ESR Professional Development Training : OpenESR user guide

1. OpenESR User Guide
COMPUTERISED ELECTION MANAGEMENT SYSTEM
AfRO
ESR Professional
Development Training

2. OPENESR User Guide 1
TABLE OF CONTENTS
List of terminology
1 INTRODUCTION TO OpenESR:..................................................................................................................... 4
2 INSTALLATION............................................................................................................................................. 4
2.1 Installing the database: ........................................................................................................................ 4
2.2 Installing the application:..................................................................................................................... 4
3 IMPLEMENTING OpenESR:.......................................................................................................................... 5
3.1 Access to the administrator interface:................................................................................................. 5
3.2 Administration interface: ..................................................................................................................... 5
3.2.1 Dashboard...................................................................................................................................... 7
3.3 Administrative division:...................................................................................................................... 11
3.3.1 Team/User Administration .......................................................................................................... 15
3.3.2 Polling station management........................................................................................................ 17
3.3.3 Managing candidacies: ................................................................................................................ 20
4.1.1 Form management: ..................................................................................................................... 24
4.1.2 Events........................................................................................................................................... 28
4.1.3 Alert management:...................................................................................................................... 30
4.1.4 Manage Statement ...................................................................................................................... 35
4.1.5 Manage SMS ................................................................................................................................ 36
4.1.6 System Settings............................................................................................................................ 37
4.1.7 ESR results.................................................................................................................................... 37

3. 2 COMPUTERISED ELECTION MANAGEMENT SYSTEM
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LIST OF TERMS USED IN OPENESR INTERFACES
MENU CONTENT PAGE CONTENT
Home
Maps; National and Regional Statistics; Incident reported
during voting
Control panel
National and Regional Statistics; Incident type statistics;
Incidents reported during voting
ESR result
National voting result; Regional voting result; Voting per
region
Administrative division
Create a division
Administrative division; Create a division by level; Add a
level
Manage localities Manage your localities
Team
Users Add, manage users
Manage observers Import observers; Add an observer; Edit an observer
Polling station
Polling station management Add a polling station; Polling station management
Manage candidates
Candidates
Add a candidate; Enter results; View results; Manage
candidates
View candidate Assigned polling stations of candidates
Form management
Question category Add questions; Manage question categories
Questions Create a question; Manage questionnaires
Form Polling station form
Incident alert
Incident type Create an incident; Manage incident types

4. OPENESR User Guide 3
Report an incident Incident alert
View reported incident Report an incident, Manage reported incidents
Calendar Add a date; Manage Agendas
Managing Reports
Publish ESR ESR blog
SMS management
Configure
Accessing SMS messages Manage SMS
System configuration
Log management ESR log

5. 4 COMPUTERISED ELECTION MANAGEMENT SYSTEM
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INTRODUCTION TO OpenESR:
OpenESR is a computerised election management system. It allows the planning and monitoring of voting
processes. It is made up of various interfaces.
Administration interface: Access is controlled by passwords. The interface makes it possible to manage the
programme package and implement features.
Public interface: It is dedicated to the general public, presents reports, map and allows real-time
monitoring of operations.
INSTALLATION
1.1 Installing the database:
1. Launch phpMyAdmin;
2. Create a new database and give it the same name as that of the database provided;
3. Import all the tables of the database provided.
1. Installing the application:
1. Drop the application's uncompressed file in the server boot file;
2. Run the application on the browser using the correct URL;
3. If everything went well, a public interface opens;
4. Click connect, then enter your login information on the page displayed;
5. If everything went well, the administration interface opens.

6. OPENESR User Guide 5
IMPLEMENTING OpenESR:
2. Access to the administrator interface:
Access to the administrator interface is controlled by usernames and passwords.
The user must be authenticated in order to access the modules based on his or her assigned privileges.
3. Administration interface:
The administration interface enables the management of the various OpenESR modules. Modules can be
accessed using the side menu, and the access thereof will be determined by the privileges assigned to the
user on authentication.

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8. OPENESR User Guide 7
1.1.1 Dashboard
It is made up of six (6) sections, including:
1. Information by voting office: Refer to polling stations by region, commune (municipality) and polling
centre.
2. Situation of reports: Displays the number of polling stations and centres saved on the platform, the
total number of SMS messages sent depending on their processing status (validated or error).
3. National and regional statistics: A graph that displays national and regional statistics related to the
answers to the questions in the form on the opening, conduct and closing of the poll sent by observers
on the ground.

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4. Details of incidents by region: A graphic representation of incidents reported by observers via SMS. It
is displayed based on the incident type selected. To select an incident type, you just have to choose
from the list of incident types on the graph in the top left corner. The graph then displays the statistical
results of the regions concerned by the incident type selected.

10. OPENESR User Guide 9
5. Graph showing changes in incidents: it helps you situate reported incidents in time during the poll.
6. Graph showing changes in incidents: it displays percentage rates for the resolution of incidents
reported on a crescent depending on whether the incident has been resolved or not.

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12. OPENESR User Guide 11
4. Administrative division:
Create an administrative division corresponding to a specific country
1. Click Administrative division > Create division menu item
NOTE: The administrative division is only done once.
2. Click Add level to create levels according to the number of hierarchical levels in the country's
administrative organisation.
NOTE: It is important to start creating your administrative division from the lowest to the highest level.
Example: for a division in the form of Region, Cercle, Commune, VFG, follow the reverse order: VFQ,
Commune, Cercle, Region.
3. Click on the Validate button to confirm your administrative division.
Once validated, the system automatically takes you to interface for managing your localities.
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Add locations
1. Click Administrative division > Manage locations on the side menu.
2. Select the icon for the first division you created i.e. region.
The management interface for your selection will open.
3. Click on the Add button
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15. 14 COMPUTERISED ELECTION MANAGEMENT SYSTEM
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4. Complete the form
5. Select Validate once complete
Repeat the same operation for all other divisions.
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16. OPENESR User Guide 15
1.1.2 Team/User Administration
By default, only admin/admin user exists. Once logged in, the user will create other platform users by
assigning roles. Each role grants privileges.
Display the list of users
1. Click on Team > User menu item
2. You can manage users using the following tools:
Display detailed information on the user
Edit information on the user
Delete the user
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Add a user
1. Click on Team > User menu item
2. Click on the Add icon below the main menu.
3. Complete the fields in the form
4. Select the User role you want to create
5. Click the Save button to save the information
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18. OPENESR User Guide 17
Bulk import
The bulk import of the user option is not yet available. It will not be available in the first stable version.
1.1.3 Polling station management
Manage polling stations:
1. Click Polling station menu item
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2. You can manage polling stations using the following tools:
Display detailed information on the polling station
Edit information on the polling station. Click save once changes have been made.
Delete the polling station.
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20. OPENESR User Guide 19
Adding a polling station:
1. Click Polling station menu item
2. Click on Add an office
3. Complete the form to create the station
4. Click on submit button to complete the operation.
Note that when creating the polling station, you must assign it an observer and a neighbourhood.
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1.1.4 Managing candidacies:
Displaying the list of candidates:
1. Click Manage candidacies > Candidates menu item
2. You can manage candidacies by using the following tools:
Display detailed information on the user
Edit information on the user
Delete the user
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ESR Professional Development Training
Adding a candidate:
1. Click Manage candidacies > Candidates menu item
2. Click on the Add icon below the main menu.
3. Complete the fields
2 Click on Save
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24. OPENESR User Guide 23
Assigning a candidate to a station
1. Click Manage candidacies > Assign candidates menu
2. Add information on the candidate by selecting the polling station, political party and the number of
votes obtained by the candidate and lastly,
3. Click on the Validate button to validate.
Where the candidate had been previously assigned a station, an error message will appear.
Displaying the list of candidates' assigned polling stations:
To see the number of votes obtained per candidate according to polling stations:
1. Click Manage candidacies > View assigned polling station menu item
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2.1.1 Form management:
Form management is based on the management of form categories, as well as on questionnaire and form
management.
Manage list of categories
1. Click Manage forms > Questions categories menu item
2. You can manage question categories by using the following tools:
Display detailed information category
Edit information on the category. Click save.
Delete a category
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26. OPENESR User Guide 25
Manage questionnaire
1. Click Manage forms > Questions menu item
2. You can manage question categories by using the following tools:
Display detailed information on questionnaires
Edit information on questionnaires
Delete questionaires
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27. 26 COMPUTERISED ELECTION MANAGEMENT SYSTEM
ESR Professional Development Training
Add a Question
1. Click Manage forms > Questions menu item
2. Click on the Add a question button
3. Enter the information required for the creation
4. Click on the Validate button.
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28. OPENESR User Guide 27
A message confirming a category has been created appears. Click on the "OK" button to complete the
action.
After entering the information for the new questionnaire, click on the "Add" button to save the question.
Create a form for a polling station
1. Click Manage forms > Forms menu item
2. Complete the form
3. Click on Validate
A validation message is displayed.
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2.1.2 Events
Manage list of events
1. Click on Events menu item
2. You manage events with the following tools.
Display detailed information on event
Edit information on the event. Click save.
Delete an event
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30. OPENESR User Guide 29
Create an event
1. Click on Events menu item
2. Click Add new date
3. Complete the form
1. Select Create
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2.1.3 Alert management:
Manage polling centre incidents
1. Click on Incident Alert > Incident type
2. You can manage polling centre incidents using the following tools
Display detailed information on incident type
Edit information on the incident type. Click save to save changes
Delete an incident type
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32. OPENESR User Guide 31
Adding an incident type:
After clicking on "Create incident type", complete the empty fields, and then click on the "Add" button to
validate.
1. Click on Incident Alert > Incident type
2. Click on Add Incident button
3. Complete the form
4. Click Save
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Once validated, the details of the new entry are displayed. From there, you can add, edit, delete or even
manage Incident types using the blue links at the top of the page.
Report incidents
1. Click on Incident Alert > Report Incident
2. Complete the form
3. Click the Save button

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Display list of reported incidents:
1. Click on Incident Alert > Report Incident
2. You can manage the incident types by using the following tools:
Display detailed information on incident type
Edit information on the incident type. Click save to save changes
Delete an incident type
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36. OPENESR User Guide 35
2.1.4 Manage Statement
Manage statements
1. Click on Incident Alert > Report Incident
2. Manage statements by using the following tools:
Display detailed information on statement
Edit information on the statement. Click save.
Delete statement
WHAT ABOUT CREATE A STATEMENT?
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37. 36 COMPUTERISED ELECTION MANAGEMENT SYSTEM
ESR Professional Development Training
2.1.5 Manage SMS
Manage SMS messages
1. Click Manage SMS > SMS access
2. Manage SMSes by using the following tools:
Display detailed information on SMS
Edit information on the SMS. Click save to save changes
Delete SMS
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2.1.6 System Settings
Log Management
1. Click System setting > Log management
2.1.7 ESR results
Results are accessed by clicking Results in the top menu
It is a graph that shows the number of votes obtained by each candidate. It clearly displays statistics on key
voting indicators, including:
• The total number of registered voters,
• The total number of voters,
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39. 38 COMPUTERISED ELECTION MANAGEMENT SYSTEM
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• The total number of valid ballots cast,
• The total number of invalid ballots,
• The number of proxy votes,
• The number of votes by derogation,
• And, lastly, turnout rate as a percentage.
Results-per-region graph: it displays statistics per region and per candidate. To view the results, choose the
region concerned from the list and the number of votes obtained by the candidate will be displayed on the
graph.

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