Election Duty – സംബന്ധിച്ച്

March 17, 2024 - By School Pathram Academy

OFFICE OF THE CHIEF ELECTORAL OFFICER, KERALA

Election (General) Department

No-EL3/14/2022-ELEC

16-03-2024, Thiruvananthapuram

From Chief Electoral Officer All District Election Officers To

Sir,

Sub: General Election to Lok Sabha, 2024-ORDER Software – Data Entry of Employees – reg.

ORDER is the official software solution of Chief Electoral Officer, Kerala for deploying officers for polling duty. ORDER is an acronym for Officials Randomly Deployed for Election kerala. The software provides a web based solution for all matters related to posting of officials for election duty. The System randomly mixes all data and assigns the officials for polling duty against each polling station. The main stakeholders in this software are Institutions/ Offices, Grama Panchayat/ Municipality/ Municipal Corporation Secretaries and District Election Officer. Roles of the stakeholders are as follows (Work flow chart enclosed as Annexure):

Role of Institutions/offices-

The Institutions should be self on board with the software. The responsibility of employee data entry for assigning polling duty is entrusted with the respective institution after self-on boarding into the ORDER software. A nodal officer should be appointed by the institution. The head of the institution shall be responsible for the preparation of the database of employees in time. A compliance Certificate in this regard shall be furnished by the Nodal Officer through the software. In cases of exemption, remarks shall be entered in the software and genuineness of the remarks should be ensured by the Nodal Officer. Nodal Officer should submit the Original Supporting documents collected from the employees to the DEO for exemption. After each randomization of Polling Officials, Posting Order should be downloaded by the Nodal Officer and served to the officer concerned.

Role of Grama Panchayat/ Municipality/ Municipal Corporation Secretaries –

Grama Panchayat Municipality/ Municipal Corporation Secretaries should login with the respective L.B user in ORDER software and monitor the On Boarding process of institutions under their jurisdiction. If any institution is missing in the on boarded list, Secretaries concerned can add that institution by themselves and ask the institution to start registering their employee details. Grama Panchayat/ Municipality/ Municipal Corporation Secretaries can alert the DEO about institutions from which no employee registration is happening or a lack of interest is observed. Due care should be taken while approving self-registered institutions in the portal to take care of authenticity using cross- checking the professional tax register. In order to avoid duplication of data they should make sure that no duplicate registration of institutions is getting done in the portal.

Grama Panchayat/ Municipality/ Municipal Corporation Secretaries shall coordinate the activities with a help desk to handle the queries from institutions. Grama Panchayat/ Municipality/ Municipal Corporation Secretaries should get necessary training at DEO level. Help desk team should guide the Institutions in completing all the activity which are supposed to be done at institutional level.

Role of DEO

DEO should monitor the progress of all the activities like data collection, serving of posting orders etc and verifying the veracity of supporting documents for duty exemption. DEO shall monitor timely completion of the process.

In this connection, you are directed to coordinate with all stakeholders in the district for ensuring the timely preparation of data base and serving of posting orders.

Yours Faithfully, KRISHNADASAN P

ADDITIONAL SECRETARY & ADDITIONAL CHIEF ELECTORAL OFFICER For Chief Electoral Officer

SOP and Flow chart

Standard Operating Procedure for Institutions Self On-Boarding on to ORDER Software

Institutions – Self On-Boarding

• Institutions can self-on-board to the ORDER Application using the INSTITUTION REGISTRATION LINK available at http://www.order.ceo.kerala.gov.in/public/institution/registration

Use the SEARCH INSTITUTION button to check whether your institution is already on boarded or not. If it is already there in the search result, please don’t try to register it again.

• Please fill all fields marked as Mandatory with an asterisk (*). Extra care should be given to these fields as it is crucial to the operation of the software.

• Mobile Number & Email should be verified before entering.

• Please ensure TOTAL STAFF STRENGTH matches with institution record.

• Set the password as per the password policy furnished. Keep your password in safe custody of the authorized user.

• Before entering CAPTCHA, try to renew it just by pressing the Renew option there and enter the new CAPTCHA in the respective field.

• SUBMIT the form. Self on-boarding request is now complete.

• Wait for the institution approval by the respective local body. You may confirm it by contacting the local body HELP DESK. Once local body approves your submission, the institution will be able to login and proceed further with employee registration.

Time Period: 2 days

Institution Login (Please confirm, self on-boarded institution is approved)

Use your email as the user name and enter your password.

• The system will ask you to change the password. Complete the activity and keep your new password confidential.

• Now you can see the dash board for the institution.

• Select Employee Entry.

• Select INSTITUTION UPDATION option. Update all necessary fields and confirm with CAРТСНА.

• Now you have options for Institution Strength Updation, Employee Registration and Employee registration by importing details from SPARK using PEN Number. Details will be automatically loaded by giving PEN number but for other institutions like Central Government, PSU, Banks etc.. data has to be entered separately.

Enter employee details as per the form including exemption if any. Ensure the Bank account details of the employee with IFSC, Bank Name and Branch etc. to receive the payment once the polling duty is over.

• Complete the employee registration for every employee in the institution as per the staff strength already updated.

• Institutions need to verify the data of each employee added and upon confirmation of all details of all employee, do a FINAL SUBMIT. This will send the details to the respective local body through the software.

• On final submission take the hard copy of list of employees, Covering letter, Acknowledgement letter and the Supporting documents if any for the employees who are claiming duty exemptions and submit to the respective DEO.

After the Randomization Process by DEO

• After First and Second Level Randomization process done at DEO level, your employees will receive SMS from ORDER application regarding polling duty assignments.

Login to your institution account and download Randomization reports for those employees from your institution.

• Print posting orders and serve it to concerned employees.

• Updating the posting orders served status in the ORDER application.