available at : //ecirculars.org/files/handbooks/10... · 2.1 dashboard-----28 2.2 main menu for...

Available at : http://servicevoter.nic.in/

http://servicevoter.nic.in/

2017

Table of Contents

Introduction-------------------------------------------------------------------------------------------------------5

Purpose of the System------------------------------------------------------------------------------------------5

Features-------------------------------------------------------------------------------------------------------------5

Key Users-----------------------------------------------------------------------------------------------------------6

Prerequisites------------------------------------------------------------------------------------------------------6

System Work Flow-----------------------------------------------------------------------------------------------7

System Details----------------------------------------------------------------------------------------------------9

How to Login------------------------------------------------------------------------------------------------------9

Officer Login--------------------------------------------------------------------------------------------------9

ECI Login -----------------------------------------------------------------------------------------------------10

User Roles & Responsibilities-------------------------------------------------------------------------------11

Overview-----------------------------------------------------------------------------------------------------11

1. ECI ADMIN----------------------------------------------------------------------------------------------15

1.1 Dashboard---------------------------------------------------------------------------------------15

1.2 Main menu for ECI----------------------------------------------------------------------------19

1.3 View Nodal Officers List---------------------------------------------------------------------20

1.4 Create Nodal Officer-------------------------------------------------------------------------22

1.5 Edit Nodal Officer Details-------------------------------------------------------------------24

1.6 Approve/Reject Finalized request--------------------------------------------------------24

1.7 Approve/Reject De-Finalized request---------------------------------------------------25

1.8 Deactivate Nodal Officer--------------------------------------------------------------------26

2. NODAL OFFICER--------------------------------------------------------------------------------------28

2.1 Dashboard---------------------------------------------------------------------------------------28

2.2 Main menu for Nodal Officer--------------------------------------------------------------29

2.3 View Profile-------------------------------------------------------------------------------------30

2.4 View Record Officer List---------------------------------------------------------------------34

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2.5 Create Record Officer------------------------------------------------------------------------34

2.6 Edit Record Officer Details------------------------------------------------------------------35

2.7 Finalize/ Definalize Record Officers request-------------------------------------------36

2.8 De-Activate Record Officer-----------------------------------------------------------------36

3. RECORD OFFICER--------------------------------------------------------------------------------------38

3.1 Dashboard---------------------------------------------------------------------------------------38

3.2 Main menu for Record Officer-------------------------------------------------------------39

3.3 View Profile-------------------------------------------------------------------------------------40

3.4 View the list of Unit officers----------------------------------------------------------------41

3.5 Create Unit Officer----------------------------------------------------------------------------41

3.6 Edit Unit Officer--------------------------------------------------------------------------------42

3.7 Finalize / Definalize Request---------------------------------------------------------------43

3.8 Deactivate Unit Officer----------------------------------------------------------------------43

3.9 View Forms--------------------------------------------------------------------------------------44

a) Incomplete Forms------------------------------------------------------------------------44

b) Request For Deletion--------------------------------------------------------------------45

c) Request for Transfer---------------------------------------------------------------------46

d) Application Status------------------------------------------------------------------------47

e) Accepted forms---------------------------------------------------------------------------48

f) Enrolled Voters----------------------------------------------------------------------------49

3.10 XML----------------------------------------------------------------------------------------50

a) Upload XML----------------------------------------------------------------------------------50

b) Download Acknowledgement----------------------------------------------------------51

4. UNIT OFFICER------------------------------------------------------------------------------------------53

4.1 Dashboard---------------------------------------------------------------------------------------53

4.2 View Profile-------------------------------------------------------------------------------------53

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5. CHIEF ELECTORAL OFFICER (CEO)-----------------------------------------------------------------56

6. DISTRICT ELECTION OFFICER (DEO)--------------------------------------------------------------59

7. ELECTORAL REGISTRATION OFFICER (ERO)----------------------------------------------------63

8. FORM 3 (For MEA)------------------------------------------------------------------------------------67

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Introduction

The purpose of this manual is to present a detailed description of the online Service Voter

Registration System (servicevoter.nic.in) and to facilitate all the users of the system by making

them aware of each and every system details and how it works in a step by step manner.

Purpose of the System

This software system will be a Web Application System for registration of Service Voters by the

Nodal Officer of concerned Forces. This system is designed to allow the Nodal/Record/Unit

Officers to register the Service personnel as a Service Voter online, they can regularly update

the information like: Update Record/Unit Office details of each service voter, modification of

service voter details, notifying those service voters who are about to retire or are no more in

service for some or the other reasons.

More specifically, this system is designed to allow State ECI Officials to keep and

maintain clean and up-to-date E-Roll of Service Voter. ERO’s can accept (“OK”) the forms online

and add the service voter to their last part in the E-Roll, as well as flag the forms as “NOT OK”

by mentioning the reason in case the form is found incomplete. In such case the

Nodal/Record/Unit Offices will be notified for providing the correct information which will be

again checked by the ERO’s.

Features

Processing of electoral forms

Maintain electoral rolls

Communication between EROs across ACs and States

Simultaneous addition and deletion process

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Connected with single source of online forms acceptance (through servicevoter.nic.in), it

provides real time monitoring of progress of the form processing (Status of the forms

submitted )

In case of deletion, proper records of deletion, notices are generated, issued and notice

served details captured.

Easy to use Dashboard for DEOs, CEOs, ECI officials and EROs themselves for single

window view

Key Users

The key users of the system include:

1. Administrator(ECI)

2. Chief Electoral Officer (CEO)

3. District Election Officer (DEO)

4. Electoral Registration Officer (ERO)

5. Nodal Officer

6. Record Officer

7. Unit Officer

Pre-requisites

The system is web-based and requires PC with Internet connectivity and web browser

such as Internet Explorer or Google chrome to access the system. Simple internet

browsing knowledge is required on the part of the user. For printing certain forms and

acknowledgements the user will require a printer and to upload & forward them again a

scanner may be required

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System Work Flow

Workflow of the system is given below.

The workflow of the system starts with the creation of Nodal Officer(s) by ECI

Administrator.

The Nodal Officer creates Record Officer(s) of his wing. The Record Officer in turn

creates Unit Officer(s). In ETPBS e-postal ballot is sent to Unit Officer and e-pin to Record

Officer by the Returning Officer. So, record and unit officer plays important role in ETPBS.

Now, the record officer prepares XML as provided by ECI that contains list of Service Voter

to be registered. Each XML belongs to a single Unit Office and Record Office who receives

the e-postal ballot and e-pin for the registered servicer voter of their Unit Office during

election. After preparation of XML Record and Unit Office wise, the XML is uploaded on the

registration portal (servicevoter.nic.in) by the record officer. After uploading the XML an

XML Acknowledgement is available for download with Registration Number.

As most service voters are not aware of their Constituency Name, they only provide the

State name, District name and their address. These forms are then available on respective

DEO (District Election Officer) login. DEO then assign Assembly Constituency based on the

address provided by the service voter and the form is then visible to the concerned ERO. In

case the Assembly Constituency could not be identified due to some or the other reason

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(such as Incomplete Information in the form etc.) then DEO returns back the form to the

respective wing. Or if the address corresponds to some other district within his state then

DEO may forward to other district.

After assigning Assembly Constituency, the form is then visible to ERO. ERO then

examines the form. If he found the form incomplete (due to missing information) then the

form is returned back to respective wing on just a single click. There may be a case where

the Assembly Constituency assigned by DEO may not belong to the ERO then, ERO may

return the form back to DEO stating the reason. In case, the address mentioned on the form

belong to some other Assembly Constituency within the same District, then ERO my

forward to other Assembly Constituency mere by selecting the AC from dropdown stating

the reason as well. And if, the details mention in the form is found to be correct, then ERO

may accept enrolment. The final registration is not yet complete yet. The form accepted by

ERO is then visible to the Record Officer. The Record Officer the view the form accepted by

ERO and prints the form (2, 2A or 3) there and signs the form. Then record officer scans the

form and upload there itself. The signed forms is then visible to ERO, ERO then checks and

verifies the form and pass order for enrolment. The same is notified to Record Officer about

the final enrolment of the service voter.

The record officer can view the incomplete form and update the information and submit

back to DEO or ERO. The record officer can also select the list of service voter from enrolled

voter and mark them for deletion in case the service personnel retires or is no more in

service or any other reason which restrict the personnel form being service voter. In case of

request for deletion the record officer will mark the service voter and take a print of the list

of the service voter and sign and upload the list. This list will be visible to ERO under the

request for deletion tab; there ERO can download the uploaded signed form for deletion

and accordingly delete the registered service voter from the last part of the E-Roll. Record

officer can also transfer service personnel from one record to another record officer or from

one unit to another unit office.

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System Details

The system starts with the below screen and there are two ways for login asshown below.

How to Login

There are 2 ways:

1. Officers Login

It is for Nodal, Record & Unit Officer. As you click on the “Officers Login”, following screen

appears. The nodal officer or the service voter will enter the ID and password and click on the

Login button for login.

For Nodal/Record/Unit

For ECI Admin/CEO/DEO/ERO

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2. ECI officials Login

This login is for CEO, DEO & EROs. The users may login using their respective IDs and

passwords.

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User Roles & Responsibilities

As this system has 7 main users, their role, responsibilities and actions have been definedin a

step by step manner below.

OVERVIEW

ECI Admin

Creates Nodal Officer Login for each Forces

Nodal Officer

Nodal officer is a single authorized officer of a Force in its Head Quarter who is in direct

contact with the ECI who will be providing all required details of its Force.

Actions

a. Update Nodal Office Profile (To be filled by nodal officer and then approved by Signing

authority through ECI Admin and then freeze the details- To be updated before 1st Jan and

1st July every year else block access. Will be unblock only after receiving the Letter from

the signing authority)

b. Specify Number of Record and Unit Offices (Static information, in case for update, need

permission from ECI Admin). In addition, specify number of Minimum and Maximum Unit

Offices under each Record offices.

c. Created Record Office

d. Approve Unit Office(s)

Record Office:

Record Office maintains the data of all the Unit Offices and the service personnel of the

Unit Office. Record officer will upload the service voter of each Unit. In case Unit officer

uploads data of service voter, it needs to get approved by Record Officer. (All the action

performed by Unit Officer must be approved by Record Officer)

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Actions

a. Update Record Office Profile

b. Creates Unit Office (To be approved by Nodal Officer and then creates Login Id after

approval from Nodal Officer)

In case the number of unit officers exceeds the number of unit officer specified by Nodal

Officer, then record officer must intimate to increase the count of the Unit Offices through

his login.

c. Upload XML

d. Download Acknowledgement: After uploading the data through XML,

acknowledgement can be downloaded on a single click.

e. Confirm Accepted records by ERO: The forms accepted by ERO must be accepted by

Record Officer in order to include forms in the final E-Roll.

f. Update and Submit the form marked “NOT OK” by DEO/ERO

g. Flag the service voter who is about to retire after 6 Month or is no more in service

h. Update the Record/Unit Office in case the service personnel are transferred from one

record/unit office to another.

Unit Office

Each service personnel reports to a Unit Office. All changes made by Unit Office must be

verified by the Record Officer

Action

a. Update Unit Officer Profile (To be verified by Record Officer)

b. Upload XML (To be verified by Record Officer)

c. Update and Submit the form marked “NOT OK” by DEO/ERO (To be verified by

Record Officer)

d. Update the Record/Unit Office in case the service personnel are transferred from

one record/unit office to another. (To be verified by Record Officer)

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DEO: District Election Officer

Action

a. Assign Assembly Constituency:

b. Mark as “NOT OK”

c. Transfer to other DEO

ERO: Electoral Registration Office

Action

a. Accept the form


c. Transfer to other AC of same District

d. Transfer back to DEO

CEO: Chief Electoral Officer

Input/Data

a. View the total Forms Received

b. View the total Forms Accepted

c. View the total Forms marked as “NOT OK”

d. View the overall status of the forms received

These functions and actions taken by every user have been explained below in detail.

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1. ECI ADMIN

If the ECI will login following dashboard will appear.

1.1 Dashboard

It shows all the counts for nodal officers, record offices, unit offices and also the Number of

forms submitted, accepted, signed forms uploaded, enrolled voter registered, incomplete

forms, forms for deletion etc.

The first section of the dashboard has 3 counts corresponding to number of nodal officer,

record officer & Unit officers

In the second section there are 6 counts available for:

a) Forms Submitted

Total number of nodal

officers including all

the forces

Total number of

record officers

Total number of unit

officers in all forces

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b) Form 2

c) Form 2A

d) Form 3

e) Form for Correction

f) Form Accepted by ERO

g) Signed forms uploaded

h) Enrolled service voter

With each count two links are given to view further information. ECI can view the information

on dashboard in two ways:

a) Force wise flow

To see further details of the nodal officers the user may click on More Info link

And they can see the individual counts of different forces.

To view force wise

Information

To view state

wise, district wise

or AC Information

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If he further wants to see which nodal officers are there then click again on the More Info link

to get the following details.

The list of all nodals will appear as shown. Similarly he can follow for all the record officers,

units and different form counts.

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b) State wise flow

To view the statewise information the user will click on the link “State wise Info”. Similarly for

each link given on the forms he may view counts of different states.

To view for different districts, click on “View District info” and district list of given state will

appear.

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Further to this AC list is available on the link “View AC details”. The user can download all these

lists if he wants using the “Download button”.

There are two windows available to see:

a) Request foe deletions

b) Request for unit transfers

This information can also be viewed further at Force Level or at State level.

1.2 Main menu for ECI

Home –This will take you back to the home page.

Dashboard -To view the different counts of form in one window, Click on the

Dashboard.

Nodal Officer – To view nodal officers from all the forces in one list.

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Contact – Gives the contact details of Election Commission of India along with the map

given below.

Change Password – Gives you an option to change the password after first time login.

Log Out – If you no longer want to use the application log out first and then close it.

ECI can perform following functions:

1.3 View Nodal Officers List

ECI can view the list of Nodal officers as shown by using the menu in black.

The list will appear as shown below. It contains all the information of the nodal officer such

as name, designation, category, letternumber, letter signed by, letter date, official address,

mobile number and force name.

Click here to view the list of

nodal officers

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There is also an action abutton given against each row which can be used to edit the record.

To create a new record click on the following button “Create Nodal RECXOCORD”

With the dropdown on the left you can filter how many entries you want to see. For

example, if we select 10, it will show first ten entries in the list

Action button to

edit the record of

nodal officer

Click here to

create new

nodal officer

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1.4 Create Nodal Officer

ECI creates Nodal Officer Login for each Wing in service voter registration.

For doing this, he will enter the input data as shown below and click on “Create button”.

Input/Data

Officer Name

Designation

Letter number

Letter signed by

Letter Date

Mobile Number

Email

Force name

To view the list of

all nodal officers

click here

For creating new Nodal Officer, when

you click on Create button the

information will be entered in the

database

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There are checks on each field that the user is going to enter. For eg. If the Mobile number or

the Email Id entered is not correct, the fields will appear in red color indicating “Please enter

valid data.”

After corrections are done you may submit the form again by click on “Create Button”.

Here the mobile number is

not valid indicating a

correction to be made from

user end

The e-mail ID entered is not

correct. Therefore requires a

correction.

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1.5 Edit Nodal Officer Details

ECI also has the authority to edit the details of already existing nodal officer. After correcting

the given detail, he will click on the “Update button” and record will be updated. The screen for

updating details is given below:

1.6 Approve/Reject Finalized request

The nodal officers will send the request to ECI for approval and finalizing data. After the

approval of ECI the request will be finalized. ECI will approve the request by clicking on

“Approve button”.

The list of finalized requests can be viewed using the grey button “View finalized Profile”.

To view the list of finalized

profiles ECI will click here

List of all the finalized officers

for approval request Approve Button

Reject Button

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After the ECI clicks on the “Approve button”, he will get the following message

which means Finalized request has been approved successfully.

If it rejects the given request following message will appear.

As soon as the request is approved the count in the tab will decrease by one.

1.7 Approve / Reject De-Finalized request

Similarly the nodal will senddefinalize request to ECI which the ECI will Approve or Reject.

This can be done by click on “Accept” or “Reject Button”.The list of definalized requests can

be viewed using button “View DefinalizeRequest”. Also the count of requests can be seen.

As the ECI will approve or reject, the count of requests in the tab will decrease.

After the ECI clicks on the “Approve button”, it will get the following message which means

Definalized request has been approved successfully.

Reject button

To view the list of Definalized

profiles ECI will click here

List of all the DeFinalized

officers for approval request

Approve button

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If it

rejects the given request following message will appear.

1.8 Deactivate Nodal Officer

ECI may also deactivate a particular nodal officer, if there is a need to do so. He can view the list

of all Nodal Officers by using the button “View Nodal Officer” and can deactivate any particular

officer by using “De-Activate button”.

You will be asked for confirmation before deactivation. If the user clicks on “OK” button, the

Nodal officer will be deactivated.

DeAactivate button

Asking for

confirmation

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2. NODAL OFFICER:

Nodal officer is a single authorized officer of a Force in its Head Quarter who is in direct contact

with the ECI who will be providing all required details of its Force.

2.1 Dashboard

If the nodal officer will login,he will view the details of all the counts of forms submitted,

accepted, deleted etc. according to the force to which he belongs.

To view more information of record officers he may click on record officer “More Info link” and

list will appear.Nodal officer can view the count for Forms Submitted record wise and similarly

other counts also.

Number of

Record Officers

in the force

Number of unit

officers in the force

Download the

list of all the

counts

To View details

Unit wise Download button to

download the given list

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2.2 Main menu for Nodal Officer



Dashboard.

Record Officer – To view Record officers from the force to which the nodal belongs, in

one list.

Contact – Gives the contact details of Election Commission of India along with the map

given below.



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Nodal officer can perform following functions:

2.3 View Profile

Nodal Officer can view his profile. He can view his personal details like Mobile Number or E-

mail. He can also update the given profile and edit following details such as:

Official Address

Jurisdiction

Mobile Number (Personal)

E-mail (Personal)

In Service Since

Service Buckle Number

Nodal officer can also upload a different photo if he wants by using choose file option given.

After updating the details he will click on the update button to update the record.

He will then send a request for finalizing the data to ECI by clicking on Finalize button.

The Nodal Officer can also update his profile picture by choosing another profile photo from the

system.

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When he clicks on the “Choose file” button he can browse and select the photo from the

system and upload it as shown.

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The profile picture will appear as shown above.

After viewing the profile the nodal officer may send finalize request to the ECI to finalize his

given data by clicking on the “Finalize button”.

Nodal Officer can also send the request for Definalize. For doing this he will click on “Request

Definalize”.

A pop up will appear when DeFinalize request is clicked.

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The nodal officer will also have to give a reason for De-finalization in the pop up shown below

and then submit it.

After submitting the reason the request is sent to ECI and nodal officer will be updated with the

status of request sent.

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The nodal officer can see if the request is pending or has been rejected.

2.4 View Record Officer List

Nodal officer can view all the record officers present under him by viewing Record Officer List

as shown.

2.5 Create Record Officer

Nodal officer will create the profile for Record Officer. He can create a record officer by filling

the details in this form. The Input data includes:

Record Officer ID

Record office Name

Record Office Address

Record Officer Name

Record Officer Designation

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Office Mobile Number

Email (Official)

Number of Unit Offices

After entering the details click on Create button to create Record Officerprofile.

A link “Back to list” is given to view all record officers list.

2.6 Edit Record Officer Details

Nodal Officer can also edit records using this screen. He can edit the name, address, phone

number, designation, email id & number of unit offices if wants to and then click on update

button to update the record.

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2.7 Finalize/ Definalize Record Officer’s request

Nodal Officers can approve &finalize the request sent by the record officer. Record officer can

view his profile and send a finalize request to the nodal officer. The Nodal Officer can accept &

reject the request using “Accept/ Reject button”.

2.8 De-Activate Record Officer

Nodal can de-activate the record officer using De-Activate button. This can be done if in case

the record officer retires or has been transferred.

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3. RECORD OFFICER

Record Office maintains the data of all the Unit Offices and the service personnel of the Unit

Office. Record officer will upload the service voter of each Unit. In case Unit officer uploads

data of service voter, it needs to get approved by Record Officer. All the action performed by

Unit Officer must be approved by Record Officer.

3.1 Dashboard

Record officer will see the following dashboard when he logs in where all the counts will be

displayed. He can also download the list of counts if he wants.

He can view further information regarding different units using “More info” link in each tab.

Unit wise information will appear as shown below.

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3.2 Main menu for Record Officer



Dashboard.

My Profile –The record Officer can view his own profile

View forms – On the click of this following options will appear to view different types of

forms:

Unit Office – The list of Unit Offices under the given record officer will appear.

XML- Further two options appear as:

1. Upload XML – For uploading XML data

2. Download XML – For downloading acknowledgement

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Contact – Gives the contact details of Election Commission of India along with the map.



3.3 View Profile

Record officer will view his profile. He can view his personal details as shown. He can upload a

different photograph if he wants.

After viewing and updating the record officer can send “Finalize Request” to the nodal officer.

For updating

the record

For sending

Finalize

Request

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3.4 View the list of Unit officers

The Record Officer can view the list of all the unit officers.

3.5 Create Unit Officer

Record officer will create different unit officers under him which is to be approved by Nodal

Officer and then creates Login Id after approval from Nodal Officer. In case the number of unit

officers exceeds the number of unit officer specified by Nodal Officer, then record officer must

intimate to increase the count of the Unit Offices through his login. Record officer will input the

given data.

Unit Office Name

Unit Office Address

Unit Officer Name

Unit Officer Designation

Unit Officer Office Mobile

Unit Officer Office E-Mail Id

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3.6 Edit Unit Officer

Record officer can also edit the details of unit officer as shown by updating details like name,

address, designation , mobile, email id etc. using update button.

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3.7 Finalize / Definalize Request

Record Officers can approve or reject finalize- definalize request sent by the unit officer. Unit

officer can view his profile and send a finalize request to the record officer. The Record Officer

can accept/ reject the request using “Accept/ Reject button”.

3.8 Deactivate Unit Officer

Record officer can de-activate the unit officer by using De-Aactivate button. This can be

done if in case the record officer retires or has been transferred.

DeActivate button

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3.9 View Forms

The record officer will view forms given at the top menu.

a) Incomplete Forms

The Record Office will come selected in the dropdown. The record officer will select the unit

office from the dropdown and then click the search button. The incomplete forms will appear.

Record officer can view or delete these forms.

When the record officer will click on the “View Form” link button the following form will

appear.

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b) Request For Deletion

Record officer can select the unit office from the dropdown and click on “Search button” to

view the list of deletion requests. The record officer can add the voters for deletion and their

count is displayed. On the other side count of pending upload signed forms will be visible.

The record officer willkeep adding forms for deletion using the Add button shown. The he will

take a print and sign all the forms and upload it.

Add button for

adding records

for deletion

Forms signed for deletion

but pending for upload

Voters added by

record officer for

deletion

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The given screenshot shows how to sign and upload the form again.

c) Request for Transfer

Record officer can view the requests for transfer or unit change by selecting Unit

Office from the dropdown, enter service number and name and clicking on

Search button, the list will appear for unit change requests. The record officer

will then approve the requests.

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On the click of “show”, pop up will appear, the record officer will select unit office and submit

it.

d) Application Status

By clicking on this link the Record officer can view the status of applications for unit change ,

deletion etc. The list will appear when he selects unit office and clicks Search button.

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e) Accepted forms

By clickin on the link Accepted forms the record officer can see the list of forms that have been

accepted. He can either view the form or upload form by given action links.

The record officer will view the form and print it. He will then manually sign the form and then

upload the signed copy using upload form link.

View Form

Upload form

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f) Enrolled Voters

On the link of Enrolled voters he can view all the voters that have been enrolled as a general

voter and their details as given below.

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3.10 XML

On the link in top menu XML dropdown the record officer can upload XML and download the

Acknowledgement XML.

a) Upload XML

Input / Data

Automatically selected Record Office from dropdown

Selects corresponding Unit Office of the selected Record Office

Checks the checkbox stating “The uploaded data of service voter is authenticated

by the Record/Unit Office and the declaration has been obtained and signed by

each of the service voter and the same will be posted to the concerned CEO

office within 45 Days of uploading

Choose XML File of service voter

Check the records and upload the data to ECI Server (In case of duplicate data, it

has to be notified to the user)

Record Office Selected already

Select unit office

Choose XML

Upload Records

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b) Download Acknowledgement

After uploading the data through XML, acknowledgement can be downloaded on a single click.

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4. UNIT OFFICER

Each service personnel reports to a Unit Office. All changes made by Unit Office must be

verified by the Record Officer.

4.1 Dashboard

When the unit officer will login he will see the following screen where he can see the

different count of form submitted, accepted, deleted etc.

4.2 View Profile

Unit officer can view his profile as shown below. He can view the details as given below:

Name of Unit Officer

Designation

Office Mobile Number

Personal Mobile Number

Office E-Mail Id

Personal E-Mail Id

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Photo

The Unit officer can update his information using update button and may send a finalize

request to the record officer.

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3. CHIEF ELECTORAL OFFICER (CEO)

Chief Electoral officers belong to different states. The responsibilities of Chief Electoral

Officers include:

Actions:

a. View the total Forms Received

b. View the total Forms Accepted

c. View the total Forms marked as “NOT OK”

d. View the overall status of the forms received

To accomplish all these actions CEO can view and monitor all the details through a single

window dashboard as shown below.

The count lists can be

downloaded using

“Download” button

Request for Deletion Requests for unit transfers

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In the above section there are 6 counts available for:

a) Forms Submitted

b) Form 2

c) Form 2A

d) Form 3

e) Form for Correction

f) Form Accepted by ERO

g) Signed forms uploaded

h) Enrolled service voter

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4. DISTRICT ELECTION OFFICER (DEO)

When the District Election Officer (DEO) will log in he will see the following dashboard.

The role and responsibilities of DEO will include:

Action

a. Assign Assembly Constituency:

Input / Data

Assign Assembly Constituency by clicking on ”Assign AC” and selecting one of

the AC from dropdown of his/her District depending upon the address of the

service voter


Input /Data

If the form is found incomplete then DEO may mark the form as NOT OK by

clicking on “NOT OK” button and mentioning the reason for the same, such as

improper address due to which AC could not be identified

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c. Transfer to other DEO

Input /Data

In case the address does not pertain to his/her district, the form may be

transferred to another DEO by clicking on “Assign DEO” and selection DEO from

the dropdown list

When the DEO will log in he will see the following screen where list of new forms will appear.

The menu given in black can help the DEO to traverse all the tabs where he can see :

6.1 New Forms

The DEO can view the forms using action button “View Forms”.

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He can take any action given in the dropdown below:

6.2 Forms Received from other DEO’S

Other DEOs can forward the forms which can be seen here.

6.3 Received back from ERO

6.4 Received updated form by Nodal Officers

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5. ELECTORAL REGISTRATION OFFICER (ERO)

ERO can see the following dashboard on his login where all the counts are available at a single

glance. He can also download the list if he wants to.

Roles and Actions of the ERO are given below:

Action

a. Accept the form

Input/Data

If the form is complete the ERO may accept the form by clicking on “Accept”

button. (After which the accepted form will be visible to Nodal/Record/Unit

Officer for their acceptance only after which the service voter will be included in

the E-Roll)


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Input/Data

If the form is found incomplete then ERO may mark the form as NOT OK by

clicking on “NOT OK” button and mentioning the reason for the same.

c. Transfer to other AC of same District

Input/Action

In case the address does not belong to the AC assigned, then the form may be

transferred to another AC of same District in which it belongs to by clicking on

“Assign AC” button

d. Transfer back to DEO

Input/Data

In case the address in the form doses neither belongs to the AC assigned nor in

the AC of the same district, then the form may be transferred back to DEO

mentioning the reason for the same by clicking on “Transfer to DEO”

When the ERO will log in he will see the following screen where list of new forms will appear.

The menu given in black can help the ERO to traverse all the tabs where he can see :

1. New Forms

2. Accepted forms

3. Accepted by force

4. From other DEO

5. Uploaded form by force

6. Requested for deletion

7. Enrolled Service voter

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On the click of view forms, the ERO can view the form as shown

He can take the required action from the dropdown given below:

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6. FORM 3 (For Ministry of External Affairs)

Form 3 is for persons employed under Government of India but on post outside India. They can

click on “For MEA” Link to log in and fill Form 3.

As you will click on the given link Form 3 will be opened. Users are required to fill all the details

as all fields are mandatory.

Details like Personal details, Address Details, Service Details are available. User can also upload

a profile picture in the form as shown below.

Users from Ministry of

External Affairs can click here

to see Form3

Click here to fill form 3

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After filling all the details the User will click on the “submit” button and all the filled details will

be visible in the form shown below.

Submit form

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At the end of the form “Print Form” button is given. You can take a print out of the complete

form and save it and mail to your Nodal Officer printed on the form.

Print form

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