Registrar On-Boarding Process

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Registrar On-Boarding

Process

Version 1.2

Release Date: 01-Dec-2010

UIDAI

Unique Identification Authority of India

Planning Commission, Govt. of India (GoI),

3rd Floor, Tower II,

Jeevan Bharati Building,

Connaught Circus,

New Delhi 110001

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RG 1.

RG 1. Table of Contents ...

RG 2. Document Control

RG 2.1 Revision History

RG 2.2 How to Read This Document

RG 2.3 Legends ...

RG 2.4 Abbreviations used

RG 3. Process Overview ...

RG 3.1 Goals & Objectives

RG 3.2 Scope ...

RG 3.3 Prerequisites for Process

RG 3.4 End of Process ...

RG 3.5 Roles & Responsibilities

RG 4. Process Details ...

RG 4.1 Registrar On-Boarding Process Flow

RG 4.2 Registrar On-Boarding Process Description

RG 4.3 Manage UIDAI-Registrar Interface Sub Process Flow

RG 4.4 Manage UIDAI-Registrar Interface Sub Process Description

RG 4.5 Align Process & Technology Sub

RG 4.6 Align Process & Technology Sub

RG 5. Annexure ...

RG 5.1 Standards & Guidelines

RG 5.1.1 JWG Structure

RG 5.1.2 Definition of Marginalized

RG 5.2 Formats, Templates & Checklists

RG 5.2.1. Registrar – UIDAI Readiness Checklist

RG 5.2.2. MoU Template

RG 5.2.3. Issue Tracker

...

Document Control ...

Revision History ...

How to Read This Document ...

...

Abbreviations used ...

...

Goals & Objectives ...

...

Prerequisites for Process ...

...

Roles & Responsibilities ...

...

Boarding Process Flow ...

Boarding Process Description ...

Registrar Interface Sub Process Flow ...

Registrar Interface Sub Process Description

Align Process & Technology Sub-process Flow ...

Align Process & Technology Sub-process Description ...

...

Guidelines ...

JWG Structure ...

Definition of Marginalized ...

Formats, Templates & Checklists ...

UIDAI Readiness Checklist ...

MoU Template ...

Issue Tracker ...

... 2

... 3

... 4

... 5

... 6

... 9

... 10

... 13

Registrar Interface Sub Process Description ... 14

... 17

... 18

... 24

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RG 2.

Document Control

RG 2.1

Revision History

Version No Release Date 1.1 17th Aug 2010

First release version aligned to software version 1.1 1.2 1st Dec

2010

Adding definition

Registrar Readiness checklist & project plan merged based on field experience

RG 2.2

How to Read This Document

This process document is organised

1. Process Overview

a) Goals and Objectives: The section provides a description of what

process document intends to accom

specific measurable outcomes of this process document

b) Scope: This section lists the

document.

c) Prerequisites for

fulfilled before the enrolment process covered in the scope of this

document begins.

d) End of Process: This section informs what

2. Process Details

a) Process Flowcharts: Flowchart diagrams are used to define

this document, showing the steps as boxes of various kinds, and their

order by connecting these with arrows. This diagrammatic

representation gives a step

represented in these boxes, and arrows connecting t

flow / direction of flow of

to understand the significance of various symbols used in flowchart.

b) Process Description: Process description is used for each flowchart to

convey to the reader, a detail

references to annexure/other processes and sub processes. Refer

Abbreviations used section for deciphering abbreviations used in the

descriptions.

3. Annexure

a) Standards and Guidelines: This section describes the standar

recommended by UIDAI that need to be referred to during the

enrolment process. Guidelines are provided to streamline the

processes and help achieve better quality output.

Document Control

Revision History

Nature of Change

First release version aligned to software version 1.1 Adding definition of marginalized groups

Registrar Readiness checklist & project plan merged based on field experience

How to Read This Document

This process document is organised as under:

Goals and Objectives: The section provides a description of what

process document intends to accomplish. The objective

specific measurable outcomes of this process document

Scope: This section lists the key activities covered in this process

for Process: This section lists criteria that need to be

fulfilled before the enrolment process covered in the scope of this

document begins.

Process: This section informs what the output of the process is

Process Flowcharts: Flowchart diagrams are used to define

this document, showing the steps as boxes of various kinds, and their

order by connecting these with arrows. This diagrammatic

gives a step-by-step process flow. Process step is

represented in these boxes, and arrows connecting them represent

flow / direction of flow of data/information. Refer the Legends section

to understand the significance of various symbols used in flowchart.

Process Description: Process description is used for each flowchart to

convey to the reader, a detailed description of each process step and

references to annexure/other processes and sub processes. Refer

Abbreviations used section for deciphering abbreviations used in the

Standards and Guidelines: This section describes the standar

recommended by UIDAI that need to be referred to during the

enrolment process. Guidelines are provided to streamline the

processes and help achieve better quality output.

First release version aligned to software version 1.1

Registrar Readiness checklist & project plan merged

Goals and Objectives: The section provides a description of what this

plish. The objectives represent

specific measurable outcomes of this process document.

activities covered in this process

that need to be

fulfilled before the enrolment process covered in the scope of this

the output of the process is.

Process Flowcharts: Flowchart diagrams are used to define process in

this document, showing the steps as boxes of various kinds, and their

order by connecting these with arrows. This diagrammatic

step process flow. Process step is

hem represent

/information. Refer the Legends section

to understand the significance of various symbols used in flowchart.

Process Description: Process description is used for each flowchart to

ed description of each process step and

references to annexure/other processes and sub processes. Refer

Abbreviations used section for deciphering abbreviations used in the

Standards and Guidelines: This section describes the standards

recommended by UIDAI that need to be referred to during the

enrolment process. Guidelines are provided to streamline the

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b) Formats, Templates & Checklists: This section consists of sample

formats of various forms and checklists used in the scope of this

process.

RG 2.3

Legends

RG 2.4

Abbreviations used

• UID - Unique Identification

• UIDAI - Unique Identification Authority of India

• DDSVP - Demographic Data Standards and Verification Procedure

• KYR - Know Your Resident

•

KYR+ - Fields required in

Registrars

• PoI - Proof of Identity

• PoA - Proof of Address

• DoB - Date of Birth

• RGI - Registrar General of India

• TIN

- Temporary Identification Number provided by RGI

• NGO - Non Government Organisation

• CSO - Civil Society Outreach

Formats, Templates & Checklists: This section consists of sample

ous forms and checklists used in the scope of this

Signifies Start /End of Process

Signifies Activity/Task

Signifies an off page reference of a Sub Process

Signifies a Decision Box

Signifies a Reference to either a Guideline(G), Form(F) or Quality Check point (Q) depending on the text used inside the circle

Signifies an external process being referred

Abbreviations used

Unique Identification

Unique Identification Authority of India

Demographic Data Standards and Verification Procedure

Know Your Resident

Fields required in addition to KYR fields required by the

Proof of Identity

Proof of Address

Date of Birth

Registrar General of India

Temporary Identification Number provided by RGI

Non Government Organisation

Civil Society Outreach

Formats, Templates & Checklists: This section consists of sample

ous forms and checklists used in the scope of this

Signifies an off page reference of a Sub Process

Guideline(G), Form(F) or Quality Check point (Q) depending on the text used

Signifies an external process being referred

Demographic Data Standards and Verification Procedure

addition to KYR fields required by the

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RG 3.

Process Overview

RG 3.1

Goals & Objectives

This document is intended

& probable Registrars to ensure

points are defined between the two entities to carry out enrolment,

authentication and other related activities.

The objective is to provide detailed guidelines for

signing the MoU / Legal contract,

components and equipping the Registrar with relevant standards, processes

& procedures to begin resident enrolments.

RG 3.2

Scope

A Registrar is a department

or a reputed Non-Governmental Organization with whom the UIDAI has

entered into a Memorandum of Understanding

implementation of the UID Project

• State governments & their departments

• Central Government Ministries & their undertakings/

as (but not limited to)

- Registrar General of India (RGI) under Ministry of Home Affairs

- Oil PSUs under Ministry of Petroleum

• Large Public & Private sector organizations such as

- Public sector banks

- Public sector insurance organizations

- Public sector telecom organizations

- Private sector banks

- Private sector insurance organizations

- Private sector telecom organ

The scope of this process includes:

• Ensuring a legal framework/agreement between the UIDAI and the

Registrar for carrying out enrolments, authentication & other related

activities

• Defining working protocol between the UIDAI and the Registrar

• Aligning processes and technology components between the UIDAI and

the Registrar

• Enabling the Registrar with required standards, processes and

procedures to begin the enrolment activities

RG 3.3

Prerequisites for Process

Process Overview

Goals & Objectives

is intended to provide necessary inputs to the

& probable Registrars to ensure correct processes & technology interlock

points are defined between the two entities to carry out enrolment,

authentication and other related activities.

provide detailed guidelines for on-boarding the Registrars,

signing the MoU / Legal contract, aligning processes and technology

components and equipping the Registrar with relevant standards, processes

& procedures to begin resident enrolments.

department/undertaking of the Central or State Government

Governmental Organization with whom the UIDAI has

entered into a Memorandum of Understanding (MoU) for on-field

implementation of the UID Project. Registrars can be of following categories:

State governments & their departments

Central Government Ministries & their undertakings/committees

as (but not limited to):

Registrar General of India (RGI) under Ministry of Home Affairs

Oil PSUs under Ministry of Petroleum

Large Public & Private sector organizations such as (but not limited to):

Public sector banks

Public sector insurance organizations

Public sector telecom organizations

Private sector banks

Private sector insurance organizations

Private sector telecom organizations

The scope of this process includes:

Ensuring a legal framework/agreement between the UIDAI and the

Registrar for carrying out enrolments, authentication & other related

Defining working protocol between the UIDAI and the Registrar

ing processes and technology components between the UIDAI and

Enabling the Registrar with required standards, processes and

procedures to begin the enrolment activities

Prerequisites for Process

to provide necessary inputs to the UIDAI members

correct processes & technology interlock

points are defined between the two entities to carry out enrolment,

boarding the Registrars,

aligning processes and technology

components and equipping the Registrar with relevant standards, processes

of the Central or State Government

Governmental Organization with whom the UIDAI has

field

following categories:

committees such

Registrar General of India (RGI) under Ministry of Home Affairs

(but not limited to):

Ensuring a legal framework/agreement between the UIDAI and the

Registrar for carrying out enrolments, authentication & other related

Defining working protocol between the UIDAI and the Registrar

ing processes and technology components between the UIDAI and

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RG 3.4

End of Process

• MoU signed & Implementation Committee

Government bodies)

• MoU / Legal agreement signed with Public /

• Processes & technology followed by Registrar aligned to UIDAI

requirements / standards

RG 3.5

Roles & Responsibilities

Role Organization Senior Manageme nt UIDAI & Registrar Nodal Officer for Respective Registrar UIDAI

End of Process

Implementation Committee set up with the Registrar

Government bodies)

MoU / Legal agreement signed with Public / Private sector units

Processes & technology followed by Registrar aligned to UIDAI

requirements / standards

Roles & Responsibilities

Responsibilities • Identify & appoint the nodal officer /

for carrying out Registrar on-boarding activities • Identify members of the Joint Working

• Support Joint Working Group in resolving issues / concerns, if required

• Work with the Registrar’s Nodal officer to On-Boarding workshop

• Share draft MoU document

• Share required standards, processes & procedures with the Registrar team

• Track & fill up Registrar–UIDAI Readiness Checklist & integration project plan; ensure all deliverables are shared with the respective stakeholders

• Log & track all issues/concerns to closure

• Ensure all identified gaps between UIDAI & Registrar are addressed

• Share list on empanelled enrolment agencies RFP template for hiring enrolment agencies • Work with UIDAI’s technology team to p

registration no. to Registrar & EAs

• Share details of EA training & certification modules with Registrar & identified EA

• Work with UIDAI’s technology & logistics provide required data capture APIs & support

• Share details on certified biometric devices

• Work with UIDAI’s IEC team to share resident communication plan & material

• Finalize process & Turn Around Time for addressal by the Registrar

• Initiate Introducer Enrolment & Monitoring Process to ensure Introducers identified by Registrar are enrolled in the system & list is available at the time of enrolment

• Ensure UIDAI representative’s availability during PoC / Pilot

with the Registrar (for

Private sector units

Processes & technology followed by Registrar aligned to UIDAI

Identify & appoint the nodal officer / Nodal Officer boarding activities

Working Group in resolving any officer to schedule

standards, processes & procedures Readiness Checklist & integration project plan; ensure all deliverables

th the respective stakeholders to closure

between UIDAI & empanelled enrolment agencies and RFP template for hiring enrolment agencies

technology team to provide training & certification modules & logistics team to APIs & logistics biometric devices

share resident Turn Around Time for grievance Introducer Enrolment & Monitoring Process roducers identified by Registrar are enrolled in the system & list is available at the time availability during

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Role Organization Nodal

Officer

Registrar

Responsibilities

• Ensure a Working Subgroup comprising members from UIDAI & Registrar organization is set up. The committee should have representative from Technology, Process, & IEC (Information, Communication & Education) domains from both organizations

• Ensure smooth functioning & active participation of the Working Subgroup during UIDAI

alignment

• Ensure MoU is signed

• Ensure Technology, Process & IEC aspects between the two organizations are aligned

• Advise UIDAI’s Nodal Officer on modalities for setting up the On-Boarding workshop

same; ensure required stakeholders & members of Working Subgroup attend the workshop

• Provide inputs on current practices followed by the Registrar

• Share Registrar’s expectations on AADHAAR usage (number usage, authentication usage, financial inclusion usage etc.) with UIDAI

• Check if Registrar needs access to biometric data; If required, provide public key to enable access to encrypted data

• Hire enrolment agencies & share their UIDAI

• Identify & train an Admin person from EA who can carry out ongoing registration of operators, supervisors & enrolment stations

• Identify supervisors from the Registrar organization who can monitor the resident enrolment exercise, audit processes followed by EAs & provide the required supervision

• Ensure supervisors & EA operators certified

• Initiate biometric device procurement

or another mechanism deemed right by the Registrar

• Identify officer to whom contact centre may forward grievances & share contact details of the officer with UIDAI

• Identify probable introducers & share prescribed template with UIDAI

• Develop & Share detailed enrolment plan schedule with UIDAI

comprising members Registrar organization is set up. The committee should have representative from Technology, Process, & IEC (Information, Communication & Education) domains from both Ensure smooth functioning & active participation of ring UIDAI-Registrar

& IEC aspects between on modalities for workshop & attend the same; ensure required stakeholders & members of

attend the workshop

followed by the AADHAAR usage (number usage, authentication usage, financial Check if Registrar needs access to biometric data; provide public key to enable access to their details with Identify & train an Admin person from EA who can arry out ongoing registration of operators, from the Registrar organization who can monitor the resident enrolment exercise, audit processes followed by EAs & provide the required operators are trained & biometric device procurement either via EA or another mechanism deemed right by the officer to whom contact centre may share contact details of the share details in enrolment plan and

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Role Organization Joint Working Group UIDAI & Registrar – Detailed composition & responsibilities defined in Responsibilities responsibilities

• Attend Registrar on-boarding workshop

• Ensure integration of resident communication plan & material

• Ensure integration of KYR+ Software enrolment client

• Ensure deliverables / project plan activities mentioned in the Registrar-UIDAI

Checklist/ Integration Project Plan are executed • Define the required communication channel, issue

resolution mechanism / escalation mechanism etc. • Identify any issues or concerns & suggest

appropriate resolution mechanism

• Develop probable queries / grievances that can come from the beneficiaries & correct responses for them

workshop

resident communication plan KYR+ Software with UIDAI’s deliverables / project plan activities as UIDAI Readiness

are executed. communication channel, issue resolution mechanism / escalation mechanism etc. Identify any issues or concerns & suggest

vances that can come from the beneficiaries & correct responses for

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RG 4.

Process Details

RG 4.1

Registrar On

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Registrar On -Boarding Process

Registrar

2. Identify Agency for Receiving Financial Payout from UIDAI 1. Setup State Implementation Committee

Process Details

Registrar On-Boarding Process Flow

Boarding Process

Registrar

UIDAI

Start 4. Identify Nodal Officer for Registrar On Boarding 3. Identify Nodal

Agency & Officer for UIDAI Alignment 9. Manage UIDAI Registrar Interface Sub Process 10. Align Process & Technology Sub Process 11. Resident Enrolment Process End In Parallel 5. Setup Joint Working Group 7. Sign MoU 6. Share MoU Document 8. Execute Additional Documents for Clarity In Parallel

UIDAI

Identify Nodal Officer for Registrar On -Boarding Manage UIDAI-Registrar Interface Sub Process Share MoU Document Execute Additional Documents for Clarity

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RG 4.2

Registrar On

S.

No Step

Start

In parallel proceed to:

• Step 1. Setup State Implementation Committee

• Step 3. Identify Nodal UIDAI Alignment

• Step 4. Identify Nodal Officer On-Boarding

1. Setup State Implementation Committee

The Registrar should set up an implementation committee (usually headed by

the respective state government)

to have members from social sector ministries, planning commission, state census commissioner, IT Department. The implementation committee should also have DDG of the UIDAI’s regional office to serve as the link between UIDAI & the Registrar.

2. Identify Agency for Receiving Financial Payout from UIDAI

Financial assistance to Registrar compri

readiness, enrolment cost & incentives for the BPL residents being enrolled. The assistance can be given to Registrar directly OR an identified Nodal Agency.

3. Identify Nodal Agency & Alignment

Registrar’s management should designate a nodal officer (of sufficient seniority) who can coordinate all activities required for implementing UIDAI aligned systems at the Registrar’s end.

4. Identify Nodal Officer for Registrar On UIDAI’s management needs to identify a

Officer who will coordinate all activities on behalf of UIDAI. This Nodal Officer

a government official with required signing authorities.

In parallel, proceed to: • Step 5. Setup Joint

• Step 6. Share MoU Document

Registrar On-Boarding Process Description

Step Responsibility

Setup State Implementation . Identify Nodal Agency & Officer for UIDAI Alignment

Nodal Officer for Registrar

Setup State Implementation Committee

The Registrar should set up an implementation committee (usually headed by Chief Secretary for the respective state government). It is advisable

from social sector ministries, planning commission, state census commissioner,

he implementation committee should also have DDG of the UIDAI’s regional office to serve as the link between UIDAI & the

Registrar’s Management

Identify Agency for Receiving Financial Payout Financial assistance to Registrar comprises ICT readiness, enrolment cost & incentives for the BPL residents being enrolled. The assistance can be given to Registrar directly OR an identified Nodal

Agency & Officer for UIDAI

management should designate a nodal officer (of sufficient seniority) who can coordinate all activities required for implementing UIDAI aligned systems at the Registrar’s end.

for Registrar On-Boarding ’s management needs to identify a Nodal

who will coordinate all activities on behalf Nodal Officer should preferably be a government official with required signing

Joint Working Group . Share MoU Document

UIDAI’s Management

Process Description

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S.

No Step

5. Setup Joint Working Group

Joint Working Group comprising representatives from UIDAI & Registrar organization should be up. The committee should have representative from following domains

• Technology • Process

• IEC (Information, Communication & Education)

• Applications The detailed responsibility

available in section RG 5.1.1 JWG Structure this document. The specific deliverables / project plan activities are detailed in RG5.2.1 Registrar UIDAI Readiness Checklist

As the committee is formed, respective communication channel, issue resolution

mechanism / escalation mechanism etc. should be defined.

Proceed to Step 10. Align Process & Technology Sub Process.

6. Share MoU Document Prepare the MoU Document Template as a template)

Registrar’s details / requirements and in consultation with UIDAI’s Legal team. The MoU sets out the general and broad

intentions of both the parties for collaboration and for facilitation of subsequent agreements and documents relevant for the

7. Sign MoU

Ensure that the MoU gets signed by the required stakeholders in due time.

8. Execute Additional Documents for Clarity

In the interest of clarity and to reduce ambiguity, the UIDAI may execute additional agreements and documents to capture details about implementation of UID Project with Registrars. In parallel, proceed to:

• Step 9. Manage UIDAI

• Step 10. Align Processes & Technology

Step Responsibility

Group

comprising representatives UIDAI & Registrar organization should be set up. The committee should have representative

(from both organizations):

IEC (Information, Communication &

responsibility of the committee is 5.1.1 JWG Structure of The specific deliverables / project activities are detailed in RG5.2.1

Registrar-Checklist.

As the committee is formed, respective communication channel, issue resolution

mechanism / escalation mechanism etc. should be . Align Process & Technology

Registrar Nodal Officer &

UIDAI’s Nodal Officer

Prepare the MoU Document (refer RG 5.2.2 MoU Template as a template) after incorporating

etails / requirements and in consultation with UIDAI’s Legal team.

The MoU sets out the general and broad-based intentions of both the parties for collaboration and for facilitation of subsequent agreements and documents relevant for the UID implementation.

Ensure that the MoU gets signed by the required stakeholders in due time.

Registrar Nodal Officer

Execute Additional Documents for Clarity

In the interest of clarity and to reduce ambiguity, UIDAI may execute additional agreements and documents to capture details about

implementation of UID Project with Registrars.

Manage UIDAI-Registrar Interface Align Processes & Technology

UIDAI’s Nodal Officer Responsibility Reference Registrar Nodal Nodal RG 5.1.1 JWG Structure RG 5.2.1. Registrar – UIDAI Readiness Checklist Nodal RG 5.2.2 MoU Template Registrar Nodal Nodal

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S.

No Step

9. Manage UIDAI-Registrar Interface Sub Process Initiate sub process RG 4.3

Registrar Interface to manage the interface between the two organizations. This sub process also guides on mechanisms to track & close issues that may arise while

on-is a joint activity led by UIDAI’s supported by Registrar Nodal Officer. 10. Align Processes & Technology

Initiate sub process RG 4.5

Technology to get the Registrar ready for rollout. This is a joint activity led by Registrar Nodal Officer & supported by UIDAI’s

11. Resident Enrolment Process

Initiate the Resident Enrolment Process to begin enrolling residents. The details required for

setting up enrolment centres, resident enrolments etc. are covered in the Resident Enrolment

process. End

This process ends when the Registrar’s systems are aligned to UIDAI & is ready for resident enrolment.

Step Responsibility

Registrar Interface Sub Process RG 4.3 Manage

UIDAI-manage the interface between the two organizations. This sub process also guides on mechanisms to track & close issues

-boarding a Registrar. This is a joint activity led by UIDAI’s Nodal Officer & supported by Registrar Nodal Officer.

UIDAI’s Nodal Officer &

Align Processes & Technology Sub Process sub process RG 4.5 Align Processes &

to get the Registrar ready for rollout. This is a joint activity led by Registrar Nodal Officer & supported by UIDAI’s Nodal Officer.

Resident Enrolment Process

the Resident Enrolment Process to begin enrolling residents. The details required for

setting up enrolment centres, resident enrolments etc. are covered in the Resident Enrolment

This process ends when the Registrar’s systems are aligned to UIDAI & is ready for resident

Responsibility Reference Nodal Registrar Nodal RG 4.3 Manage UIDAI-Registrar Interface Sub Process Registrar Nodal Nodal RG 4.5 Align Processes & Technology Sub Process Registrar Nodal External

Process – Resident Enrolment

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RG 4.3

Manage UIDAI

Flow

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Manage UIDAI -Registrar Interface Sub Process

UIDAI

Start 1. Schedule On Boarding Workshops 7. Fill up Readiness Checklist 8. Any Issues Concerns 10. Issues Concerns Resolved 12. Drive Issue Resolution to Closure No 2. Share Standards Processes Procedures Yes

Manage UIDAI-Registrar Interface Sub Process

Registrar Interface Sub Process

Registrar

Schedule On -Boarding Workshops 3. Attend On-Boarding Workshops 4. Provide Inputs on Current Practices Fill up Readiness Checklist Any Issues / Concerns ? 9. Resolve Issues Concerns Issues/ Concerns Resolved? 11. Suggest Suitable Mechanism for Resolution Drive Issue Resolution to Closure Yes No T T Q Share Standards , Processes & Procedures 5. Need Access to Biometric Data?

6. Provide Public Key to Enable Access to

Encrypted Data

Yes No

Registrar Interface Sub Process

Boarding Provide Inputs on Current Practices Resolve Issues / Suggest Suitable Mechanism for Need Access to ?

Provide Public Key to Enable Access to

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RG 4.4

Manage UIDAI

Description

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Start

1. Schedule On-Boarding Workshop Schedule various integration time convenient to both Registrar & officials. Ensure that the

representatives from both the organizations. workshops should be organized for integrating the following domains:

• Project & enrolment plan • Process & technology • IEC

2. Share Standards, Processes & Procedures

Share relevant standards, processes & procedures with the Registrar’s Nodal Officer to prepare them for the On-Boarding workshop

3. Attend On-Boarding Workshop Attend the various On-Boarding

finalize the required integration points The Registrar’s Nodal Officer may share the expectations, their AADHAAR usage (number usage, authentication usage, financial inclusion usage etc.) with UIDAI before the workshop for more productive utilization of time.

4. Provide Inputs on Current Practices

Provide inputs on the current processes &

practices at the Registrar’s end. Flag processes / steps that may require changes due to alignment. 5. Need Access to Biometric Data?

The KYR demographic data

passed on to the database of the KYR+ software The rest of the biometric data is shared with the Registrar as an encrypted package using

Registrar’s public key.

Check if the Registrar has any need for fingerprint & iris data.

• If yes, proceed to Step 6. Provide Public Key to Enable Access to Encrypted Data

• If no, proceed to Step 7. Fill up Checklist

Manage UIDAI-Registrar Interface Sub Process

Step Responsibility

Workshops

various integration workshops at place & time convenient to both Registrar & UIDAI

officials. Ensure that the workshops have desired from both the organizations. The workshops should be organized for integrating the

Project & enrolment plan technology

Standards, Processes & Procedures

andards, processes & procedures with the Registrar’s Nodal Officer to prepare them

workshops.

Workshops

Boarding workshops and finalize the required integration points. The Registrar’s Nodal Officer may share their

AADHAAR usage (number usage, authentication usage, financial inclusion usage etc.) with UIDAI before the workshop for

utilization of time.

Provide Inputs on Current Practices Provide inputs on the current processes &

practices at the Registrar’s end. Flag processes / steps that may require changes due to alignment.

Need Access to Biometric Data?

demographic data & photograph is passed on to the database of the KYR+ software. The rest of the biometric data is shared with the Registrar as an encrypted package using

Registrar has any need for fingerprint If yes, proceed to Step 6. Provide Public Key to Enable Access to Encrypted Data

If no, proceed to Step 7. Fill up Readiness

Registrar Interface Sub Process

Responsibility Reference Nodal Nodal Registrar Nodal Registrar Nodal Registrar Nodal

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6. Provide Public Key to Enable Access to Data

If the Registrar needs access to biometric data, Registrar needs to provide

UIDAI. The biometric data package will be encrypted using the Registrar’s Public key. key can be obtained from approved certifying authorities such as Verisign, NIC, etc.

7. Fill up Readiness Checklist Fill up the Readiness Checklist

Registrar – UIDAI Readiness Checklist

details of all relevant stakeholders, deliverables etc. are captured & passed

within UIDAI. The most important deliverables / alignment areas are also covered in RG 4.5 Align Process & Technology Sub Process.

8. Any Issues / Concerns?

Check if there are any issues or concerns. The same may be raised by any member of the Joint Working Group.

• If yes, proceed to Step 9. Resolve Issues / Concerns

• If no, proceed to Step 13. Ensure Identified Gaps are Addressed

9. Resolve Issues / Concerns

Log the issue / concern in the issue tracker (RG 5.2.3. Issue Tracker). Take appropriate actions to resolve the issues. The action items may be owned by any member of the Joint

Group. The Registrar Nodal Officer & UIDAI’s Nodal Officer should track the issues & risks & drive them to closure.

10. Issues/Concerns Resolved?

Check if the identified issues / concerns can be resolved by normal means within the Joint Working Group.

• If yes, proceed to Step 13. Ensure Identified Gaps are Addressed

• If no, proceed to Step 11. Suggest Suitable Mechanism for Resolution

11. Suggest Suitable Mechanism for Resolution Joint Working Group should come up with

Step Responsibility

Provide Public Key to Enable Access to Encrypted If the Registrar needs access to biometric data, Registrar needs to provide their public key to UIDAI. The biometric data package will be

encrypted using the Registrar’s Public key. Public key can be obtained from approved certifying

ties such as Verisign, NIC, etc.

Readiness Checklist

Readiness Checklist (RG 5.2.1.

Readiness Checklist) & ensure details of all relevant stakeholders, deliverables etc. are captured & passed on to relevant teams within UIDAI. The most important deliverables / alignment areas are also covered in RG 4.5 Align Process & Technology Sub Process.

Check if there are any issues or concerns. The same may be raised by any member of the Joint

If yes, proceed to Step 9. Resolve Issues / If no, proceed to Step 13. Ensure Identified

ve Issues / Concerns

Log the issue / concern in the issue tracker (RG Issue Tracker). Take appropriate actions to resolve the issues. The action items may be owned by any member of the Joint Working . The Registrar Nodal Officer & UIDAI’s

should track the issues & risks &

Issues/Concerns Resolved?

Check if the identified issues / concerns can be resolved by normal means within the Joint

If yes, proceed to Step 13. Ensure Identified If no, proceed to Step 11. Suggest Suitable Mechanism for Resolution

Suggest Suitable Mechanism for Resolution should come up with

Joint Working Group Responsibility Reference Registrar Nodal Nodal RG 5.2.1. Registrar – UIDAI Readiness Checklist Nodal Registrar Nodal Nodal RG 5.2.3. Issue Tracker Nodal Working

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12. Drive Issue Resolution to Closure

Track all issues to resolution. Update RG 5.2. Issue Tracker on a regular basis.

13. Ensure Identified Gaps are Addressed Ensure all identified gaps are addressed & Registrar is aligned to UIDAI requirements Return

This sub-process returns to the calling process when the management interface with UIDAI & Registrar are aligned.

Step Responsibility

Drive Issue Resolution to Closure

Track all issues to resolution. Update RG 5.2.3. Issue Tracker on a regular basis.

Ensure Identified Gaps are Addressed Ensure all identified gaps are addressed & Registrar is aligned to UIDAI requirements

UIDAI’s Nodal Officer / Joint Working Group

process returns to the calling process when the management interface with UIDAI &

Responsibility Reference Nodal RG 5.2.3. Issue Tracker Nodal / Joint Group

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RG 4.5

Align Process & Technology

O w n e r: R e g is tr a r’ s N o d a l O ff ic e r

Align IEC , Process & Technology Sub Process

UIDAI

1. Advise on Empanelled Enrolment

Agencies 3. Provide Registration No. to Registrar & EAs 4. Extend EA Training &

Certification Modules 7. Provide Required Data Capture APIs &

Logistics Support

Q

23. Ensure UIDAI Rep Availability During PoC /

Pilot 9. Facilitate Certification of Biometric Devices 17. Introducer Enrolment & Monitoring Process 15. Agree on Turn Around Time for Grievance Addressal

11. Share Resident Communication Plan &

Material Return In Parallel 19. Provide Required Support in Involving CSOs 21. Help in Alignment with Required Banks &

other Institutions

Align Process & Technology Sub-process Flow

Technology Sub Process

Registrar

2. Hire Enrolment Agencies & Share Details with UIDAI EAs

& 6. Ensure Supervisors & _{EA Operators are} Trained & Certified 5. Identify Supervisors

from the Registrar Organization

10. Initiate Biometric Device Procurement

Q

8. Integrate with KYR+ Software Facilitate Certification

16. Identify Introducers & Share List with UIDAI

22. Share Enrolment Plan/ Schedule 13. Identify Officer to Whom Contact Centre

May Forward Grievances 14. Share Contact Details of the Officer

with UIDAI Start

12. Integrate Resident Communication Plan &

Material A A A A A In Parallel T T T 18. Share CSO Involvement Plan 20. Identify Areas for

Financial Inclusion

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RG 4.6

Align Process & Technology

Description

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Start

In parallel, proceed to steps:

1. Advise on Empanelled Enrolment Agencies 7. Provide Required Data Capture APIs & Logistics Support

9. Facilitate Certification of Biometric Devices 11. Share Resident Communication Plan Material

13. Identify Officer to Whom Contact Centre May Forward Grievances

16. Identify Introducers & Share List with UIDAI 18. Share CSO Involvement Plan

20. Identify Areas for Financial Inclusion 22. Share Enrolment Plan/ Schedule 1. Advise on Empanelled Enrolment Agencies

Share list on empanelled EAs & sample RFP with the Registrar. The sample RFP details the

expected responsibilities & deliverables of EAs. Advise Registrar to review the RFP in light o their own needs & follow their procurement process for hiring the EA / EAs.

2. Hire Enrolment Agencies & Share Details with UIDAI

Registrar to follow their internal processes for hiring the enrolment agency.

an EA from the list shared by UIDAI or hire another EA (who is not part of the list provided by UIDAI).

After the enrolment agency is hired, their details need to be shared with UIDAI for generating the registration no. The registration no. will be used for tracking the performance, quality etc. of various enrolment agencies. In case an

enrolment agency is not registered with UIDAI, their data will not be acce

generation.

Provide details of the enrolment agencies in the template provided in the

kit / portal.

Align Process & Technology Sub-process

Step Responsibility

In parallel, proceed to steps:

1. Advise on Empanelled Enrolment Agencies 7. Provide Required Data Capture APIs & 9. Facilitate Certification of Biometric Devices 11. Share Resident Communication Plan &

13. Identify Officer to Whom Contact Centre May 16. Identify Introducers & Share List with UIDAI

Share CSO Involvement Plan

Identify Areas for Financial Inclusion Share Enrolment Plan/ Schedule

UIDAI’s Nodal Officer &

Advise on Empanelled Enrolment Agencies Share list on empanelled EAs & sample RFP with the Registrar. The sample RFP details the

expected responsibilities & deliverables of EAs. Advise Registrar to review the RFP in light of their own needs & follow their procurement process for hiring the EA / EAs.

ment Agencies & Share Details with Registrar to follow their internal processes for hiring the enrolment agency. Registrar can select an EA from the list shared by UIDAI or hire another EA (who is not part of the list provided After the enrolment agency is hired, their details

ed to be shared with UIDAI for generating the registration no. The registration no. will be used for tracking the performance, quality etc. of various enrolment agencies. In case an

enrolment agency is not registered with UIDAI, their data will not be accepted for AADHAAR no. Provide details of the enrolment agencies in the template provided in the Technology integration

process

Responsibility Reference Nodal Registrar Nodal Nodal Empanelled Agencies list & sample RFP template published on portal

Registrar Nodal Template in Technology integration kit

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3. Provide Registration No. to Registrar & EAs Share the details of Registrar

CIDR & get their registration nos. generated. After the registration no. is generated, share the same with Registrar & EA.

EA/Registrar should identify & train an Admin person from EA who can carry out ongoin registration of operators, supervisors & enrolment stations.

4. Extend EA Training & Certification Modules Share details of training & certification modules with the Registrar. Highlight that although training is not mandatory, it

recommended. The Registrar can take services of identified training agencies OR conduct the training programme in-house if they have the capabilities.

Certification is mandatory & all operators need to be certified.

5. Identify Supervisors from the Registrar Organization Registrars should also identify supervisors from their organizations who can monitor the resident enrolment exercise, audit processes followed by EAs &

supervision & quality control for the entire enrolment exercise. The Registrars can also entrust the responsibility of PoA / PoI document verification to these Supervisors.

6. Ensure Supervisors & EA Operators a Certified

Ensure that all identified Registrar’s supervisors are trained. In addition supervsiors & operators from EAs need to be trained & certified. Registrar should work with the hired EA to set up their internal mechanism for ongoing train

certification of EAs & for ensuring additional human capacity to manage contingencies etc. Proceed to End

Step Responsibility

Provide Registration No. to Registrar & EAs Registrar & EAS with UIDAI’s CIDR & get their registration nos. generated. After the registration no. is generated, share the same with Registrar & EA.

EA/Registrar should identify & train an Admin person from EA who can carry out ongoing

operators, supervisors &

Extend EA Training & Certification Modules Share details of training & certification modules with the Registrar. Highlight that although training is not mandatory, it is highly

recommended. The Registrar can take services of identified training agencies OR conduct the

house if they have the Certification is mandatory & all operators need to

sors from the Registrar Registrars should also identify supervisors from their organizations who can monitor the resident enrolment exercise, audit processes followed by EAs & provide the required supervision & quality control for the entire

The Registrars can also entrust the responsibility of PoA / PoI document verification to these Supervisors.

Ensure Supervisors & EA Operators are Trained & Ensure that all identified Registrar’s supervisors are trained. In addition supervsiors & operators from EAs need to be trained & certified. Registrar should work with the hired EA to set up their internal mechanism for ongoing training & certification of EAs & for ensuring additional human capacity to manage contingencies etc.

Registrar Nodal Officer Responsibility Reference Nodal Nodal Published training material & certification details Registrar Nodal

Registrar Nodal Published training material & certification details

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7. Provide Required Data Capture APIs & Logistics Support

UIDAI’s Nodal Officer should work with UIDAI’s technology team & ensure the required data capture APIs & Logistics support is available to the Registrar.

The details of the same are available in the Technology Integration Kit, which is part of the over all Registrar On-Boarding kit.

8. Integrate with KYR+ Software

The details on how to integrate KYR+ Software is available in the Technology integration kit. The Registrar’s Technology team should integrate the KYR & KYR+ software using the steps mentioned in Technology integration kit.

In case of any problems, get the technology teams of the two organizations to work together & integrate the software.

Proceed to End

9. Facilitate Certification of Biometric Devices Share details on certification of biometric

devices. The biometric devices will be certified by make & model & details would be available on the portal.

10. Initiate Biometric Device Procurement

Initiate the procurement of biometric devices. The Registrar can choose to either procure the devices on its own or as

same. UIDAI recommends tha

procure the devices & manage sufficient

inventory to handle breakdowns, contingencies, scalability to meet enrolment schedule etc. Proceed to End

11. Share Resident Communication Plan & Material Work with UIDAI’s IEC tea

communication plan & material Registrar.

Step Responsibility

Provide Required Data Capture APIs & Logistics should work with UIDAI’s technology team & ensure the required data capture APIs & Logistics support is available to The details of the same are available in the Technology Integration Kit, which is part of the

Boarding kit.

Integrate with KYR+ Software

The details on how to integrate KYR+ Software is available in the Technology integration kit. The

team should integrate the + software using the steps mentioned in Technology integration kit.

In case of any problems, get the technology teams of the two organizations to work together & integrate the software.

Facilitate Certification of Biometric Devices Share details on certification of biometric

devices. The biometric devices will be certified by make & model & details would be available on

Initiate Biometric Device Procurement

Initiate the procurement of biometric devices. The Registrar can choose to either procure the devices on its own or ask EA to procure the same. UIDAI recommends that EAs should procure the devices & manage sufficient

inventory to handle breakdowns, contingencies, scalability to meet enrolment schedule etc.

Share Resident Communication Plan & Material Work with UIDAI’s IEC team & share the required communication plan & material with the

UIDAI’s Nodal Officer Responsibility Reference Nodal Technology integration kit Registrar Nodal Nodal Technology integration kit Nodal Published biometric specs & certification procedure Registrar Nodal Nodal Published IEC integration guidelines

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12. Integrate Resident Communication Plan & Material

Ensure that the communication plan, content & material of the two organizations are integrated. Focus on the grass-root level communication plan to ensure required beneficiaries get enrolled in the UID program in time bound manner.

Proceed to End

13. Identify Officer to Whom Forward Grievances

Registrar should also identify an Officer to whom all relevant grievances may be forwarded. The Joint Working Group should also develop probable queries / grievances that can come from the beneficiaries & correct resp

them. This list of queries/ grievances &

corresponding responses should be shared with UIDAI’s contact centre to ensure speedy

resolution. The queries/ grievances related to Registrar that will fall outside this list would be forwarded to the identified Officer.

14. Share Contact Details of the Officer with UIDAI Share contact details of the identified officer with UIDAI. UIDAI will share the same with its Contact Centre. On an ongoing basis & as required, the relevant queries/grievance will be forwarded to the officer via Web-based portal / email.

15. Agree on Turn Around Time for Grievance Addressal

Finalize the process & turn around time for responding to the queries/grievances. Proceed to End

16. Identify Introducers & Share List with UIDAI Registrar to identify probable

can help enrol beneficiaries who lack PoA/PoI documents. The examples of Intr

not limited to) officials from local governance bodies, elected members, teachers, doctors, NGOs etc.

UIDAI Nodal Officer should highlight to Registrar that identifying Introducers is critical to the objective of the process as Introducer

mechanism will ensure inclusion of the weakest &

Step Responsibility

Integrate Resident Communication Plan & Ensure that the communication plan, content &

organizations are integrated. root level communication plan to ensure required beneficiaries get enrolled in the UID program in time bound manner.

Identify Officer to Whom Contact Centre May Registrar should also identify an Officer to whom all relevant grievances may be forwarded. The

should also develop probable queries / grievances that can come from the beneficiaries & correct responses for them. This list of queries/ grievances &

corresponding responses should be shared with UIDAI’s contact centre to ensure speedy

resolution. The queries/ grievances related to Registrar that will fall outside this list would be

ntified Officer.

Share Contact Details of the Officer with UIDAI Share contact details of the identified officer with UIDAI. UIDAI will share the same with its Contact Centre. On an ongoing basis & as required, the

queries/grievance will be forwarded to based portal / email.

Agree on Turn Around Time for Grievance Finalize the process & turn around time for responding to the queries/grievances.

Identify Introducers & Share List with UIDAI Registrar to identify probable Introducers who can help enrol beneficiaries who lack PoA/PoI

. The examples of Introducers are (but not limited to) officials from local governance bodies, elected members, teachers, doctors,

should highlight to Registrar that identifying Introducers is critical to the objective of the process as Introducer verification mechanism will ensure inclusion of the weakest &

Registrar Nodal Officer Responsibility Reference Registrar Nodal Nodal Registrar Nodal Registrar Nodal Registrar Nodal Nodal Published Grievance Handling process

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17. Introducer Enrolment & Monitoring Process Initiate the external process

Enrolment & Monitoring for enrolling the Introducers in the UIDAI system.

Proceed to End

18. Share CSO Involvement Plan

Registrar should share their plans for

CSOs & NGOs in the UIDAI enrolment process. Some of the areas where CSOs may be involved include Introducer system, presence at the enrolment station, ensuring the marginalized are enrolled, process & quality audits etc.

An indicative list/definition of the marginalized is available in section RG 5.1.2

19. Provide Required Support in Involving CSOs UIDAI’s Nodal Officer should work with the CSO management team of UIDAI & ensure details of the local CSOs are shared with the Registrar. UIDAI may also suggest the possible roles for the CSOs based on the respective CSOs capabilities & reach.

20. Identify Areas for Financial Inclusion

Identify areas in which financial inclusion benefits can be extended to Residents. These can include opening bank accounts, transferring State’s financial payout to beneficiary’s bank accounts (such as old age pension, NREGA wages etc.) 21. Help in Alignment with Required Banks & other

Institutions

Work with Registrar & required banks & FIs to ensure financial inclusion benefits are extended to the beneficiaries, especially the marginalized groups.

22. Share Enrolment Plan/ Schedule Share the details of enrolment plan district wise / village wise

expected no. of enrolments per day etc. with UIDAI. These details will help UIDAI plan its support systems such as media & communication campaigns, Contact Centre readiness in required languages, logistics for data transfer to CIDR etc. for the roll out.

The details of enrolment plan should be shared in

Step Responsibility

Introducer Enrolment & Monitoring Process l process Introducer Enrolment & Monitoring for enrolling the Introducers in the UIDAI system.

Share CSO Involvement Plan

Registrar should share their plans for involving CSOs & NGOs in the UIDAI enrolment process. Some of the areas where CSOs may be involved include Introducer system, presence at the enrolment station, ensuring the marginalized are enrolled, process & quality audits etc.

tion of the marginalized is available in section RG 5.1.2

Provide Required Support in Involving CSOs should work with the CSO management team of UIDAI & ensure details of the local CSOs are shared with the Registrar. UIDAI may also suggest the possible roles for the CSOs based on the respective CSOs capabilities &

Identify Areas for Financial Inclusion

areas in which financial inclusion benefits can be extended to Residents. These can include opening bank accounts, transferring State’s financial payout to beneficiary’s bank accounts (such as old age pension, NREGA wages etc.)

elp in Alignment with Required Banks & other Work with Registrar & required banks & FIs to ensure financial inclusion benefits are extended to the beneficiaries, especially the marginalized

Share Enrolment Plan/ Schedule

Share the details of enrolment plan – state wise / district wise / village wise – along with dates, expected no. of enrolments per day etc. with UIDAI. These details will help UIDAI plan its

systems such as media & communication campaigns, Contact Centre readiness in required languages, logistics for data transfer to CIDR etc. The details of enrolment plan should be shared in

Registrar Nodal Officer Responsibility Reference Nodal External Process Introducer Enrolment & Monitoring Registrar Nodal RG 5.1.2 Definition of Marginalized Published plan for including marginalized groups Registrar Nodal Nodal Published specs on Financial Inclusion

Registrar Nodal Template in technology integration kit

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23. Ensure UIDAI Rep Availability During PoC / Pilot Based on the enrolment plan shared, ensure a representative from UIDAI is available during the initial rollouts for the Registrar. The

representative will provide inputs back to rest of the UIDAI system for refinement of processes, communication plans etc.

Proceed to End End

This sub process returns to the calling process when the Registrar is compl

UIDAI requirements.

Step Responsibility

Ensure UIDAI Rep Availability During PoC / Pilot Based on the enrolment plan shared, ensure a representative from UIDAI is available during the

Registrar. The

representative will provide inputs back to rest of the UIDAI system for refinement of processes, communication plans etc.

This sub process returns to the calling process when the Registrar is completely aligned to

Responsibility Reference Nodal

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RG 5.

Annexure

RG 5.1

Standards & Guidelines

RG 5.1.1

JWG Structure

JWG structure.pptx

RG 5.1.2

Definition of Marginalized

Although “marginalized” is a subjective term and its interpretation can vary from situation to situation, UIDAI has attempted to define the population that is specifically hard to reach & frequently left out groups.

“CREATING A UNIQUE IDENTIFICATION NUMBER FOR EVERY RESIDENT IN INDIA identifies following segments and mentions strategy for bringing them into the folds of UIDAI: • Urban poor • Children • Women • Differently-abled people • Tribals

Also, as defined in this strategy paper,

groups such as homeless people, individuals in shelter homes, remand homes, asylums, etc.

RG 5.2

Formats, Templates & Checklists

RG 5.2.1.

Registrar –

Registrar Readiness Checklist - Ver 1.1.12.xlsx

RG 5.2.2.

MoU Template

MoU_with_the_State _Governments_Version_1 0.docx

RG 5.2.3.

Issue Tracker

Issue Tracker.xlsx

Annexure

Standards & Guidelines

JWG Structure

Definition of Marginalized

Although “marginalized” is a subjective term and its interpretation can vary from situation to situation, UIDAI has attempted to define the population that is specifically hard to reach & frequently left out groups. Section 3.3 of UIDAI’s Strategy Paper

REATING A UNIQUE IDENTIFICATION NUMBER FOR EVERY RESIDENT IN INDIA identifies following segments and mentions strategy for bringing them into the folds of

abled people

Also, as defined in this strategy paper, the UIDAI will reach out to other marginalized groups such as homeless people, individuals in shelter homes, remand homes, asylums,

Formats, Templates & Checklists

UIDAI Readiness Checklist

mplate

Issue Tracker

Although “marginalized” is a subjective term and its interpretation can vary from situation to situation, UIDAI has attempted to define the population that is specifically

Section 3.3 of UIDAI’s Strategy Paper REATING A UNIQUE IDENTIFICATION NUMBER FOR EVERY RESIDENT IN INDIA” identifies following segments and mentions strategy for bringing them into the folds of

the UIDAI will reach out to other marginalized groups such as homeless people, individuals in shelter homes, remand homes, asylums,