Declare a vital event

This functionality allows different types of agent to complete and submit a vital event registration application and attach supporting documentation for registration.

Configuration

The OpenCRVS product allows you to configure the form fields as per your legal requirements, however the product does recommend a number of fields to be included based on global best practice. Content for SMS messages can be updated based on country requirements.

The form fields included in this version of the product reflect requirements from the Government of Zambia that were captured during development of the Zambian Proof of Concept.

Birth registration application

Child's details

Field NameOptionsReason for Capturing
First name(s)Legal name
Last nameLegal name
SexMale, Female, Third Gender, Not KnownUnderstand the gender breakdown of births
Date of birthUnderstand when people are being born and establish legal age of child
Attendant at birthPhysician, Nurse, Midwife, Other paramedical personnel, Layperson, Traditional Birth Attendant, None, OtherLends to an understanding of behaviours around pregnancy and birth as well as access to sexual and reproductive health services (SRHS) that the mother received at birth
Order of birth (number)Lends to an understanding of family size and associated SRHS that need to be made available
Weight at birth (kg)Lends to an understanding of the health of mothers and babies and what services are required to address this
Place of deliveryHealth Institution, Private Home, OtherLends to an understanding where births are happening which can inform communications campaigns and health service planning

Mother's details

Field NameOptionsReason for Capturing
NationalityDropdown of all countriesCan be used to inform child's claim to nationality
National IDFormally identify individual
Social Security No./NAPSACan be used to create familial links for multiple purposes
First name(s)
Last name
Date of birthLends to an understanding of the age of mothers that can inform appropriate SRHS
Marital StatusLends to an understanding of the prevalence of single parent families and allows for planning of related services
Occupation
Level of EducationStatistical aggregation allows for tailoring of sexual and reproductive health information based on level of education attained by mothers
What is her place of origin (heritage)?
What is her residential address?
Is her place of residence the same as her residential address?Yes, No. If No, user is provided with new address field template

Father's details

Field NameOptionsReason for Capturing
Do you have the Father's details?Yes, NoTo ensure that an application can be submitted without the Father's details, protecting the rights of the child
NationalityDropdown of all countriesCan be used to inform child's claim to nationality
National IDFormally identify individual
Social Security No./NAPSACan be used to create familial links for multiple purposes
First name(s)
Last name
Date of birthLends to an understanding of the age of fathers that can inform appropriate services and communications
Marital StatusLends to an understanding of the prevalence of single parent families and allows for planning of related services
Occupation
Level of EducationStatistical aggregation allows for tailoring of sexual and reproductive health information based on level of education attained by mothers
His his place of origin (heritage) the same as the mother's?
Is his residential address the same as his mother's?Yes, No. If No, user is provided with new address field template
Death registration application

Deceased's details

Field NameOptionsReason for Capturing
National IDFormally identify individual
Social security no./NAPSATrigger the provision or ending of appropriate services
NationalityAll countries
First Name(s)Legal name
Last nameLegal name
Date of birthUnderstand age of the deceased to inform death statistics
SexMale, Female, Other, UnknownUnderstand sex of deceased to inform death statistics
Marital StatusUnderstand familial links and dependents for inheritance purposes
Occupation
What was their residential address?Country (default Zambia), Province, District, Urban address OR Rural address, Urban: Town Residential Area, Street / Plot Number, Number, Rural: Chief, VillageUnderstand where deaths are happening and identify patterns related to geographies

Death details

Field NameOptionsReason for Capturing
When did the death occur?Enter the date as: day, month, year e.g. 24 10 2020Understand when deaths are occurring to inform analysis based on identified patterns
What was the manner of death?Natural causes, Accident, Suicide, Homicide, Manner undeterminedUnderstand how deaths are occurring to inform analysis based on identified patterns
Where did the death occur?Residential address of the deceased; Health Institution; Other addressUnderstand where deaths are occurring to inform appropriate service provision
Has a Medically Certified Cause of Death been established?Yes, No
If YES: What is the medically certified cause of death?Underlying cause of deathInform root cause analysis and appropriate service provision to address preventable causes of death

Applicant's details

Field NameOptionsReason for Capturing
NationalityDefault - Zambia Dropdown of all countries
National IDFormally identify individual
First name(s)
Last name
What is their residential address?Country (default Zambia), Province, District, Urban address OR Rural address, Urban: Town Residential Area, Street / Plot Number, Number, Rural: Chief, Village

Father's details

Field NameOptionsReason for Capturing
First Name(s)
Last Name

Mother's details

Field NameOptionsReason for Capturing
First Name(s)
Last Name

Attaching supporting documents

Field NameOptionsReason for Capturing
Proof of deceased's IDNational ID (front) National ID (back) Birth registration certificate PassportLegal requirement
Proof of applicant's IDNational ID (front) National ID (back) Birth registration certificate PassportLegal requirement
Proof of death of deceasedPolice brought in dead certificate Certified post mortem report Hospital discharge certificate Attested letter of death Attested certificate of death Certified copy of burial receipt Certified copy of funeral receipt Coroner's report OtherLegal requirement

User Stories

The application form can be completed by different actors, on different devices, with different permissions.

As a Field Agent I want to complete a birth registration application and send it for review so that it can be registered by the Registrar.

As a Field Agent I want to be able to send an application "in-progress" (without all mandatory fields) so that there is a notification of the vital event in the system and the application can be completed at another point in time without replication of work effort.

As a Registration Agent I want to complete a birth registration application in an office setting and send it for approval and registration by the Registrar.

As a Registrar I want to complete a birth registration application and register the vital event.

As Any Type of Agent I want to be able to save a draft application so that I can complete it later on.

As Any Type of Agent I want to be able to complete a draft application so that I can send it for review/approval/register it.

Functionality

Start an application

The user can start the application from the homepage.

In order to ensure that the applicant understands why the event registration is important and what the end to end process is, the user is provided with an introductory page that encourages them to engage in dialogue with the applicant.

Intro to process

Application & contact details

Before the application form is completed, the user is required to capture who is present for the application along with with a contact phone number to ensure that status updates can be provided throughout the application process. We ask who is there for the application to understand registration behaviors; this can be helpful when designing communication strategies related to civil registration e.g. if only Mother's are present, how can you engage fathers, and vice versa? An application can not be submitted before a contact number is provided.

Complete the application form

The user is then taken through the application form (example included as per Zambian Proof of Concept).

Key features:

  • Question-led application form
  • All mandatory fields are clearly marked with a * so that users know which fields must be completed
  • Validation of NID or Birth Registration Number (BRN) with respective system
  • Auto-population of fields based on NID or BRN data
  • Client-side data validation to ensure data quality

Client-side data validation on form fields

All client-side validation is configurable. This is not an exhaustive list, but here are some examples of client side validation options.

Field NameData Validation Completed
Contact Number- Is length of number valid? - Does number start with the right digits?
Date of Birth (for child, mother & father)- Numerical digits only - Cannot be a date in the future
Name (in language)- Is correct alphabet used e.g. if alternative alphabet is used like Bangla?
Weight at birth- Weight must be between 0-6 Kgs - Cannot be 0
Date of marriage- Numerical digits only - Cannot be a date in the future

Attach supporting documents

The user can attach supporting documents to the application. As per country requirements, all required supporting documents needed for the application are listed here.

  1. The user selects the type of document they are attaching from the drop down menu
  2. The user selects Add file and takes a photo of the document using the tablet/mobile device. If the user is office based, they can scan and upload the document.
  3. The user can preview the photo. If it is clear, they can continue. If it is not clear, they can Retake photo
  4. While the document is being uploaded, the user can see that it is being uploaded . Once the document is uploaded, the user can see a clickable and viewable link above the dropdown.
  5. Once the user has attached all documents, they progress to the next stage.

Review the application before submission

Before the application is submitted for review, the user needs to review the data that they have entered to ensure that it is correct.

If the user wants to change any of the information before submission, they can click "change" next to the relevant field. Once they select "change" they will be taken to the form field in the form that requires the update. After making the change, the user can navigate "Back to Review" from the bottom of the page where the field was changed. This prevents the user from navigating all the way back through the form.

Any mandatory field that has not been completed is highlighted clearly in red text so that the user knows that this information is missing.

Submit the application

The end user can submit the application in two states:

  1. Complete application:
Application_Complete
  1. In-progress application:
Application_Incomplete

Low Connectivity Feature: if the user is offline, they can still submit the application and continue to do their work. They will see the application status in the Sent for Review workqueue with a status that informs them it submission is pending connectivity. Once the application has been sent, it will appear as sent with a green tick.

Submit the application

On successful submission of the application, the Applicant will receive an SMS with the Tracking ID of the application and guidance on next steps.