Decentralization and computerization of ubr in kwale update

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Decentralization and computerization of ubr in kwale update

  1. 1. ICT supported birth registration in Kwale, Kenya Enhancing the community-led decentralized model for birth registration Updated 1/12/09 Mika Välitalo / Plan Finland
  2. 2. The current birth notification and registration process – an overview 6. Processing the applications for certificates is manual and time- consuming task in the DCRO, thus delaying the services for 4. In the DCRO the nofitication vefiried, approved and parents. filed. In case of missing/incorrect information the notification is returned to the community. up to 100 km 3. Chief verifies the notifications and takes them to DCRO (District Civil 0-1 km Registration Office) approx. monthly. This takes time and money (Chief has to Mobile teams pay the expenses from his own pocket) 1-10 km 5. When the notification process has been completed, the parents 2. An informant (e.g. parent, relative, can apply for the certificate. For community health workers etc.) makes 1. Mother gives birth to a child notification of birth to the CBO (Community Based this they need to travel all the way to DCRO, usually twice (for Organisation) or to the Chief. application and later to get the certificate once it has been processsed.)
  3. 3. Kwale’s District Civil Registration Office (DCRO) manages and archives all the birth notification as well as produces birth certificates. The population in the district area is estimated 590,000. Kwale district is has a border with Tanzania which creates challenges to registration system. For example it can be difficult to know if a baby is actually Kenyan or (s)he is brought over the border in order to obtain the Kenyan citizenship.
  4. 4. The Kwale office is supported by a Civil Registration Officer (CRO), one senior clerical officer, two clerical officers and a typist.
  5. 5. Although the DCRO has two computers running a database on Microsoft Access, all the records are still handled and stored manually. Due to low staffing and problems with the database, old records have not been digitized. Processing birth notifications and producing birth certificates takes a lot of time and manual work.
  6. 6. Kimadzo Community Based Organisation office – located in Kimadzo about 80 kilometers away from the DCRO. Chief’s office is located in the same building. The chief and the assistant chiefs are the official representatives of the Government of Kenya in each community. They have a legal mandate to act as local authorities regarding to government's rules, regulations and policies - such as birth registration in this case.
  7. 7. Community volunteers working in the premises of Kimazo CBO. Among other tasks (such as delivering letters from sponsors) CBO volunteers are also entitled to receive birth notifications on behalf of the Chief. Many people feel it easier to visit the CBO compared to the chief e.g. due to high and sometimes feared status of government representatives.
  8. 8. ”Has your child been registered yet?”
  9. 9. Birth notification that is done at the community level by CBO or Chief. Currently these notifications are taken by the Chief to the DCRO every month. Notification does not yet mean that the child would get a certificate. For that parents need separately to apply and pay.
  10. 10. In Kenya, communities are empowered to report births as the system is decentralized to allow registration and record keeping at (community and) district level. CBO’s can also have mobile teams that visit remote parts of the community and receive birth notifications to be sent forward. At the moment mobile teams rely on paper forms.
  11. 11. By law, the birth certificates need to be produced in the district level. Travelling to DCRO can be an expensive and long journey hindering parents to apply for the cerfiticate. The cerfiticate itself costs approx. 60 Kenyan shillings, which is a lot of money for many.
  12. 12. Community meeting on birth registration. Enhancing the birth registration process has been a community initiated and owned process supported by Plan Kenya. Stakeholders in the ICT supported UBR project: Ministry of Foreign Affairs, Finland: funding Plan Kenya: implementation with local partners Nokia: support and contribution in utilizing mobile technology Plan Finland: ICT and programmatic support & stakeholder coordination
  13. 13. Focal problem: only 4 out of 10 children are registered • Why? • Poor accessibility of government staff and offices – due to a) distances b) unvailable chiefs c) fear of gov. representatives d) bribes and corruption • Slow processing of birth notifications – due to a) shortages of registration stationary (forms) b) the transportation to DCRO is manual c) no information channel to notify when possible to apply for the certificate and when to fetch it. • Slow processing of birth certificates – due to a) low human resources at DCRO compared to amount of (manual) work b) the payment process is too centralized c) the demand for the parents to travel to DCRO • Disjoint administratives structures – due to a) the delink between birth notification and certificate process b) manual records management c) no means to cross checking the data during verification. • Lack of incentives for parents to register their children – due to a) low awareness on birth registration benefits b) disconnect between the government departments dealing with registration of persons c) no perceived need for certificates before secondary school d) child marriage is a hinderance (those practising it do not want to contact officials). • High costs – due to a) distance to DCRO b) the cost of the certificate c) movement between government offices (e.g. one needs to visit a separate office for payment in addition DCRO). • Manual analysis and storage of data – leading to poor tracking of records and difficulties to utilize data for e.g. planning and statistics.
  14. 14. How will the project address the identified problems in a holistic way?
  15. 15. Overall project purpose Contribute to the increase of the number of children accessing the right to an identity. Objective 1: Enhance the accessibility of GOK staff and offices 1. Support GOK/DCRO to conduct Awareness in the villages 2. Strengthen role of CBOs in birth registration Objective 2: Increase the efficiency and effectiveness of the birth registration process 1. Train CBOs/Assistant Chief/DCRO office staff 2. Computerise CBOs /DCRO office. Suggestion to adopt a community resource model 3. Use of mobile phones by the mobile teams to gather birth information 4. Batch BC application through CBOs 5. Streamline administrative processes through adoption of a favourable payment system, i.e. trusted persons 6. Tracking of Process (BC application) through SMS 7. Design / Develop data export / import routines (CBOs to DCRO) 8. Data entry and automation of current and important historical records at the DCRO Objective 3: Increase the incentives to register children 1. Prior meeting with CBOs/Assistant Chief to gauge their willingness use technology, and to make the birth registration process accessible to all. 2. To lobby for the birth certificates to be a mandatory requirement when joining school i.e. ECCD 3. Support intergenerational dialogues at the villages to bridge the gap between the communities and GOK 4. Support awareness meetings on Child rights 5. Support awareness meeting on Laws protecting children. 6. Strengthen community structures that promote decentralised birth registration – peer learning trainings, through exposure visit, recognition of best performing registration assistants. Objective 4: Lower costs 1. Lobby for the waiver of charges levied on birth certificates Objective 5: Document decentralised model of birth registration 1. Support documentation of birth registration best practices – in print, audio-visual Objective 6: Advocate and promote replication of decentralised model of birth registration 1. Air programs that advocate and promote the universal birth registration through the Children’s Community Radio in Kwale. 2. Lobby for the integration of policies that revolve around the registration of persons. 3. Conduct stakeholder mapping for community structures that can be engaged in decentralized birth registration process 4. Support networking forums for cross learning.
  16. 16. From the ICT point of view, e.g. increasing the capacity of DCRO to handle the notifications and certificates is clearly worth wile. At the moment the staff spends several hours of their working time just to manually search papers from different folders whereas with a functional database and computer this could be done in a fraction of that time. Furthermore, the ability for Chiefs and CBO's to acquire, send and store BR notifications electronically has several advantages in data accuracy, automatic crosschecking of data, speed of delivery and further utilization of gathered data (e.g. statistics for planning). Piloting mobile data gathering has a natural entry point within currently existing mobile teams that from time to time visit the more remote parts of the community. At the moment the notification details are just written on pieces of paper which obviously affects again e.g. data accuracy and duplicates work effort as the same data needs to be manually copied later on. Being able to capture the data electronically on a mobile device already on the field potentially improves the efficiency of the whole process. In essence, one of the central ideas of the project is to pilot and test an ICT enhanced model for testing, documentation and replication. Thus, it's also a learning process for all the stakeholders and based on the experiences from this project we are able to assess the best practices.
  17. 17. Scope of the birth registration project Collaboration Ministry of Immigration and Registration of Persons (MIRP) Department of Integration of Population Registration Systems (IPRS) Nairobi Joint planning, ICT support & Kwale district civil capacity building registration office Five selected communities: Joint planning, ICT support & Lukore Mangawani Kinango Dzombo Kikoneni capacity building, awareness raising, support to community Location Population No. of households groups. Lukore location 3129 498 Mangawani location 8886 1206 Kinango location 13235 4200 Dzombo location 35904 6373 Kikoneni location 17458 3503 TOTAL 78612 15780
  18. 18. Computerization of national civil registration: Web-based system that can Civil registration system In September 2009 the Department of Integration of be accessed via web for births and deaths browser (computer/mobile) Population Registration Systems (IPRS) announced that a national web based civil registration system will be established already by February 2010. Internet This project will support the launching, piloting and connection incorporating of the new government supported system during CY2010. District Civil Registration Office There will be no need for Plan Kenya to develop a separate Birth Registration System Model. IPRS recommended that Plan could support rolling out the new birth and death registration system by Internet connection enhancing the capacity of DCRO staff, Chiefs Birth notifications are directly and Assistant Chiefs and CBOs to use ICT and entered into the national system by assistant chief via web. DCRO internet so that when new web based system Assitant will get notifications and can becomes available, they can immediately start Chiefs/ approve them via the same system. No local software needed piloting and benefiting from it. This request is fully (CBOs) except web browser. aligned with the original project plan. Nokia Data Gathering (NDG)
  19. 19. Next steps: 1.Installation of the computers at 5 CBOs, DCRO office 2.Computer training CBO officials for 5 pilot CBOs, Chiefs/assistants/volunteer 3.Historical Data Entry 4. Piloting mobile data gathering of birth registrations 5.Air programs to promote UBR through FM radio station(continue through to 2010) 6.Awareness meeting on Child Rights including laws protecting children in 14 CBOs(continue through to 2010) The software for data entry cannot be available until Feb 2010 when the Government plans to commission the BR project. During this period, the DCR office will be completed with electricity and LAN having been installed.
  20. 20. Thank you!

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