2.0 INTERFACE OF CR SYSTEM WITH THE VITAL STATISTICS SYSTEM AND NPD

Transcription

1 Computerization of the Civil Status and Vital Statistics Systems of the Republic of Seychelles and its Integration with the National Population Database 1 1. INTRODUCTION 1.1 The Civil Status records were computerized in 1989, subsequent to the setting up of the National Population Database (NPD) in At the same time; the National Identity Number (NIN) system was introduced. The latter was made compulsory in June Currently two sets of records are maintained in respect of the Civil Status.The manual record, maintained in accordance with the Civil Status Act and the computerized record for use of the NPD. This dual system ensures the protections of source data against possible destruction and as a means of double check on the source of the statistical data. 1.3 The NPD, which is the population register, was set up using variables from the 1997 Census under special administrative procedures. It is amended on a daily basis from occurrences registered by the Civil Status and validated periodically through National Census and surveys. Since its inception,validation were effected in August 1994 and at the time of writing a population census is being carried out with a three fold purpose; - updating the population data, production of the 1998 Voters Register and obtaining revised information for the Electoral Boundaries Review. 1.4 The administration of the NPD and NIN were transferred from the Management System Division in the Ministry of Administration and Manpower to the Department of Civil Status in January The Civil Status falls under the portfolio of the Electoral Commissioner who is also the Chief Officer of the Civil Status. 2.0 INTERFACE OF CR SYSTEM WITH THE VITAL STATISTICS SYSTEM AND NPD 2.1 As can be noted above, the three systems are interlinked and is operated using one database to economically facilitate and control the registration and statistical records using the NIN as the main identifier. The Civil Status and NIN Units are both on line with the NPD. In addition, the Statistics Section of the Management Information System Division is also linked to the NPD for purposes of producing statistical data on population. 2.2 Appendix A shows the structure of the NPD and its -/uses. 2.3 Birth, Death, change of names with regard to the requirement of the Civil Status Act - imputed / flagged by the Civil Status. 2.4 Inputs in respect of the National Identity Number is carried out by the NIN Office. 1 Abstract of the case study contributed by the Electoral Commissioner of Seychelles for the United Nations Handbook on Civil Registration and Vital Statistics Systems: Computerization (1995)

2 2.5 The Electoral Commissioner uses the NPD data for the annual production of the voters Register and for the review of electoral boundaries which is carried out every three years. 2.6 Movement of residents in and out of country are flagged using data provided by the Immigration Authorities. 2.7 The Social Security Fund obtains data on pensioners from the NPD, with regards to their qualification for pension and electoral area where they reside. 2.8 The NPD operates on a live system which is being updated on a daily basis so as to obtain up-to-date information on the occurrences happeninng to an individual. 3.0 SPECIFICATION OF HARDWARE Product Identification AS/400 Model F10-8Mb 940/F10 400cps Twinax Printer 4230/102 Colour Worksation 3487/CAE PC-Support AS/400 Ver /PC1 AS/400 Appl Dev Utilities 5738/PW1 AS/400 Query/ /QU1 AS/400 RPG/ /RG1 AS/400 V2 5738/SS1 Dell Optiplex 466tMXV 8 Mb Ram, 320 Mb HDD 1.2mB & 1.44 Mb FDD Tape Backup All users are equipped with monitor / or P.C such as 132 column -Screen. Laser Printer. AS/400 NDF. 4.0 SPECIFICATION OF SOFTWARE The NPD employs its own specific software program designed to suit the requirement of the Civil Status, Statistics Office of the Government, NIN, Immigration and Social Security. 5.0 SCOPE OF THE NPD 5.1The NPD is a Live System which records the personal data of a living individual residing or working in Seychelles. It helps track the various occurrences regarding the individual(birth, death, marriage, change of name, naturalization, migration, etc.). 5.2 The system is on line whereby data is processed immediately after each occurrence. The NPD is common data base whereby information is shared amongst authorized users with authorized access. As such the NPD is used for production of: - population records and estimates.

3 - alphabetical Indexes of vital statistics / Civil Status. - issue of National Identity Cards. - compilation of Social Security pension records. - compilation of Electoral Register. - creation of other data base using the NIN as the main identifier - copies of Acts of Civil Status for public use. 6.0 KEYSTROKES PER DAY PER OPERATOR Approximately 30 per operator involving 10 operators THE NUMBER SVSTEM AND GENERATION OF DATA 7.1 GENERATION OF NIN The National Identity Number as generated by the computer using the registration; number; which is composed by using the year of registration, folio number, place of registration and sex. In the case of expatriates, working in Seychelles, a sequence number is used instead of the folio number. These functions are performed by the I.D Card Office using an S/56 terminal such that the NIN is generated immediately. 7.2 ADDITION OF BIRTH When a birth is registered at the Civil Status, the NIN is generated and recorded on the birth record. Daily the data entry are filled and entered on a batch mode. (Data from branch offices of the Civil Status are processed on a weekly basis). A proof list is printed and checked against the original register. After correction (if any), a final list is printed and verified by an officer as correct. The data is then inputed into the NPD. At the time of issue of the NIN card, the parent / guardian of the child is requested to certify that the information on the card is correct. 7.3 ADDITION OF APPLICANT Applicants are categorized as follows: (i) (ii) Seychelles who do not hold an NIN. Foreign born Seychellois not registered with the Civil Status. (iii) Expatriates resident in Seychelles. (iv) Foreigners on employment in Seychelles. (v) Seychellois by naturalization or registration. Separate procedures are followed for each of the above categories. Before processing a check is carried out on the NPD to ensure that the applicant has not already been issued with a card. The application must be supported by documentation pertaining to the Status and identity of the applicant to the satisfaction of the processing officer.

4 7.4 CHANGE OF NAME This can occur in the following instance: (i) Marriage (ii) Divorce (iii) Adoption (iv) Acknowledge of a child (v) By application and gazette notification. Before processing the change of name, the NPD is checked to find out whether the applicant hold an NIN. If not, the same procedure as for "Addition of applicant" is followed. 7.5 MIGRATION MOVEMENT The Immigration Authorities maintain their own database on the movement of residents in and out of Seychelles. Using these data the NPD is flagged daily with such data. Validation of such data is carried out periodically by the Statistics Unit of the Management Information Systems Division. Death When a death is registered at the Civil Status, a data entry form is filled. This is used as the input to the NPD after verification using a proof list. 7.7 NATURALIZATION When an expatriate is naturalized a new NIN is generated by the Civil Status. The new number is recorded in the person's birth certificate or passport. The old card is destroyed. The Civil Status enters the new NIN and the old NIN, the NPD is automatically updated. After a proof list is checked, label is printed for the new NIN. 8.0 DATABASE MAINTENANCE 8.1 NIN GENERATION FOR BIRTH The NIN is from a 9 digit folio member allocated when declaring birth. Example Sex Self-check identifier No. Place of registration code Page No.of birth Register Year of birth /declaration

5 Code for Sex O Female 1 Male Place of Registration 1 - Victoria 2 - Anse Royale 3- Praslin 4- La Digue 5 - Seychellois by Descent 6 - Seychellois by Naturalisation 7- Expatriates 8- Diplomats 9 -Not elsewhere classified 8.2 ADDING BIRTHS AND APPLICANTS TO THE DATABASE To add a new NIN and its relative particulars to the database, the NIN must be generated and stored in the systems file. This will enable the double checking of the NIN before it is finally allocated. Validation - Duplicate NIN. - All compulsory fields. - Date of birth 8.3 FLAGGING OF DEPARTURES AND ARRIVALS Data collected from the Immigration Division is used to update the migration status of an individual on the database. Access is made the NIN. Validation- NIN Existence. - Present migration status. - Migration date. 8.4 CHANGE OF NAME Involves the change of surname and / or names of a person as a result of a legal procedure under the Civil Status Act. The new name overrides the present one in the database. Both sets of names (old and new) are then stored into a log file for future reference. Access is made by the NIN. Validation- NIN Existence 8.5 DEATH - All compulsory fields - Date of change The program allows for the flagging of a person as 'dead' in the database and stores the

6 death transaction in a log file for future reference. Access is made by the NIN. Validation- NIN Existence - All compulsory fields - Declaration Date 8.6 PROOF LISTING Proof lists are taken at the end of the day's transaction inputs. These lists are checked against the source input documents for input errors which are corrected immediately. Proof checks are normally carried out by a person other than the Keyboard Operator who has carried out the actual posting of source documents. 9.0 DATABASE AND TRANSACTION SCREEN INQUIRIES 9.1 The System provides for inquiry programme on each update application. Appendix B shows the revised and updated application control, file maintenance, authorized update, Inquiry and Report functions. The main data base inquiry by the NIN will define if a person has the following status. A - In the Country E - Note in the Country N - Naturalized C - Change of name D - Dead M - have Migration movements Further details on a status (if present) can be viewed by selecting the Operation member on the enquiry menu. 10. DATA FIELDS Appendix C gives the list of data fields 11. APPLICATION FORM- NIN Appendix D gives a sample of the application form for an NIN. 12. PRODUCTION OF THE ELECTORAL REGISTERS The NPD is the main base used in the production of the Electoral Register. Each entry in the NPD bears the electoral district in which the individual resides / is registered as a voter. The register is updated annually (January) to effect changes such as: - Addition of persons to the Register who attain the age for registration as a voter ( 18 years). - Amendments on account of change in electoral area, movement of a voter to another electoral area, claims and objections, change of name, migrates status, deaths, change of status on account of naturalization or registration as a citizen.