Setting up and Managing an Enrolment Centre UIDAI
Contents
1. l You should make arrangements for displaying posters and banners outside the building in English and local language both And the enrolment steps should be displayed so that the enrollees can visualize the process I a L R We will put up all the banners and posters required Setting up amp Managing an Enrolment Centre a i AADHAAR Enrolment Centre Best Practices Area around 500 sq ft buit up area can be two rooms Open spaces for accommodating queues Good approach roads streets ideally ground floor Well laid out stations setup without any clutter amp sufficient Well light and proper white background for photo capture Keep crowd away from enrolment area Effective token system with sufficient number of stations to avoid long waits Provide comfortable sitting area with water and other basic amenities Enrolment Station Layout Figure 13 Enrolment Station Layout ERAN AUNE RANSE RA While setting up an Enrolment Centre the Enrolment Agency has to procure the necessary hardware software and other infrastructure The Registrar needs to ensure that every Enrolment Station only uses equipment which have been approved by the UIDAI and certified by an independent certifying agency agencies empanelled by the UIDAI The software and hardware at the Enrolment Station should be tested to confirm that they are working properly All Unique Identification Authority of India Setti2. A 11 Printer A4 laser printer must print photo with good quality receipt A 13 Antivirus Anti Spyware checks A14 Data Card Internet connectivity for Enrolment Client t Client sync is l mandatory at least once in 10 days All Operators Supervisors and Introducers on boarded into Aadhaar client for local authentication A A The pre enrolment data from the Registrars if used is available for import A on laptops A18 If Registrar has additional fields to be captured then the KYR software l for capturing the KYR fields is configured and tested A 19 Sponge for wetting and hand cleaning cloth available A 20 GPS Receiver as per UIDAI specs Hardware keys for Enrolment Stations for security reason may be prescribed after October 2012 l ipt A 12 Printer Paper Inventory for 5 stations for 10 days 20 rims 2 gt CO All Operators and Supervisors enrolled into Aadhaar registered with CIDR Certified and Activated 15 16 17 21 A Centre Backup power supply generator of 2 KVA capacity for every five enrolment stations kept in a centre B 2 Fuel to run the generators Printed Aadhaar Enrolment Correction Forms available in sufficient B 3 ypa numbers at centre pre distributed Bubble packed water resistant envelopes CD mailer for transferring External Hard Disks Pen Drives to CIDR 2 Envelopes day centre Enrolment Centre should maintain a minimum stock of 20 days Download a
3. Enrolment Agency Supervisor Name Enrolment Checkpoints Agency Supervisor Mandatory Requirements Laptop Desktop available USB hub for connecting biometric and other devices Always check with techsupport uidai gov in for latest requirements For ECMP version 2 0 e 2 Ghz Dual core CPU or later 3 GB RAM or higher 160 GB HDD Dedicated USB 2 0 Port minimum 5 ports required Note Windows Vista any 64 bit Operating System is not supported UIDAI software installed tested configured and registered with CIDR as per installation and configuration manual A new version must be installed latest by one month of release on all registered laptops VDM installed and services for the devices are running A Iris capturing device available record Make amp Model Fingerprint capturing device available record Make amp Model Digital Camera record Make amp Model must conform to UIDAI s specifications White back ground screen non reflecting opaque 3ft wide and with stand available for taking photographs Unique Identification Authority of India Setting up amp Managing an Enrolment Centre All devices necessary for enrolment must conform to UIDAI s specifications Working of all equipment at every station tested External Hard Disk Memory Stick 4 GB pen drive sufficient for 1 centre A 10 day i e 5 stations for data transfer Enrolment Centre should maintain a A 8 stock of 20 days
4. Managing an Enrolment Centre aS aN h AADHAAR e Shelter and protection from natural elements The Enrolment Centre will be using a number of expensive devices for enrolment Besides the data resulting from each enrolment needs to be protected from any kind of damage o Excessive heat Summer sun can prevent efficient operation of devices and ultimately lead to devices malfunctioning o Water seeping in through the roof if it rains can also damage equipment o Falling debris can damage equipment and cause injury to residents as well as the persons manning the centre e Local Help The Registrar and the Enrolment Agency will need support for not only setting up Enrolment Centres but also for day to day operations which only the local authorities will be able to provide For example in case of a fire the centre will have to depend upon the fire brigade police and medical units which are normally managed by the local district administration This will be possible only if the Registrar and the EA interacts with these local authorities from the planning stage onwards and right up to the time that all enrolments for that area are complete The local administration will also facilitate the creation of awareness about Aadhaar its benefits and will help in publicizing the enrolment schedule to the residents e Remote and difficult to reach areas Whenever enrolment has to be done for residents who are located in re
5. Exercise 5 Planning on how to spread awareness List down some innovative ways that you can think of to soread awareness of Aadhaar Share them with your colleagues trainer You can suggest some of the practical solutions to the EA who employs you Although training is not mandatory certification is mandatory for Enrolment Operators and Supervisors It is the duty of the concerned Enrollment Agency to ensure certified as well as activated Enrolment Operators and Supervisors are available at each Enrolment Centre Activating Operators and Supervisors e The Aadhaar or Enrolment Number with Date is mandatory before activating the Operators and Supervisors in the admin technology portal https portal uidai gov in of UIDAI e The Enrolment Agency is also required to have a unique Operator ID for each of their Operators and Supervisors to activate them e Any name mismatch between the enrolment and the Certification Agency data needs to be approved by the UIDAI Regional Office for activation e The Enrolment Agency is required to login to the portal and download master data file registrar s data file and the user credentials file and then import them into the Aadhaar Enrolment Client using ECA login Unique Identification Authority of India oo oR Setting up amp Managing an Enrolment Centre E h AADHAAR The number of certified Enrolment Operators should be more than the number of Enrolment Stations for jo
6. and minimum fatigue to the Operator during enrolment process iii The Enrolment Centre selected must be secured and protected from the natural elements like wind rain sunlight so that there is no damage or loss to the devices and data Unique Identification Authority of India Setting up amp Managing an Enrolment Centre iv The laptop desktop and all biometric devices peripherals are to be maintained in a state of operational readiness by undertaking the maintenance routines as prescribed in the technical manuals Figure 8 Enrolment Station Layout v Sufficient backup devices and spares are required to be available at the Enrolment Centre so that the process of enrolment does not halt at any stage The enrolling agency may note that liquidated damages penalties will be levied if the enrolment is stopped due to reasons attributable to them vi The enrolling agency should endeavor to provide a ramp at the Enrolment Centres wherever required A sturdy ramp made of wooden planks may be used for this purpose Exercise 9 Any clue Why should there be a ramp at Enrolment Centres Unique Identification Authority of India Setting up amp Managing an Enrolment Centre AADHAAR Figure 9 Posters of Enrolment Process Unique Identification Authority of India Setting up amp Managing an Enrolment Centre AN AADHAAR Figure 12 Selection of Premises for an Enrolment Centre Place 1 Proposed
7. and publicizing Aadhaar 2 Registrar a Identifies appropriate locations for setting up Enrolment Centres b Develops the Enrolment Station deployment plan c Provides pre enrolment data if available d Makes residents aware of Aadhaar and its benefits e Checks readiness of Enrolment Centre 3 Enrolment Agency a Arranges for complete infrastructure required for running the Enrolment Centre b Deploys Enrolment Stations as per plan Unique Identification Authority of India E Setting up amp Managing an Enrolment Centre c Arranges for staff who will man the Enrolment Centres including trained and certified Operators and Supervisors d On boards Operators Supervisors and Introducers e Uses the provided checklist to ensure that the centre is ready for enrolment in all respects Note Enrolment Agencies will be appointed by the Registrar from an empanelled list of Enrolment Agencies provided by the UIDAI Exercise 1 Responsibilities Ms Heeralal amp Co have been appointed as an Enrolment Agency by the Registrar LIC of India for the State of Gujarat The EA has been asked to setup an Enrolment Centre in the Bhalamanas district of the state In the Table below list the responsibility of each organization in setting up the Enrolment Centre Verify your response by comparing with what is given in the preceding content Unique Identification Authority of India Setting up amp Managing an Enrolment
8. the centre should be setup in the ground floor of the building C 15 First aid kit available C 16 ORS kit available for areas in extreme heat conditions Enrolment Centre Health amp Safety Considerations D 1 All the electrical equipment are properly earthed D 2 All wiring on the floor or along the walls properly insulated D3 Wiring required for the generator backup and for connecting the various l devices used for enrolment neatly organized D Fuel for generator or any other inflammable material stored away from the l enrolment area D 5 Fire safety equipment available handy Power generator kept sufficiently away from the enrolment stations Local Emergency Help numbers available at the centre amp Operators aware l of the same Date Sign Unique Identification Authority of India Setting up amp Managing an Enrolment Centre Abbreviations Acronyms Term Definition wooo ody USB Unique Identification Authority of India
9. Centre Let us see the steps required in Setting up of an Enrolment Centre Figure 1 Enrolment Centre Setup Steps Registrar Identifies Suitable Locations for Enrolment Centres and number of Enrolment r Stations required UIDAI RO Regional Office Approves Station Deployment Plan 2 Enrolment Agency Deploys Required Hardware Devices and Softwarefor Enrolment 3 Registrar loads KYR t Application and provides residents Pre enrolment Data Beneficiary 4 Database lf Available y Registrar Checks Pin Code Data for its Correctness and Completeness 5 UIDA Provides Content to the Registrar for Awareness and Publicity 6 Registrar along with the Enrolment Agency creates Awareness among residents Target 7 Beneficiaries EnrolmentA gency Ensures Availability of Active Operators and Supervisors 8 EnrolmentAgency Ensures On Boards Operators Supervisors and Introducers OS 9 Enrolment Agency ensures Site Readiness as per Checklist 10 i Registrar Audits Site Readiness as per Checklist 14 k SE An Audit is a process where one or more persons verify that the correct procedures are being followed while doing some work For example in Audit Site Readiness it is checked whether the enrolment site is prepared according to the guidelines or not Unique Identification Authority of India A Setting up amp Managing an Enrolment Centre AN AADHAAR The Enrolment A
10. Enrolment Centre has been set up o With some minimal training the lady volunteer would be able to render the required help to the female enrollees during the biometric capture process To avoid fatigue to the Operators the enrolling agency should not use the services of the same Operator continuously preferably two Operators should manage a station alternatively i e two shifts covering forenoon and afternoon of the day Technical personnel for attending power system biometric instrument related maintenance problems should be available on call in a centrally located place covering about six enrolment centres so that the system downtime can be minimized Daily backup of the data of each station has to be taken immediately after the last enrolment for the day The backup media should be kept securely away from the Enrolment Centre All the systems and biometric devices should be cleaned and kept ready well before the starting time of the enrolments and the prescribed routine checks are to be carried out for the hardware used for the enrolment process Clean and neat environment should be maintained around the enrolment stations Unique Identification Authority of India PF Setting up amp Managing an Enrolment Centre TEN AADHAAR Table 1 Items required for Enrolment Stations Sr Item Comment TET a Should be installed tested configured and registered with CIDR as per installation and configurati
11. Enrolment Centre on the ground Place 2 Proposed Enrolment Centre on the first floor floor but far away from the main town and within the main town Location for Enrolment Centre Place 3 Proposed Enrolment Centre on the ground Place 4 Proposed Enrolment Centre on the ground floor and within the main town market place floor and in the main town z Pesusonena Exercise 10 Whats your choice Which above the above four locations do you think is most suitable for setting up your Enrolment Centre Unique Identification Authority of India Setting up amp Managing an Enrolment Centre Scenario 4 Selection of Premises for Enrolment Centre Selecting the ideal location for an Enrolment Centre I ve chosen these 4 places for setting up w of Enrolment Centre Which N one do you think would be ideal for the Enrolment an Centre s Location for Enrolment Centre m e Option 1 seems suitable it is single storied it has sufficient space for residents to Ah Option 2 is located in the town but the queue up But it is far away from the main space offered is on the first floor first floor town and will be difficult for the residents o lift that would be difficult for aged and to access Show me the next infirm residents to access Say sot A N E A _ E L KU Let me see Option 4 Yes this would be ideal EET Sra for the Enrolment Centre It is on the ground Option 3 is on the ground floor b
12. P lt AN AADHAAR Setting up and Managing an Enrolment Centre UIDAI Unique Identification Authority of India Version 2 0 0 6 Release date 02 11 2012 Setting up amp Managing an Enrolment Centre This training manual introduces you to the various aspects of setting up an Enrolment Centre The material commences with the brief introduction of different entities involved in setting up a centre Checklists for various activities are an integral part of the module The manual then describes the sequence of activities that are required for setting up an Enrolment Centre Target Audience e Registrars Supervisor e Enrolment Agency Supervisors e Technical Support staff Dependent or Related Modules To read this manual you should have a prior knowledge of the following modules e UIDAI and Aadhaar e Aadhaar Enrolment Process Unique Identification Authority of India Setting up amp Managing an Enrolment Centre aSa h AADHAAR lair oduc OM sseni iara E Eaa 1 ODIE VOS aA E E OEN AOE 1 Who has to be involved in Enrolment Centre Setup sessseesscecseccssecseecsscosseesseecseecssecssecssecsseecseosseosseeso 1 Eleven Steps to Setting up an Enrolment Centre esssccsseccscecssecseeccseccssecsseosseecssecssecssecssecsseesseosseesseeso 3 Step 1 Registrar Identifies Suitable Locations for Enrolment Centres and Number of Enrolment Stations PRE cere E T T I ET E A T E TA T E A E EE A EE AANA 4 Step 2 UIDAI RO
13. Regional Office Approves Station Deployment Plan ccc eecccceeeecseseeeeeeeenes 1 Step 3 Enrolment Agency Deploys Required Hardware Devices and Software for Enrolment 7 Step 4 Registrar loads KYR Application and provides residents Pre enrolment Data Beneficiary Ba AT AS Tay sass eects ae E E E pe cle etd E E E E E E E 9 Step 5 Registrar Checks Pin Code Data for its Correctness and Completeness cceccceeseseeeeeeees 10 Step 6 UIDAI Provides Content to the Registrar for Awareness and Publicity c cccceeceseeeeeeeeeees 10 Step 7 Registrar along with the Enrolment Agency creates Awareness among residents Target sienien A E E E E E E E E E 11 Step 8 Enrolment Agency Ensures Availability of Active Operators and Supervisors cc 08008 12 Step 9 Enrolment Agency On Boards Operators Supervisors and Introducers OSI ccccsseeeees 14 Step 10 Enrolment Agency ensures Site Readiness as per Checklist cccccccccseeeccseseeeeeeeeeaeseeeeneees 14 Step 11 Registrar Audits Site Readiness as per Checklist ccc ecccceeccceeeceeeeeeceeseceeeeeaeneeeaeseeseneens 14 Guidelines for Setting up the Enrolment Centre scccccssssccssssssccsssscccssssccccsssscccsssccccessscccesscccees 16 Annexure A Pre Enrolment Data Integration ssccccsscccsssccsssscccsssccssssccssscccsssccssscccsscceesscoeess 26 Annexure B Checklist for Sett
14. ar s Supervisor may audit site readiness of the Enrolment Centre from time to time to ensure that all the required items are present for smooth functioning of the enrolment Exercise 7 Find out 1 What is On boarding 2 How do Operators Supervisors and Introducers OSI get on boarded For Answers refer to Module 3B Unique Identification Authority of India ow Setting up amp Managing an Enrolment Centre Es EN Exercise 8 Do you know the roles in an EC Subhash has informed Jatin and Paresh that all the Enrolment stations must be tested and any problems must be sorted out within the next 2 days as he is expecting an audit to be carried out by Anjali Kajal Radha Kiran Arjun Kailash and Chandan have been on boarded They are ready to enroll residents once the enrolment starts Fill in the Roles against the names of the individuals in the table below gu ee ee at po ailasy ira ee ee ee Ratha Subhash Unique Identification Authority of India Setting up amp Managing an Enrolment Centre Figure 6 Suggested Enrolment Centre layout a 0 A S Wall paint Screen color White Enrolment Office Centre i The layout of stations should be in such that the process in one station should not disturb the people in another station i e stations should be located as far apart as possible li The layout and the furniture in the enrolment centre should provide maximum comfort to the enrollee
15. b rotation and avoiding Operator fatigue Scenario 3 Hiring of Certified staff Supriya a certified Enrolment Agency Supervisor Eshan takes Supriya to the Enrolment Station to has come to the Enrolment Centre to meet Eshan introduce with other Operators I have been appointed as a Supervisor Ok you can start your work from today Come with me I will take you to the Enrolment Station _ Supriya is our Enrolment Ag gency Supervisor and she will be wong with us from today af Opu a certified Enrolment Agency Operator has Eshan takes Opu to the Enrolment Station to come to the Enrolment Centre to meet Eshan introduce with other Operators Good Morning Sir Opu is our Enrolment I have been Z Agency Operator and appointed as an he will be working with Operator us from today lt rears The Enrollment Agency should ensure that each Enrolment Centre is under the control of a certified Supervisor Role of Supervisor e The Supervisor ensures smooth enrolment and provides guidance to the Operators and enrollees especially in handling exceptional cases e The Supervisor is required to handle any situation that requires immediate attention at the Enrolment Centre itself and inform the Registrar subsequently Role of Technical Personnel e Technical personnel for attending power system biometric instrument related maintenance problems should be available on call e t should be in a centrally loca
16. d phone Internet available for immediate me communication with UIDAI Registrars etc Desired C Other Logistics Extension box for Power Cord Water soap and towel for cleaning hands Drinking water facility available ele C NO O JO P Sufficient number of tables and chairs for enrolment station Operators Chairs benches available in shade for waiting enrolees Hall room spacious amp furniture organized to minimize movement of l enrolee while capturing biometric information At least one station is suitable for physically challenged pregnant women women with infants and elderly enrolees This station is clearly marked with a visible banner Enrolment centre is preferably setup in ground floor Carry cases for all devices available Material for cleaning biometric instruments and laptops as specified by device manufacturers 10 A separate enclosure to enrol purdah nasheen women available Sufficient no of Operators available for job rotation amp preventing Operator fatigue olo lo a CoO N O0 JI O O co C 12 Lady Operators volunteers to assist women enrolees C13 Security arrangement in place to stop enrolees from carrying bags l suitcases or any other material into the Enrolment Centres Unique Identification Authority of India Setting up amp Managing an Enrolment Centre C414 A ramp is provided for disabled and old age people It is recommended l that
17. e going on A very important factor in Enrolment Centre setup is the preparation of the Enrolment station Scenario 2 Enrolment Station Preparation Rakesh comes to the Enrolment Station within the Enrolment Centre to verify whether Enrolment Agency has deployed proper hardware and software for enrolment __ Dy All the hardware devices seem to be available iin for Enrolment But what about the software heed wa E eal Which Operating System are you going to use I Te TOF P geen iba ere four Enrolment Stations gt n Weare using Windows 7 32 F Bit Operating System for all I Enrolment Station And we are using the latest version of Aadhaar Enrolment Client Yes we are using offline UPS What about the backup power Po because we have generators for systems Are you using a UPS power backup N to guard against power failure Setting up amp Managing an Enrolment Centre al AADHAAR Figure 3 Pre Enrolment Data and KYR Data Capture e KYR DATA ENROLMENT 4 KYR DATA FORM Yh Pre Enrolment KYR DATA Data CSV file _ gt SE fi sme A Demographic Operator Capture KYR KYR DATA amp Biometric Data ini A CARAT information Aadhaar Enrolment ALT TAB Client Software meee Le Tale itani ENROLMENT PRESS F5 COMPLETE N P ied KYR Data in kyrplus dat KYR Application o KYR application software which is provided by Registrar can be used if addit
18. eld level value may or may not be available for that label The table below shows the mandatory and optional fields of the CSV file Mandatory Optional Pre Enrolment ID FullName FullName LL DateOf Birth Gender LocalLanguageGode AddrCareOf AddrCareOf_LL AddrBuilding AddrBuilding_ LL AddrStreet AddrStreet_LL AddrLandmark AddrLandmark_LL AddrLocality Addr Locality LL AddrVTC AddrVTC_LL AddrDistrict AdadrDistrict_LL AddrState AddrState_LL PinCode RelativeName RelativeName_LL RelativeUID RelationType Mobile Email ApplicationNumber TinNumber Unique Identification Authority of India Setting up amp Managing an Enrolment Centre The labels which shall be part of the pre enrolment CSV file are as explained as below PreEnrolmentID This is the document ID for the document which the resident has For example ration card number passport number etc This is a mandatory field LocalLanguageCode This is the local language code for all the Indian state official languages The Registrar may select the appropriate language code in accordance to his data and should ensure that the details to be mentioned in all the labels suffixed with LL should be in the same local language This is a mandatory field For example 06 Hindi FullName This is the name of the resident in English This shall adhere to the specified data type format FullName_LL This is the name of the resident in the local language a
19. entification Authority of India Setting up amp Managing an Enrolment Centre e AddrDistrict_LL This is the District detail in the local language as per the local language code mentioned e AddrState This is the State detail of resident in English e AddrState_LL This is the State detail in the local language as per the local language code mentioned e PinCode This is the Pin code details of the address of the resident e RelativeName This is the Relative Name detail of resident in English e RelativeName_LL This is the Relative Name detail in the local language as per the local language code mentioned e RelativeUID This is the Relative Aadhaar or Enrolment ID detail of resident in English e RelationType This is the Relative Type detail of resident in English F Father M Mother H Husband W Wife G Guardian O O O O O e Mobile This is the Mobile number of resident in English e Email This is the e mail address of resident in English e ApplicationNumber This is the application number printed on the paper form which the resident s fills for enrolment e TinNumber This is the NPR receipt number provided by the RGI to the resident Unique Identification Authority of India Setting up amp Managing an Enrolment Centre Registrar Enrolment Agency Enrolment Centre Location Complete Address Enrolment Station Codes All Stations
20. gencies will setup Enrolment Centres in the geographical areas identified by the Registrar Scenario 1 Identifying premises for Enrolment Centre Rakesh comes to meet Eshan at a local school where the Enrolment Centre has been proposed to be setup by Enrolment Agency As the Enrolment Centre would be on the ground floor it will be ia easier for the old persons And what about Logistics facilities I think you have selected the right place and the right time for setting up the Enrolment Centre y gp mny SE D Oe g S nn Yes I ve searched a lot and finally found this place It is easily accessible by everyone Generally the climate is very hot here hence I preferred winter for enrolment The winter vacation for students is also on Logistics facilities are quite good What is the frequency of Is stationery readil power cuts in this area ul available nearby Power cuts happen twice or thrice a day with a duration of 30 45 mins But we have arranged for generators and the fuel station is just one anda half Kilometers away Market is just half a Km away and stationery is available at reasonable rates Does the school have running water facility Water is available twice a day But there is a reservoir within the school which helps to maintain running water supply for 24 hours Unique Identification Authority of India Setting up amp
21. idents can start seven days before the actual start of enrolment The Gram Sabhas can be held to focus on Aadhaar related procedures and spread awareness The key objectives here are generating ground level awareness among residents to ensure maximum coverage and ensuring residents understand the requirements so as to be prepared for the enrolment This activity would require using media like loudspeakers pre recorded speeches posters banners wall writings stickers leaflets booklets and vehicles covered with Aadhaar information and billboards The Enrolment Agency will not be allowed to change or remove the material provided by Registrars UIDAI Enrolment Agencies will help the Registrar in advertising Aadhaar Unique Identification Authority of India a Setting up amp Managing an Enrolment Centre On the day of the enrolment e The communication activities should be focused on making the resident understand the exact process of enrolment e g how to fill up form biometric processes etc and what are the next steps grievance handling procedure once they exit the enrolment station e This activity would thus require posters and banners vehicles covered with Aadhaar information TV with Videos explaining process branded apparel trained manning personnel Figure 5 Typical awareness activities Member of the Enrolment Agency staff is telling the residents about the enrolment process and the benefits of Aadhaar
22. ill approve the centre plan and UIDAI RO will monitor the same and may intervene where required An Enrolment Centre needs to have different types of equipment for smooth and efficient operations This includes computers and related software In fact the enrolment process cannot take off in the absence of these equipments The most critical pieces of equipment include Hardware e Computers Laptops or Desktops with minimum recommended configuration e Digital Camera with stand e Iris Scanner e Fingerprint Scanner e Printer e GPS dongle e UPS e Generator Software e Operating System Windows XP SP3 with Service Pack 3 or Windows 7 e Aadhaar Enrolment Client Software Latest Version e Pre enrolment database and KYR Application if available Exercise 3 Do you know What is the latest version of the Aadhaar Enrolment Client Who will provide the KYR application software Unique Identification Authority of India al F al ile P am i 1 l AADHAAR Other points to be taken care e All the equipment must be installed and tested thoroughly before the Enrolment Centre can be declared as ready to launch e The equipment must also be tested every day before starting enrolments to ensure that residents are not inconvenienced by equipment failure e In any case sufficient backup equipment must be maintained to minimize waiting time and delays in case of any equipment failure while enrolments ar
23. in four weeks before the date of enrolment in a centralized Taluka level location with adequate arrangements Awareness Campaign e The awareness campaign targets the Enrollers State Government Officials elected representatives of Panchayats local bodies urban and rural and Key Influencers Introducers and Key Village people like Teachers Doctors people who will be the face of Aadhaar for the individual residents and also aid the process Unique Identification Authority of India a Setting up amp Managing an Enrolment Centre Key Objectives The key objective of this phase of communication is to ensure thorough education the benefits process and requirements of Aadhaar as also training them on what they should convey about Aadhaar Learning Training Material Learning Training material primarily in the form of posters flip charts and videos should be used These can be developed using standardized material that UIDAI would create adequately customized in terms of language The participants should be given some take away material also Figure 4 Creating Awareness Spreading awareness before the actual enrolment day The Registrar will take the help of various marketing agencies as decided by UIDAI who will help in communicating with the target resident groups Residents will thus come to know about timing and location of Enrolment Centres benefits of enrolling etc Communication to res
24. ing up Enrolment Centre sscccsssccssscccssssccssssccssscccsssccssscosess 29 Unique Identification Authority of India Setting up amp Managing an Enrolment Centre IN Objective of UIDAI is to issue a unique identification number now called Aadhaar to all residents of India Aadhaar will be issued based on the demographic and biometric data corresponding to each resident Collection of this data will be undertaken by Enrolment Agencies who will setup Enrolment Centres across the country The entire success of Aadhaar hinges on how efficiently Enrolment Centres can be setup while ensuring e Minimal inconvenience to residents e Optimum working conditions for Enrolment Centre staff e Speedy enrolments without compromising data quality At the end of this module you will learn about e The entities involved in Enrolment Centre setup e The role of each entity in the setup process e The different steps in setting up an Enrolment Centre The guidelines for setting up the Enrolment Centre Setting up an Enrolment Centre requires the active participation of e UIDAI Unique Identification Authority of India e Registrar e Enrolment Agency 1 UIDAI a Provides required standards and guidelines to the Registrar for setting up the Enrolment Centres b Verifies and approves plans for Enrolment Station deployment c Facilitates the certification of Biometric Devices d Provides material required for creating awareness
25. ional data like annual income educational qualification marital status etc is required o KYR data captured by Aadhaar Enrolment Client can be integrated into the KYR software after every enrolment and the KYR application can then be used to enter KYR data o Refer to Figure 3 for a broad understanding of Pre enrolment and KYR data Capture process e Pre Enrolment data o lt is the demographic information about some residents that may already be available in databases maintained by State Governments for various schemes like PDS RSBY or MNREGA o The Registrar has to share the Pre Enrolment Data in the format specified by UIDAI CSV format with the Enrolment Agency o The pre enrolment data provided by the Registrar contains fields that are additional to those captured by the Aadhaar Enrolment Client o The pre enrolment data provided by the Registrar is imported into the enrolment client software o The Enrolment Agency tests the beneficiary database provided by the Registrar on Enrolment Station in advance and ensures that it is accessible and searchable o The EA while capturing the profile of the resident will retrieve the pre enrolment data and update it before capturing Biometric information o The Aadhaar Enrolment client also has an option called ECMP Lite to create a pre enrolment database named ECMP Lite Refer to Annexure A for more information on Pre enrolment data Unique Identification Authority
26. mote and hard to reach areas where proper infrastructure for setting up Enrolment Centres are not readily available it may become necessary to use mobile and temporary Enrolment Centres The Enrolment Agency along with the Registrar will decide on the number of such mobile Enrolment Centres and also the duration for which they will function The list of difficult areas will be available with the State Government The frequency of visits to such locations and the period over which the station is open for enrolment will be decided by the Registrar based on parameters like o Density of population to be covered o Prevailing weather conditions o Geography of the region Note The process of setting up of enrolment centre is explained in the section Guidelines for Setting up the Enrolment Centre Unique Identification Authority of India Setting up amp Managing an Enrolment Centre e Number of Enrolment Stations to be deployed UIDAI has provided guidelines and calculation work sheets to Registrars for working out the number of Enrolment stations required at an Enrolment Centre These guidelines are based on certain assumptions and the Registrar must in consultation with the identified Enrolment Agencies work out the numbers Parameters to be considered are Minimum number of days over which the enrolments will happen Approximate number of enrolments in a day Distance between the Enrolment stations Area required f
27. nd install latest version of Aadhaar SFTP client if using online mode for data transfer to CIDR All packets need to be uploaded within 20 days of enrolment The enrolment client will freeze if packet pending for uploads exceed 1000 on the station Photocopier for xerox of resident s Pol PoA documents or provisions as per contract Note Scanner will be made mandatory from October 2012 for scanning documents during enrolment Unique Identification Authority of India oo 0 o 0 O1 D Setting up amp Managing an Enrolment Centre Data Backup of each station at least twice a day on an external hard disk backup should be maintained for a minimum period of 60 days Adequate lighting fans amp power points for plugging various biometric devices available B 8 Local authorities informed of enrolment schedule B 10 Introducers informed of enrolment schedule Posters depicting enrolment process in English amp the local language present in visible places Grievance handling Helpline Number and other important numbers displayed prominenily inside outside the Enrolment Centre The User Manual of the software available for ready reference amp Operators aware of the same Ink pad for taking thumb impressions on consent where resident introducer is unable to sign External Hard disk for taking backup B 11 Banner for the Enrolment Centre placed at entrance W N 12 13 14 15 16 B B B B B Mobile phone Lan
28. ng up amp Managing an Enrolment Centre et h AADHAAR Basic Requirements Vi Vil Vill Note Each station should have adequate lighting appropriately located so as to capture good quality facial images of the enrollees A white background should be maintained for the purpose of capturing the facial image At least one enrolling station in each centre should be earmarked for physically challenged pregnant women women with infants and senior residents o This station should be clearly marked with a visible banner o Apart from the regular Operator one assistant to assist enrollees should be present at this station o This station should have the facility to capture biometric data from enrollees using a wheel chair without asking them to shift to the normal chair or make them stand etc The furniture tables and chairs used for Operator and the enrollee laid out should be ergonomic and should minimize unnecessary movements of the enrollee during the biometric capture process All the Operators should be given adequate training in biometric data capture to avoid trouble or inconvenience to the enrollees Lady Operator o It is recommended that lady Operators shall be deployed for enrolling female residents o Incase it is not possible lady assistants should be available to assist female enrollees gt yt o It would be advisable to enlist the help of volunteers from the village where the
29. of India a Setting up amp Managing an Enrolment Centre PA a AADHAAR Exercise 4 Check your understanding Are AEC and KYR applications installed on two different computers Note Even with pre enrolment all related documents need to be verified Registrar ensures that Pin code data for planned enrolment locations is checked in Pin Master of Aadhaar software for its correctness and completeness Let us see what all things that registrar needs to check Pin Code 600 078 e Registrar reviews and reports missing incorrect Pin codes to UIDAI and gets these corrected e Registrars EAs must also report transliteration errors of PIN code data in local language and get it corrected in the Pin Code master e Pin code master data contains the details of Village Town City District P O and State against each Pin code The PIN numbers for regions where enrolment is planned should be included and its correctness verified by Registrar Registrar should provide this list of PIN numbers to CIDR UIDAI shares key messages and sample content that can be used in eee awareness building activities The Registrar in consultation with UIDAI _ can design final content that will be used in advertisements SEE Content Designing Z e While designing final content for advertisements registrar SSL should consider the profile of the local population and their needs will have to be considered e The activity should ideally beg
30. on manual List of Introducers loaded on laptop o SSS ris capturing device 7 UIDAI enrolment software loaded on the laptops Extra monitor 15 16 with a resolution l above 1024x768 For residents to verify their data For exporting captured data and also for daily backup Enrolment Centre should maintain a stock of External Hard Disks To identify the physical location of the enrolment 0 GPS Dongle e a l E A4 or bigger printer printer should be able to Printer Ink Jet or Laser print facial image 5 Printer Paper Should maintain inventory for 5 Enrolment p Stations for 10 days i e approximately 20 rims loaded on the laptops For on boarding of the users and online Syncing of Enrolment Client with CIDR every 24 48 hrs Data Card Internet connectivity 7 to 8 days for remote locations The application will stop enrolments if the client is not synched at least once in 10 days Portable External Hard Disk Drive 14 Download and install latest version of For packet upload to CIDR SFTP Client may be Aadhaar SFTP client from installed only on those stations which will be http upload uidai gov in used for data packets upload All Operators and Supervisors should be enrolled into Aadhaar certified activated in tech portal and on boarded The pre enrolment data from the Registrars if used should be available for import on laptops 5 18 If Registrar has additional fields to be captured then
31. or each station Area available at the Enrolment Centre Number of working days in a year Number of enrolments per Enrolment station in a year o NOOT AOON gt Duration of the program gt Average number of enrolments per Enrolment station during the project duration 10 Total expected registrations as a percentage of the population Model RFP published on UIDAI website provides an excel sheet for facilitating calculation of number of stations Exercise 2 Selection of EC Location List the parameters to be considered while deciding on a location for the Enrolment Centre An Enrolment station consists of v Table with a Laptop Iris Scanner Fingerprint Scanner Web Camera Scanner Printer GPS Dongle v Two chairs one for the Operator and one for the resident Based on the above information can you estimate roughly the space required for an Enrolment Station Unique Identification Authority of India Setting up amp Managing an Enrolment Centre Enrolment agencies EA have to undergo an on boarding process for enrolment stations during which e EAs provide enrolment station deployment plans e EAs show that they have certified and active operators requisite machines and hardware available for deployment e EAs show that they have the staff and capability to supervise the centres EA has to update Enrolment Centre information on the UIDAI portal http qamis uidai gov in es The Registrar w
32. r at an Enrolment Centre How will you position the extra monitor on your Enrolment Station You are unable to enroll residents on your Enrolment Station since today morning You had no such problem yesterday What is the most probable reason How will having additional Operators help the Enrolment Centre How many USB ports would you require for each Enrolment Station Unique Identification Authority of India Setting up amp Managing an Enrolment Centre In the case where Registrar has resident s demographic database it can be used by the Aadhaar Enrolment Client as pre populated data file This data is required to reduce the effort and time of the Enrolment Operators during enrolment Capture process CSV file for pre enrolment ae ae y Path to store Aadhaar pre enrolment Enrolment Client file Enrolment Station The typical process to integrate the pre enrolment data file with the Aadhaar Enrolment Client application is as follows e Prepare a CSV Comma Separated Value file for the pre enrolment data in the specified template e Ensure that the CSV file is stored in the pre defined location of the enrolment station as suggested in the installation guide The CSV file will contain the headers and all these headers should feature in the same CSV file The Registrar should make sure that the labels are not missing from the CSV file though the fi
33. s per the local language code mentioned DateOfBirth This is the date of birth of the resident This should be in DDMMYYYY format Gender This is the gender of the resident For example M Male F Female T Transgender AddrCareof This is the Care of details of a resident in English AddrCareOf_LL This is the Care of detail in the local language as per the local language code mentioned AddrBuilding This is the building detail of resident in English AddrBuilding LL This is the building detail in the local language as per the local language code mentioned AddrStreet This is the Street detail of resident in English AddrStreet_LL This is the Street detail in the local language as per the local language code mentioned AddrLandmark This is the landmark detail of resident in English AddrLandmark_LL This is the landmark detail in the local language as per the local language code mentioned AddrLocality This is the locality detail of resident in English AddrLocality_LL This is the locality detail in the local language as per the local language code mentioned AddrVTC This is the Village Town City detail of resident in English AddrVTC_LL This is the Village Town City detail in the local language as per the local language code mentioned AddrDistrict This is the District detail of resident in English Unique Id
34. ted place covering about six Enrolment Centers recommended so that the downtime can be minimized Unique Identification Authority of India Setting up amp Managing an Enrolment Centre Exercise 6 Test your understanding The operators should be located such that they can be moved immediately to an Enrolment Centre that requires their services There should be many Supervisors in an Enrolment Centre The Technical person should be well versed with computers and have the capability to handle typical problems that may arise during Enrolment Centre operations Which of the above three statements would you agree with Enrolment Agency should ensure on boarding of Operators Supervisors and Introducers OSI in the Aadhaar Enrolment Client During on boarding biometrics of OSI are stored in the Aadhaar Enrolment Client after authentication and validation e Aadhaar Enrolment Client needs to be connected to internet during the process of on boarding e OSI can also be un boarded from the Aadhaar Enrolment Client After the Enrolment Centre has been set up the Supervisor of the Enrolment Agency should tick each item as per their readiness against them in the checklist from the UIDAI as shown in the table in Annexure B Checklist for Setting up Enrolment Centre The Supervisor also has to document exceptions if any In the end the Enrolment Agency s Supervisor will also sign off the checklist The Registr
35. the KYR software for capturing the KYR fields is configured and tested 19 Make sure all deployed machines are active at technology portal and machines no longer used in enrolment are decommissioned as per policy Unique Identification Authority of India oe Setting up amp Managing an Enrolment Centre Laptop with Biometric Devices The Technical Support person has to setup the enrolment station At first the laptop and various software components need to be setup then the different Biometric Devices required for the enrolment process has to be connected and setup The carry case must be unpacked and all devices must be placed on the table where the enrolment station is to be set e Steps to setup the Laptop o Laptops do not require any setup only the Power Adapter is to be connected to the laptop to have a continuous power supply e Toconnect the Biometric Devices and GPS Dongle 1 Position the digital camera such that it can be easily adjusted to capture the photograph of the enrolee Connect the camera to the USB port 2 Connect the Iris Scanner to the USB port 3 Connect the Fingerprint Scanner to the USB port 4 Connect the GPS dongle to the USB port FOR DETAILED INSTALLATION AND CONFIGURATION OF THE AADHAAR ENROLMENT CLIENT SOFTWARE PLEASE REFER TO MODULE 3B AADHAAR ENROLMENT CLIENT INSTALLATION AND CONFIGURATION Exercise 11 Check your understanding What is the advantage of having a Lady Operato
36. ut it is floor easily accessible as it is in the town and within a market place Not much space has enough waiting area for the residents It may be difficult for residents to wait It is a school so every one knows its location and managing the crowd may be a problem Let us go and check Unique Identification Authority of India ca m a y Mi Sir F k E N 1 i am T AADHAAR Setting up amp Managing an Enrolment Centre Scenario 5 Verifying suitability of location sate eee Sate ee ee ee SP Seeaenanan ae i Inside the hall of the proposed Enrolment Centre The ambient light inside the hall is sufficient for capturing good photographs of the residents 7 7 ia cc 3 h Wan Yes the an is good but you need to place the Enrolment Station properly So that there are no shadows while taking photographs You should keep a separate place with sufficient chairs for waiting residents a ie a 3 a i We will definitely provide that Unique Identification Authority of India Place 4 Single Storied school building has been selected for Enrolment Centre decision by selecting this place as Enrolment Centre Da u mA LL m 1 il We have taken the right Let s go inside and check the si facilities available How many stations you have planned to setup here gt A a j v We have planned to setup 4 Enrolment Station
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