EPIC Management

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EPIC Management

• Project Management at District and Division

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Contents

• Overview of EPIC
• CMCs Operation Organization
• Role of a District Supervisor
• Technical Support

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Overview of EPIC

• 1.1 History of EPIC
• 1.2 CMCs Activities till Date
• 1.3 Bihar Administrative Structure
• 1.4 Executors - SLA, Agency and Vendor, Field
  Units
• 1.5 Geographical Distribution
• 1.6 Constituency Details
• 1.7 Programme Planning

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1.1 History of EPIC

• 1995
• Chief Election Commissioner, Bihar ordered
  different vendors for providing Electoral Photo
  Identity Card(EPIC) to each Elector
• Very low coverage in first EPIC programme in
  Bihar - 30

• 1998 onwards
• Electoral Roll Database prepared in FoxPro by
  CMC, Northern Region based on Electoral Roll
  Guideline of Election Commission Hindi Language
  data
• Photo Identity Card number incorporated against
  each record of elector having EPIC
• Supplements of consecutive years are published in
  press printed papers

• 2002 April
• Election Commission provides EPIC Guideline
• Chief Election Commissioner, Bihar ordered CMC
  Eastern Region to provide SLA(State Level Agency)
  support for second EPIC programme

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1.2 CMCs Activities till Date

• 2002 August onwards
• CMC as SLA provided following services
• Converted FoxPro database to Access as per ECIs
  latest directive
• Captured supplement data in Electoral Roll
  ISCII data storage format
• Integrated all supplements with Mother Roll data
• Consolidated data for Enumeration
• Prepared Division A, Division B
• Corrected Division A data
• Post Enumeration data preparation ongoing
  currently from Division B and C

• 2002, October onward EPIC preparatory activities
  of CMC include
• Transliteration of Integrated Electoral Roll data
• Transliteration of Division A data or Control
  Data
• EPIC database preparation

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1.3 Bihar Administrative Structure
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1.4 Executors

• SLA(State Level Agency) Consultant to CEOs
  office
• CMC Limited
• Agency for conducting photography of electors
• CMC Ltd Dual Role
• M/s Saraswaty Press Limited (SPL)
• Vendors
• CMC and SPL are executing the job through several
  vendors in each district
• CMCs vendors
• M/s Lyra Consultancy, M/s Micro Views, M/s Asha
  ID, M/s Plascon, M/s PhocomNet and other
• Field Unit(FU)
• Each Vendor has several teams(FUs) for EPIC
  preparation and printing
• Each FU comprise following resources
• 1 PC (PIII 128 MB RAM, Windows 98 SE)
• 1 set of operator for processing, printing,
  cutting and laminating EPIC
• 1 printer (shared)
• 1 paper cutter and laminator (shared)

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1.5 Geographical Distribution

• 9 Divisions
• CMC PATNA, TRIHUT, DARBHANGA, SARAN, KOSHI,
  PURNEA
• SPL MAGADH, MUNGER, BHAGALPUR
• 38 Districts

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1.6 Constituency Details
PC
PC
PC
PC
AC Assembly Constituency PC Parliamentary
Constituency
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1.6 Constituency Details
AC

• There are 243 Assembly Constituency in Bihar. An
  Assembly Constituency in Bihar may consists of
  250 to 350 parts
• ypically 3 to 5 parts are clubbed into a DPL
  (Designated Photography Location)

Part 6
Part 8
Part 1
Part 2
Part 9
Part 10
Part 11
Part 3
Part 4
Part 19
Part 20
Part 22
Part 23
Part 5
Part 7
Part 1
Part 24
Part 25
Part 26
Part 27
Part 16
Part 17
Part 18
Part 15
Part 12
Part 13
Part 14
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1.7 Programme Planning

• An assembly constituency is logically divided
  into around 80 DPLs each with a clubbing of
  around 1500 to 2000 Non-EPIC Electors (electors
  not having EPIC)
• Each AC has to be photographed each day at 5 DPLs
  by 5 photographers one at each DPL
• Each 4th day the photographer will go to a
  clubbed DPL of last 3 days covered by him
• Card will be processed in Link DPL (processing
  center located in district HQ) using the
  photograph supplied from DPL
• FUs in Link DPL will process the cards of those
  parts photographed

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1.7 Programme Planning (contd )

• Delivery challan, Distribution List to be printed
  and submitted to district 6 day after processing
• Card to be delivered to the district authority
  (EO) after 7 days from printing
• Completion certificate to be obtained from
  district (DEO) for each AC after all defect free
  card distribution

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2. CMCs Operational Organization

• CMCs Project Management Team

Management Support Location Kolkata
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2.1 Management Support at Kolkata

• Role
• Administrative Support
• Project Management
• Technical Support
• Project Owner
• AGM Mr. Samir Dhar Choudhury
• Project Manager
• Sr. Manager Mr. Somnath Ghosh
• Technical Support
• Mr. Nirmalya Ganguly
• Mr. Sibaji Kundu

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2.2 Project Management Support at Patna

• Role
• Coordination with CEOs office for facilitating
  District Supervisors for
• Providing infrastructure help
• Provide technical consultancy
• Collection of report from District Supervisors
• Daily report
• Weekly report
• Data Management
• Release of EPIC data to Agency at the starting of
  EPIC programme
• Collection of EPIC data and Image from Agency at
  the end of EPIC programme
• Mr. Sudip Sobhan Dutta - Project Coordinator
  interface to CEO
• Mr. Rishi Raj Sinha - Asst. Project Coordinator
• Mr. Chhandak Sarker - EPIC Data Coordinator

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2.3 Project Management at Divisional HQ

• DVC Divisional Coordinator interface to DCs
• Location One DVC in each of the Division Head
  Quarter
• Role
• Collect feedback reports from District
  Supervisor
• Liaison with District Head Quarter - Reporting
  project status to DC
• Technical Support Coordinator to District
  Supervisors
• Send daily and weekly reports (CPRs) to Project
  Coordinator at Patna

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3. Role of a District Supervisor

• Interface to DMs
• Provide Operational Support to the Vendors
• Look after timeliness of Photography Production
  of Cards
• Backup Collection and Delivery
• Liaison with District Head Quarter
• Reporting to DM, ADM and DEO
• Reporting
• To Divisional Coordinators (at Divisional HQ)
• To Project Coordinator (at Patna)
• Responding to Technical Queries of Vendors
  Supervisor

• Finally Collection of
  Completion Certificate

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4. Technical Support

• 4.1 EPIC Generation Process in a nutshell
• 4.2 Database Organization
• 4.3 EPIC Management Software PicTools 3.0
• 4.4 Software Support
• 4.5 Trouble Shooting
• 4.6 Support Links

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4.1 EPIC Generation Process

• Electoral Roll Db Part wise database
• EPIC database PC specific files with extension
  DFU, i.e. each FU computer consist of a unique
  DFU file

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4.2.1 Database OrganizationEPIC database
EPIC Database \BREPIC

• Electoral Roll
• Database
• Languages
• \BRSR02 HINDI
• \BRSR02E ENGLISH

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4.2.2 Database OrganizationAgency Database

• Agency database name is of following format
• ltState AbbreviationgtltAgency CodegtltAC Numbergt
• Example BR-S001-068.dfu
• Where State abbreviation BR, Agency Code
  S001, Assembly Constituency number 068

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4.2.3 Database OrganizationField Unit Database

• FU database name is of following format
• ltState AbbreviationgtltAgency CodegtltField Unit
  NumbergtltAC Numbergt
• Example BR-S001-F006-068.dfu
• Where State abbreviation BR, Agency Code
  S001, Field Unit 6 Number F006, Assembly
  Constituency number 068
• Each AC can have 15 FU team i.e. 15 FU databases
  are used, 1 each at each machine
• FU db is generated from Agency db in Pre-EPIC
  data creation phase

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4.3 EPIC Management Software PicTools 3.0

• Modules
• User point of View
• SLA
• Admin
• BackOffice
• Transliteration
• Vendor
• Agency
• DPL/Card Issue

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4.3 EPIC Management Software PicTools 3.0

• Agency Module
• Functionality
• Create Field Unit database Pre EPIC process
• Get Agency data backup
• Get Reusable EPIC information
• Image CD Backup preparation
• Miniature Printing
• DPL Module
• Functionality
• Image Copying from Floppy (with or without
  rotation)
• EPIC Processing
• Print Preview
• Print Queue Management
• EPIC printing/re-printing
• EPIC Issuance
• Printing Delivery Challan, Distribution List

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4.4 Software Support

• 4.4.1 Points to Remember
• 4.4.2 Database Details
• 4.4.3 Backup Methodology
• 4.4.4 Post Installation Settings
• 4.4.5 Crash Management

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4.4.1 Points to Remember

• Campaign Current campaign from 2002 to 2003
• FUSN Form unique serial number
• Unique for each AC e.g. KLT is the FUSN code
  for Assembly Constituency 127-Raniganj
• Table EPIC_ltFUSNgt contain card information
• 3 types of card New, Duplicate, Sticker
• Special type of Duplicate Saved card without
  DUPLICATE tag
• Two format of card numbers
• Old format BR/ltPCgt/ltACgt/lt6 digit card numbergt
  where BR is State Abbreviation, ltPCgt is 2 digit
  Parliamentary Constituency number, ltACgt is 2
  digit Assembly Constituency number e.g.
  BR/01/003/143003
• New format - ltFUSN Codegtlt6 digit numbergtlt1 digit
  Checksumgt e.g. KLT1420346 This format is
  effective from current campaign

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Few more Points to Remember

• Image specification 320X240 pixels, JPEG format
  (stored as .jpg file)
• One image per card stored in \BREPIC\IMAGES
  folder, filename generated in Pre-EPIC Old EPIC
  Generation process by CMC in new card format for
  all old cards
• 100 images can be stored per folder
• e.g. Image files KLT1420007.JPG,
  KLT1420019.JPG, KLT1420994.JPG stored in
  \BREPIC\IMAGES\KLT\14\20 folder
• 3 main database folders
• \BRSR02 containing Electoral Roll data in Hindi
  (often referred as language)
• \BRSR02E containing Electoral Roll data in
  English
• \BREPIC containing EPIC data

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Information on Card

• 2 sides of card in Hindi and English
• Side 1
• Electors name, age, sex
• Side 2
• Address House number from Elector details
  (A.mdb), Area and Locality from Sections
  (S.mdb), Anchal (Tehsil), Jila (District), Pin
  Code
• Facsimile to be stamped
• Hologram to be pasted

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4.4.2 Database Details EPIC database

• FU Database
• Part of EPIC Database used in Field Unit for Card
  Manufacturing
• Location \BREPIC\Tables\FU
• One unique FU database for one field unit PC
• 15 FU database supplied per AC in EPIC data CD
  Maximum 15 PC can be used per AC
• Agency database
• Part of EPIC Database used in Vendors office to
  consolidate FU database backup in Post-EPIC phase
  for Miniature printing and Image CD preparation
• Location \BREPIC\Tables\Agency
• Not to be installed in a field unit PC

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4.4.2 Database Details State Database

• Electoral Roll database contains
• State control database STTDATA.MDB
• Location \BRSR02\CONTROL\STTDATA folder
• Main Tables
• STUTLIST State information
• DISTLIST District Information
• AC_LIST Assembly Constituency Information
• AC_PARTS Parts of Assembly Constituency
  Information
• PS_LOCN Polling Station Information
• LTSTRVSN Latest Revision Information
• SUP_LSTS Supplement Information
• POST_OFF Post Office Information

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4.4.2 Database Details District Database

• Electoral Roll database also contains
• District control database DSTDATA.MDB
• Location \BRSR02\CONTROL\DSTDATA folder
• Main Tables
• TEHSILS Tehsil Information
• VILLAGES Village Information
• TOWNS Town Information
• SUBDIVS Sub-division Information

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4.4.2 Database Details Elector Database

• Electoral Roll database also contains
• Elector database collection of parts in an AC
• Location \BRSR02\ELECTOR\AltACgt where ltACgt is 3
  Digit Assembly Constituency number e.g.
  \BRSR02\ELECTOR\A034 contains elector database
  of AC 34
• Two sets of table
• Elector information contains Electors name and
  surname, age, sex, Relation (viz. Father, Mother,
  Husband, Other) name and surname
• e.g. A0340035.mdb contain elector information
  of AC 34 part 35
• Section information contains Electors location
  (Area and Locality) information
• e.g. S0340045.mdb contain section information
  of AC 34 part 45

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4.4.3 Backup Methodology

• Field Unit Database Backup
• Crash Recovery from Temporary Backup online
  backup in Field Unit PC, to be restored if Field
  Unit database crashes due to power failure or
  unforeseen crash
• Final Field Unit database (.dfu file) Backup
  after card printing, delivery and completion
  certification to be submitted to vendor
  supervisor
• Backup consist of
• 15 CDs each containing
• one Field Unit database from each AC from
  \BREPIC\Tables\FU folder of each PC
• One set of \BREPIC\Image folder from each PC
  containing images
• Agency Database Backup
• To be submitted by vendor to SLA (CMC at Patna)
• Final Agency database Backup (one set per AC)
  after Image CD preparation followed by Miniature
  printing consisting of
• One agency database (.dag file)
• Image CD containing image backup of an AC

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4.4.4 Post Installation Settings DPL/Card Issue
Module

• Necessary Settings after installing DPL/Card
  Issue Module
• Restart your machine before using the software's.
• Go to Start?Settings?Control Panel ?Regional
  Settings
• Go to the date tab, set the short date style as
  mm/dd/yyyy
• Printer paper size to be set to A4, Portrait
• Optional Settings for DPL/Card Issue Module
• Print quality to be set to Econo mode/Toner saver
  for fast printing

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4.4.5 Crash Management

• Online backup at interval
• 10 minutes (default)
• Other options 20/30 minutes to be set from
  Windows icon tray
• Backup Directory not to be deleted

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4.5 Troubleshooting - 1

• Problem 1 You get the message Shree Utility
  Not initialized on opening DPL/Card Issue Module
• Solution Go to Start?Programs?PicTools
  3.0?Initialize Shree License Click to initialize
  Shree.
• Problem 2 Language data in EPIC generation form
  of DPL/Card Issue Module shows junk
• Solution Font not installed properly. Go to
  Start? Settings?Control Panel?Fonts, double click
  on the the Shree Fonts to re-install them.

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4.5 Troubleshooting - 2

• Problem 3 The "Ashok Stambh" symbol does not
  appear on the Card, it displays Junk in its place
• Solution Ashok.ttf Font not installed
  properly. Go to Start?Settings?Control
  Panel?Fonts, double click on the Ashok Font to
  register it.

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4.6 Support Links

• Web-site http//web.cmc.net.in/projects/epicbr
• consisting of
• Date wise released Modules
• Release notes
• Date wise Released manuals
• Troubleshooting Guide
• Bug-reporting mails