High-Level Meeting on Improving CRVS in Asia and the Pacific – Bangkok, Thailand | 10 – 11 December, 20121 |

eHealth and mHealth Innovations in Civil

Registration and Vital Statistics (CRVS)

Mr Mark LandryHealth Information Technical Officer

World Health Organization, Regional Office of the Western Pacific

High-Level Meeting on Improving CRVS in Asia and the Pacific – Bangkok, Thailand | 10 – 11 December, 20122 |

eCRVS and mCRVS solutionseCRVS and mCRVS solutions

High-Level Meeting on Improving CRVS in Asia and the Pacific – Bangkok, Thailand | 10 – 11 December, 20123 |

Major Decisions for Computerization of CRVS Systems

Major Decisions for Computerization of CRVS Systems

Define the framework for CRVS

Define the “unique key” to be used

Define the objectives and purpose

Establish the organisation that will establish, operate, maintain CRVS solution

Decide an overall development strategy

Determine hardware configuration and procurement

Inviting external contracts (analysis of alternatives)

Choosing a conversion or initialization strategy

Identify requirements for system functionality

United Nations Statistics Division (1998), “Handbook on CRVS: Computerisation”

High-Level Meeting on Improving CRVS in Asia and the Pacific – Bangkok, Thailand | 10 – 11 December, 20124 |

Example: Queensland (AUS) Birth Notification System

Example: Queensland (AUS) Birth Notification System

Develop business requirements

Develop functional requirements

Courtesy Queensland Department of Justice and Attorney-General (2012)

High-Level Meeting on Improving CRVS in Asia and the Pacific – Bangkok, Thailand | 10 – 11 December, 20125 |

Business Process RequirementsBusiness Process Requirements

Develop process flow diagram

Develop process descriptions

BDM

Births

Hospital

JAG ITS

Qld Health

KE Software

Load birthnotifications to BirthNotices module in

Vitalware

Enter birth notificationdetails into Birth

Notices module inVitalware

Return notification tolis t for future matching

Match notificationsagainst available

regis trations

Transmit birthdetails from

hospital system(HBSCUS)

Assess proposedpotential match(es)on Vitalware screen

Link birthnotification to birth

regis tration inVitalware

Unmatched registrationand notification

Query hospitalAdd to NoMatch report(automatic)

Email birthnotification

details to BDM

Email birthnotification

details to JAG

Fax/email birthdetails to BDM

Enter birthdetails into

hospital system

To Birth Registration Process(same sex parents)

'Check security code'

To Birth Registration Process'Check security code'

From Birth Registration Process(same sex parents)'Check for errors'

From Birth Registration Process'Upload registration to Vitalware'

Nightly matching process

Birth notifications receivedfrom JAG ITS

Birth notifications receivedfrom Qld Health

Birth notifications receivedfrom hospital

Within 2 days of birth(BDM-required timing)

Birth notification detailsreceived from hospital

Match birth registration and birth notification

Birth notifications entry and matching - links with Birth Registration Process (registration part) and Birth Registration Process (same sex parents) (registration part) - approved as current process 31/1/2011

unmatchedregis tration

unmatched notification

match rejected

match accepted

full match

confirmed

no regis tration

no notification

partial match

confirmationrequest for confirmation

of birthemail

emailed birth details

transmitted birth details

hospital set upto send

electronically

faxed or emailed birth details

hospital stillsending manually

Business Process: Birth notification entry and matching (sub-process of Birth Registration process)

Lower Level Business Process: none

Description: A complete birth registration consists of information from two sources – the registration application from the parents, and the birth notification from the hospital where the child was born. This diagram depicts the process through which a birth notification is received from the hospitals, and matched with its corresponding birth registration. It forms a sub-process in both the Birth Registration, and Birth Registration (same sex parents) processes.

Actors: Hospital admin officer Qld Health admin officer JAG ITS support officer KE Software support officer BDM registry officer

Triggers: Initial processing of the birth registration has been completed, and the registration made available in Vitalware for matching with the birth notification.

Preconditions: A new birth has occurred, and the hospital has recorded the birth in their own system and sent a birth notification to BDM. The parent(s) have completed and submitted a birth registration application, and initial process ing (data entry and compliance) has been completed. Enter birth details into hospital system

Basic details about the birth (e.g. mother’s name, child’s date of birth) are entered into the hospital’s own record management system. Most public hospitals will then send this information electronically to Queensland Health. Private hospitals will fax or email lists of births directly to BDM, where they will need to be manually data entered into Vitalware. Public hospitals may also fax or email information on individual births as requested by BDM.

Fax/email birth details to BDM

Lists of births occurring at the hospital during a specified period of time (or any other births as requested by BDM) will be faxed or emailed to the Registrations area at BDM.

Transmit birth details from hospital system (HBCIS)

Details on births that occurred at the hospital during the specified period are transmitted electronically to Queensland Health.

Process Description:

Load or enter birth data into BDM Online Birth Notification System (new task)

For private hospitals who are set up to submit birth notification data electronically to BDM, the BDM Online Birth Notification System (web-based) is used. The user logs into the system, and either uploads a batch file of birth notifications (drawn from the hospital’s internal system), or manually enters the data for individual births.

High-Level Meeting on Improving CRVS in Asia and the Pacific – Bangkok, Thailand | 10 – 11 December, 20126 |

Functional RequirementsFunctional Requirements

Develop use cases

–Actors–Triggers–Pre-conditions–Post-conditions–Normal flow

UC-05 Validate BirthDetails (batched

notifications)

UC-04 Validate BirthDetails (single entry

notifications)

UC-15 TransmitBirths through Firewall

UC-17 Match NewNotifications toRegistrations

UC-18 Match NewRegistrations to

Notifications

UC-06 CorrectSingle Entry Birth UC-20 Access No

Match Report

UC-10 SearchSubmitted Records

UC-08 Submit Births

UC-12 ChangePassword

UC-13 DisplayTerms & Conditions

UC-16 LoadReceived Data

UC-07 Retrieve birth

UC-09 ViewNotification Report

UC-14 DisplayContact Details

UC-03 UploadBatch

UC-19 AssessPotential Match

UC-01 Log intoSystem

UC-02 Enter BirthDetails

UC-11 ResupplyPassword

BDM Vitalware<<system actor>>

JAG ITS firewall<<system actor>>

BDM Births officer

Hospital staffmember

BDM Vitalwaretemporary order store

<<system actor>>

TIM <<system actor>>

BDM Vitalware SystemOnline Birth Notification System

Requirement Identifier

Requirement Question / Comment Priority

FR-BN005 The Online Birth Notification System gives the option to directly enter a single birth notification record.

Already delivered in stage 1 Highly desirable

FR-BN006 The Online Birth Notification System captures the birth details for a single birth notification record through a data entry screen, with fields as listed in the ‘Enter Birth Details’ use case.

Already delivered in stage 1 Highly desirable

FR-BN007 The Online Birth Notification System indicates which fields in the data entry screen are mandatory.

Already delivered in stage 1 Highly desirable

High-Level Meeting on Improving CRVS in Asia and the Pacific – Bangkok, Thailand | 10 – 11 December, 20127 |

Vitalware Vital Records Management System

Vitalware Vital Records Management System

Accurate and complete event registers

Secure issuance of identity documents

Dynamic identity verification

High-Level Meeting on Improving CRVS in Asia and the Pacific – Bangkok, Thailand | 10 – 11 December, 20128 |

Open Source eCRVS softwareOpen Source eCRVS software

BIRth and Death Registration System (BIRDS), Andaman, India

– Each Unit to register Birth / Death online through Internet in the website of BIRDS (www.and.nic.in)

– Legally valid birth / death certificate to be issued by from website– Office of CRBD to monitor registration of all units through website– Citizens to download ‘Gist of Certificate’ through Internet freely– Access to BIRDS project for other Govt offices through Internet –

Sharing and Interfacing software

Adapted from presentation by NIC, Andaman State Unit, India

High-Level Meeting on Improving CRVS in Asia and the Pacific – Bangkok, Thailand | 10 – 11 December, 20129 |

Open mCR SolutionOpen mCR Solution

High-Level Meeting on Improving CRVS in Asia and the Pacific – Bangkok, Thailand | 10 – 11 December, 201210 |

HMN Monitoring of Vital Events Using IT-Enhanced Solutions (MoVE-IT)

HMN Monitoring of Vital Events Using IT-Enhanced Solutions (MoVE-IT)

Develops standards and tools to accelerate data collection and transfer, and facilitates data analysis, sharing and dissemination

Mobilizes high-level advocacy for policy and institutional support at country, regional and global levels

Supports country efforts to improve civil registration and vital statistics systems and generates evidence of what works

High-Level Meeting on Improving CRVS in Asia and the Pacific – Bangkok, Thailand | 10 – 11 December, 201211 |

Thank You

Mr Mark LandryHealth Information Technical Officer

World Health Organization, Regional Office of the Western Pacific