User Manual Of EVM Tracking Application - eciofficers.nic.ineciofficers.nic.in/LOGIN/Downloads/User_Manual_EVMTracking.pdf · EVM Tracking Application User Manual 2.9.12 12 Jun 2015

EVM Tracking Application User Manual 2.9.12

12 Jun 2015 Page 1 of 168

User Manual

Of

EVM Tracking Application

(Version 2.9.12)


12 Jun 2015 Page 2 of 168

Table of Contents

INTRODUCTION ................................................................................................ 9

1. Change Password ................................................................................ 10

2. Main Menu Page ................................................................................... 11

3. Warehouse Master ............................................................................... 15

3.1. Warehouse Deletion (DEO Level) ............................................................................................ 20

4. Master Stock Register Data .................................................................. 21

5. Reports ................................................................................................ 26

5.1. Data Entry Report of Control Units- ....................................................................................... 26

5.2. Data Entry Report of Ballot Units- .......................................................................................... 27

5.3. Audit Trail Report – ....................................................................................................................... 28

5.4. Exception Report ............................................................................................................................ 29

5.5. EVM SEARCH .................................................................................................................................... 30

5.6. Summary of BU and CU ............................................................................................................... 31

5.7. Summary of BU and CU by status ........................................................................................... 31

5.8. Data Entry Status ........................................................................................................................... 32

5.9. Summary Pre Post 2006 Data entry for CEO ...................................................................... 33

5.10. Summary Pre Post 2006 Data entry for DEO ...................................................................... 34

5.11. Summary Pre Post 2006 Data entry for Admin ................................................................. 35

5.12. District wise FLC report ............................................................................................................... 36

5.13. Units in Polling Station Report (CU/BU) .............................................................................. 36

5.14. Polling Station Details Report................................................................................................... 37

5.15. Distribution of Units in Polling Stations during Elections ............................................. 37

6. Master Stock Register Data .................................................................. 37

7. Creation of Warehouse In-charge User ID ........................................... 39

8. Transfer of CU & BU ............................................................................. 40

8.1. Inter – State Transfer of CU/BU .............................................................................................. 40

8.2. Inter – State Transfer of CU/BU for State Election Commission (SEC) ................... 54

8.3. Intra – State Transfer of CU/BU .............................................................................................. 73

8.4. Intra – District Transfer of CU/BU .......................................................................................... 83

9. Monitoring Grid for Interstate Orders for Admin/CEO/DEO/WI

levels ........................................................................................................... 90

9.1. Drill down Report by sender CEO level ................................................................................. 93

9.2. Drill down Report by Sender DEO ......................................................................................... 101

9.3. Drill Down Report by Recipient .............................................................................................. 104


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10. EVMs by Transit form for Sender Warehouse In-Charge .................... 107

11. Reassigning Box nos. to warehouses ................................................. 109

12. Conflict Request ................................................................................ 109

12.1. Conflict Request Sent – Request sent by WI for conflict of CU/BU during data entry ..................................................................................................................................................... 109

12.2. Conflict Request Received – Request Received by WI for conflict of CU/BU ...... 111

12.3. Reports for monitoring Conflict Request............................................................................ 112

12.3.1. Report by Conflicting States in Grid ........................................... 113

12.3.2. Report Against Conflicting States in Grid ................................... 113

12.3.3. Conflict Request - Sent .............................................................. 114

12.3.4. Conflict Request - Received ....................................................... 115

12.4. Upload Image of Conflicting Units ........................................................................................ 117

12.4.1. Report for Monitoring Image upload status of conflicting CUs and

BUs 118

12.4.2. Downloading Sample Image ...................................................... 120

12.5. Conflict Resolution: ..................................................................................................................... 121

13. Updating User Info ............................................................................ 122

14. SMS Service ....................................................................................... 122

15. Generating Barcode ........................................................................... 123

16. Physical Verification form .................................................................. 125

16.1. Physical Verification Report .................................................................................................... 129

16.1.1. Physical Verification report - Summary by Warehouses ...................... 130

16.1.2. Physical Verification report - Summary by districts ............................ 130

16.1.3. Physical Verification report – Print CU and BU Report ......................... 131

16.2. De-finalization of Warehouse for Physical verification ................................................ 131

17. First Level Check (FLC) & Mapping of Polling stations with CU/BU .... 132

18. First and Second Randomization using third party application .......... 134

19. First and Second Randomization using EVM Tracking Software ......... 141

20. EP Pending Cases .............................................................................. 146

21. Transfer of CU & BU to BEL/ECIL/ECI ................................................ 148

22. Election Petition Data Entry ............................................................... 150

23. Creation of DEO level users and Resetting Password ......................... 151

24. Process of Checking EVMs for Working or Defective .......................... 152

25. Process to Transfer defective CU/BU to BEL & ECIL warehouse for repair ..... 156


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25.1. ECIL or BEL Login: Allocation of Recipient district ........................................................ 158

25.3. District (DEO) Login: Mapping of sender warehouses ................................................. 159

25.4. Warehouse Login: Receiver Warehouse ............................................................................. 160

25.5. DEO Login: Map the order to their respective Warehouse .......................................... 160

25.6. Warehouse Login: Send units from Repair Room Warehouse ................................... 161

25.7. ECIL or BEL DEO Login: Distribute boxes to ECIL or BEL warehouse ..................... 161

25.8. DEO Login: Create new intra-district transfer order ..................................................... 162

25.9. Update EVMs Status after Repairing .................................................................................... 163

26. Solution to run EVM Tracking on incompatible windows systems ...... 165

27. New Updates in Warehouse Master: .................................................. 168


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Table of Figures

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

STATE ............................................................................................................................... 53 FIG. 52 INITIATION OF INTERSTATE STATE TO SEC, CU/BU LOANING ORDER BY ECI ....................................... 55 FIG. 53 CHECKING AVAILABILITY OF CU/BU IN THE SOURCE STATE STOCK .................................................... 55 FIG. 54 REPORT INTER – STATE LOAN TRANSFER ORDER FROM ONE STATE TO SEC .......................................... 56 FIG. 55 ORDERS GENERATED BY EVMADMIN WHICH CAN BE EDITED .......................................................... 56


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FIG. 56 EDITING ORDERS GENERATED BY EVMADMIN .......................................................................... 57 FIG. 57 LOGIN FOR SEC USERS ....................................................................................................... 57 FIG. 58 SELECTION OF DESTINATION DISTRICT TO RECEIVE CU/BU BY CEO/COMMISSIONER LEVEL USER OF

DESTINATION STATE ELECTION COMMISSION (SEC) ........................................................................ 58 FIG. 59 REPORT INDICATING THE DESTINATION DISTRICT TO RECEIVE CU/BUS FOR THE SOURCE STATE ................ 59 FIG. 60 SELECTION OF SOURCE DISTRICT TO SEND CU/BUS BY THE CEO OF THE SOURCE STATE ......................... 60 FIG. 61 REPORT GENERATED INDICATING THE SELECTED SOURCE DISTRICTS. .................................................. 60 FIG. 62 SELECTION OF SOURCE WAREHOUSE BY THE DEO OF THE SOURCE DISTRICT ........................................ 61 FIG. 63 REPORT INDICATING THE SOURCE WAREHOUSE FOR SENDING THE LENT CU/BU ..................................... 61 FIG. 64 DRILL DOWN REPORT BY SENDER AT DEO LEVEL ......................................................................... 62 FIG. 65 EDITING ORDER NO. OF CUS/BUS BY DEO ............................................................................... 63 FIG. 66 ADDING DISTRICT TO COMPLETE ORDER BY CEO ......................................................................... 65 FIG. 67 SELECTION OF CUS/BUS TO BE SENT BY THE SOURCE WAREHOUSE IN-CHARGE .................................... 66 FIG. 68 REPORT GENERATED INDICATING THE UNIT IDS OF CU/BU SELECTED FOR LOANING TO SEC ...................... 67 FIG. 69 DISTRIBUTION OF CU/BUS IN VARIOUS WAREHOUSES BY SEC DEO OF THE DESTINATION STATE ................ 69 FIG. 70 REPORT GENERATED INDICATING UNIT IDS OF CU/BU RECEIVED AGAINST AN ORDER .............................. 69 FIG. 71 CU/BUS BEING RECEIVED BY THE SEC WAREHOUSE IN-CHARGE OF THE DESTINATION SEC DISTRICT ........... 70 FIG. 72 HISTORY REPORT OF SEC WAREHOUSE IN-CHARGE FOR RECEIVED CUS/BUS ....................................... 71 FIG. 73 ACKNOWLEDGEMENT REPORT WITH DETAILS OF BUS RECEIVED BY THE WAREHOUSE OF SEC DESTINATION

STATE ............................................................................................................................... 72 FIG. 74 INITIATION OF CU/BU INTRA – STATE TRANSFER BY CEO ............................................................. 74 FIG. 75 INITIATION OF CU/BU INTRA – STATE TRANSFER BY CEO ............................................................. 75 FIG. 76 REPORT GENERATED AFTER INITIATION OF INTRA – STATE TRANSFER OF CU/BU .................................... 75 FIG. 77 SELECTION OF SOURCE WAREHOUSE TO SEND CU/BU BY DEO OF SOURCE DISTRICT ............................. 76 FIG. 78 REPORT INDICATING THE TRANSFER OF CU BU FROM SOURCE TO DESTINATION DISTRICT ......................... 77 FIG. 79 SELECTION OF CU/BU TO BE SENT BY THE WAREHOUSE IN-CHARGE .................................................. 78 FIG. 80 REPORT INDICATING UNIT IDS OF CU CHOSEN TO BE SENT BY THE SOURCE WAREHOUSE IN-CHARGE ............ 79 FIG. 81 DISTRIBUTION OF CU/BUS TO BE RECEIVED IN VARIOUS WAREHOUSES BY THE DEO OF THE DESTINATION

DISTRICT ........................................................................................................................... 80 FIG. 82 REPORT INDICATING THE DESTINATION WAREHOUSE AND UNIT IDS OF BU TO BE RECEIVED ....................... 80 FIG. 83 CU/BUS BEING RECEIVED BY THE WAREHOUSE IN-CHARGE OF THE DESTINATION DISTRICT ........................ 81 FIG. 84 HISTORY REPORT OF WAREHOUSE IN-CHARGE FOR RECEIVED CUS/BUS .............................................. 82 FIG. 85 REPORT WITH DETAILS OF BUS RECEIVED BY THE WAREHOUSE OF DESTINATION DISTRICT ......................... 82 FIG. 86 INITIATION OF CU/BU INTRA – DISTRICT TRANSFER BY DEO ......................................................... 84 FIG. 87 REPORT INDICATING INITIATION OF CU/BU INTRA – DISTRICT TRANSFER BY DEO ................................. 85 FIG. 88 SELECTION OF CU/BU TO BE SENT BY WAREHOUSE IN-CHARGE OF SOURCE WAREHOUSE ......................... 86 FIG. 89 REPORT INDICATING UNIT IDS OF BU SELECTED FOR TRANSFER BY WAREHOUSE IN-CHARGE ....................... 87 FIG. 90 CU/BUS BEING RECEIVED IN THE DESTINATION WAREHOUSE ........................................................... 88 FIG. 91 HISTORY REPORT OF WAREHOUSE IN-CHARGE FOR RECEIVED CUS/BUS .............................................. 89 FIG. 92 REPORT WITH DETAILS OF CUS RECEIVED BY THE DESTINATION WAREHOUSE ........................................ 89 FIG. 93 ACCESSING THE MONITORING GRID FOR INTER – STATE TRANSFER AT VARIOUS LEVELS ........................... 91 FIG. 94 RESULTING WINDOW SHOWING VARIOUS INTERSTATE TRANSFER ORDERS FOR MONITORING ...................... 92 FIG. 95 REPORT TO VIEW THE DETAILS OF ORDER GENERATED BY ADMIN AND THE PROGRESS IN COMPLETING THE

ORDER .............................................................................................................................. 94 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 ........................................................................................ 95 FIG. 97 RECIPIENT DISTRICTS AND THE CUS/BUS THEY REQUIRE .............................................................. 96 FIG. 98 SENDER WAREHOUSE(S) AND THE NO. OF CUS/BUS TO BE TRANSFERRED ........................................... 97 FIG. 99 DETAILS OF CUS/BUS CHOSEN BY SENDER WAREHOUSES FOR TRANSFER ............................................ 97 FIG. 100 DETAILS OF CUS/BUS RECEIVED BY THE RECIPIENT WAREHOUSE(S) ............................................... 98 FIG. 101 DETAILS OF CUS/BUS NOT RECEIVED BY THE RECIPIENT WAREHOUSE(S) ......................................... 99 FIG. 102 DETAILS OF CUS/BUS TO BE TRANSFERRED BY THE SENDER WAREHOUSE(S) .................................... 100 FIG. 103 DISTRIBUTION OF CU/BU TO BE TRANSFERRED AS CHOSEN BY THE SENDER CEO .............................. 100 FIG. 104 MODIFIED NO. OF CU/BU TO BE TRANSFERRED AS CHOSEN BY THE SENDER CEO .............................. 100 FIG. 105 DETAILS OF CUS/BUS CHOSEN BY SENDER WAREHOUSES FOR TRANSFER ........................................ 101 FIG. 106 REPORT FOR DETAILS OF CUS/BUS SENT BY THE WAREHOUSE AGAINST AN ORDER .............................. 101 FIG. 107 DISTRIBUTION OF CU/BU BY THE SENDER DEO ..................................................................... 102 FIG. 108 DISTRIBUTION OF CU/BU FOR THE WAREHOUSES AS CHOSEN BY THE SENDER DEO ........................... 102 FIG. 109 MODIFIED NO. OF CU/BU TO BE TRANSFERRED BY THE WAREHOUSE AS CHOSEN BY THE SENDER DEO ...... 103 FIG. 110 DETAILS OF CUS/BUS CHOSEN BY SENDER WAREHOUSES FOR TRANSFER ........................................ 103


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FIG. 111 REPORT FOR DETAILS OF CUS/BUS SENT BY THE WAREHOUSE AGAINST AN ORDER ............................. 103 FIG. 112 REPORT TO VIEW THE DETAILS OF ORDER GENERATED BY ADMIN AND THE PROGRESS IN COMPLETING THE

ORDER ............................................................................................................................ 104 FIG. 113 ORDER DETAILS OF SENDER STATE, CUS/BUS ORDERED BY ECI, RECIPIENT AND SENDER .................... 105 FIG. 114 SOURCE DISTRICTS AND THE CUS/BUS ORDERED FOR TRANSFER ................................................. 106 FIG. 115 SENDER WAREHOUSE(S) AND THE NO. OF CUS/BUS TO BE TRANSFERRED ....................................... 106 FIG. 116 DETAILS OF CUS/BUS CHOSEN BY SENDER WAREHOUSES FOR TRANSFER ........................................ 107 FIG. 117 DETAILS OF CUS/BUS RECEIVED BY THE RECIPIENT WAREHOUSE(S) .............................................. 107 FIG. 118 CUS/BUS IN TRANSIT WHICH CAN BE RETURNED BY THE WI TO WAREHOUSE ................................... 108 FIG. 119 ADDITION OF BOX NO. TO UNITS OF OLDER SUPPLY ORDERS ............................................................. FIG. 120 REASSIGNING BOXES TO WAREHOUSES BY DEO ...................................................................... 109 FIG. 121 ERROR MESSAGE DURING CONFLICTING DATA ENTRY ................................................................ 110 FIG. 122 CONFIRMATION OF DELETION REQUEST SENT ......................................................................... 110 FIG. 123 CONFLICT REQUEST RECEIVED / SENT BY WI ........................................................................ 111 FIG. 124 CONFLICT REQUESTS SENT BY WI & SENDING REMINDER SMS FOR DELETION .................................. 111 FIG. 125 CONFLICT REQUEST RECEIVED BY WI & SENDING SMS AFTER DELETION ........................................ 111 FIG. 126 MAIN MENU FOR CONFLICT REQUEST AT EACH LEVEL ................................................................ 113 FIG. 127 EVM CONFLICT REPORT BY CONFLICTING STATES IN GRID.......................................................... 113 FIG. 128 EVM CONFLICT REPORT BY CONFLICTING STATES IN GRID ......................................................... 114 FIG. 129 EVM CONFLICT REQUEST SENT- DETAILS ............................................................................. 115 FIG. 130 EVM CONFLICT DETAILED BU REPORT OF CONFLICT REQUESTS SENT ........................................... 115 FIG. 131 CONFLICT SUMMARY REPORT OF CU CONFLICT REQUEST RECEIVED .............................................. 116 FIG. 132 CONFLICT DETAILS BU REPORT BY CONFLICTING STATES .......................................................... 116 FIG. 133 CONFLICT REQUEST RECEIVED BY A WAREHOUSE ..................................................................... 117 FIG. 134 CONFLICTING UNIT’S IMAGE UPLOADED ................................................................................. 118 FIG. 135 ENLARGED VIEW OF UPLOADED IMAGE .................................................................................. 118 FIG. 136 SUMMARY WITH IMAGES UPLOADED REPORT FOR EVMADMIN/CEO/DEO ..................................... 119 FIG. 137 CONFLICT REQUEST MONITORING REPORT FOR EVMADMIN/CEO/DEO ........................................ 120 FIG. 138 DOWNLOADING SAMPLE IMAGE FOR CEO/DEO/WI ................................................................. 121 FIG. 139 UPDATING USER INFO .................................................................................................... 122 FIG. 140 SMS SERVICE ............................................................................................................. 123 FIG. 141 GENERATE BAR CODE AT WI LEVEL .................................................................................... 123 FIG. 142 GENERATING BAR CODES ................................................................................................ 124 FIG. 143 GENERATED BAR CODE .................................................................................................. 124 FIG. 144 INITIATION OF PHYSICAL VERIFICATION CYCLE BY EVMADMIN ................................................... 125 FIG. 145 EDITING THE PHYSICAL VERIFICATION CYCLE BY ECI ADMIN USER ................................................ 125 FIG. 146 PHYSICAL VERIFICATION AT WI LEVEL .................................................................................. 126 FIG. 147 CONFIRMATION MESSAGE ON PHYSICAL VERIFICATION............................................................... 126 FIG. 148 VERIFIED UNIT IN THE GRID ............................................................................................. 127 FIG. 149 CONFIRMATION FOR FINALIZING PHYSICAL VERIFICATION ........................................................... 127 FIG. 150 NO DATA ENTRY IN MASTER STOCK REGISTER ....................................................................... 127 FIG. 151 CU/BU IN TRANSIT FROM THE WAREHOUSE ........................................................................... 128 FIG. 152 CU/BU IN TRANSIT TO THE WAREHOUSE .............................................................................. 128 FIG. 153 CU/BU ENTERED IN OTHER WAREHOUSE .............................................................................. 128 FIG. 154 CU/BU IN TRANSIT FROM SOME WAREHOUSE TO ANOTHER .......................................................... 128 FIG. 155 PHYSICAL VERIFICATION REPORTS AT ECI ADMIN LEVEL USER .................................................... 129 FIG. 156 PHYSICAL VERIFICATION REPORTS AT CEO AND DEO LEVEL USER ................................................. 129 FIG. 157 SUMMARY BY WAREHOUSE OF PHYSICAL VERIFICATION............................................................... 130 FIG. 158 SUMMARY BY DISTRICTS OF PHYSICAL VERIFICATION ................................................................ 130 FIG. 159 PHYSICAL VERIFICATION REPORT OF CU & BU FOR WI USER ....................................................... 131 FIG. 160 PHYSICAL VERIFICATION FINALIZATION ................................................................................ 132 FIG. 161 SELECT BULK CU/BU FOR TRANSFER TO WAREHOUSE (STRONG ROOM) FOR FLC .............................. 132 FIG. 162 SELECTING UNITS FOR MARKING AS FLC OK /FLC FAILED .......................................................... 133 FIG. 163 UNIT LIST MARKED AS FLC OK OR FLC FAILED ....................................................................... 133 FIG. 164 TRANSFER OF FLC OK UNITS FROM WAREHOUSE IN-CHARGE (STRONG ROOM) .............................. 135 FIG. 165 POLLING STATIONS DETAILS REPORT................................................................................... 136 FIG. 166 ASSIGNING POLLING STATIONS BY UNITS AT AC STRONG ROOM .................................................. 137 FIG. 167 ASSIGNING UNITS FOR RESERVE /TRAINING .......................................................................... 138 FIG. 168 DETAILED STATUS REPORT OF FLC UNITS AVAILABLE IN STRONG ROOM AC ..................................... 138 FIG. 169 DETAILED REPORT OF UNITS IN POLLING STATIONS FOR ELECTIONS .............................................. 139


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FIG. 170 DETAILED REPORT OF UNITS IN RESERVE .............................................................................. 139 FIG. 171 ALLOCATING RESERVE UNITS TO THE POLLING STATION FOR POLLING ............................................ 140 FIG. 172 TRANSFERRING UNITS FROM STRONG ROOM AC ...................................................................... 140 FIG. 173 ERROR WHILE SENDING ALLOCATED UNITS FOR POLLING ............................................................ 141 FIG. 174 ELECTION SCHEDULE FOR THE STATE ................................................................................... 147 FIG. 175 EP PENDING STATUS UPDATE BY CEO ................................................................................. 147 FIG. 176 CEO MAIN MENU .......................................................................................................... 150 FIG. 177 ELECTION PETITION DATA ENTRY BY CEO ............................................................................. 150 FIG. 178 DATA ENTRY STATUS REPORT ........................................................................................... 151 FIG. 179 CREATE AND UPDATE DEO USERS ...................................................................................... 152


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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:

http://eciofficers.nic.in/LOGIN/

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.



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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.

Fig. 2 Login Page: Automatic update to latest Version

1. Change Password

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.



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Fig. 3 Change Password

2. Main Menu Page

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 2006

17. 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


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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


7. Polling Station Details

8. District Wise FLC Report



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


17. Summary of Pre Post 2006

18. Summary Pre Post CUBU

19. Warehouse Reports

20. Usage Log

21. EVM Checked Drill Down Status Report


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22. Status wise EVM Count

Fig. 5 CEO’s Main Menu Page

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

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


7. Polling Station Details

8. District Wise FLC Report

9. AC wise SLC Report



12. District wise EVM Data Entry Report


14. Summary Pre Post 2006


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Fig. 6 DEO’s Main Menu Page

d. Warehouse In-Charge

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


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Fig. 10.c Strong Room AC Loksabha Type Warehouse In-charge’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 16 of 168

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 17 of 168

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.

Click on

New button

Click on Search button Select warehouse ID


12 Jun 2015 Page 18 of 168

Fig. 13 Warehouse Master screen showing: how to search an existing warehouse.


12 Jun 2015 Page 19 of 168

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.

Fig. 14 Warehouse Master screen showing: how to modify an exiting warehouse.

Click on Search button Select warehouse ID Click on Edit button

to modify the record.

Click on Save button to save the record


12 Jun 2015 Page 20 of 168

Fig. 15 Warehouse Master screen showing: how to close the form.

3.1. 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

Click on Exit button to close the form.


12 Jun 2015 Page 21 of 168

Fig. 16 Deletion of Warehouse by DEO

4. Master Stock Register Data

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 22 of 168

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.

Fig. 17 Master Stock Register Screen: showing: how to add new unit.

Select warehouse ID Select Unit Type Click on Add new record button

Click on Save button

Search a Unit


12 Jun 2015 Page 23 of 168

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



5. Enter the Unit ID to be searched in the textbox. Entering unit ID is must.

6. Click on Show button.

Fig. 18 Master Stock Register Screen: showing: how to search an existing unit.



Only for 89-90 models


12 Jun 2015 Page 24 of 168

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




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.

Fig. 19 Master Stock Register Screen: showing: how to modify an existing unit.

Steps to delete an existing record in MSRD Screen:

Click

on Edit

button

to

modify

record.

Click

on

Delete

button

to

delete

record.





12 Jun 2015 Page 25 of 168

1. Firstly, login into the application through login page.

2. Click on Forms Menu on Main Menu Page. Forms--Master Stock register Data




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.

Fig. 20 Master Stock Register Screen: showing: how to modify an existing unit.

Click

on

Delete

button

to

delete

the

record

.





12 Jun 2015 Page 26 of 168

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 In-

charge 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 27 of 168

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 In-

charge 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 28 of 168

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 29 of 168

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


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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 1989-1990 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 31 of 168

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 32 of 168

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 33 of 168

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 34 of 168

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



The CEO has to certify this report.

Fig. 30 District Wise Summary Report for State DEO


12 Jun 2015 Page 35 of 168

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



Fig. 31 State Wise Summary Report for Admin


12 Jun 2015 Page 36 of 168

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.

5.13. Units in Polling Station Report (CU/BU)

This report displays the Control Units and Ballots Units allotted to polling stations


12 Jun 2015 Page 37 of 168

5.14. Polling Station Details Report

This report displays the polling stations details

5.15. 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 38 of 168

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 39 of 168

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 in-

charge. He can also reset the password by clicking on the reset password button.


12 Jun 2015 Page 40 of 168

8. Transfer of CU & BU

8.1. Inter – State Transfer of CU/BU

Data-Flow Diagram (DFD)

Reports Sent to:-

CEO – Destination

State

CEO – Source State

Warehouse In-

Charge –Destination

State

CEO,DEO –Source State

CEO,DEO –

Destination State

Warehouse In-

charge – Source

State

EVMADMIN (ECI)

Reports Sent to:-

CEO – Destination

State

CEO –Destination

State

DEO – Source State

DEO –Destination

State

CEO –Destination

State

DEO –Destination

State

Warehouse In-

charge – Source

State

CEO –Source State

CEO – Destination

State

DEO –Destination

State

Warehouse In-charge

(Source State)

Selects the CU/BU to

be sent

DEO

(Destination State)

Selects warehouse to

receive the CU/BU

Warehouse In-charge

(Destination State)

Receives the CU/BU

DEO

(Source State)


send the CU/BU

Selects districts from the

source state to send the

CU/BU

(District Mapping)

CEO

(Destination State)

Initiated by EVM Admin

(ECI)

CEO

(Source State)

CEO chooses the

district in which the

CU/BU is to be

received


12 Jun 2015 Page 41 of 168

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 42 of 168

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 43 of 168

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 44 of 168

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 45 of 168

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 46 of 168

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 47 of 168

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 48 of 168

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 49 of 168

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 50 of 168

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 51 of 168

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 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 in-

charge after physical verification of the unit.


12 Jun 2015 Page 52 of 168

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 53 of 168

Fig. 53 Acknowledgement Report with details of BUs received by the warehouse of

destination state


12 Jun 2015 Page 54 of 168

8.2. Inter – State Transfer of CU/BU for State Election Commission (SEC)


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 In-

charge – Source

State

EVMADMIN

(ECI)

Reports Sent to:-

Commissioner CEO

Level user-of

Destination State

SEC

Commissioner CEO

Level user-of

Destination State

SEC


DEO –Destination

State

Commissioner CEO

Level user-of

Destination State

SEC

DEO –Destination

State

Warehouse In-

charge – Source

State

CEO –Source State

Commissioner CEO

Level user-of

Destination State

SEC

DEO –Destination

State

Warehouse In-charge

(Source State)


be sent

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

DEO

(Source State)


send the CU/BU



CU/BU

(District Mapping)

Commissioner (CEO

level user) Destination

SEC


(ECI)

CEO

(Source State)

Commissioner (CEO level

user) Maps SEC district

(only one) and quantity

for receiving CU/BU


12 Jun 2015 Page 55 of 168

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 56 of 168

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 57 of 168

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 sub-

menu, 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 58 of 168

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 59 of 168

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 60 of 168

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 61 of 168

more warehouses. He should now login and go to the Orders section to finalize the loaning

proceedings.


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 62 of 168

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 63 of 168

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 64 of 168

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 65 of 168

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 66 of 168


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.








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


the warehouse.




12 Jun 2015 Page 67 of 168

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 68 of 168



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 69 of 168

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 70 of 168

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


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 71 of 168

In the History report, under the EVMs received acknowledgement, the individual


CUs/BUs.

Fig. 74 History Report of SEC warehouse in-charge for received CUs/BUs


12 Jun 2015 Page 72 of 168

Fig. 75 Acknowledgement Report with details of BUs received by the warehouse of

SEC destination state


12 Jun 2015 Page 73 of 168

8.3. Intra – State Transfer of CU/BU


Reports Sent to:-

DEO – Source

District

Warehouse In-

Charge –Destination

District

CEO - State

DEO –Source

District

DEO –Destination

District

Warehouse In-

charge – Source

District

Reports Sent to:-

DEO – Source

District


Warehouse In-

Charge –Source

District

CEO - Source State

DEO – Source

District

DEO –Destination

District

Initiated by CEO

DEO

(Source District)

Selects warehouse to send

the CU/BU

Warehouse In-charge

(Source District)

Selects the CU/BU for

Transfer

DEO

(Destination District)


receive the CU/BU

Warehouse In-charge

(Destination District)

Receives the CU/BU

after physical transfer


12 Jun 2015 Page 74 of 168

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 75 of 168

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 76 of 168

Fig. 79 Selection of Source Warehouse to send CU/BU by DEO of Source District


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 77 of 168

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.


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











record


12 Jun 2015 Page 78 of 168

Fig. 81 Selection of CU/BU to be sent by the Warehouse in-charge


completion of sending of CUs/BUs by the warehouse in-charge of the source state.


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.




12 Jun 2015 Page 79 of 168

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.



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 80 of 168

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.





12 Jun 2015 Page 81 of 168

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




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.



CUs/BUs.


12 Jun 2015 Page 82 of 168


Fig. 87 Report with details of BUs received by the warehouse of destination district


12 Jun 2015 Page 83 of 168

8.4. Intra – District Transfer of CU/BU


Reports Sent to:-

Warehouse In-Charge –

Source


Destination

CEO - State

DEO –State

Warehouse In-charge –

Source

Reports Sent to:-


Source


Destination

CEO - State

DEO – State

Warehouse In-charge –

Destination

Initiated by DEO

DEO selects the warehouse to

transfer CU/BU and warehouse

to receive CU/BU

Warehouse In-charge

(Source)

Selects the CU/BU to be sent

Warehouse In-charge

(Destination)

Receives the CU/BU after

physical verification


12 Jun 2015 Page 84 of 168

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 85 of 168

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.


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











record


12 Jun 2015 Page 86 of 168

Fig. 90 Selection of CU/BU to be sent by Warehouse In-charge of Source

Warehouse


completion of sending of CUs/BUs by the warehouse in-charge of the source warehouse.



the corresponding warehouse.




12 Jun 2015 Page 87 of 168

Fig. 91 Report indicating unit Ids of BU selected for transfer by warehouse in-

charge

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.




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.




12 Jun 2015 Page 88 of 168

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.



CUs/BUs.


12 Jun 2015 Page 89 of 168


Fig. 94 Report with details of CUs received by the destination warehouse


12 Jun 2015 Page 90 of 168

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 91 of 168

_____________________________________________________________________

_________________________

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 92 of 168

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 93 of 168

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 94 of 168

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 95 of 168

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 96 of 168

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 97 of 168

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 98 of 168

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 99 of 168

Fig. 103 Details of CUs/BUs not received by the recipient warehouse(s)


12 Jun 2015 Page 100 of 168

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 101 of 168

selected by Sender Warehouse (Click for details)” & “No. of CU selected by Sender

Warehouse (Click for details)”. The following screen appears.


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 102 of 168

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.


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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.


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


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9.3. Drill Down Report by Recipient



Once the user clicks on the Drill down Report by Recipient button, the following screen

appears.

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.

Restore Down


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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 106 of 168

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)”


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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.



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


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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 sub-

menu 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


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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

12.1. Conflict Request Sent – Request sent by WI for conflict of CU/BU during data entry


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During the data entry of CU/BU in the Master Stock Register Data Entry by Warehouse In-

charge, 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


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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.

12.2. 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 112 of 168

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.

12.3. 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


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Fig. 127 Main Menu for Conflict Request at each level

12.3.1. 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.

12.3.2. Report Against Conflicting States in Grid


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Fig. 129 EVM Conflict Report by Conflicting States in grid

12.3.3. 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.


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Fig. 130 EVM Conflict Request Sent- Details

b. 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 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

12.3.4. 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.


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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.


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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.


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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.

12.4.1. 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


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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.


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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

12.4.2. Downloading Sample Image

The CEO/DEO/WI user can now download a sample image regarding the units which are in

conflict to be uploaded.


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Fig. 139 Downloading Sample Image for CEO/DEO/WI

12.5. 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:


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13. Updating User Info

The user at each level needs to update his contact no. as well as e-mail 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.


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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


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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.


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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.


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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.


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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


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22. CU/BU in transit from your warehouse

Fig. 152 CU/BU in Transit from the warehouse

23. CU/BU in transit to your warehouse

Fig. 153 CU/BU in Transit to the warehouse

24. CU/BU entered in some other 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.


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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


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16.1.1. Physical Verification report - Summary by Warehouses

Fig. 158 Summary by warehouse of Physical verification

16.1.2. 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.


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16.1.3. Physical Verification report – Print CU and BU Report

Fig. 160 Physical verification report of CU & BU for WI user

16.2. 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.


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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).


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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.

Fig. 164 Unit list marked as FLC OK or FLC Failed

FLC Report:


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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.


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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


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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.


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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’.


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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


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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


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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


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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.


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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.

o Don’t add figures for training and reserve.

o Click save to save the CU/BU requirement one by one for each AC.

o Please check if all the data displayed in Randomization screen is correct.

o Enter percentage for the training and reserve units(for BU & CU separately)

required in First Level Randomization section.

o Click on Randomize button.

o o After Clicking on Randomize button a popup will be shown with summary of

number of units that will be randomized.

o If you are sure with the information. Click yes.


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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


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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.


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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.

19.1. EVM Replacement for Re-poll

Go To-Strong Room AC Login-> Warehouse-> Election-> Replace Units for Repoll


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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 sub-

menu 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.


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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.


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2. The warehouse will be locked and will not visible to DEO for any kind of

transfers units the EP is dissolved.

EP Not Filed

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.

EP Disposed

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.


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Reports Sent to:-

Commissioner CEO

Level user-of

BEL/ECIL/ECI


Warehouse In-

Charge –

BEL/ECIL/ECI

CEO,DEO –Source

State

CEO,DEO –

BEL/ECIL/ECI

Warehouse In-

charge – Source

State

EVMADMIN (ECI)

Reports Sent to:-

Commissioner CEO

Level user-of BEL /

ECIL /ECI

Commissioner CEO

Level user-of

BEL/ECIL/ECI


DEO –BEL/ECIL

/ECI

Commissioner CEO

Level user-of

BEL/ECIL/ECI

DEO –Destination

State

Warehouse In-

charge – Source

State

CEO –Source State

Commissioner CEO

Level user-of

BEL/ECIL/ECI

DEO –

BEL/ECIL/ECI

Warehouse In-charge

(Source State)


be sent

DEO user

Distributes Box No’s

to warehouse (only one)

for receiving CU/BU

Warehouse In-charge of

BEL/ECIL/ECI (Only one)

receives the CU/BU

DEO

(Source State)


send the CU/BU



CU/BU

(District Mapping)


user) BEL/ECIL/ECI


(ECI)

CEO

(Source State)


user) Maps district (only

one) and quantity for

receiving CU/BU


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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 sub-

menu of the Main Menu.


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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.


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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.


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1. EVMs Checking Progress Drill Down Report


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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.


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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.

24.2. Process to transfer the defective units to Repair Room


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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.


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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.


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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.

25.1. 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.

25.2. 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.


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The order generated can be printed by clicking yes option in the message box which is displayed after pressing the save/allocate button.

25.3. 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.


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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.

25.5. DEO Login: Map the order to their respective Warehouse


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DEO user will map the order with the newly created ‘Repair Room” warehouse for

transferring CU/BU to ECIL or BEL.

25.6. 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.

25.7. 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


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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

25.8. 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


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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.

25.9. Update EVMs Status after Repairing


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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.


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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.


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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.


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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

http://www.mapcoordinates.net/en

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.

http://www.mapcoordinates.net/en

Documents

User Manual Of EVM Tracking Application - eciofficers.nic.ineciofficers.nic.in/LOGIN/Downloads/User_Manual_EVMTracking.pdf · EVM Tracking Application User Manual 2.9.12 12 Jun 2015