20/04/2018 e-Postal Ballot 1

PREFACE - FOLLOWING TOPICS ARE COVERED IN THE

PRESENTATION

1. Registration & Enrollment in Service Voter List

2. How to transfer the SV list from service voter portal to ETPBS portal by
ERO

3. RO creates PB template using desktop application.

4. RO Uploads Ballot template pdf, Verifies e-PB & Generates PIN in ETPBS
portal

5. On Counting day, RO scans Form 13 C A B using ETPBS portal

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 1. REGISTRATION
& ENROLLMENT
IN SERVICE
VOTER LIST
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 Service Voters' Portal

http://servicevoter.nic.in/

Service Personnel
applies for Service ERO receives the ERO enters remarks and record
Vote in portal application via CEO -> ERO verifies the Incomplete marked as NOT OK & returns to
through Record application Record Officer
DEO

Com
Officer

p le
te
ERO accepts the
application

Voter submits Form 2/2A

• Form 2 for Armed forces;

• Form 2A for Armed Police Force; After verifying the
Form 2, ERO Enrolls
20/04/2018 e-Postal Ballot the service voter 4
 2. TRANSFER SV
LIST FROM SV
PORTAL TO
ETPBS PORTAL
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Voter List needs to be transferred from Service Voters' portal to ETPBS
portal
http://servicevoter.nic.in/
Once ERO uploads
1. ERO Logs into ETPBS portal the SV list, it
servicevoter.nic.in appears in the
and downloads the ETPBS WEBSITE respective RO
SV list login

Download
to
computer
2. ERO logs into
ETPBS portal,
browse the file and UPLOAD
uploads the SV list

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 Portal used by ERO

Service Voter portal address : http://servicevoter.nic.in

ETPBS LIVE portal address : https://etpbs.in/

ETPBS Test site address : http://117.239.180.198:86

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 3. HOW TO CREATE
e-POSTAL BALLOT TEMPLATE
ONCE FORM 7A IS FINALISED

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 e-PB GENERATION PREREQUISITE - 1
Desktop application is used to Generate e-PB template

i) Download the desktop application setup from this

Link : https://drive.google.com/open?id=1NeQ04FUUXr-AHwwt-rwKb-Dyxm9372Ay

Or download from ETPBS site

ii) Install the desktop application (In the final installation window select “Create a
desktop shortcut”)

iii) Restart the computer before opening the application

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 e-PB GENERATION PREREQUISITE - 2
Scan Candidate Photo

Once contesting candidates are finalized, Scan photograph of the candidate one by one
and save in JPG format with file size less than 10 KB.

File Type : .jpg

File size : < 10 KB approximately

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Ballot Template preparation Desktop
application

1. Double click the Ballot Generation software icon

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 Postal Ballot Master

2. Click Add Ballot Master button

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Postal Ballot Master

2. Enter Ballot Master details and click SUBMIT DETAILS

3. Master details are saved and appear in the below grid. Click “ADD CANDIDATES”

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ADD CANDIDATE FORM

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 ENTER CANDIDATE DETAILS IN THE SAME ORDER AS IT APPEARS IN FORM
7A

4. Enter Name & Party Name in English of 1st candidate as in Form 7A. Pressing tab after entering English Name the
corresponding Kannada will appear in the adjacent text box. Verify the name in local language. Correct in case of any mistake.

5. Click “Browse” and upload the scanned photo of

candidate. If the candidate doesn’t have a photo check the
option “Check if candidate doesn’t have photo”

6. Click “Submit Details” button to save the candidate

3
1

4
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 ONE CANDIDATE DETAILS IS SAVED
SUCCESSFULLY

Note : If the auto translation to state language is not correct, type the name in Unicode state language elsewhere and paste the
text in the Official language Textbox of the software.

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ENTER NEXT CANDIDATE DETAILS IN THE SAME ORDER AS IT APPEARS IN FORM
7A

7. Repeat steps from (4) to (6) till all candidates are entered

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ENTER NOTA
8. Finally
- > Enter “NONE OF THE ABOVE” in candidate field
- > Select “CHECK IF NOTA RECORD”

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ALL THE CANDIDATES ENTRY ARE OVER

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 FINALISE BALLOT
TEMPLATE
8(i). Check the following before clicking FINALISE button
(a) The serial of candidates in the list
(b) Details of the candidate. After verification if its correct click “FINALISE BALLOT”

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 HOW TO EDIT AFTER
FINALISE BUT BEFORE
UPLOAD TO ETPBS
PORTAL

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9 (i). EDIT CANDIDATE DETAILS

Open the desktop application and click “EDIT” button shown against the candidate and
modify the details and click “UPDATE” to save the changes.

2 1

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9(ii) FINALISE BALLOT AFTER UPDATE

After making any change the ballot has to be finalized by clicking “FINALISE BALLOT”

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 9(iii) SAVE BATTOL TEMPLATE IN PDF FILE

Once the Ballot is finalized, click “SAVE BALLOT”.

Wait for the “Save Ballot” window to appear and click “Save” to save the Postal Ballot
pdf file in a NEWLY CREATED Folder.

2
1
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CHECK THE Ballot pdf FILE SAVED IN THE FOLDER

-> Size of the pdf must be < 2 MB

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e-POSTAL BALLOT pdf looks like this

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PRINT THE e-POSTAL BALLOT & VERIFY THE DETAILS

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EDIT POSTAL BALLOT AFTER GENERATING PDF

10. -> Delete the already created Ballot pdf file from the Hard disk

-> Repeat the steps 9(i) to 9(iii) and generate the new Ballot pdf

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 * BEFORE PROCEEDING
TO NEXT STEP, SIGN THE
BALLOT TEMPLATE SEND
IT TO DEO OFFICE AND
CEO & WAIT FOR THE
APPROVAL.
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 4. ONCE APPROVED BY DEO
AND CEO

Upload e-PB

&

Generate PIN
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 1. Select ECI Official
AFTER CENTRAL ADMINISTRATION OFFICER (C-Admin) activates
RO operation,

RO Login to ETPBS portal

2. Enter Login ID

3. Click SUBMIT

RO receives the OTP

4. Enter OTP

5. Click VALIDATE OTP

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 STEP-1 ENTER ELECTION DETAILS

Tab : 1

1. Fill the details

A. Start date of download * 2. Upload PB

B. End date of download
C. Cutoff date & time of
template pdf file
receipt of Ballot at RO generated using the
office RECEIVED FROM desktop software
CEO
D. RO address
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 3. Uploaded file name

4. Click to PREVIEW

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e-Postal Ballot
5. VERIFY the PB
thoroughly
before moving
ahead

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6. Check 7. Click to UPLOAD
this option template
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Click “YES” in both the windows to UPLOAD THE PB

9. Confirmation # 2
8. Confirmation # 1
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 10. e-PB upload successfully

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STEP 2. View & Approve e-Postal Ballot

Tab : 2

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11. VERIFY the following

A. The Postal Ballot

B. Form 13-A Declaration
C. Form 13-B Inner Envelope
D. Form 13-C Outer Envelope
E. Form 13-D Instruction to SV

12. Click to APPROVE e-PB

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Click “YES” to APPROVE THE PB

13. Confirmation # 2
12. Confirmation # 1

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STEP 3. Generate e-PB PIN Tab : 3

SV list uploaded by ERO will be listed here

14. Click the “GENERATE

BULK PB PIN” button

NOW THE POSTAL BALLOT IS ELECTRONICALLY SENT TO RECORD OFFICER WITH PIN
TO DOWNLOAD THE SAME.

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RECORD OFFICER OF SERVICE VOTER

RECORD OFFICER

1. Generates the e-Postal Ballot and hand it over to Service Voter.

2. Service Voter casts vote and sends it to RO through post.

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 INSTALL QR CODE
SCANNER

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BEFORE COUNTING

1. Receive QR code scanner from CEO Office

2. Install the QR code scanner in a computer which will be used on Counting

day.

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 5. COUNTING DAY

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 Electronically Transmitted
Postal Ballot System (ETPBS)
pre-counting
 1. Select ECI Official

RO Login to ETPBS portal

2. Enter RO Login ID

3. Click SUBMIT

RO receives the OTP

4. Enter OTP

5. Click VALIDATE OTP

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 SCANNING EACH
BALLOT’s FORM C-A-B

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 ETPBS pre-counting

1.Scanning of QR Codes should be done in sequence as:

1.Form 13-C should be scanned first
2.Then followed by both the QR Code on Form 13-A
and
3.Then Form 13-B of the same postal ballot

2.Keep two separate tray – one for rejected ballot and

one for accepted ballot. Never mix “Rejected/Invalid”
ballot with the accepted ballot.
 ETPBS – Pre-Counting Steps
Step 1: The Outer covers (Form 13-C) which is having QR Code on lower right hand side, it
will be read by the QR Code Reader and necessary valid checks will be performed for
possible duplicates and verification of the service voter. A unique serial number will be
provided by the computer. This serial number will also be manually marked by RO on the
envelope being verified.

Step 2: If no duplicate and correct verification is found, then only outer envelope (Form
13-C) will be open.

Step 3: Open the outer cover (Form 13-C) and take out the two documents which are
required to be found inside. The first one is declaration (Form 13-A) and the second one
is inner cover (Form 13-B) containing the postal ballot paper.

Step 4: RO should take out the declaration from Outer Envelope, Form 13-A and the inner
cover in Form 13-B.
 ETPBS – Pre-Counting Steps cont.
Step 5: Now scan two QR Codes on Form 13-A one by one and after that scan the QR
Code which is on lower right side on Form 13-B.

Step 6: Note down the Sl. No. generated in all the above Covers respectively.

Step 7: If the QR Code reading does not raise any anomaly, keep Form 13-B envelope
and Declaration back in Form 13-C envelope and keep the envelope in a tray meant
for valid envelopes to be taken up for counting. If the QR Code reading indicates any
discrepancy such as the documents not being genuine or multiple copies of the
document have been received, such envelopes shall be kept in a separate tray meant
for rejected envelopes.

In case of rejection of envelopes/documents on QR Code reading, the ARO in-charge

of the team should see and satisfy himself about the discrepancy shown in QR Code
reading that results in rejection.
 ETPBS – Counting

 Helpline Contact number will be provided on the day of Counting for

any support related to ETPBS

 Never change the Mobile Number or E-Mail Id till elections are over

 Ensure that DND is not activated on your mobile number

 Ensure proper Internet Connectivity, as far as possible prefer wired

connection

 Ensure availability of Power to Computers and Mobile

Electronically Transmitted Postal Ballot System – Pre Counting

Pre-
Counting

Scan Scan
Form 13-B Form 13-C
(Inner Envelope) (Outer Envelope)

Scan
Form 13-A
(Declaration)
Screens of ETPBS pre-counting
Scan: Form13-C
Scan: Form13-A
Scan: Form13-B
Scan: Form13-C & then Immediately Scan New Form-13C
Scan: Form13-C & then immediately Scan Form-13-B (Leaving the Scanning Form 13-A)
Scan: Form13-C, Scan: Form 13-A & then by mistake Scan Form-13-C instead of Form 13-B again
Scan: Form13-C, Scan: Form 13-A & Scan: Form 13-B & then by mistake Scan Form-13-C, just Scanned
Scan: Form13-C & then Form-13-A Does not Exist (Manual Invalidation)
Scan: Form13-C, Scan Form 13-A & then Form-13-B Does not Exist (Manual Invalidation)
Add Elector Manually: Form 13-C (in case QR Code in not Scanned)
Add Elector Manually: Form 13-C (in case QR Code in not Scanned)
Add Elector & e-PBID Manually: Form 13-A (in case QR Code in not Scanned)
Add e-PBID Manually: Form 13-B (in case QR Code in not Scanned)
Thank You
 IT DIVISION

ETPBSS

ETPB Management
System
Pilot can be done in some selected AC’s

P H Y G I TA L LY S E C U R E D Q R C O D E
Unified Ballot Generation System

ENCORE Only one system. (ETPBMS, Service Voter Portal merged

into ENCORE)

SINGLE SOURCE Single point of entry of nomination, party, symbol.

COMMON TOOL All Ballots for EVM, ETPB and Postal Ballots are
generated by one tool

NO DATA ENTRY Ballots will be generated without any data entry thereby
removing any errors.
 SINGLE SCAN FOR RO
SIMPLIFICATION OF COUNTING

Mobile Scanning Inner Envelope Scan Declaration matching

Better adaptability, security and 10 times secure encryption, no Mobile presents the decrypted
speed hassle of multiple scans and data to be matched with
steps declaration
GHOST COPY PROTECTION
Use of Encrypted QR Code
The QR code is generated from ENCORE using Seal-crypt technology which
cannot be read by any other method than ECI Mobile App

Photocopy Safe & antiforgery

The QR code contains Seal-Vector. Photocopy of such QR coded e-PB are detected
on scan by ECI Mobile app during counting and only original print is admitted.

Only Genuine ETPB is counted

Genuine e-PB will not be rejected due to Ghosts e-PB. Major Process
simplification for Returning Officers.
 Least errors in ballot generation

There is single source of truth.

OUTCOME OF
ETPB SIMPLIFIED
SYSTEM Ghost e-PB detection
Process simplification for RO

Mobile based scanning

No Server dependency, faster scan, mobility
for multiple scanning