CHOiCE System Requirement Specification Birth Registration Service and Issue of Birth Certificate Document Generated by CMC Limited, Kolkata Contents 1. Purpose Of SRS1 2. Scope Of System1 3. Definitions, Acronyms and Abbreviations2 ABBREVIATIONS2 4. System Perspective2 4. 1Citizen Empowerment Through e-Governance2 4. 2. Security Features3 4. 2. 1. Login UserId and Password3 4. 2. 2. Biometric Authentication3 4. 2. 3. Smart Card3 4. 3. Electronic Messaging3 4. 3. 1E-Mail3 4. 3. 2SMS3 4. 4Status Inquiry3 4. 4. Application Inquiry3 4. 4. 2CHOiCE Website3 4. 4. 3IVRS4 4. 5Alerts4 5. Event List5 5. 1Birth Registration5 5. 1. 1 At Government Hospital / Private Hospital / Nursing Home5 5. 1. 2At CHOiCE Center5 5. 1. 3At RMC5 Current Registration5 Delayed Birth Registration6 Old Data Entry6 5. 2Name Inclusion6 5. 2. 1At CHOiCE Center6 5. 2. 2At RMC7 5. 3 Electronic Register Generation7 5. 3. 1 At RMC7 5. 4 Certificate Generation8 5. 4. 1At RMC8 5. 5 Birth Data Correction8 5. 5. 1At RMC8 5. 6 Printing Of Certificate9 . 6. 1 At CHOiCE Center9 Original Certificate Printing9 Duplicate Certificate Printing10 5. 7Issue of manual certificates at RMC11 6. MIS Reports11 Purpose Of SRS This document details the System Requirement Specifications of the Birth Registration Service under the project CHOiCE (Chhattisgarh On-line information For Citizen Empowerment). The purpose of this document is for the user to scrutinize and validate CMC’s understanding of the system requirements of Birth Registration Service.
It also provides a reference point for the design, development and testing of the project. Scope Of System ? The system is intended at electronification of the Birth Registration process of RMC that is done manually at present. Scope of the system mainly includes Registration, Approval, Certificate Generation and Report Generation Process. System also has the provision for back data entry, status inquiry of the application and maintaining Electronic Register. System will be implemented at following places for the registration of birth o At Government Hospital / Private Hospital / Nursing Home o At CHOiCE Center o At RMC ? Approval of the application will be done at RMC. ? Certificate will be generated either from CHOiCE Center or RMC. The following is the service matrix for Birth Registration Service as envisaged by the system |Sl No. |Service/ Service Port |Govt. Hosp. / Pvt. Hosp. / Nurs.
Home |CHOiCE Center |RMC | |1 |Current Birth Registration |( |( |( | |2 |Delayed Birth Registration | | |( | |3 |Old Birth Registration | | |( | |4 |Name Inclusion | |( |( | |5 |Application for Birth data correction | | |( | |6 |Electronic Register
Generation | | |( | |7 |Certificate Generation | | |( | |8 |Original Certificate Printing | |( | | |9 |Issuance of Manual Certificates | | |( | |10 |Duplicate Certificate Printing | |( | | Definitions, Acronyms and Abbreviations CHOiCE Agent: Authorized Citizen Services Agent appointed under e-Governance rules of state of Chhattisgarh. CHOiCE Center: Authorized Citizen Services Center place from where Notified Citizen Services are provided by a CHOiCE Agent Service Charge: Amount payable to CHOiCE Agent in lieu of services provided in accordance with the directions of the State Government. ABBREVIATIONS | |SRS |System Requirement Specification | |CHOiCE |Chhattisgarh On-line information For Citizen Empowerment | |CHiPS |Chhattisgarh infotech and biotech Promotion Society | |RMC |Raipur Municipal Corporation | |ASO |Assistant Statistical Officer | |AR |Additional Registrar | |NMS |Network Management System | System Perspective 4. 1Citizen Empowerment Through e-Governance The primary purpose of CHOiCE is to develop and maintain a citizen service information network, which provides open access to online information for Chhattisgarh State. The Hallmark of this citizen service information network is the ability of the general public to obtain information that may not have been previously or easily accessible to them.
Like most citizen service information network, CHOiCE offers a variety of information and communication resources that are relevant to the citizen. The creation of CHOiCE allows citizens to access government information and services. Among its many features, the system has the capability to allow citizens to query database, request application, and check the status of communication made to government departments. However, it should be noted that the use of the citizen service information network would largely depend on the information being relevant. 4. 2. Security Features To maintain the integrity of the system following measures are taken from the security point of view. 4. 2. 1. Login UserId and Password
Each person who has been authorized to access the system will be having a user id and password. To log on to the system he/she will have to provide correct information else request to log on will be rejected. It is the responsibility of the person to maintain the secrecy of his password. 4. 2. 2. Biometric Authentication System will store the thumb impression of each person who has been authorized to access the system. The thumb impression is stored in database at the time of creation of new user. After he logs in to the system by providing user id and password system will prompt the user to further authenticate or identify him. Here, user will have to put his thumb in the biometric device.
If the user’s thumb impression matches with thumb impression stored in database then only system will allow the user to proceed further. Otherwise the user will get a biometric authentication failure message. 4. 2. 3. Smart Card Any action done by the user will have to be supported by his digital signature. For this purpose users are provided with smart card that carries the digital signature. To certify the action, user has to insert his smart card in the smart card reader and provide the key number that is associated with his smart card. 4. 3. Electronic Messaging The following facilities will be provided in the application for sending messages automatically to the citizen on the status of the application. 4. 3. 1E-Mail
The applicant will fill up the e-mail address, if any, in the application form. The system will capture the e-mail address from the application form and will automatically send the status of the application to the applicant’s mail address. 4. 3. 2SMS The applicant will fill up the mobile phone number, if any, in the application form. The system will capture the mobile phone number from the application form and will automatically send the status of the application to the applicant’s mobile phone number by using the Short Messaging Service (SMS) facility. 4. 4Status Inquiry Applicant can inquire about the status of his application through any of the following 4. 4. 1Application Inquiry
A status search query screen is provided in the application, and search can be based on any of these parameters -Applicant Name / Name of Mother / Date of Birth or range of dates / Place of Birth / Hospital name / Application reference number. This can be done at CHOiCE Center. 4. 4. 2CHOiCE Website CHOiCE web site (www. choice. gov. in) will have link to find out the status of individual application. Anybody can browse the website and can see the status of his/ her application by providing Application reference number. 4. 4. 3IVRS The applicant may make a phone call to a designated phone number to get the status of the application made by him.
As and when the applicant calls the designated number the applicant will be guided by some instructions following which the applicant can know the status of his application. 4. 5Alerts Pending Applications Alerts The application will have a facility to generate an alert (via the media stated below) for the application pending action even after the due date to the senior of the authority in the hierarchy. The person receiving the alert from the system will take necessary actions for the pending applications. • After 5 days – An alert message will be sent from the application automatically to The Commissioner, RMC. • After 10 days – An alert message will be sent from the application automatically to The Secretary, Urban Development. No Application Entry Alert In case there is no applications entry in the system from Hospital or RMC for a certain period of time (3 days or 8 days), the system will generate an alert to the appropriate level of authority (as stated in the following table) via the media stated below. |Period Lapsed |Authority to receive the Alert | | |RMC |Hospital | |3 Days |The Commissioner, RMC |The Hospital Superintendent | |8 Days |The Secretary, Urban Development |The Secretary, Health | The media of alert for ‘Pending Applications’ and ‘No Application Entry’ will be via the following media – i. E-mail to his e-mail address ii.
SMS to his Mobile phone System Alert For any system problems or nonfunctioning of system, the network management system (NMS) will generate suitable alerts for monitoring by CHiPS. Event List 5. 1Birth Registration 5. 1. 1 At Government Hospital / Private Hospital / Nursing Home Hospital records to contain data as available in birth registration form (Pink-Form) that is supplied by RMC (Raipur Municipal Corporation). Shift in-charge Doctor (Hospital User) will logon to CHOiCE website using proper authentication details. Hospital User will enter birth registration details in the system based on hospital records using his / her digital signature.
Hospital user shall ensure that, entries are in accordance with hospital records. He/She will become the informant (Soochanaadaataa) to the system. ? Births upto 21 days can only be entered in the system. ? No fee will be collected. Since the applicant won’t be available at the time of data entry in the system, printing of acknowledgement is not required, however provision can be made in the system. Print out of the filled in application form is not taken at Hospital. The printout of the application shall be taken at RMC which will be kept for record purpose at RMC. 5. 1. 2At CHOiCE Center CHOiCE Agent will logon to CHOiCE website using proper authentication details.
CHOiCE Agent will enter using digital signature the birth registration details in the system based on applicant’s request. All the mandatory columns as identified in the application have to be filled in. Births upto 21 days will be allowed in the system to be entered. The normal CHOiCE CENTRE service charges (Rs. 15/-) will be collected from the applicant. Before submitting the application, the application is displayed with a declaration statement from the applicant stating that the information furnished is correct to the best of his/her (the applicant’s) knowledge. If any mistake is found, then operator can again edit the respective fields. Print out of the filled in application form along with the declaration is to be taken.
The applicant has to sign on the print out of the application. Acknowledgement is printed and given to the applicant. Printout of birth registration at CHOiCE Center shall be taken at RMC for record purpose of RMC. 5. 1. 3At RMC Current Registration Form to register a birth is collected at the RMC counter. The applicant fills up the form and submits the same at RMC for further processing. All the mandatory columns as identified in the application have to be filled in. Any birth can be entered in the system at RMC irrespective of the difference between the date of birth and date of intimation at RMC. RMC operator will logon to CHOiCE website using proper authentication details.
RMC operator will enter the birth registration details in the system based on the filled in form using his/ her digital signature. The application form will have a provision to capture ‘The date of application’. The date of application and date of entry may be different due to processing time in RMC. Delayed Birth Registration Form to register a birth is collected at the RMC counter. The applicant fills up the form and submits the same at RMC for further processing. All the mandatory columns as identified in the application have to be filled in. Any birth can be entered in the system at RMC irrespective of the difference between the date of birth and date of intimation at RMC.
RMC operator will logon to CHOiCE website using proper authentication details. RMC operator will enter the birth registration details in the system based on the filled in form using his / her digital signature. The application form will have a provision to capture ‘The date of application’. The date of application and date of entry may be different due to processing time in RMC. The scanned documents will be attached with the Application and stored in the system for future reference. Old Data Entry RMC personnel can enter the registration details that already have the registration number and registration date (given manually earlier) in the system.
Back data entry screen for birth registration will have two additional fields (Registration Date and Registration Number). RMC operator will logon to CHOiCE website using proper authentication details. RMC operator will enter the birth registration details in the system based on the records using his / her digital signature. 5. 2Name Inclusion 5. 2. 1At CHOiCE Center The application for the inclusion of the name in the certificate can be submitted at the CHOiCE Center irrespective of time gap between the birth registration and the name inclusion. Application should contain basic details so that the record, in which the name is required to be included in the system, can be pinpointed accurately.
A search criterion will be provided to locate the old certificate in the system. Based on the search criteria if the system fails to locate any record, it will print a non-availability statement and applicant has to pay Rs. 2/-. Applicant has to get the birth registered first. In case system locates one, it will retrieve the corresponding old certificate and will show it to the user. User would be required to provide the child name along with the applicant’s details. User can enter these details using his / her digital signature. Rs. 15/- will be charged towards Service charges. The acknowledgement will also be printed and handed over to the applicant.
If any annexure is available, user can scan the document and can upload the details into the system. 5. 2. 2At RMC The application for the inclusion of the name in the certificate can be submitted at the RMC office irrespective of time gap between the birth registration and the name inclusion. Application should contain basic details so that the record, in which the name is required to be included in the system, can be pinpointed accurately. The entry shall be made by RMC operator. A search criterion for ASO will be provided to locate the old certificate in the system. Based on the search criteria if the system fails to locate any record, then applicant has to apply for a fresh registration of birth.
In case system locates one, it will retrieve the corresponding old certificate and enter new name in certificate. Old data will move to history and new data related to old data will be linked by the application number and registration number. No fees will be charged for availing this service at RMC. The acknowledgement will also be printed and handed over to the applicant. If any annexure is available, user can scan the document and can upload the details into the system. 5. 3 Electronic Register Generation 5. 3. 1 At RMC Electronic Register is nothing but registration details in a specified format with Registration Number and Registration Date details.
All data available in the system after approval will get into electronic register. ASO will approve all the Live Birth Registration, Name Inclusion and Birth Data correction in the system using his / her digital signature after getting necessary approval (if required) from AR. ASO will logon to CHOiCE website using proper authentication details. Once applications are submitted from different locations (Government hospitals, private nursing homes, RMC etc. ) it reaches to the ASO for first level approval. At the time of approval by ASO, system will check for duplicate or similar records with similar date of birth, mother’s name and child’s name.
It should display a list of similar records with the fields of application reference number and application status, clicking on the application reference number entire view of the application can be seen. Here ASO has to use his discretion to decide on the fact that whether the application is same or it is just coincidence that some of the details furnished are matching though applications is different. ASO can take necessary steps that he feels are required to sort out the matter. At the time of approval, ASO can view the entire application. The digital signature of each application for birth registration is verified at the time of retrieving the application details.
Printout of birth registration taking place at any Government Hospital / Private Hospital / Nursing home / CHOiCE Center needs to be taken at RMC for record purpose. If any annexure have been attached with the application then ASO shall be able to view that annexure and take the printout of the same for the verification. ASO will approve the birth registration details in the system using his digital signature. System will allot registration number for the current data. Electronic register will be maintained in the system. Print out of the same will be taken at the day end and will be used as hard copy records. 5. 4 Certificate Generation 5. 4. 1At RMC AR will logon to CHOiCE website using proper authentication details.
At the time of approval, AR can view the entire application. The digital signature of each application for birth registration is verified at the time of retrieving the application details. AR using his digital signature will approve every electronic record. If required he can verify the hard copy. At the time of approval, AR can also view the certificate. AR can also view the list of applications that are pending at ASO level. 5. 5 Birth Data Correction 5. 5. 1At RMC ‘Birth Certificate Data Correction’ process requires affidavit. Hence, it can only be done at the RMC. The applicant will have to provide all relevant documents to the concerned officer at the RMC.
The entry shall be made by RMC operator and any attachment shall be scanned and annexed. For any typing error made during the entry of data, the appropriate authority (ASO / AR) shall correct the data on their own (if they can detect it) or it can be done by an application to RMC. At the time of data entry in RMC, a search query screen will be displayed. A few details (Applicant Name / Child name / Date of birth or range of dates / Place of Birth) as furnished by the applicant will be entered and matching list of birth registrations will be displayed. The ASO at the RMC will select an entry from the aforesaid list based on the details furnished by the applicant.
The old record for the selected entry will be displayed and the ASO will correct the respective data as furnished by the applicant. New record will be generated with the corrected data. Old record will be moved to the history file. If any annexure have been attached with the application then ASO shall be able to view that annexure. 5. 6 Printing Of Certificate 5. 6. 1 At CHOiCE Center Original Certificate Printing As of now this facility will only be available at CHOiCE Centers. The person who has come to receive the certificate is required to furnish the following details Applicant Name and address Child Name Date of birth / range of dates (from date and to date)
Place of Birth / Hospital name The CHOiCE Agent will enter these details for searching. Items mentioned in bold are mandatory and the rest are optional. The person who has come to receive the certificate is also required to furnish his name and address. The CHOiCE Agent will enter these details in the system. Based on the above-furnished details system will search and show the list. In case system fails to locate any record, system will print a non-availability statement and applicant has to pay Rs. 2/-. In case system finds any record it will show the certificate and it can be printed and given to the Applicant. Two copies of the certificate will be printed.
The first copy will be given to the person who has come to collect the certificate and the CHOiCE Agent will preserve the second copy for record purposes. The first copy of the certificate will have two parts. The first part will be the actual certificate, which will be signed in ink by the CHOiCE Agent. The second part will have the payment receipt also signed in ink by the CHOiCE Agent. The second copy of the Certificate will also have two parts. The first part will be the actual certificate that will not be signed. The second part will have the name and address of the person who have come to collect the certificate and will be signed in ink by the recipient of the certificate. Charges for the same is as follows – |No. f Copies of Certificate |No of pages |CHOiCE CENTRE / Private Hospital (Rs) | |1 |1 |20 | |1 |N |20 + ( n – 1) * 2 | |m |1 |m*20 | |m |N |m * ( 20 + ( n –1 ) * 2 ) | For one page Rs. 20/- will be taken. One page to include both sides of the papers. Break up of total charges (Rs. 20/-): ? Rs. 15/- towards CHOiCE Center Service Charges ? Rs. 5/- towards RMC Fees (which need to be deposited at RMC by the CHOiCE Agent) Duplicate Certificate Printing As of now this facility will only be available at CHOiCE CENTREs. The person who has come to receive the certificate is required to furnish the following details Applicant Name and address Child Name Date of birth / range of dates (from date and to date) Place of Birth / Hospital name
The CHOiCE Agent will enter these details for searching. Items mentioned in bold are mandatory and the rest are optional. The person who has come to receive the certificate is also required to furnish his name and address. The CHOiCE Agent will enter these details in the system. Based on the above-furnished details system will search and show the list. In case system fails to locate any record, system will print a non-availability statement and applicant has to pay Rs. 2/-. In case system finds any record it will show the certificate and it can be printed and given to the Applicant. On the top of the certificate it should be marked as “Duplicate”. Two copies of the certificate will be printed.
The first copy will be given to the person who has come to collect the certificate and the CHOiCE Agent will preserve the second copy for record purposes. The first copy of the certificate will have two parts. The first part will be the actual certificate, which will be signed in ink by the CHOiCE Agent. The second part will have the payment receipt also signed in ink by the CHOiCE Agent. The second copy of the Certificate will also have two parts. The first part will be the actual certificate that will not be signed. The second part will have the name and address of the person who have come to collect the certificate and will be signed in ink by the recipient of the certificate.
Charges for the same will be as follows – |No. of Copies of Certificate |No of pages |CHOiCE CENTRE / Private Hospital (Rs) | |1 |1 |20 | |1 |N |20 + ( n – 1) * 2 | |M |1 |m*20 | |M |N |m * ( 20 + ( n –1 ) * 2 ) | For one page Rs. 0/- will be taken. One page to include both sides of the papers. Break up of total charges (Rs. 20/-): ? Rs. 15/- towards CHOiCE Center Service Charges ? Rs. 5/- towards RMC Fees (which need to be deposited at RMC by the CHOiCE Agent) 5. 7Issue of manual certificates at RMC The applicant requiring a manual certificate will have to apply for the same only at RMC. The manual certificate will be issued only from RMC. The manual certificate will be issued based on an electronic certificate only. MIS Reports Various MIS Reports will be generated by the system for monitoring and record keeping purposes. Layout of these reports are enclosed in the Annexure. Annexures
