ph ecitechsupport@gmail.com 1 4 8

2 TABLE OF CONTENTS TOPIC Page No. 1. Introduction 3 2. Scope of Project 3 3. Abbreviations & Acronyms 4 4. Functionality 5 5. Modules 6 6. Process flow 8 7. DEO module CEO module Reports ECI Admin module EEMS Dashboard

3 1. Introduction Election Commission of India has introduced computerization at every level of its working. This had facilitated an effective and error free Election process in the entire country. For monitoring day to day election expenditure incurred by the candidate, election expenditure mechanism will be put in place in each constituency. Maintenance of the day to day account of election expenditure is required to be submitted within 30 days of the declaration of result from the date of the declaration of the campaign period for it to be of any use. After the campaign is over it will be difficult to get any evidence of election expenditure. Since, the DEO is required under the law to scrutinize and submit a report to the Commission after the election, it is primarily the duty of the DEO to collect proper evidence during election campaign, based on which it will be decided whether any expenditure is left out in the statements of accounts submitted by the candidates. The application software will reduce the manual work, streamline the operation and hence increase efficiency, transparency and the productivity. It will also facilitate in publishing of accurate and timely expenditure reports. 2. Scope of Project This software system will be an Election Expenditure Monitoring System for the DEO, CEO and ECI. This system will be designed to monitor the account lodged by the candidates so that further actions can be taken. More specifically, this system is designed to monitor candidate s total expenses, funds given by political party to the candidate, funds given by others to the candidate, expenses understated or no, candidate expenses exceed ceiling amount or not. After scrutiny of the account of election expenses 3 4 8

4 maintained by the candidate/his election agent, the DEO will send a report to the Commission in prescribed format. The candidate who will not lodge his account or if there are discrepancies in the account gets a notice by the Commission, which is served to the candidate by the DEO. This software would not only provide facility for better internal management but also facilitates DEO/CEO/ECI in the expenditure reports generation as per AC, Districts, Candidates etc. 3. Abbreviations & Acronyms Abbreviation ECI CEO DEO RO ARO BLO ERO EPIC AC PC Description Election Commission of India Chief Electoral Officer District Election Officer Returning Officer Assistant Returning Officer Booth Level Officer Electoral Registration Officer Electors' Photo Identity Card Assembly Constituency Parliamentary Constituency 4 4 8

5 4. Functionality o Online monitoring of Expenditure accounts lodged by the candidates. o Notice printing through software: - different notices to different candidates for different reasons can be generated on a single button click. o Online tracking of Actions taken on candidate by Election commission like Notice issued, Notice served, Hearing done, Case dropped, Disqualified. o DEO s first report and summary report can be easily generated by EEMS software. o DEO s supplementary report. o ECI, CEO, DEO can any time give comment on report of any candidate online. o Analyzing data by generating different types of reports State wise, district wise, AC wise. o Automatic SMS sending (Sending Summary report of candidate details to the concerned officer in state and ECI through SMS) CEO office will get summary report for their respective states. ECI officers will get summary report for all election going states. o Can easily track the candidates on these grounds: Does candidate lodged his expenditure account or not? Does the candidate lodge the account in time or not? Does the account lodged by the candidate is having defects in the format? Does the candidate exceed the expenditure ceiling amount? Does the candidate understate the expense shown? Party wise total funds given to candidates o Candidate Accounts details will contain: Date of lodging of accounts Account lodged in Time or not Defects in the accounts Total candidate expenditure Funds given by Political party to the candidate Funds given by others to the candidate Expense understated by the candidate or not? Some other necessary information. o Generating different types of reports and analyzing data 5 4 8

6 Complete DEO report Candidate expense details Summary report of DEO Candidate expenditure limit exceed Summary of Defects in account lodged (AC wise) Summary of Defects in account lodged (Dist wise) Actions taken on candidate (State wise, Dist wise, AC wise) Party expenses on candidate 5. Modules - a. ECI module i. Users at all level Admin, Sec, under sec, expenditure section etc. can login in the software so that they can monitor the accounts lodged by the candidates. ii. Notice printing and issuing. iii. Further actions can be taken on defaulted candidates 1. Notice issued 2. Reply received 3. Hearing done 4. Case dropped 5. Disqualified iv. Feeding necessary election details in the software which will help in the scrutiny of the candidate accounts and are as follows:- 1. Date of declaration of result 2. Type of Election 3. Ceiling amount (different for different state and elections) 4. Last date for lodging of expenditure accounts by the candidate(also differs from state to state) v. Master tables-: 1. Defects in the format (contains a list of defects based on which the accounts lodged by the candidates will get scrutinized and the case will come under manner case i.e. the candidate account was not in the manner required by the law. 2. Items of expenditure (contains a list of items on which candidates spend money in elections) b. CEO module i. Monitoring of accounts lodged by the candidates all over the state. ii. Can give comments on DEO report

7 c. DEO module - i. Key role of this applications as all the data entry will be done at the end of DEO ii. DEO can monitor the accounts of candidates of all AC s coming under his district. iii. Compiled main and summary report can be generated. iv. Verification of accounts lodged by the candidate. v. Finalizing the report that contains the details of expenditure accounts lodged by the candidates. vi. Action by DEO - Notice serving to the candidate issued by Election Commission and updating the details of getting acknowledgement from the candidate

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10 DEO module- Login Page The first form is a Login form where the user enters the credentials. If the user is the valid user of the System, then only it allows the user to navigate the application. Process Description : Authentication : In this login screen, User needs to enter the Username and Password provided to them Types of Users: ECI Admin CEO E.g. (Username: BRSEST000) DEO E.g. (Username: BRSEDT001) Clear: Clear button on the login screen will clear the values in the username and password textboxes Check for new updates: When user will click the button (Check for new updates), User will get a message that whether any new updates are available for the software, if yes then the software will get updated and if there is no new updates then user can as usual proceed to login

11 Choose Elections Process : Choose Elections Description: In this screen, choose elections user can see all the elections listed in the dropdown list and can select the elections for which he/she wants to submit the data. The list of elections will be as per the user. CEO s and DEO s will be able to see the elections for their state only and ECI users will be able to see all elections Choose the election and then click the button connect to Elections

12 DEO- Main Menu Page This page provides the menu to navigate through the application. Following are the menu items: Description: This is the main screen for DEO 1. DATAENTRY: This contains all the data entry forms Date of Lodging of Accounts Defects in format Candidate expense details Other details Finalize data 2. Download Notice issued to the candidate and the DEO letter 3. ACTION ON CANDIDATE 4. REPORTS: State wise Dist wise AC wise Candidate wise

13 DATAENTRY: Date of Lodging of Accounts Process : Entering the date of lodging of accounts by the candidate Description : In this screen, first select the AC and as the AC is selected all the candidates in a particular AC will appear Fields shown above: Edit: It s a Checkbox, so you have to Tick it to make the row editable. (SL no., Candidate, Party) are Read-only fields. Date of lodging of accounts: when you click it, a calendar will appear and you can choose date from it. Remove date: It s a button to remove the entered date. No. of candidates who have lodged the accounts: you have to enter the no. of candidates Defects in Format (whose date of lodging has been entered in to the software. Finally, click the update button to update the entries

14 Process : Entering the defects noticed in the format when the candidate lodged the accounts. Description : In this screen, first select the AC and as the AC is selected all the candidates in a particular AC will appear Fields shown above: Edit: It s a Checkbox, so you have to Tick it to make the row editable. (SL no., Candidate, Party, Date of lodging) are Read-only fields. Brief statement of defects noticed: when you click on a particular cell, the control will go to the Select Defects on the right of it, then you have to select the defects and then press OK and do it similarly for all candidates Remarks: you can add remarks about defects. Candidate expense details Finally, click the update button to update the entries

15 Process : Entering the Candidate expenses. Description : In this screen, first select the AC and as the AC is selected all the candidates in a particular AC will appear Candidate expense details 15 48

16 o Candidate expenses Process : Entering the Candidate expenses Description : Select the candidate to update the details Fields shown above: Edit: It s a Checkbox, so you have to Tick it to make the row editable. Item of Expenditure is Read-only field. Total expense as per candidate statement (Abstract statement Part III): fill the amount. Total is auto-calculated and Read-only field. Candidate Finally, expense click details the update button to update the entries

17 o Funds given by Political Party Process : Funds given by Political party Description : Select the candidate to update the details Fields shown above: Edit: It s a Checkbox, so you have to Tick it to make the row editable. Expense on is Read-only field. Amount: fill the expense incurred by political party. Candidate expense details Total is auto-calculated and Read-only field. o Funds given by Others Finally, click the update button to update the entries

18 Process : Entering the Candidate expenses (Expenses incurred by others for the candidate) Description : Select the candidate to update the details Fields shown above: Edit: It s a Checkbox, so you have to Tick it to make the row editable. Name: Fill the name of the person who has sponsored the candidate. Mode: Select the mode of payment. Amount: fill the amount given others for the candidate. Total is auto-calculated and Read-only field. Candidate expense details Finally, click the update button to update the entries. o Expenses understated Candidate expense detai

19 o Expense understated Process : Entering the Candidate expenses (Expenses understated by the candidate) Description : Select the candidate to update the details Fields shown above: Edit: It s a Checkbox, so you have to Tick it to make the row editable. Items of Expenditure: Select the item of expenditure on which the amount is understated. Details: Fill the details. Candidate expense Date: details Fill the date of observation. Page no. of shadow observation register. Action on Candidate Amount observed: Fill the amount observed by the observer. Amount as per candidate: Fill the amount shown by the candidate. Amount understated: It s a read only field. Total is auto-calculated and Read-only field. Action on Candidates

20 Process : Take action on candidate Description : Select the candidate and take action Fields shown above: Edit: It s a Checkbox, so you have to Tick it to make the row editable. Sl no.: It s a running serial number. Candidate: Name of the candidate. Party: Party to which candidate belongs. Current status: Current status of the candidate after any action. Status updated on: Date on which action was taken. Action: It shows actions to be taken (For DEO - it s Notice Served only) Date: Current action date. History: Shows the history of the candidate ( History contains the defects and actions taken) CEO- Main Menu Page This Finally, page click provides the the update menu button to navigate to update through the entries. application. Following are the menu items:

21 Description: This is the main screen for CEO 1. DATAENTRY: This contains all the data entry forms Comments on DEO report 2. REPORTS: State wise o Action taken report o Party expenses on candidate Dist wise o Summary of all defects o Action taken report AC wise o Action taken report o Summary report of DEO o Expenditure limit exceed CEO- Add and edit comments o Count of candidates with defects Candidate wise o Complete DEO report o Expense details

22 Process : Comments on the DEO report Description : In this screen, first select the District, then AC and click button Show. The candidates in a particular AC will appear Fields shown above: Edit: It s a Checkbox, so you have to Tick it to make the row editable. (SL no., Candidate, Party) are Read-only fields. Party: Party to which candidate belongs Comments: This will show the comments on DEO report Finally, click the update button to update the entries

23 Process : Edit and add comments on DEO report Description : This screen shows the complete DEO report and a Textbox to edit and add the comments. After filling the comments in the box click the button ADD TO GRID This button will lead you to the main screen and there you can click on update button to update the details

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25 ECI Admin Module Process : Home screen for ECI admin Description : This screen shows the functionalities that ECI admin can perform Data feeding of master tables Notice & DEO letter printing Uploading of Notice & DEO letter Taking actions on candidate Generating different types of feasible reports

26 Notice and DEO letter Printing Process : Notice and DEO letter printing at ECI admin level Description : ECI Admin can print the Notice and DEO letter to be issued to the candidates with faults in the accounts submitted by them to the DEO. User needs to select the constituency and the report type and by clicking on the show button, the candidates list with the corresponding details will appear

27 Notice Printing module Process : Notice Printing Description : User can select the candidate and generate the notice as per the fault. Notice can be printed as well as can be saved as pdf or doc file for future use o o o o Not Lodged (Notice to the candidate for not lodging the account) Not in Time (Notice to the candidate for not lodging the account in time) Not in Manner (Notice to the candidate for not lodging the account in manner prescribed by law) Not in Time and Format (Notice to the candidate for not lodging the account in time and manner)

28 DEO Letter Printing Process : DEO letter printing at ECI admin level Description : ECI Admin can print DEO letter to be issued to the candidates with faults in the accounts submitted by them to the DEO. User needs to select the constituency and the report type and by clicking on the show button, the candidates list with the corresponding details will appear. User needs to filter out the list of candidates as per the categories of notices to be issued o o o o Not Lodged (Notice to the candidate for not lodging the account) Not in Time (Notice to the candidate for not lodging the account in time) Not in Manner (Notice to the candidate for not lodging the account in manner prescribed by law) Not in Time and Format (Notice to the candidate for not lodging the account in time and manner)

29 Filtering candidates as per their faults to print DEO letter Process : Filtering candidates as per their faults to print DEO letter Description : User needs to select the candidate name and then move it to corresponding boxes as per their faults After filtering the candidates user can click the button Print DEO Letter and can take the print and as well as can save it for further use

30 Process : DEO letter example Description Up : When the user will click the button Print DEO Letter as explained on the previous page, the window with the DEO letter will appear on the screen. User can verify all the details as there are some details that are directly coming from the master table and from the system itself. After verifying, user can take the printout

31 Process : Uploading of signed copy of Notices issued and the DEO letter Description : ECI admin user can upload the Notice and DEO letter against the name of the candidate as shown in the screenshot above. Uploaded notices and DEO letter will be available to the DEO s to download. The system will also capture the uploaded date for future reference

32 Process : Change Elections Description : User can connect to one election to other if needed, by selecting the option of change elections from the menu

33 EEMS Dashboard 1. Introduction and Purpose EEMS Dashboard is used for monitoring the data entry status of state during General elections to Assembly constituency and Parliamentary constituency. ECI Officers can view the following status of data entry: 1. Data entry started 2. Report Finalised 3. Account Lodged 4. Not in Time 5. Defects in format 6. DEO not Agree 7. Expenses understated 8. Taken funds from party 9. Taken funds from other sources 10. Exceed the Ceiling amount 11. Data entry defects

34 2. Login Page: The first page is a Login page where the user enters the credentials. If the user is the valid user, then only it allows the user to navigate the application. Process: Authentication Description: In this login screen, Officer Login enters their Username and Password

35 3. Home Page: After successful login the user gets the home page where status of all the entry related to EEMS is displayed % wise such as: 1. Data entry started 2. Report Finalised 3. Account Lodged 4. Not in Time 5. Defects in format 6. DEO not Agree 7. Expenses understated 8. Taken funds from party 9. Taken funds from other sources 10. Exceed the Ceiling amount 11. Data entry defects More detail view of the entry can be viewed by clicking on the particular tabs

36 4. Data entry started and finalised: Officer can view the number of AC/PC where data entry has started and finalized. By clicking on View the user can view list of AC/PC

37 5. Account Lodged: Officer can view the status of account lodged and not lodged by the candidate. By clicking on View the user can view the details of the candidate

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39 6. Not in Time: Officer can view the number of candidate who has not lodged their account in time. By clicking on View the user can view the details of the candidate

40 7. Defects in format: Officer can view the number of candidate who has lodged their account but found defects in the format of their entry. Details of the defects can be viewed by clicking the View link

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42 8. DEO Not Agree: Officer can view the number of entry where DEO does not agree. Details of the DEO not Agree can be viewed by clicking the View link

43 9. Expense Understated: Officer can view the total number of candidate whose expense is understated. Details of the candidate whose expense is understated can be viewed by clicking the View link

44 10. Funds taken from the Party: Officer can view the total number of candidate who took fund from the party. Name of the candidate and the amount taken form the party can be viewed by clicking the View link. Details of the candidate who has taken funds from the party can be viewed by clicking the View link

45 11. Funds taken from others: Officer can view the total number of candidate who took fund from others. Name of the candidate the amount taken from others can be viewed by clicking the View link. Details of the candidate who has taken funds from others can be viewed by clicking the View link

46 12. Data entry Defects: Officer can view the total number of candidate where data entry defects have been found. Name of the candidate where data entry defects have been found can be viewed by clicking the View link. Details of the candidate of whose data entry defects have been found can be viewed by clicking the View link

47 13. Exceed the Ceiling Amount: Officer can view the total number of candidate who has exceeded the ceiling amount. Name of the candidate and amount by which ceiling amount has been exceeded can be viewed by clicking the View link. Details of the candidate of whose ceiling amount has exceeded can be viewed by clicking the View link

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