User Manual. EVM Tracking Application

Transcription

1 User Manual Of EVM Tracking Application (Version ) 12 Jun 2015 Page 1 of 168

2 Table of Contents INTRODUCTION Change Password Main Menu Page Warehouse Master Warehouse Deletion (DEO Level) Master Stock Register Data Reports Data Entry Report of Control Units Data Entry Report of Ballot Units Audit Trail Report Exception Report EVM SEARCH Summary of BU and CU Summary of BU and CU by status Data Entry Status Summary Pre Post 2006 Data entry for CEO Summary Pre Post 2006 Data entry for DEO Summary Pre Post 2006 Data entry for Admin District wise FLC report Units in Polling Station Report (CU/BU) Polling Station Details Report Distribution of Units in Polling Stations during Elections Master Stock Register Data Creation of Warehouse In-charge User ID Transfer of CU & BU Inter State Transfer of CU/BU Inter State Transfer of CU/BU for State Election Commission (SEC) Intra State Transfer of CU/BU Intra District Transfer of CU/BU Monitoring Grid for Interstate Orders for Admin/CEO/DEO/WI levels Drill down Report by sender CEO level Drill down Report by Sender DEO Drill Down Report by Recipient Jun 2015 Page 2 of 168

3 10. EVMs by Transit form for Sender Warehouse In-Charge Reassigning Box nos. to warehouses Conflict Request Conflict Request Sent Request sent by WI for conflict of CU/BU during data entry Conflict Request Received Request Received by WI for conflict of CU/BU Reports for monitoring Conflict Request Report by Conflicting States in Grid Report Against Conflicting States in Grid Conflict Request - Sent Conflict Request - Received Upload Image of Conflicting Units Report for Monitoring Image upload status of conflicting CUs and BUs Downloading Sample Image Conflict Resolution: Updating User Info SMS Service Generating Barcode Physical Verification form Physical Verification Report Physical Verification report - Summary by Warehouses Physical Verification report - Summary by districts Physical Verification report Print CU and BU Report De-finalization of Warehouse for Physical verification First Level Check (FLC) & Mapping of Polling stations with CU/BU First and Second Randomization using third party application First and Second Randomization using EVM Tracking Software EP Pending Cases Transfer of CU & BU to BEL/ECIL/ECI Election Petition Data Entry Creation of DEO level users and Resetting Password Process of Checking EVMs for Working or Defective Process to Transfer defective CU/BU to BEL & ECIL warehouse for repair Jun 2015 Page 3 of 168

4 25.1. ECIL or BEL Login: Allocation of Recipient district District (DEO) Login: Mapping of sender warehouses Warehouse Login: Receiver Warehouse DEO Login: Map the order to their respective Warehouse Warehouse Login: Send units from Repair Room Warehouse ECIL or BEL DEO Login: Distribute boxes to ECIL or BEL warehouse DEO Login: Create new intra-district transfer order Update EVMs Status after Repairing Solution to run EVM Tracking on incompatible windows systems New Updates in Warehouse Master: Jun 2015 Page 4 of 168

5 Table of Figures FIG. 1 LOGIN PAGE FIG. 2 LOGIN PAGE: AUTOMATIC UPDATE TO LATEST VERSION FIG. 3 CHANGE PASSWORD FIG. 4 ECI ADMIN MAIN MENU PAGE FIG. 5 CEO S MAIN MENU PAGE FIG. 6 DEO S MAIN MENU PAGE FIG. 7 WAREHOUSE IN-CHARGE S MAIN MENU PAGE FIG. 8 STRONG ROOM TYPE & AC TYPE WAREHOUSE IN-CHARGE S MAIN MENU PAGE FIG. 9 WAREHOUSE MASTER SCREEN SHOWING: HOW TO CREATE NEW WAREHOUSE FIG. 10 WAREHOUSE MASTER SCREEN SHOWING: HOW TO SEARCH AN EXISTING WAREHOUSE FIG. 11 WAREHOUSE MASTER SCREEN SHOWING: HOW TO MODIFY AN EXITING WAREHOUSE FIG. 12 WAREHOUSE MASTER SCREEN SHOWING: HOW TO CLOSE THE FORM FIG. 13 DELETION OF WAREHOUSE BY DEO FIG. 14 MASTER STOCK REGISTER SCREEN: SHOWING: HOW TO ADD NEW UNIT FIG. 15 MASTER STOCK REGISTER SCREEN: SHOWING: HOW TO SEARCH AN EXISTING UNIT FIG. 16 MASTER STOCK REGISTER SCREEN: SHOWING: HOW TO MODIFY AN EXISTING UNIT FIG. 17 MASTER STOCK REGISTER SCREEN: SHOWING: HOW TO MODIFY AN EXISTING UNIT FIG. 18 REPORT FOR CONTROL UNITS FIG. 19 REPORT FOR BALLOT UNITS FIG. 20 AUDIT TRAIL REPORT FIG. 21 EXCEPTION REPORT FIG. 22 EVM SEARCH REPORT FOR CU & BU FIG. 23 SUMMARY OF BU AND CU FIG. 24 SUMMARY OF BU AND CU BY STATUS FIG. 25 DATA ENTRY STATUS OF BU AND CU WITH SEC AS PER ECI RECORDS FIG. 26 DISTRICT WISE SUMMARY REPORT FOR STATE CEO FIG. 27 DISTRICT WISE SUMMARY REPORT FOR STATE DEO FIG. 28 STATE WISE SUMMARY REPORT FOR ADMIN FIG. 29 STATUS REPORTS OF ORDERS BY RECIPIENT STATES... ERROR! BOOKMARK NOT DEFINED. FIG. 30 MASTER STOCK REGISTER FOR DEO LEVEL USER FIG. 31 CREATION OF USER IDS OF WAREHOUSE IN-CHARGES BY DEOS FIG. 32 INITIATION OF CU/BU TRANSFER ORDER BY ECI FIG. 33 CHECKING AVAILABILITY OF CU/BU IN THE SOURCE STATE FIG. 34 REPORT GENERATED FOR INTER STATE TRANSFER OF CU/BU WITH ALL DETAILS FIG. 35 ORDERS GENERATED BY EVM ADMIN WHICH CAN BE EDITED FIG. 36 EDITING ORDERS GENERATED BY EVM ADMIN FIG. 37 SELECTION OF DESTINATION DISTRICT TO RECEIVE CU/BU BY CEO OF DESTINATION STATE FIG. 38 REPORT INDICATING THE DESTINATION DISTRICT TO RECEIVE CU/BUS FOR THE SOURCE STATE FIG. 39 SELECTION OF SOURCE DISTRICT TO SEND CU/BUS BY THE CEO OF THE SOURCE STATE FIG. 40 REPORT GENERATED INDICATING THE SELECTED SOURCE DISTRICTS FIG. 41 SELECTION OF SOURCE WAREHOUSE BY THE DEO OF THE SOURCE DISTRICT FIG. 42 REPORT INDICATING THE SOURCE WAREHOUSE FOR SENDING THE CU/BU FIG. 43 EDITING ORDERED NO. OF CUS/BUS BY DEO FIG. 44 ADDING DISTRICT TO COMPLETE ORDER BY CEO FIG. 45 SELECTION OF CUS/BUS TO BE SENT BY THE WAREHOUSE IN-CHARGE FIG. 46 REPORT GENERATED INDICATING THE UNIT IDS OF CU/BU SELECTED FOR TRANSFER FIG. 47 DISTRIBUTION OF CU/BUS IN VARIOUS WAREHOUSES BY DEO OF THE DESTINATION STATE FIG. 48 REPORT GENERATED INDICATING UNIT IDS OF CU/BU RECEIVED AGAINST AN ORDER FIG. 49 CU/BUS BEING RECEIVED BY THE WAREHOUSE IN-CHARGE OF THE DESTINATION DISTRICT FIG. 50 HISTORY REPORT OF WAREHOUSE IN-CHARGE FOR RECEIVED CUS/BUS FIG. 51 ACKNOWLEDGEMENT REPORT WITH DETAILS OF BUS RECEIVED BY THE WAREHOUSE OF DESTINATION STATE FIG. 52 INITIATION OF INTERSTATE STATE TO SEC, CU/BU LOANING ORDER BY ECI FIG. 53 CHECKING AVAILABILITY OF CU/BU IN THE SOURCE STATE STOCK FIG. 54 REPORT INTER STATE LOAN TRANSFER ORDER FROM ONE STATE TO SEC FIG. 55 ORDERS GENERATED BY EVMADMIN WHICH CAN BE EDITED Jun 2015 Page 5 of 168

6 FIG. 56 EDITING ORDERS GENERATED BY EVMADMIN FIG. 57 LOGIN FOR SEC USERS FIG. 58 SELECTION OF DESTINATION DISTRICT TO RECEIVE CU/BU BY CEO/COMMISSIONER LEVEL USER OF DESTINATION STATE ELECTION COMMISSION (SEC) FIG. 59 REPORT INDICATING THE DESTINATION DISTRICT TO RECEIVE CU/BUS FOR THE SOURCE STATE FIG. 60 SELECTION OF SOURCE DISTRICT TO SEND CU/BUS BY THE CEO OF THE SOURCE STATE FIG. 61 REPORT GENERATED INDICATING THE SELECTED SOURCE DISTRICTS FIG. 62 SELECTION OF SOURCE WAREHOUSE BY THE DEO OF THE SOURCE DISTRICT FIG. 63 REPORT INDICATING THE SOURCE WAREHOUSE FOR SENDING THE LENT CU/BU FIG. 64 DRILL DOWN REPORT BY SENDER AT DEO LEVEL FIG. 65 EDITING ORDER NO. OF CUS/BUS BY DEO FIG. 66 ADDING DISTRICT TO COMPLETE ORDER BY CEO FIG. 67 SELECTION OF CUS/BUS TO BE SENT BY THE SOURCE WAREHOUSE IN-CHARGE FIG. 68 REPORT GENERATED INDICATING THE UNIT IDS OF CU/BU SELECTED FOR LOANING TO SEC FIG. 69 DISTRIBUTION OF CU/BUS IN VARIOUS WAREHOUSES BY SEC DEO OF THE DESTINATION STATE FIG. 70 REPORT GENERATED INDICATING UNIT IDS OF CU/BU RECEIVED AGAINST AN ORDER FIG. 71 CU/BUS BEING RECEIVED BY THE SEC WAREHOUSE IN-CHARGE OF THE DESTINATION SEC DISTRICT FIG. 72 HISTORY REPORT OF SEC WAREHOUSE IN-CHARGE FOR RECEIVED CUS/BUS FIG. 73 ACKNOWLEDGEMENT REPORT WITH DETAILS OF BUS RECEIVED BY THE WAREHOUSE OF SEC DESTINATION STATE FIG. 74 INITIATION OF CU/BU INTRA STATE TRANSFER BY CEO FIG. 75 INITIATION OF CU/BU INTRA STATE TRANSFER BY CEO FIG. 76 REPORT GENERATED AFTER INITIATION OF INTRA STATE TRANSFER OF CU/BU FIG. 77 SELECTION OF SOURCE WAREHOUSE TO SEND CU/BU BY DEO OF SOURCE DISTRICT FIG. 78 REPORT INDICATING THE TRANSFER OF CU BU FROM SOURCE TO DESTINATION DISTRICT FIG. 79 SELECTION OF CU/BU TO BE SENT BY THE WAREHOUSE IN-CHARGE FIG. 80 REPORT INDICATING UNIT IDS OF CU CHOSEN TO BE SENT BY THE SOURCE WAREHOUSE IN-CHARGE FIG. 81 DISTRIBUTION OF CU/BUS TO BE RECEIVED IN VARIOUS WAREHOUSES BY THE DEO OF THE DESTINATION DISTRICT FIG. 82 REPORT INDICATING THE DESTINATION WAREHOUSE AND UNIT IDS OF BU TO BE RECEIVED FIG. 83 CU/BUS BEING RECEIVED BY THE WAREHOUSE IN-CHARGE OF THE DESTINATION DISTRICT FIG. 84 HISTORY REPORT OF WAREHOUSE IN-CHARGE FOR RECEIVED CUS/BUS FIG. 85 REPORT WITH DETAILS OF BUS RECEIVED BY THE WAREHOUSE OF DESTINATION DISTRICT FIG. 86 INITIATION OF CU/BU INTRA DISTRICT TRANSFER BY DEO FIG. 87 REPORT INDICATING INITIATION OF CU/BU INTRA DISTRICT TRANSFER BY DEO FIG. 88 SELECTION OF CU/BU TO BE SENT BY WAREHOUSE IN-CHARGE OF SOURCE WAREHOUSE FIG. 89 REPORT INDICATING UNIT IDS OF BU SELECTED FOR TRANSFER BY WAREHOUSE IN-CHARGE FIG. 90 CU/BUS BEING RECEIVED IN THE DESTINATION WAREHOUSE FIG. 91 HISTORY REPORT OF WAREHOUSE IN-CHARGE FOR RECEIVED CUS/BUS FIG. 92 REPORT WITH DETAILS OF CUS RECEIVED BY THE DESTINATION WAREHOUSE FIG. 93 ACCESSING THE MONITORING GRID FOR INTER STATE TRANSFER AT VARIOUS LEVELS FIG. 94 RESULTING WINDOW SHOWING VARIOUS INTERSTATE TRANSFER ORDERS FOR MONITORING FIG. 95 REPORT TO VIEW THE DETAILS OF ORDER GENERATED BY ADMIN AND THE PROGRESS IN COMPLETING THE ORDER 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 FIG. 97 RECIPIENT DISTRICTS AND THE CUS/BUS THEY REQUIRE FIG. 98 SENDER WAREHOUSE(S) AND THE NO. OF CUS/BUS TO BE TRANSFERRED FIG. 99 DETAILS OF CUS/BUS CHOSEN BY SENDER WAREHOUSES FOR TRANSFER FIG. 100 DETAILS OF CUS/BUS RECEIVED BY THE RECIPIENT WAREHOUSE(S) FIG. 101 DETAILS OF CUS/BUS NOT RECEIVED BY THE RECIPIENT WAREHOUSE(S) FIG. 102 DETAILS OF CUS/BUS TO BE TRANSFERRED BY THE SENDER WAREHOUSE(S) FIG. 103 DISTRIBUTION OF CU/BU TO BE TRANSFERRED AS CHOSEN BY THE SENDER CEO FIG. 104 MODIFIED NO. OF CU/BU TO BE TRANSFERRED AS CHOSEN BY THE SENDER CEO FIG. 105 DETAILS OF CUS/BUS CHOSEN BY SENDER WAREHOUSES FOR TRANSFER FIG. 106 REPORT FOR DETAILS OF CUS/BUS SENT BY THE WAREHOUSE AGAINST AN ORDER FIG. 107 DISTRIBUTION OF CU/BU BY THE SENDER DEO FIG. 108 DISTRIBUTION OF CU/BU FOR THE WAREHOUSES AS CHOSEN BY THE SENDER DEO FIG. 109 MODIFIED NO. OF CU/BU TO BE TRANSFERRED BY THE WAREHOUSE AS CHOSEN BY THE SENDER DEO FIG. 110 DETAILS OF CUS/BUS CHOSEN BY SENDER WAREHOUSES FOR TRANSFER Jun 2015 Page 6 of 168

7 FIG. 111 REPORT FOR DETAILS OF CUS/BUS SENT BY THE WAREHOUSE AGAINST AN ORDER FIG. 112 REPORT TO VIEW THE DETAILS OF ORDER GENERATED BY ADMIN AND THE PROGRESS IN COMPLETING THE ORDER FIG. 113 ORDER DETAILS OF SENDER STATE, CUS/BUS ORDERED BY ECI, RECIPIENT AND SENDER FIG. 114 SOURCE DISTRICTS AND THE CUS/BUS ORDERED FOR TRANSFER FIG. 115 SENDER WAREHOUSE(S) AND THE NO. OF CUS/BUS TO BE TRANSFERRED FIG. 116 DETAILS OF CUS/BUS CHOSEN BY SENDER WAREHOUSES FOR TRANSFER FIG. 117 DETAILS OF CUS/BUS RECEIVED BY THE RECIPIENT WAREHOUSE(S) FIG. 118 CUS/BUS IN TRANSIT WHICH CAN BE RETURNED BY THE WI TO WAREHOUSE FIG. 119 ADDITION OF BOX NO. TO UNITS OF OLDER SUPPLY ORDERS... FIG. 120 REASSIGNING BOXES TO WAREHOUSES BY DEO FIG. 121 ERROR MESSAGE DURING CONFLICTING DATA ENTRY FIG. 122 CONFIRMATION OF DELETION REQUEST SENT FIG. 123 CONFLICT REQUEST RECEIVED / SENT BY WI FIG. 124 CONFLICT REQUESTS SENT BY WI & SENDING REMINDER SMS FOR DELETION FIG. 125 CONFLICT REQUEST RECEIVED BY WI & SENDING SMS AFTER DELETION FIG. 126 MAIN MENU FOR CONFLICT REQUEST AT EACH LEVEL FIG. 127 EVM CONFLICT REPORT BY CONFLICTING STATES IN GRID FIG. 128 EVM CONFLICT REPORT BY CONFLICTING STATES IN GRID FIG. 129 EVM CONFLICT REQUEST SENT- DETAILS FIG. 130 EVM CONFLICT DETAILED BU REPORT OF CONFLICT REQUESTS SENT FIG. 131 CONFLICT SUMMARY REPORT OF CU CONFLICT REQUEST RECEIVED FIG. 132 CONFLICT DETAILS BU REPORT BY CONFLICTING STATES FIG. 133 CONFLICT REQUEST RECEIVED BY A WAREHOUSE FIG. 134 CONFLICTING UNIT S IMAGE UPLOADED FIG. 135 ENLARGED VIEW OF UPLOADED IMAGE FIG. 136 SUMMARY WITH IMAGES UPLOADED REPORT FOR EVMADMIN/CEO/DEO FIG. 137 CONFLICT REQUEST MONITORING REPORT FOR EVMADMIN/CEO/DEO FIG. 138 DOWNLOADING SAMPLE IMAGE FOR CEO/DEO/WI FIG. 139 UPDATING USER INFO FIG. 140 SMS SERVICE FIG. 141 GENERATE BAR CODE AT WI LEVEL FIG. 142 GENERATING BAR CODES FIG. 143 GENERATED BAR CODE FIG. 144 INITIATION OF PHYSICAL VERIFICATION CYCLE BY EVMADMIN FIG. 145 EDITING THE PHYSICAL VERIFICATION CYCLE BY ECI ADMIN USER FIG. 146 PHYSICAL VERIFICATION AT WI LEVEL FIG. 147 CONFIRMATION MESSAGE ON PHYSICAL VERIFICATION FIG. 148 VERIFIED UNIT IN THE GRID FIG. 149 CONFIRMATION FOR FINALIZING PHYSICAL VERIFICATION FIG. 150 NO DATA ENTRY IN MASTER STOCK REGISTER FIG. 151 CU/BU IN TRANSIT FROM THE WAREHOUSE FIG. 152 CU/BU IN TRANSIT TO THE WAREHOUSE FIG. 153 CU/BU ENTERED IN OTHER WAREHOUSE FIG. 154 CU/BU IN TRANSIT FROM SOME WAREHOUSE TO ANOTHER FIG. 155 PHYSICAL VERIFICATION REPORTS AT ECI ADMIN LEVEL USER FIG. 156 PHYSICAL VERIFICATION REPORTS AT CEO AND DEO LEVEL USER FIG. 157 SUMMARY BY WAREHOUSE OF PHYSICAL VERIFICATION FIG. 158 SUMMARY BY DISTRICTS OF PHYSICAL VERIFICATION FIG. 159 PHYSICAL VERIFICATION REPORT OF CU & BU FOR WI USER FIG. 160 PHYSICAL VERIFICATION FINALIZATION FIG. 161 SELECT BULK CU/BU FOR TRANSFER TO WAREHOUSE (STRONG ROOM) FOR FLC FIG. 162 SELECTING UNITS FOR MARKING AS FLC OK /FLC FAILED FIG. 163 UNIT LIST MARKED AS FLC OK OR FLC FAILED FIG. 164 TRANSFER OF FLC OK UNITS FROM WAREHOUSE IN-CHARGE (STRONG ROOM) FIG. 165 POLLING STATIONS DETAILS REPORT FIG. 166 ASSIGNING POLLING STATIONS BY UNITS AT AC STRONG ROOM FIG. 167 ASSIGNING UNITS FOR RESERVE /TRAINING FIG. 168 DETAILED STATUS REPORT OF FLC UNITS AVAILABLE IN STRONG ROOM AC FIG. 169 DETAILED REPORT OF UNITS IN POLLING STATIONS FOR ELECTIONS Jun 2015 Page 7 of 168

8 FIG. 170 DETAILED REPORT OF UNITS IN RESERVE FIG. 171 ALLOCATING RESERVE UNITS TO THE POLLING STATION FOR POLLING FIG. 172 TRANSFERRING UNITS FROM STRONG ROOM AC FIG. 173 ERROR WHILE SENDING ALLOCATED UNITS FOR POLLING FIG. 174 ELECTION SCHEDULE FOR THE STATE FIG. 175 EP PENDING STATUS UPDATE BY CEO FIG. 176 CEO MAIN MENU FIG. 177 ELECTION PETITION DATA ENTRY BY CEO FIG. 178 DATA ENTRY STATUS REPORT FIG. 179 CREATE AND UPDATE DEO USERS Jun 2015 Page 8 of 168

9 INTRODUCTION 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: 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. 12 Jun 2015 Page 9 of 168

10 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 Then first uninstall the old version and then install the newer one. 1. Change Password Fig. 2 Login Page: Automatic update to latest Version 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. 12 Jun 2015 Page 10 of 168

11 2. Main Menu Page Fig. 3 Change Password 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 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 12 Jun 2015 Page 11 of 168

12 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 Summary Pre Post CUBU 19. Warehouse Reports 20. Usage Log 21. EVM Checked Drill Down Status Report 12 Jun 2015 Page 12 of 168

13 22. Status wise EVM Count 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 Fig. 5 CEO s Main Menu Page 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 14. Summary Pre Post Jun 2015 Page 13 of 168

14 d. Warehouse In-Charge Fig. 6 DEO s Main Menu Page 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 12 Jun 2015 Page 14 of 168

15 Fig. 10.c Strong Room AC Loksabha Type Warehouse Incharge 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 This field represents the date at which the warehouse is physically verified. 12 Jun 2015 Page 15 of 168

16 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. 12 Jun 2015 Page 16 of 168

17 Click on New 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. Select warehouse ID Click on Search button 12 Jun 2015 Page 17 of 168

18 Fig. 13 Warehouse Master screen showing: how to search an existing warehouse. 12 Jun 2015 Page 18 of 168

19 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. Select warehouse ID Click on Search button Click on Edit button to modify the record. Click on Save button to save the record Fig. 14 Warehouse Master screen showing: how to modify an exiting warehouse. 12 Jun 2015 Page 19 of 168

20 Click on Exit button to close the form. Fig. 15 Warehouse Master screen showing: how to close the form 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 12 Jun 2015 Page 20 of 168

21 4. Master Stock Register Data Fig. 16 Deletion of Warehouse by DEO 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 Select the owner state name. 12 Jun 2015 Page 21 of 168

22 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. Select warehouse ID Select Unit Type Search a Unit Click on Add new record button Click on Save button Fig. 17 Master Stock Register Screen: showing: how to add new unit. 12 Jun 2015 Page 22 of 168

23 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. Select warehouse ID Select Unit Type Only for models Click on Add new record button Click on Save button Fig. 18 Master Stock Register Screen: showing: how to search an existing unit. 12 Jun 2015 Page 23 of 168

24 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. Select warehouse ID Select Unit Type Only for models Click on Add new record button Click on Edit button to modify record. Click on Delete button to delete record. Fig. 19 Master Stock Register Screen: showing: how to modify an existing unit. Click on Save button Steps to delete an existing record in MSRD Screen: 12 Jun 2015 Page 24 of 168

25 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. Select warehouse ID Select Unit Type Only for models Click on Add new record button Click on Delete button to delete the record. Fig. 20 Master Stock Register Screen: showing: how to modify an existing unit. Click on Save button 12 Jun 2015 Page 25 of 168

26 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 Incharge 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. Fig. 21 Report for Control Units 12 Jun 2015 Page 26 of 168

27 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 Incharge 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. Fig. 22 Report for Ballot Units 12 Jun 2015 Page 27 of 168

28 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. Fig. 23 Audit Trail report 12 Jun 2015 Page 28 of 168

29 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. Fig. 24 Exception Report 12 Jun 2015 Page 29 of 168

30 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 models by clicking on the checkbox and then clicking on the Get Report button. Fig. 25 EVM Search Report for CU & BU 12 Jun 2015 Page 30 of 168

31 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. Fig. 27 Summary of BU and CU by status 12 Jun 2015 Page 31 of 168

32 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 Fig. 28 Data Entry Status of BU and CU with SEC as per ECI records 12 Jun 2015 Page 32 of 168

33 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. Fig. 29 District Wise Summary Report for State CEO 12 Jun 2015 Page 33 of 168

34 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. Fig. 30 District Wise Summary Report for State DEO 12 Jun 2015 Page 34 of 168

35 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 12 Jun 2015 Page 35 of 168

36 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 Units in Polling Station Report (CU/BU) This report displays the Control Units and Ballots Units allotted to polling stations 12 Jun 2015 Page 36 of 168

37 5.14. Polling Station Details Report This report displays the polling stations details 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 6. Master Stock Register Data 12 Jun 2015 Page 37 of 168

38 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 Fig. 32 Master Stock Register for DEO level user 12 Jun 2015 Page 38 of 168

39 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 incharge. He can also reset the password by clicking on the reset password button. 12 Jun 2015 Page 39 of 168

40 8. Transfer of CU & BU 8.1. Inter State Transfer of CU/BU Data-Flow Diagram (DFD) Reports Sent to:- CEO Destination State Initiated by EVM Admin (ECI) Reports Sent to:- CEO Destination State CEO (Source State) CEO (Destination State) CEO Destination State DEO Source State DEO Destination State Selects districts from the source state to send the CU/BU (District Mapping) CEO chooses the district in which the CU/BU is to be received CEO Source State CEO Destination State DEO Destination State Warehouse Incharge Source State DEO (Source State) Selects warehouse to send the CU/BU DEO (Destination State) Selects warehouse to receive the CU/BU Warehouse In- Charge Destination State CEO Source State CEO Destination State DEO Destination State Warehouse In-charge (Source State) Selects the CU/BU to be sent Warehouse In-charge (Destination State) Receives the CU/BU CEO,DEO Source State CEO,DEO Destination State Warehouse Incharge Source State EVMADMIN (ECI) 12 Jun 2015 Page 40 of 168

41 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. Fig. 35 Checking availability of CU/BU in the source state 12 Jun 2015 Page 41 of 168

42 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. 12 Jun 2015 Page 42 of 168

43 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. 12 Jun 2015 Page 43 of 168

44 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. 12 Jun 2015 Page 44 of 168

45 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. 12 Jun 2015 Page 45 of 168

46 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. Fig. 44 Report indicating the source warehouse for sending the CU/BU 12 Jun 2015 Page 46 of 168

47 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. Fig. 45 Editing ordered no. of CUs/BUs by DEO 12 Jun 2015 Page 47 of 168

48 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 12 Jun 2015 Page 48 of 168

49 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. 12 Jun 2015 Page 49 of 168

50 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. 12 Jun 2015 Page 50 of 168

51 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 Incharge, 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 incharge after physical verification of the unit. 12 Jun 2015 Page 51 of 168

52 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. 52 History Report of warehouse in-charge for received CUs/BUs 12 Jun 2015 Page 52 of 168

53 Fig. 53 Acknowledgement Report with details of BUs received by the warehouse of destination state 12 Jun 2015 Page 53 of 168

54 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 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 Incharge Source State CEO Source State Commissioner CEO Level user-of Destination State SEC DEO Destination State CEO (Source State) Selects districts from the source state to send the CU/BU (District Mapping) DEO (Source State) Selects warehouse to send the CU/BU Warehouse In-charge (Source State) Selects the CU/BU to be sent Initiated by EVM Admin (ECI) Commissioner (CEO level user) Destination SEC Commissioner (CEO level user) Maps SEC district (only one) and quantity for receiving CU/BU 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 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 Incharge Source State EVMADMIN (ECI) 12 Jun 2015 Page 54 of 168

55 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. Fig. 55 Checking availability of CU/BU in the source state stock 12 Jun 2015 Page 55 of 168

56 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. 12 Jun 2015 Page 56 of 168

57 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 submenu, 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. 59 Login for SEC users 12 Jun 2015 Page 57 of 168

58 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. 12 Jun 2015 Page 58 of 168

59 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. 12 Jun 2015 Page 59 of 168

60 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 12 Jun 2015 Page 60 of 168

61 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. Fig. 65 Report indicating the source warehouse for sending the lent CU/BU 12 Jun 2015 Page 61 of 168

62 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. Fig. 66 Drill Down Report by sender at DEO level 12 Jun 2015 Page 62 of 168

63 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 12 Jun 2015 Page 63 of 168

64 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. 12 Jun 2015 Page 64 of 168

65 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. 12 Jun 2015 Page 65 of 168

66 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 either manually or via barcode reader by scanning the barcode pasted on the backside of CU/BU and then 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. 69 Selection of CUs/BUs to be sent by the Source Warehouse in-charge Once this process is complete, the order is hidden from display in the grid indicating successful completion of sending of CUs/BUs by the warehouse in-charge of the source state. Reports for the successful loaning 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. 12 Jun 2015 Page 66 of 168

67 Fig. 70 Report generated indicating the unit Ids of CU/BU selected for loaning to SEC Once the CUs/BUs are sent from the warehouse of the source state, the DEO of the destination SEC state must now select the warehouse in which he would like to receive those CUs/BUs. He may choose to receive the CUs/BUs in one warehouse only. 12 Jun 2015 Page 67 of 168

68 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. If the warehouse is not created, first create the warehouse and generate the user id password for warehouse in-charge 12 Jun 2015 Page 68 of 168

69 Fig. 71 Distribution of CU/BUs in various warehouses by SEC 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 lent. Fig. 72 Report generated indicating unit Ids of CU/BU received against an order Now the warehouse in-charge of the destination state SEC must receive the CUs/BUs. He should login to his account and go to the Supply Orders section. 12 Jun 2015 Page 69 of 168

70 Under the Receive EVMs tab, the SEC 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 SEC 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 SEC warehouse in-charge after physical verification of the unit. Fig. 73 CU/BUs being received by the SEC warehouse in-charge of the destination SEC district 12 Jun 2015 Page 70 of 168

71 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. 74 History Report of SEC warehouse in-charge for received CUs/BUs 12 Jun 2015 Page 71 of 168

72 Fig. 75 Acknowledgement Report with details of BUs received by the warehouse of SEC destination state 12 Jun 2015 Page 72 of 168

73 8.3. Intra State Transfer of CU/BU Data-Flow Diagram (DFD) Reports Sent to:- Reports Sent to:- DEO Source District Initiated by CEO DEO Source District CEO Source State Warehouse In- Charge Source District DEO (Source District) Selects warehouse to send the CU/BU DEO (Destination District) Selects warehouse to receive the CU/BU Warehouse In- Charge Destination District CEO - Source State DEO Source District DEO Destination District Warehouse In-charge (Source District) Selects the CU/BU for Transfer Warehouse In-charge (Destination District) Receives the CU/BU after physical transfer CEO - State DEO Source District DEO Destination District Warehouse Incharge Source District 12 Jun 2015 Page 73 of 168

74 Intra State transfer of CU/BU refers to the transfer of CU and BU from one district to another. This process is initiated by the CEO of the state. On successful login, the CEO can choose the New Supply orders option from the sub-menu of CEO on the main menu page and then select the Intra State Transfer tab. Fig. 76 Initiation of CU/BU Intra State transfer by CEO The CEO should choose the source district and the destination district for the transfer of the machine. Also the no. of CUs and BUs to be transferred depending on their type (BEL/ECIL) and year of manufacture (pre 2006/post 2006) is to be provided. The Save 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 district. Before allocating units from a district/(s), the Units Available for Allocation Report, under the Reports section of the CEO main menu, can be generated to view the units in various districts that are available in the warehouses in working condition, are not marked to be sent for any other supply order and can be allocated to generate an Intra-State supply order. 12 Jun 2015 Page 74 of 168

75 Fig. 77 Initiation of CU/BU Intra State transfer by CEO The report above shows the available units for allocation for each district of the state. The following order will be generated which, as indicated, goes to the DEO of both the source and destination districts. Fig. 78 Report generated after initiation of Intra State transfer of CU/BU The DEO of the source district must now login to check the supply order and initiate the process on his end. On successful login, the DEO can check the Orders sub-menu, under DEO menu on the main menu page. Under the Orders section, the source district s DEO can view the new order generated by the CEO. He must now indicate the warehouse(s) from which he would like to send the CUs & BUs 12 Jun 2015 Page 75 of 168

76 Fig. 79 Selection of Source Warehouse to send CU/BU by DEO of Source District The DEO must first select the order by clicking on the Select button and then choose the warehouse(s) and the quantity of CUs/BUs depending on their type and year of manufacture from which he would like to send the CUs/BUs. He may choose to provide all CUs/BUs from one or more warehouses. Once the choice is made, the DEO 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 districts. This report, as indicated, is received by the CEO of the state indicating the transfer of CU/BU. 12 Jun 2015 Page 76 of 168

77 Fig. 80 Report indicating the transfer of CU BU from Source to Destination district Now the warehouse in-charge of the warehouse from which the CUs/BUs are to be transferred must login to his account and select the transfer of the indicated no. of CUs/BUs. He must go to the Supply Orders sub-menu of the Warehouse menu on the main menu page. The warehouse in-charge must first select the order by clicking on the Select button and then select the type of machine (CU/BU) from the list. Depending on the machine fetched from the warehouse physically, the user must select the unit type, manufacturer and then 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 12 Jun 2015 Page 77 of 168

78 Fig. 81 Selection of CU/BU 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. Report for CUs to be sent is shown below. The History report will indicate the details of the CUs/BUs being sent from the corresponding 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. 12 Jun 2015 Page 78 of 168

79 Fig. 82 Report indicating unit Ids of CU chosen to be sent by the source Warehouse in-charge Once the CUs/BUs are sent from the warehouse of the source district, the DEO of the destination district 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. 12 Jun 2015 Page 79 of 168

80 Fig. 83 Distribution of CU/BUs to be received in various warehouses by the DEO of the destination district Fig. 84 Report indicating the destination warehouse and unit Ids of BU to be received Now the destination warehouse in-charge of the destination district 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. 12 Jun 2015 Page 80 of 168

81 After physically verifying the condition of the Cu/BU received by the Warehouse Incharge, 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 incharge after physical verification of the unit. Fig. 85 CU/BUs being received by the warehouse in-charge of the destination district The same procedure must be followed for both the type of CUs/BUs and the data must be saved. The appropriate report generated can be viewed from the reports section. 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. 12 Jun 2015 Page 81 of 168

82 Fig. 86 History Report of warehouse in-charge for received CUs/BUs Fig. 87 Report with details of BUs received by the warehouse of destination district 12 Jun 2015 Page 82 of 168

83 8.4. Intra District Transfer of CU/BU Data-Flow Diagram (DFD) Reports Sent to:- Warehouse In-Charge Source Warehouse In-Charge Destination Initiated by DEO DEO selects the warehouse to transfer CU/BU and warehouse to receive CU/BU Reports Sent to:- Warehouse In-Charge Source Warehouse In-Charge Destination CEO - State DEO State Warehouse In-charge Destination Warehouse In-charge (Source) Selects the CU/BU to be sent Warehouse In-charge (Destination) Receives the CU/BU after physical verification CEO - State DEO State Warehouse In-charge Source 12 Jun 2015 Page 83 of 168

84 Intra District transfer of CU/BU refers to the transfer of CU and BU from one warehouse to another. This process is initiated by the DEO of a district. On successful login, the DEO can choose the Intra District Transfer option from the sub-menu of DEO on the main menu page. Fig. 88 Initiation of CU/BU Intra District transfer by DEO The DEO should choose the source warehouse and the destination warehouse for the transfer of the machine. Also the no. of CUs and BUs to be transferred is to be provided. The Save 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 warehouse. Report indicating the transfer of CU/BU from the selected warehouses is generated for the Warehouse In-charges of both the warehouses. It also contains details on the selected no. of CU/BU for the transfer. 12 Jun 2015 Page 84 of 168

85 Fig. 89 Report indicating initiation of CU/BU Intra District transfer by DEO The warehouse in-charge of the source warehouse must now login to select the CUs/BUs to be sent to the other warehouse. On successful login, the warehouse in-charge can check the Supply Orders sub-menu, under Warehouse menu on the main menu page. Under the Supply Orders section, the source warehouse in-charge can view the new order generated by the DEO. He must now select the CU/BU to be sent. The warehouse in-charge must first select the order by clicking on the Select button and then select the type of machine (CU/BU) from the list. Depending on the machine fetched from the warehouse physically, the user must select the unit type, manufacturer and then 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 12 Jun 2015 Page 85 of 168

86 Fig. 90 Selection of CU/BU to be sent by Warehouse In-charge of Source Warehouse 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 warehouse. 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 corresponding 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. 12 Jun 2015 Page 86 of 168

87 Fig. 91 Report indicating unit Ids of BU selected for transfer by warehouse incharge Once the CUs/BUs are sent from the source warehouse, the warehouse in-charge of the destination warehouse must now 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 incharge after physical verification of the unit. 12 Jun 2015 Page 87 of 168

88 Fig. 92 CU/BUs being received in the destination warehouse The same procedure must be followed for both the type of CUs/BUs and the data must be saved. The appropriate report generated can be viewed from the reports section. 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. 12 Jun 2015 Page 88 of 168

89 Fig. 93 History Report of warehouse in-charge for received CUs/BUs Fig. 94 Report with details of CUs received by the destination warehouse 12 Jun 2015 Page 89 of 168

90 9. Monitoring Grid for Interstate Orders for Admin/CEO/DEO/WI levels For the purpose of monitoring the status of the Inter State transfer order of CUs/BUs generated by Admin, a monitoring grid is provided at all user levels. This report can be used by users at all levels to see the original order generated by the Admin and also monitor the progress to complete the order. Once the user logs in to the software, they can access the monitoring grid as shown below at each level. EVMADMIN USER LEVEL CEO USER LEVEL 12 Jun 2015 Page 90 of 168

91 DEO USER LEVEL WAREHOUSE IN-CHARGE USER LEVEL Fig. 95 Accessing the Monitoring Grid for Inter State Transfer at various levels Once the user clicks on the section as indicated above, a separate window opens as shown below. 12 Jun 2015 Page 91 of 168

92 Fig. 96 Resulting window showing various Interstate Transfer Orders for monitoring Report for Pending BU(s) and CU(s) will be displayed when the user click on the buttons Pending BU(s) and Pending CU(s) 12 Jun 2015 Page 92 of 168

93 The user must click on the Drill down Report by sender or receiver button to see the details of the order generated by ECI for inter state transfer of CUs/BUs. All the Pending BU s and CU s can be seen by clicking on Pending BU(s) and Pending CU(s) button 9.1. Drill down Report by sender CEO level Modification and Monitoring for Inter State Orders generated by ECI Admin in Drill down grid by sender CEO, Once the user clicks on the Drill down Report by sender button, the following screen appears. 12 Jun 2015 Page 93 of 168

94 Fig. 97 Report to view the details of order generated by Admin and the progress in completing the order For a particular order generated by the Admin, CUs/BUs may be transferred from more than one state to a particular state or CUs/BUs can be transferred from one particular state to a no. of states. This report enables to see the original order of the Admin, which will also give details of all the other states involved in completing the order and the progress at their end and the total of all the CUs/BUs sent/received at the CEO/DEO/WI level. The order monitoring report can also be exported to excel using the Export to Excel button. As shown above, FROM state and TO state are shown in the grid along with FROM district. Details of the receiving district, sender warehouse and receiving warehouse can also be viewed by clicking on the appropriate column of the order. The header of the columns reads (Click to see the Details), where the user can click on the order column in the grid to view particular details. Clicking on the 1st column From State (Click on State to see the details of the Recipient State) opens the following window. Printout of the grid can be taken after Restore Down for reducing the size of the screen and clicking on Print 12 Jun 2015 Page 94 of 168

95 Fig. 98 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 1. As the order shows, West Bengal has to transfer CUs/BUs to Punjab and Uttarakhand. The columns BU ordered by ECI, CU ordered by ECI indicate the no. of CUs/BUs that need to be transferred from the source state to the particular recipient states. The columns BU ordered by CEO, CU ordered by CEO indicate the no. of CUs/BUs that have been chosen by the CEO for transfer. The difference in the no. CUs/BUs ordered by ECI and the no. of CUs/BUs ordered by CEO are the remaining no. of CUs/BUs that need to be ordered by the sender CEO to complete the order. 2. To view the details of the recipient district and the desired no. of CUs/BUs, click on the 3rd column From District (Click on District to view details of Recipient District). It indicates the chosen recipient districts and the no. of CUs/BUs required by them. Printout of the grid can be taken after Restore Down for reducing the size of the screen and clicking on Print 12 Jun 2015 Page 95 of 168

96 Fig. 99 Recipient Districts and the CUs/BUs they require 3. The columns No. of BU ordered by sender CEO, No. of CU ordered by sender CEO indicate the total no. of CUs/BUs that are to be transferred from the particular sender district of the sender state. 4. To view the details of the sender warehouse chosen by the sender DEO & the no. of BUs/CUs to be transferred from the warehouse, click on columns No. of BU ordered by sender DEO (Click for Details) & No. of CU ordered by sender DEO (Click for Details). 12 Jun 2015 Page 96 of 168

97 Fig. 100 Sender warehouse(s) and the no. of CUs/BUs to be transferred If more than one warehouse is selected by the sender DEO for the transfer of CUs/BUs, then the chosen warehouses & the break-up of no. of CUs/BUs sent by each warehouse can be seen by clicking on the order grid of the column No. of BU selected by Sender Warehouse (Click for details) & No. of CU selected by Sender Warehouse (Click for details) Fig. 101 Details of CUs/BUs chosen by sender warehouses for transfer Details of CUs/BUs received by the recipient warehouse can be checked by clicking on the order grid of the columns No. of BU received by Warehouse (Click for details) & No. of CU received by Warehouse (Click for details) 12 Jun 2015 Page 97 of 168

98 Fig. 102 Details of CUs/BUs received by the recipient warehouse(s) This entire monitoring grid enables all the users to keep a check on the amount of work that is pending in completing the order and the level at which it is pending. If the ECI Admin/CEO/DEO/WI level user wants to see the report of CU/BU id s with box numbers which are pending for distribution by recipient DEO and Warehouse Incharge. Then can click on the figures mentioned before their district under the column heading BU sent by warehouse/ CU sent by Warehouse 12 Jun 2015 Page 98 of 168

99 Fig. 103 Details of CUs/BUs not received by the recipient warehouse(s) 12 Jun 2015 Page 99 of 168

100 During the monitoring process, there may be a case where in the CEO of the sender state may like to change the distribution of CUs/BUs that he has chosen for transfer from a list of districts that he has chosen for the transfer of CUs/BUs. Fig. 104 Details of CUs/BUs to be transferred by the sender warehouse(s) As indicated above, one of the districts has mapped the warehouses for sending the CUs/BUs as per the order and the sender warehouse has also selected CUs/BUs for transfer. In such a case, modifying the order by the CEO is not possible. It is essential to note that any modification that can be made to the district mapping done by the CEO of the sender state is possible only when the DEO s of the chosen districts have not started to act on the CEO s instruction and have not chosen any warehouse for further distribution The CEO, before making any changes to the order distribution must first check on the status of the number of CU/BU ordered by sender DEO. This value must be blank. To make the modification, the CEO user must click on the order grid of the column From District (Click on District to see the details of the Recipient district. The following screen appears specifying the details of CU/BU ordered by the sender CEO for the recipient districts. Fig. 105 Distribution of CU/BU to be transferred as chosen by the Sender CEO The user may choose to either increase or decrease the no. of CU/BU selected for transfer for any of the recipient districts. For the same, the CEO user needs to click on the value of the column that he desires to change, put in the values of desired no. of units to be sent and then click on the save button. Fig. 106 Modified no. of CU/BU to be transferred as chosen by the Sender CEO It must be noted that the sender CEO cannot choose new districts to complete the order but can only change the distribution of the CUs/BUs to be transferred by each selected district and this modification can be implemented so long as none of the DEOs has chosen any warehouse for the transfer of CUs/BUs. The sender CEO can also view the CU/BU ids chosen by the sender warehouse against the order. To check the same, the user must click on the order grid of the column No. of BU 12 Jun 2015 Page 100 of 168

101 selected by Sender Warehouse (Click for details) & No. of CU selected by Sender Warehouse (Click for details). The following screen appears. Fig. 107 Details of CUs/BUs chosen by sender warehouses for transfer If the user now clicks on the grid row to see the BU/CU sent by warehouse, the following report is generated which provides the unit id details of CU/BU sent by the warehouse depending on the user s selection. Fig. 108 Report for details of CUs/BUs sent by the warehouse against an order Note: Printout of the grids can be taken after clicking on Restore Down for reducing the size of the screen and click on Print button 9.2. Drill down Report by Sender DEO Modification and Monitoring for Inter State Orders generated by ECI Admin in Drill down grid by Sender DEO In case, the DEO has chosen the warehouses for the transfer of EVMs, then the CEO cannot make any changes in the desired no. of CUs/BUs to be sent by the districts chosen by him. Now its only the DEO who can make any changes in the distribution of the no. of CUs/BUs to be sent by the warehouses chosen by the DEO. 12 Jun 2015 Page 101 of 168

102 Fig. 109 Distribution of CU/BU by the Sender DEO As indicated above, the warehouse in-charge of the sender warehouse has not yet acted upon the DEO s instructions. Hence the DEO can presently make modifications in the no. of units to be transferred from each warehouse. The order monitoring report can also be exported to excel using the Export to Excel button. For the same, the DEO must click on the order column of Number of BU order by Sender DEO (Click for details) or Number of CU order by Sender DEO (Click for details). The screen below appears in the front Fig. 110 Distribution of CU/BU for the warehouses as chosen by the Sender DEO The DEO user may choose to either increase or decrease the no. of CU/BU selected for transfer for any of the recipient districts. The DEO user needs to click on the value of the column that he desires to change, put in the values of desired no. of units to be sent and then click on the save button. 12 Jun 2015 Page 102 of 168

103 Fig. 111 Modified no. of CU/BU to be transferred by the warehouse as chosen by the Sender DEO It must be noted that the sender DEO cannot choose new warehouses to complete the order but can only change the distribution of the CUs/BUs to be transferred by each selected warehouse and this modification can be implemented so long as the warehouse in-charge of any of the warehouses has not chosen any CU/BU for transfer. The sender DEO can also view the CU/BU ids chosen by the sender warehouse against the order. To check the same, the user must click on the order grid of the column No. of BU selected by Sender Warehouse (Click for details) & No. of CU selected by Sender Warehouse (Click for details). The following screen appears. Fig. 112 Details of CUs/BUs chosen by sender warehouses for transfer If the user now clicks on the grid row to see the BU/CU sent by warehouse, the following report is generated which provides the unit id details of CU/BU sent by the warehouse depending on the user s selection. Fig. 113 Report for details of CUs/BUs sent by the warehouse against an order 12 Jun 2015 Page 103 of 168

104 9.3. Drill Down Report by Recipient Note: Printout of the grids can be taken after clicking on Restore Down for reducing the size of the screen and click on Print button Once the user clicks on the Drill down Report by Recipient button, the following screen appears. Restore Down Fig. 114 Report to view the details of order generated by Admin and the progress in completing the order For a particular order generated by the Admin, CUs/BUs may be transferred from more than one state to a particular state or CUs/BUs can be transferred from one particular state to a no. of states. This report enables to see the original order of the Admin, which will also give details of all the other states involved in completing the order and the progress at their end. As shown above, the To state and From state are shown in the grid along with the To district. Details of the sender district, sender warehouse and receiving warehouse can also be viewed by clicking on the appropriate column of the order. The header of the columns reads (Click to see the Details), where the user can click on the order column in the grid to view particular details. Clicking on the 1st column From State (Click on State to see the details of the Recipient State) opens the following window. 12 Jun 2015 Page 104 of 168

105 Fig. 115 Order details of sender state, CUs/BUs ordered by ECI, recipient and sender As the order shows, Uttar Pradesh has to receive CUs/BUs from Chattisgarh. The columns BU ordered by ECI, CU ordered by ECI indicate the no. of CUs/BUs that need to be transferred from the source state to the recipient state. The columns BU ordered by sender CEO, CU ordered by CEO indicate the no. of CUs/BUs that have been chosen by the CEO for transfer. The columns BU ordered by recipient CEO, CU ordered by recipient CEO indicate the no. of CUs/BUs desired by the recipient. The difference in the no. CUs/BUs ordered by sender CEO and the no. of CUs/BUs ordered by recipient CEO are the remaining no. of CUs/BUs that need to be ordered by the sender CEO to complete the order. To view the details of the sender district and the ordered no. of CUs/BUs, click on the 3rd column To District (Click on District to view details of Recipient District). It indicates the sender districts and the no. of CUs/BUs ordered for transfer by them. 12 Jun 2015 Page 105 of 168

106 Fig. 116 Source Districts and the CUs/BUs ordered for transfer The columns Total BU ordered by recipient CEO, Total CU ordered by recipient CEO, Total BU ordered by sender CEO, Total CU ordered by sender CEO indicate the total no. of CUs/BUs that the recipient CEO desires to receive and the total no. of CUs/BUs ordered by the sender for transfer. To view the details of the sender warehouse chosen by the sender DEO & the no. of BUs/CUs to be transferred from the warehouse, click on columns Total BU ordered by sender DEO (Click for Details) & Total CU ordered by sender DEO (Click for Details). Fig. 117 Sender warehouse(s) and the no. of CUs/BUs to be transferred If more than one warehouse is selected by the sender DEO for the transfer of CUs/BUs, then the chosen warehouses & the break-up of no. of CUs/BUs sent by each warehouse can be seen by clicking on the order grid of the column Total BU sent by Warehouse (Click to view details) & Total CU sent by Warehouse (Click to view details) 12 Jun 2015 Page 106 of 168

107 Fig. 118 Details of CUs/BUs chosen by sender warehouses for transfer Details of CUs/BUs received by the recipient warehouse can be checked by clicking on the order grid of the columns Total BU received by Warehouse (Click to view details) & Total CU received by Warehouse (Click to view details) Fig. 119 Details of CUs/BUs received by the recipient warehouse(s) This entire monitoring grid enables all the users to keep a check on the amount of work that is pending in completing the order and the level at which it is pending. Note: Printout of the grids can be taken after clicking on Restore Down for reducing the size of the screen and click on Print button 10. EVMs by Transit form for Sender Warehouse In-Charge EVMS by Transit form for Modification of Inter/Intra State, Intra District Orders by Sender WI 12 Jun 2015 Page 107 of 168

108 In case, the warehouse in-charge (WI) has chosen the CUs/BUs for transfer, then the DEO cannot make any changes in the desired no. of CUs/BUs to be sent by the warehouses chosen by him. Now it s only the WI who can get back the chosen the CUs/BUs back into his warehouse, so that the DEO can make changes in the distribution of the no. of units to be transferred among the chosen warehouses. Fig. 120 CUs/BUs in transit which can be returned by the WI to warehouse As indicated above, the WI must go the EVMs in Transit tab under the Supply Orders submenu under the Warehouse main menu. The WI user is able to see the orders for which he has already chosen the CUs/BUs to be transferred. The user must first select the unit type and the manufacturer and then click on the select button against a particular order. By default the selected unit type is BU and the selected manufacturer is BEL. As soon as the user clicks on the select button at the end of each order, the grid below gets populated with all the CUs/BUs, as selected in the unit type and per the manufacturer, which has been transferred from the particular warehouse and whose status is In Transit. It must be carefully noted that only those CUs/BUs which have not been accepted by the receiving warehouse would be seen in this grid. As soon as the grid gets populated, the unit type dropdown gets disabled. To choose a different type, the user must first click on the clear data button. This enables the unit type button and the grid gets cleared. The user may now select a different unit type to view the units in transit. 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. This will lead to population of the grid along with the details of the selected unit. 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. To get the CUs/BUs back into the warehouse, the WI user must click on the checkboxes available at the end of each unit id row and then click on the Save Returned Units button. All these units would then be returned to the warehouse and can be seen in the Master Stock Register Data Entry screen. Once the warehouse has returned some no. of CUs/BUs in the warehouse, the same will get reflected in the order viewed by the WI, DEO and CEO. Thus the no. of units returned back would be the difference reflected in the ordered no. of CU/BU by the DEO and the 12 Jun 2015 Page 108 of 168

109 ordered no. of CU/BU in the warehouse. The DEO can then re-distribute the remaining no. of CUs/BUs to the warehouses selected by him for transfer. 11. Reassigning Box nos. to warehouses The DEO can re-distribute the boxes received from other states (Inter-State Transfer)/ other districts (Intra-State Transfer/ Inter State Transfer for SEC) in its warehouses. Under Supply orders sub-menu of the DEO, a new tab with header Reassign Box Numbers has been added. On the form, the user must first select the order and then choose the unit type. Fig. 121 Reassigning boxes to warehouses by DEO As soon as the user chooses the unit type, the grid below gets populated with the details of all the box nos. associated with that particular order, no. of units in each box and the present warehouse to which it has been allocated. The user can then select the new warehouse to which he now desires to receive the boxes of the units and then click on the save button. 12. Conflict Request Conflict Request Sent Request sent by WI for conflict of CU/BU during data entry 12 Jun 2015 Page 109 of 168

110 During the data entry of CU/BU in the Master Stock Register Data Entry by Warehouse Incharge, at times the WI comes across certain Ballot/Control units for which data entry exist in other warehouse in district of same or other state. During such scenarios, the WI can now send a request for deletion/modification of data entry to the WI of the warehouse in which the unit is shown after physical verification of the unit in his warehouse. While making the data entry, when the WI clicks on save button, the following message box appears on the screen indicating the presence of the same unit in some other warehouse. Fig. 122 Error Message during conflicting data entry The WI is given an option to request the other WI to delete the unit from his warehouse and transfer it to him. The user should click on Yes only after a physical verification of the unit is done and all parameters such as the unit id, manufacturer and year of manufacturing have been properly checked. Once the user clicks on yes, the following screen appears. NOTE: While raising the conflict you have to upload the image as well. Fig. 123 Confirmation of Deletion request sent 12 Jun 2015 Page 110 of 168

111 Once the user clicks on yes, a request is sent to the WI of the warehouse in which the unit is shown to exist. The WI sending the conflict request can go to the Conflict Request sub-menu and click on Sent option for the same. He will then be able to view all the conflict requests generated by him. Fig. 124 Conflict Request Received / Sent by WI Fig. 125 Conflict Requests Sent by WI & Sending Reminder SMS for deletion The WI sending the request can also withdraw his request sent if he realizes that there was an error on his end while making the data entry. The WI can then click on the Withdraw Request button against the corresponding request he wishes to withdraw. The request row is then deleted from the grid. The WI can also send a SMS to the DEOs/WIs of the districts/warehouses with which the conflict is occurred. For the same, the user must select the unit type & then click on the Send SMS for Deletion/Modification button. This will send an SMS to all the DEOs/WIs to whom the conflict request have been raised for the particular unit type. Kindly note that only a summary of the CUs/BUs whose issue have been resolved will go in the sms & not the CU/BU ids Conflict Request Received Request Received by WI for conflict of CU/BU 1. The WI receiving the conflict request can go to the Conflict Request: sub-menu of the main menu and select the Received option for the same. The form shown below displays the data depending on the unit type chosen by the user. Fig. 126 Conflict request received by WI & Sending SMS after deletion 12 Jun 2015 Page 111 of 168

112 The WI must select the unit type and then click on the search button to view the units marked for deletion. Now the WI can physically verify the existence of the unit in his warehouse. In case the unit is not present in his warehouse, then he can click on the delete button and the unit would be deleted from his stock register. In case the unit does exist in the warehouse, but an error in the data entry made the unit conflicting, then the user can click on the Go to Edit button shown above. He will be re-directed to the Master Stock Register Data Entry screen where the corresponding row of the same unit would appear. He must then click on the edit button and edit the required fields. Once updated, he may click on save. The data row shown in the Deletion request form would get deleted once the updation is made. The WI can also send a SMS to the DEOs/WIs of the districts/warehouses from which he had received the conflict request. For the same, the user can select the unit type & then click on the Send SMS after Deletion/Modification button. This will send an SMS to all the DEOs/WIs from whom the conflict request had been raised & resolved for the particular unit type chosen. Kindly note that only a summary of the CUs/BUs whose issue have been resolved will go in the sms & not the CU/BU ids Reports for monitoring Conflict Request Various reports to view the no. of conflicting CUs/BUs along with the details of the states, districts & warehouses with which the conflict occurs is provided at each level. Once the user logs in to the software, they can access the monitoring grid as shown below at each level. EVMADMIN CEO 12 Jun 2015 Page 112 of 168

113 Fig. 127 Main Menu for Conflict Request at each level Report by Conflicting States in Grid Fig. 128 EVM Conflict Report by Conflicting States in grid The grid gets populated with all the data of the state(s), its district(s) and its warehouse(s) which are unable to make the data entry of a CU/BU because of a conflict of that unit id already being present in a warehouse of either the same or any other district in the same state or some other state. The grid also contains the no. of conflicting CUs/BUs. The report can be exported to excel using the Export to Excel button or printed using the Print button Report Against Conflicting States in Grid 12 Jun 2015 Page 113 of 168

114 Fig. 129 EVM Conflict Report by Conflicting States in grid Conflict Request - Sent Report indicating the details of the states, districts & warehouses with which the district of a state is facing conflict with regard to the CUs/BUs. Two reports: Summary & Details (BU/CU) are available under the Reports section. The EVMADMIN can view the data with regard to each state and all its districts which is facing conflicts with districts of its own state or other states as well as the no. of conflicting CUs/BUs. a. Summary This Summary report contains a consolidated list of all the states, their districts & their warehouses with which the conflicts have occurred & the conflict request has been sent to the states. 12 Jun 2015 Page 114 of 168

115 b. Details (CU/BU) Fig. 130 EVM Conflict Request Sent- Details The Details report is separate for CU & BU & contains the detailed unit id list of all the CUs/BUs which conflict with other states, their districts & their warehouses & for which the conflict request has been sent to the states. Fig. 131 EVM Conflict Detailed BU Report of Conflict Requests Sent Similarly, the CEO of a state, DEO of a district & WI of a warehouse can view its districts/warehouses respectively which are facing conflicts with warehouses of the same districts or other districts of its own state or other states Conflict Request - Received This report emphasizes on the states against which a state has reported conflicts of EVMs. Two reports: Summary & Details (BU/CU) are available under the Reports section. 12 Jun 2015 Page 115 of 168

116 c. Summary This Summary report contains a consolidated list of all the states, their districts & their warehouses against which a conflict of CU/BU occur, details of the state, district & warehouse which have reported a conflict along with the no. of conflicting CUs/BUs. Fig. 132 Conflict Summary Report of CU Conflict Request Received d. Details (CU/BU) The Details report is separate for CU & BU & contains the detailed unit id list of all the CUs/BUs which conflict with other states, their districts & their warehouses & for which the conflict request has been received from the states. Fig. 133 Conflict Details BU Report by Conflicting States Similarly, the CEO of a state, DEO of a district & WI of a warehouse can view its districts/warehouses respectively against which conflicts with warehouses of the same districts or other districts of its own state or other states have reported a conflict and which need to be resolved. 12 Jun 2015 Page 116 of 168

117 12.4. Upload Image of Conflicting Units The warehouse in-charge, while raising conflict requests during data entry into the Master Stock Register and while checking the received conflict requests can now upload the image of the unit after physical verification in the warehouse as a proof of the physical existence of the machine in the warehouse. 1. After logging into the EVM Tracking Application, the warehouse in-charge (WI) must go to the Conflict Request sub-menu under the Warehouse main menu. 2. The WI user can check for either the Sent or Received conflict requests. On the new window, the user may select the unit type and click on the Search button Fig. 134 Conflict Request Received by a warehouse 3. Once the WI user is ready with the.jpg image of the unit to be uploaded for the conflict request sender or receiver, he can select the unit from the grid and click on the upload image button on the row of the specific unit. 4. A new window will open allowing the WI user to select the image to be uploaded from the computer. Once selected the user will receive a confirmatory message. 5. The user will be able to see the image uploaded in the column Shown in warehouse - image. If the conflict request sender uploads an image, it will be shown in the Marked by warehouse-image. 12 Jun 2015 Page 117 of 168

118 Fig. 135 Conflicting unit s image uploaded 6. The user can click on the image to view an enlarged view of the same in a new window. Fig. 136 Enlarged view of uploaded image 7. The user can either save or print the image by clicking on the save image or print image buttons respectively Report for Monitoring Image upload status of conflicting CUs and BUs EVMADMIN/CEO/DEO can now view the images uploaded by the conflict request sender/receiver for their state/district by monitoring the Conflict Request report for conflicts received by their state/district and sent from their state/district 12 Jun 2015 Page 118 of 168

119 1. The EVMADMIN/CEO can view the summary of images uploaded by the states. They can view the reports on the basis of States as well as Districts. The DEO also has access to the report but only for the various districts in the state. 2. The EVMADMIN /CEO, after logging into the EVM Tracking Application must go to the Reports sub-menu under the EVMADMIN /CEO main menu respectively and then use the Summary with Image uploaded Report under the EVM Conflict Report option. EVMADMIN CEO DEO Fig. 137 Summary With Images Uploaded Report for EVMADMIN/CEO/DEO 3. The CEO/DEO can also view the unit wise details of the units which are in conflict. After logging into the EVM Tracking Application they should go to the Conflict Request sub-menu under the CEO/DEO main menu respectively. 12 Jun 2015 Page 119 of 168

120 4. Under the Conflict Request sub-menu, the user may select to monitor the Conflict Request received/sent report. 5. The following report would open in a new screen. Fig. 138 Conflict Request Monitoring Report for EVMADMIN/CEO/DEO 1. As shown in the report above, the user may select the state/ district/warehouse/unit type and then click on the search button. 2. Depending on the report being viewed the details of conflict requests received/sent would appear in the grid along with the images uploaded Downloading Sample Image The CEO/DEO/WI user can now download a sample image regarding the units which are in conflict to be uploaded. 12 Jun 2015 Page 120 of 168

121 Fig. 139 Downloading Sample Image for CEO/DEO/WI Conflict Resolution: 1. Either the warehouse in-charge who raised the conflict can withdraw the conflict 2. The Warehouse in-charge where the entry is found can delete the data-entry. Login to your warehouse user account: Larger View: 12 Jun 2015 Page 121 of 168

122 13. Updating User Info The user at each level needs to update his contact no. as well as id. Once the user logs in to the application, he must go to the User Info menu on the main menu. Just as the user clicks on the same, the following screen appears. Fig. 140 Updating User Info 2. The user must provide the name, mobile no and the mail id and then click on save. A message box would appear indicating that the data has been saved. 3. In case there is an error in typing format or any of the options is left blank, then an error message pop-up would appear. 4. Before clicking on the save button, if the user wants to delete all the data he had entered, then he can click on the reset button. This would reset the data to the same as it was when the user had chosen the user info menu item. Please note that data once successfully saved cannot be deleted but only edited. 14. SMS Service The user at each level may need to communicate with the CEO/DEO/WI of his state/ other states. In order to facilitate the same, SMS Service has been provided in the application. As the user, at any level, logs into the application, he can use the SMS Service menu on the main menu. Just as the user clicks on the menu, the following window appears on the screen. 12 Jun 2015 Page 122 of 168

123 Fig. 141 SMS Service 1. The screen above displays the list of all states and all the users of each state whose contact nos. have been updated by the users using the user info facility of the application. All the CEOs/DEOs/ WIs would be listed on this screen whose details are available 2. The user can choose to send message as sms to one or more or all users. 3. In the Write message section, type the message then select the recipients for the same, click on the Send SMS button. When the message has been sent, a popup box appears indicating the same. 4. Note: Recipient will receive sms with details of sender s State, District, Warehouse. 15. Generating Barcode For the purpose of data entry, searching CUs/BUs, sending CUs/BUs & even receiving the same, the unit ids of the CUs/BUs is necessary. In order to ease the process of manual entry of the unit ids which is a time-consuming process, the EVM Tracking Application now enables the users to use barcode scanners to scan the barcode of CUs/BUs for purposes mentioned above. Barcodes are provided by the manufacturer on the rear side of the CU/BU. In case the barcode on the machine is not clearly visible, the application allows the users to generate a barcode for the same. Fig. 142 Generate Bar Code at WI level 12 Jun 2015 Page 123 of 168

124 Fig. 143 Generating Bar Codes 5. Barcode is generated by the WI user. Once he selects the Generate barcode submenu from the Warehouse main menu, the above screen is available to him. 6. To generate a barcode, the user must first select the unit ids of CU/BU for which he would like to generate the barcode. 7. Specify the unit id in the unit id textbox and click on the search button. The unit details would show up in the grid below. The user can choose to generate the barcode of one or more units of the same unit type. 8. The user can then click on generate bar code for selected ids button. A new window opens with the generated barcode. Fig. 144 Generated Bar Code 9. The user can then take the printout of the same on the sticker and paste it on the BU. 12 Jun 2015 Page 124 of 168

125 10. In case the user wishes to generate the barcodes for all the units entered by him in the Master Stock Register, then he must first select the unit type & then click on the Generate Bar Code for All Units button and take the printouts of the generated barcodes on the stickers and paste them on the CUs/BUs 11. In case the user wants to delete a particular unit id row from the grid for which he does not want to generate the barcode, he can click on the delete button corresponding to that row. 16. Physical Verification form The cycle for Physical verification of CUs/BUs is initiated by ECI Admin applicable to all states and UTs. The physical verification process must be completed between the start date and end date of the cycle. Physical verification form is provided at warehouse in-charge level. 12. The ECI Admin logs in to the software and goes to the Physical Verification sub-menu under the EVMADMIN Main Menu. He selects the end date and start date of the physical verification cycle and clicks on the Create New Life Cycle button. Fig. 145 Initiation of Physical Verification cycle by EVMADMIN 13. The ECI Admin can update the end date of the physical verification cycle if desired. He must click on the update button against the cycle he wishes to change. This will disable the start date option on the top and only the end date will be editable. He can change the end date and then click on the update life cycle button. The end date of the cycle will get updated. Fig. 146 Editing the Physical Verification cycle by ECI Admin user 14. The Warehouse In-charge (WI) is responsible for physically verifying all the CUs/BUs and then updating their status in the software. Once the WI log in to the application, he can go to the Physical Verification sub-menu under the Warehouse main menu. 15. The WI will view the screen shown below where he must identify all the CUs/BUs which has been physically verified by him as physically existing in his warehouse. 16. The Current cycle section shows the details of the physical verification cycle which is presently applicable as per the start date and the end date of the cycle. 12 Jun 2015 Page 125 of 168

126 Fig. 147 Physical Verification at WI level 17. The WI must first select the unit type and the manufacturer of the units present in his warehouse. He can then mention the unit id in the corresponding textbox. The data entry of unit in the textbox can be done manually or using the bar code scanner. The user must then click on the select button. Fig. 148 Confirmation message on physical verification 18. If the unit id is not under any conflict request/in transit and is in the warehouse, then the message box shown above would appear on the screen. The unit id row will then appear in the grid by clicking on the ok button. 12 Jun 2015 Page 126 of 168

127 Fig. 149 Verified unit in the grid 19. Once all the units of CUs/BUs have been physically verified and identified as verified in the application, the user can then click on the Finalize Verification button. The following message box would appear on the screen to confirm the finalization of the physical verification process on the current cycle. Fig. 150 Confirmation for finalizing Physical Verification 20. There may be conditions where some of the CUs/BUs have no data entry in the Master Stock Register or it may be in transit from the warehouse or being sent to the warehouse or it has been entered in some other warehouse or the CU/BU is of some other warehouse & is in transit. Under each of these conditions, an error message would appear on the screen. 21. No Data Entry in the Master Stock Register Fig. 151 No Data Entry in Master Stock Register 12 Jun 2015 Page 127 of 168

128 22. CU/BU in transit from your warehouse 23. CU/BU in transit to your warehouse Fig. 152 CU/BU in Transit from the warehouse 24. CU/BU entered in some other warehouse Fig. 153 CU/BU in Transit to the warehouse Fig. 154 CU/BU entered in other warehouse In this case, if the CU/BU is physically present in the warehouse but is shown to have been entered by some other warehouse, which may be case of transfer of CUs/BUs from one warehouse to another, the WI user can raise a conflict request to the conflicting district. 25. CU/BU in transit from some warehouse to another Fig. 155 CU/BU in transit from some warehouse to another 26. In this case, if the CU/BU is physically present in the warehouse but is shown to have been entered by some other warehouse, and is in transit from that warehouse to some other one, the WI user can raise a conflict request to the conflicting district. 12 Jun 2015 Page 128 of 168

129 16.1. Physical Verification Report The CEO & the DEO can monitor the status of the Physical verification done by districts & warehouses respectively using the Physical Verification Reports. Access to ECI ADMIN /CEO/DEO/WI Level users Fig. 156 Physical verification reports at ECI ADMIN level user Fig. 157 Physical verification reports at CEO and DEO level user 12 Jun 2015 Page 129 of 168

130 Physical Verification report - Summary by Warehouses Fig. 158 Summary by warehouse of Physical verification Physical Verification report - Summary by districts Fig. 159 Summary by Districts of Physical verification Here the CEO user must first select the cycle date for physical verification and then click on the show records button. The status of physical verification procedure completed by each district of the state will be viewed in the report. 12 Jun 2015 Page 130 of 168

131 Physical Verification report Print CU and BU Report Fig. 160 Physical verification report of CU & BU for WI user De-finalization of Warehouse for Physical verification Once all the CUs/BUs have been physically verified, the finalize button must be clicked for the warehouse. It must be noted that you can perform the physical verification process over a period of days & the CUs/BUs once verified would be saved by the software. But the finalization button must be clicked only after all the CUs/BUs have been physically verified & the process has been completed. In case the WI user by mistake clicks on the finalize button before completing the process actually, then the next time he logs in to complete the cycle, it would be indicated that no physical verification cycle has been initiated by ECI. 12 Jun 2015 Page 131 of 168

132 Fig. 161 Physical verification Finalization In order to complete the cycle, the WI user must send a de-finalization request to the DEO who will de-finalize the warehouse for the user. 17. First Level Check (FLC) & Mapping of Polling stations with CU/BU 8. During elections, warehouses will transfer CUs/BUs to the district level Warehouse (strong room type) where they are checked by the engineers (BEL/ECIL). 9. The DEO generates an Intra-District Transfer order for all the warehouses to move their CUs/BUs to the Warehouse (strong room type) for FLC. The warehouse in-charges transfer the CUs/BUs from their warehouses to the Warehouse (strong room type). 10. The sender WI of all the warehouses sending the CUs/BUs to the district level Warehouse (strong room type),now have the facility to select BULK no. of CUs/BUs to be sent to the strong room at once. Fig. 162 Select Bulk CU/BU for transfer to Warehouse (Strong Room) for FLC 11. The WI user can at a time select a specified no. of units/all units from his warehouse, enter the Total CU/BU s as per the order in the textbox and click on the auto select button. The grid below will get populated with the details of specified no. of CUs/BUs. Enter box numbers for set of 10 BU/CU and press save button. 12. It must be noted that the facility to auto select a given no. of units is possible only when the transfer is to be made to a district level Warehouse (STRONG ROOM). 12 Jun 2015 Page 132 of 168

133 1. Once all the CUs and BUs have been checked by the sender WI, Warehouse In-charge (STRONG ROOM) receives the CU/BU s after updating the Box Numbers. By default the status of all the CU/BU received is marked as In the warehouse working. 2. The warehouse in-charge (STRONG ROOM) after successfully logging into the software can view and access Elections sub-menu under the Warehouse main menu. 3. For marking FLC failed/ok CU/BU, warehouse in-charge (STRONG ROOM) user selects the unit type, manufacturer and then enter BU/CU id into unit id textbox. The corresponding BU/CU details get populated in the grid below. The user can either manually type the unit id in the textbox or use the bar code scanner for the Unit id entry, status can be selected from the Check status options to mark these selected units as FLC failed or FLC OK and then click on the save button. Fig. 163 Selecting units for marking as FLC OK /FLC Failed 4. Once the user clicks on the save button, the status of all the selected units is updated. The user can then go to the Unit Details tab to check the details of all the CUs/Bus with status FLC ok or FLC failed. 5. The WI user must select the unit type and then the Unit Status (FLC ok/flc failed) and click on the Get Units button. The grid below will display all the units of the selected type with the selected status. FLC Report: Fig. 164 Unit list marked as FLC OK or FLC Failed 12 Jun 2015 Page 133 of 168

134 18. First and Second Randomization using third party application 6. The software provides an excel document which can be exported into your pc by the warehouse in-charge (strong room type), This excel file have to be imported in third party randomization software and First randomization is done. The user can click on the Export to Excel button to generate the excel format with details of all CUs/BUs marked as either FLC OK or FLC Failed. 7. All CU/BU list with FLC ok status should be exported into excel file for importing into their software for First randomization. 8. DEO creates one warehouses ( STRONG ROOM AC) for every AC of his district 9. DEO generates Intra District transfer order for transferring CU/BU ids as per the approved randomized list From Warehouse(STRONG ROOM) to AC level Warehouses[STRONG ROOM AC] located in each Assembly Constituency from where they will be allocated to the polling stations of that AC for the elections after second level randomization. 10. The warehouse in-charge (STRONG ROOM) must then transfer the CUs/BUs to the Warehouse (STRONG ROOM AC) as per order. 12 Jun 2015 Page 134 of 168

135 Fig. 165 Transfer of FLC OK Units from Warehouse in-charge (STRONG ROOM) 11. Under Supply orders, the warehouse in-charge (STRONG ROOM) must select the order against which the CUs/BUs are to be selected for transfer to STRONG ROOM AC for election purpose. As soon as the order is selected, the After First Randomization panel appears on the screen for transferring CUs/BUs as per the requirement of the AC for polling as well as training & reserve purpose. 12. The After First Randomization section clearly indicates the name and no. of the AC for which the order has been generated and the actual requirement of the CUs/BUs required for poll and the percentage of EVMs required for poll. All this data will be displayed to the WI (STRONG ROOM) as per the total number of contesting candidates provided in the Genesys Pre-Counting application. 13. The warehouse in-charge (strong room) must now only select the CUs/BUs individually to be transferred against the order. He must then select if the chosen no. of units are being sent for the purpose of elections or for the purpose of training. Once done, the user must click on save. 14. The warehouse in-charge (strong room AC) must then receive the transferred units as per the order. Once all the units have been received, the status of all the units which is sent from the Strong Room for the purpose of elections will be updated to Elections and all the other units which are sent from the Strong Room for the purpose of Training will be updated to status Training/Awareness. At this stage, the units received in the Strong Room AC can either be transferred to some other warehouse against a transfer order or be assigned to polling stations for the purpose of elections or be kept in reserve. It must be noted here that any unit to be transferred from the Strong Room AC to any other warehouse must be done before assigning any unit to the polling stations for the purpose for elections. In case any of the units with Status Elections is assigned to a polling station, its status will get updated to In the Polling and all remaining units will with the Elections status will be marked as In the Reserve. Units with status Elections and Training/Awareness can be transferred against an order but not the units with status In the Polling or In the Reserve. 15. If the warehouse in-charge (strong room AC) makes some fresh data entry of CUs/BUs in the warehouse, then by default their status is In the warehouse, working. Status of these machines must be manually updated to In the Reserve / Training/Awareness as required, if the machines are to be kept in reserve or to be sent to some polling 12 Jun 2015 Page 135 of 168

136 station/to be kept for training. Same must be done if CUs/BUs are transferred from one strong room AC to another. 16. To view the details of polling stations in the AC, the user can view the Polling Station Details Report under the Reports section. Fig. 166 Polling Stations Details Report 17. For assigning the units marked as Elections to polling stations, the WI (Strong Room AC) must go to the Elections sub-menu and use the Assign Polling Stations by Units form. 18. In the Assign Polling Stations by Units form, all the polling stations of the AC are listed. Also as per the data entered in Genesys Pre-Counting Application, the no. of contesting candidates in the AC and the BUs/CUs required per polling station is displayed. Depending on the no. of units required per polling station the WI (Strong room AC) may select the manufacturer and provide the unit id and click on save. 12 Jun 2015 Page 136 of 168

137 Fig. 167 Assigning Polling Stations by Units at AC Strong Room 19. Here the WI user must select the part. If the part has only one polling station, then it appears in the polling station list. In case the part has more than one polling station, then the user will have to choose the polling station from the list for which he now wants to assign the unit. The user must then select the unit type, manufacturer and then provide the unit id to be allocated for the polling station. As the user clicks on the select button, the data in the grid below will get populated. The status of the unit will be shown as FLC ok. The user must then click on save. The status of the unit will get updated to In the Polling. 20. If the user wishes to re-assign some other unit to the polling station, he may click on the Remove from Polling Station button against the particular unit and allocate a new unit for the polling station. 21. Once the units are allocated to the polling stations, the status of all the remaining units in the stock is automatically updated as In the Reserve. 22. If some units need to be individually marked as reserve or to be used for Training purpose, the user must use the Assign Units Training/Reserve form under the Elections sub-menu. Here the user must select the unit type, manufacturer and the status In the Strong room AC, Reserve for marking the units to be kept in reserve or Training/Awareness for using the units for training purpose. Once the status is selected, the unit ids must be provided and all machines should be selected and then click on save to update the status of the units. Also if there are some defective units in the strong room AC, then the status of the same can be updated here to In the warehouse, defective. 12 Jun 2015 Page 137 of 168

138 Fig. 168 Assigning Units for Reserve /Training 23. The status of all the units in the Strong Room AC warehouse can be checked under the Reports section. First Randomization Summary Report as well Detailed Unit report is available. Fig. 169 Detailed Status Report of FLC Units available in Strong Room AC 24. Also, units already assigned to the polling stations for the purpose of elections can be viewed under Reports under Second Randomization as Units in Polling Stations 12 Jun 2015 Page 138 of 168

139 Fig. 170 Detailed Report of Units in Polling Stations for Elections 25. Also, units kept in reserve can be viewed under Reports under Second Randomization as Units marked as Reserve Fig. 171 Detailed Report of Units in Reserve 26. Units in Reserve, if required to be sent to the Polling stations, must be sent using the Allocate Reserve Units used in Polling. Here, the user must select the Polling station first and then type in the number of votes already polled in the machine which is to be replaced by the reserve unit. Once the polling station is selected, the grid below gets populated with the same no. of rows as the no. of BUs already allotted to the polling station depending on the no. of contesting candidates. The WI (Strong Room AC) must 12 Jun 2015 Page 139 of 168

140 then select the manufacturer and provide the CU/BU id from the list of reserve units and then click on save. Fig. 172 Allocating Reserve Units to the Polling Station for Polling 27. For transferring units from Strong Room AC against an order, the WI (Strong Room AC) user must go to the Send EVMs from under the Supply Orders sub-menu and select the order against which he has to transfer the units. It must be noted that only those units can be transferred from Strong Room AC whose status is either Elections or Training/Awareness. Fig. 173 Transferring units from Strong Room AC 28. In case any unit which has been allocated to a polling station and has the status In the Polling is chosen to be sent against an order, then the following error message will appear on the screen 12 Jun 2015 Page 140 of 168

141 Fig. 174 Error while sending Allocated Units for Polling 29. The units sent from the Strong Room AC must then be received by the receiving warehouse following the same process as in case of any other transfer. It must be noted that the CUs & BUs transferred from the Strong Room to Strong Room ACs for the purpose of Elections to be used in polling/training/reserve cannot be transferred back until 45 days from the day of counting of votes. 19. First and Second Randomization using EVM Tracking Software First Randomization Steps: 1. Ensure there is a district level strong room. 2.Complete FLC at District Level Strong room-> Only FLC Ok units will be considered in First Randomization. 3.Create Strong Room AC s for Assembly Election and Strong Room AC Loksabha for Parliament election for all AC s where there is election. 4.Make sure that all the polling stations are mapped in Control Tables 5.Use DEO login for First Randomization Select Elections menu. DEO->Elections o A Window will open. Select the election corresponding to your state. o Select the relevant elections from the list Go to : Election-Select Election-then->Fill Requirement of CU and BU per AC. ** Ensure that you have created strong room ac warehouses for all poll going AC s to see all AC s in the list. 12 Jun 2015 Page 141 of 168

142 o o o o o o Ensure that there is one AC Level Strong room for each AC listed in your state. Only then you can proceed with randomization. To create a warehouse use DEO- >Warehouse Master. Don t add figures for training and reserve. Click save to save the CU/BU requirement one by one for each AC. Please check if all the data displayed in Randomization screen is correct. Enter percentage for the training and reserve units(for BU & CU separately) required in First Level Randomization section. Click on Randomize button. o o o After Clicking on Randomize button a popup will be shown with summary of number of units that will be randomized. If you are sure with the information. Click yes. 12 Jun 2015 Page 142 of 168

143 First Randomization -> Step 3 After Clicking on Yes. A new form will open that will show the list of all the randomized units.(both BU and CU) as shown below In this form you can randomize as many time as you like. Once satisfied with randomization process. Print BU and CU report for distribution. The last step will be to save the randomized units in database. For that you have to click on Finalize and Save Randomization button. PLEASE NOTE ONCE FINALISED YOU WILL NOT BE ABLE TO RE-RANDOMISE.IF YOU CLOSE THIS SCREEN WITHOUT SAVING YOU HAVE TO EITHER DISTRIBUTE EVMS MANUALLY OR YOU First Randomization -> Step 4 Once finalized an automatic Warehouse supply order will be generated. You can print the order from DEO->History->Supply Order From. If there are more than one District level strong room then you can login from each warehouse and print list of BU(s) and CU(s) allocated after randomization. All the units allocated will have 0 as box number. So while receiving from Dist level Strong room you can edit the box numbers. Second Randomization After you have received all the units in AC level strong room, you are ready for second randomization Make sure that all polling stations are entered and mapped in control tables. Login from AC Strong room Warehouse associated with AC Click on Elections menu, select current election from the popup 12 Jun 2015 Page 143 of 168

144 Second Randomization After selecting current election from the popup a new screen will open as shown below Check if data is shown correctly. If sure, press Randomize button to continue. After clicking on Randomize button, a new form will open that will show the randomized EVM. Please note this can take few minutes depending upon connection speed and load on server. Please make sure all the units sent for training are marked as Training/Awareness, so that these are not considered for randomization. Check if data is shown correctly. If sure, press Randomize button to continue. After pressing the button a new form will open as shown in next slide. 12 Jun 2015 Page 144 of 168

145 In this form you can randomize as many time as you like. Once satisfied with randomization process. Print BU and CU report for distribution. The last step will be to save the randomized units in database. For that you have to click on Finalize and Save Randomization button. PLEASE NOTE ONCE FINALISED YOU WILL NOT BE ABLE TO RE-RANDOMISE.IF YOU CLOSE THIS SCREEN WITHOUT SAVING YOU HAVE TO DISTRIBUTE EVMS MANUALLY TO POLLING STATIONS EVM Replacement for Re-poll Go To-Strong Room AC Login-> Warehouse-> Election-> Replace Units for Repoll 12 Jun 2015 Page 145 of 168

146 20. EP Pending Cases During the elections, Election Petition (EP) may be filed for various reasons due to which the entire Strong Room AC/Strong Room AC Loksabha warehouse would be locked and no machines would be allowed to be moved out of the warehouse. Without updating the EP status the DEOs will not be allowed to create any transfer order from AC Warehouses. The CEO of the state can in such cases update the status of the warehouse depending on the EP status. Once the CEO user logs into the application, he must then go to Mark EP Status in AC/PC submenu under the CEO main menu. The user would be able to see the list of last elections date held in the state. The user must then click on the select option to view the AC(s) in the state and to update their status for EP cases. 12 Jun 2015 Page 146 of 168

147 Fig. 175 Election Schedule for the state Once the user clicks on the select button the following screen would appear. Fig. 176 EP Pending Status Update by CEO The CEO user will be able to see all the ACs/PCs in the constituency drop down. Then select the constituency and click Show/Mark EP Status button. The list of all the AC s of the PC will be shown in case of PC as a constituency and the AC will be shown in case of AC as constituency. Now Select Action from drop down. There are three statuses 1. EP Filed 2. EP Not Filed 3. EP disposed Select the appropriate action and click save button. Depending on the status of the court cases the CEO can update the status of the Strong Room AC warehouse accordingly and then click on the Save button. After clicking save button the changes in the Strong Room AC/Strong Room AC Loksabha are as follows:- EP Filed:- 1. All the units of the AC Warehouse will be marked as EP Filed. 12 Jun 2015 Page 147 of 168

148 EP Not Filed EP Disposed 2. The warehouse will be locked and will not visible to DEO for any kind of transfers units the EP is dissolved. 3. The status of all the units of the AC warehouse will become In the warehouse, Working. 4. The warehouse will be free for any kind of transfers. 5. All the units previously held in Election Petition with Status EP Filed will be converted to In the warehouse working. 6. The warehouse will be free for transfer of units. By clicking on the View Election Details button, the user will be able to see the details of all the polling stations, units assigned in the polling stations, units in reserve/training during Election and after Election also. 21. Transfer of CU & BU to BEL/ECIL/ECI CUs/BUs which are damaged and need to be repaired must be sent to BEL/ECIL depending upon the manufacturer of the unit. There may be very bleak chances of two units of the same unit type having the same unit ID of the same manufacturer. In such a case such units must be brought to ECI. In all these cases, an Inter-State Transfer order will be generated by ECI. The entire process flow will be the same as in case of an Inter-State Transfer. 12 Jun 2015 Page 148 of 168

149 Data-Flow Diagram (DFD) Reports Sent to:- Commissioner CEO Level user-of BEL / ECIL /ECI Initiated by EVM Admin (ECI) Reports Sent to:- Commissioner CEO Level user-of BEL/ECIL/ECI Commissioner CEO Level user-of BEL/ECIL/ECI DEO Source State DEO BEL/ECIL /ECI CEO (Source State) Selects districts from the source state to send the CU/BU (District Mapping) Commissioner (CEO level user) BEL/ECIL/ECI Commissioner (CEO level user) Maps district (only one) and quantity for receiving CU/BU CEO Source State Commissioner CEO Level user-of BEL/ECIL/ECI DEO Destination State Warehouse Incharge Source State DEO (Source State) Selects warehouse to send the CU/BU DEO user Distributes Box No s to warehouse (only one) for receiving CU/BU Warehouse In- Charge BEL/ECIL/ECI CEO Source State Commissioner CEO Level user-of BEL/ECIL/ECI DEO BEL/ECIL/ECI Warehouse In-charge (Source State) Selects the CU/BU to be sent Warehouse In-charge of BEL/ECIL/ECI (Only one) receives the CU/BU CEO,DEO Source State CEO,DEO BEL/ECIL/ECI Warehouse Incharge Source State EVMADMIN (ECI) 12 Jun 2015 Page 149 of 168

150 22. Election Petition Data Entry The CEO user can now update the count of the number of EVMs still pending in Election Petition over the number of years and whose data entry has not been done in the EVM Tracking Application. 1. Once the CEO user logs into the application, he must then go to Election Petition Data Entry sub-menu under the CEO main menu. Fig. 177 CEO Main Menu Fig. 178 Election Petition Data Entry by CEO 2. The user must select the Election Type and the grid below will get populated accordingly. 3. The CEO user must enter the valid data in the grid below. 4. Kindly note that the user has to enter the count of only those EVMs whose data entry has not been done in the software due to being under Election Petition. 5. The same will be reflected in the Data Entry Status report under the Reports submenu of the Main Menu. 12 Jun 2015 Page 150 of 168

151 Fig. 179 Data Entry Status Report 6. In the report above, the section mentioned as Data entry can t be done because of EP reflects the data entered by the CEO in the Election Petition Data Entry screen. 23. Creation of DEO level users and Resetting Password The CEO now has facility to create a new user for a newly added district in the state or for existing DEO level users the CEO can now reset the password. This form can be accessed from CEO-> Create and Update District Level Users. 12 Jun 2015 Page 151 of 168

152 Fig. 180 Create and Update DEO Users The Checking of EVMs is done to know if they are working or defective by BEL/ECIL engineers. After it is decided that EVM is defective, transfer it to Repair Room type of warehouse. The repairing is done by BEL/ECIL engineers. If the unit is repaired the status of unit should be changed to Repaired and usable at repair room warehouse. If the unit is not repaired at the district then they can be transferred to BEL/ECIL factory or any other districts Repair Room for repairing. 24. Process of Checking EVMs for Working or Defective Login with normal warehouse user-id and password and go to-> Warehouse-> EVM Checking Now select the unit type and manufacturer and enter the unit id. Select checked status and defect type on the unit and click add. After adding the units click on save button at the below to save the data. 12 Jun 2015 Page 152 of 168

153 1. EVMs Checking Progress Drill Down Report 12 Jun 2015 Page 153 of 168

154 24.1. Creation of Repair Room Type Warehouse: To create EVM Repair Room follow these steps:- 1. Login from your DEO username and password. 2. Go to Warehouse Master 3. Click on new 4. Level of warehouse should be District Level. 5. Warehouse type should be EVM Repair Room 6. Enter all other information as you wish. 7. Now click on save. 8. Note down the warehouse id. 12 Jun 2015 Page 154 of 168

155 DEO will generate user name and password for newly created warehouse (Repair Room). DEO->Create and update users 9. Click on the button Create user against the line EVM Repair Room in the list. This will create a new username for the login in the new warehouse. For the first time login the username and password will be the same Process to transfer the defective units to Repair Room 12 Jun 2015 Page 155 of 168

156 DEO will create intra-district transfer order and sender warehouse in-charge will transfer all CU/BU with status In the warehouse but defective to Repair Room warehouse. Please Note only CU/BU with status In the warehouse but defective will be transferred to Repair Room Warehouse. In intra district transfer order Repair Room warehouse should be selected under To Warehouse. 1. DEO-> Intra District Transfer-> New 2. Select sender warehouse under from warehouse. 3. Select Receiver warehouse that is Repair Room under To Warehouse. 4. Enter the required BU/CU in text boxes under appropriate CU/BU type. 5. Click on save to save the order. 6. This order will be visible to sender warehouse. Sender warehouse has to login with the warehouse username and password. There will be an order on link->warehouse->supply Orders-> Send EVM WI will select CU/BU with status In the warehouse but defective from normal warehouse and CU/BU with status FLC failed from their warehouse. CEO/DEO/WI can view the details of In the warehouse but defective and FLC Failed CU/BU from -> Reports-> EVM Search after selecting appropriate option in respective text boxes from dropdown list. 25. Process to Transfer defective CU/BU to BEL & ECIL warehouse for repair The Ballot and Control unit stock for which the status is changed to In the warehouse but defective in warehouses will be transferred to their respective manufacturers BEL or ECIL warehouse for repairing. FLC Failed CU/BU will also be transferred to BEL and ECIL warehouse for repairing Transfer of In the warehouse but defective and FLC failed CU/BU to Repair room Warehouse 1. DEO user will create only one new warehouse of type Repair room and then will generate warehouse in-charge username and password. 12 Jun 2015 Page 156 of 168

157 2. DEO will create intra-district (inter warehouse) transfer order for transferring CU and BU s with status In the warehouse but defective from normal warehouse and FLC failed from Strong Room warehouse to Repair room Warehouse. 3. BEL /ECIL engineers will be examining the CU/BU s, if they repair some of them then the status should be changed by Warehouse In-charge to In the warehouse working and should transfer the working CU/BU s to normal warehouses via Inter warehouse transfer order which will be generated again by DEO. Generation of Transfer order of CU/BU with status In the warehouse but defective to BEL/ECIL warehouse 1. CEO will be going through the district wise list of CU/BU from Reports EVM Search selecting the status In the warehouse but defective and choosing warehouse number/id of Repair Room type warehouse. If CEO sees that any DEO have not transferred the defective CU/BU s to their respective Repair Room type warehouse then CEO should immediately instruct the DEO to transfer them. 2. After all the DEO in state have transferred the defective CU/BU to their respective Repair Room type warehouse then CEO will be generating Transfer order from his state District Repair Room warehouse to BEL/ECIL warehouse via process given below: CEO level user logs in for generating transfer order: Choose option EVM Repair Transfer Order as shown in the figure above and should click on create order for creating new transfer order for transferring In the warehouse but defective CU/BU s from Districts Repair room to BEL/ECIL warehouses. CEO will check total available CU/BU with status In the warehouse but defective in your state-district Repair Room warehouses by clicking Available button. 12 Jun 2015 Page 157 of 168

158 Click on create order and create new order for transferring all the In the warehouse but defective CU/BU s from Districts Repair room to BEL/ECIL warehouse. For this Select your state in from state choosing drop down option and Manufacturer BEL or ECIL in to state choosing drop down option. Now click on save button to save the order. This will generate a transfer order that will be immediately visible to concerned BEL or ECIL manufacturer s CEO level login in EVM Tracking Application ECIL or BEL Login: Allocation of Recipient district CEO level user for BEL/ECIL will go to New Supply Orders. A new supply order will be displayed. Click Select on extreme right then BEL or ECIL whichever is recipient has to allocate his recipient BEL district / ECIL district in Allocate Districts grid given below. After selecting BEL/ECIL district and no of EVMs to be received are entered in respective cells then click allocate button Sender CEO Login: Mapping of supplier districts New supply order will be displayed to sender state CEO user. Sender CEO will allocate his supplier districts against the order. Sender State CEO user will go to New Supply Orders -> District mapping. A new order will be visible there in which the sender state CEO should map his supplier districts by allocating the no of units against the grid cells after selecting the supplier districts for his state. 12 Jun 2015 Page 158 of 168

159 The order generated can be printed by clicking yes option in the message box which is displayed after pressing the save/allocate button District (DEO) Login: Mapping of sender warehouses The transfer orders will be visible to entire sender district DEO which have been mapped by sender CEO. Sender DEO user will be displayed a new supply order in ->Order-> Supply Order. If the district do not have Repair Room warehouse then DEO should create one and all the CU/BU s lying in normal warehouse with status In the warehouse but defective should be transferred to this Repair Room warehouse immediately***. Now select the order and start selecting the CU/BU with status In the warehouse but defective from normal warehouse or FLC Failed units from strong room one by one. After adding units add box no to the units. 10 units can be placed in one box. Now press save button. 12 Jun 2015 Page 159 of 168

160 25.4. Warehouse Login: Receiver Warehouse In the warehouse but defective or FLC Failed EVM are sent to EVM Repair Room. From here the EVMs can be transferred to BEL or ECIL. From Repair Room warehouse you have to receive units via Receive EVMs link DEO Login: Map the order to their respective Warehouse 12 Jun 2015 Page 160 of 168

161 DEO user will map the order with the newly created Repair Room warehouse for transferring CU/BU to ECIL or BEL Warehouse Login: Send units from Repair Room Warehouse Warehouse In-charge of Repair Room Warehouse will select the CU/BU from warehouse. WI of Repair Room is only allowed to send CU/BU with status In the warehouse but defective from his warehouse ECIL or BEL DEO Login: Distribute boxes to ECIL or BEL warehouse ECIL or BEL DEO will login using their DEO level username and pwd. New order will be displayed DEO-> Orders-> Distribute EVMs. ECI/BEL user will select the order and enter the box no for mapping with its warehouse. ECI/BEL warehouse in-charge user will finally receive all the CU/BU s 12 Jun 2015 Page 161 of 168

162 BEL/ECIL warehouse in-charge has to login with ECIL or BEL warehouse login details and have to receive the EVM units send to them by ECIL or BEL DEO. After adding units into grid assign box no and save them. The units will be saved in your warehouse and be marked as defective on receiving. ***Creation of one Repair Room warehouse by DEO in their districts Kindly note that normal warehouses (Normal Warehouse, District Strong Room, and Strong Room AC) are not allowed to transfer CU/BU with status In the warehouse but defective directly to BEL/ECIL. Once all the units are transferred to districts Repair Room type warehouse then it can be mapped by the DEO DEO Login: Create new intra-district transfer order DEO will create intra-district transfer order and sender warehouse in-charge will transfer all CU/BU with status In the warehouse but defective to Repair Room warehouse. Please Note only CU/BU with status In the warehouse but defective will be transferred to Repair Room Warehouse. In intra district transfer order Repair Room warehouse should be selected under To Warehouse. 3. DEO-> Intra District Transfer-> New 12 Jun 2015 Page 162 of 168

163 4. Select sender warehouse under from warehouse. 5. Select Receiver warehouse that is Repair Room under To Warehouse. 6. Enter the required BU/CU in text boxes under appropriate CU/BU type. 7. Click on save to save the order. 8. This order will be visible to sender warehouse. Sender warehouse has to login with the warehouse username and password. There will be an order on link->warehouse->supply Orders-> Send EVM WI will select CU/BU with status In the warehouse but defective from normal warehouse and CU/BU with status FLC failed from their warehouse. CEO/DEO/WI can view the details of In the warehouse but defective and FLC Failed CU/BU from -> Reports-> EVM Search after selecting appropriate option in respective text boxes from dropdown list Update EVMs Status after Repairing 12 Jun 2015 Page 163 of 168

164 12 Jun 2015 Page 164 of 168

165 26. Solution to run EVM Tracking on incompatible windows systems 1. After installation a shortcut for the Application is created on the desktop by default or else finds the source folder. Right-click on the shortcut and click Properties- 2. It opens the Properties window, navigate to Compatibility tab. Now according to your Application with the older versions of Windows operating systems choose the Compatibility mode and click OK. 12 Jun 2015 Page 165 of 168

166 3. If you don t know the exact compatibility of the Application then click on Run compatibility trouble-shooter to choose the setting. 4. A new window appears, click on Try recommended settings to run the Application. 12 Jun 2015 Page 166 of 168

167 5. Windows will automatically detect the compatibility mode for your software. After windows finish completing compatibility settings it displays a new window Program Compatibility Trouble-shooter over there click on Test the program - 8. If your program runs successfully, click on Next and select Yes save these settings for this program to save your selection for future purpose and start using the game or the software. 12 Jun 2015 Page 167 of 168

168 27. New Updates in Warehouse Master: 1. Warehouse Image 2. Warehouse Coordinates (lat/long) There are new additions in the warehouse master via DEO login. The DEO can now add the warehouse image and warehouse coordinates (lat/long) information. Warehouse Image: Go to DEO->Warehouse Master Now select the warehouse id and click search button. Now click on upload and save warehouse image button. It will open a dialogue box to select and upload the image. Now for finding the latitude and longitude of your warehouse you may visit the link After the site is open enter your warehouse location in search box or find the location in google map from the website. Click on the location on the map where your warehouse is situated in the map. This will capture the latitude and longitude information in the textboxes. Now enter this information in warehouse master textboxes for latitude and longitude and click save button. 12 Jun 2015 Page 168 of 168