Civil Registry Project Document Phase II - Eng

Government of the Republic of Azerbaijan Ministry of Justice
United Nations Development Programme
TECHNICAL ASSISTANCE PROJECT: ESTABLISHMENT AND DEVELOPMENT OF THE STATE REGISTER OF POPULATION OF THE REPUBLIC OF AZERBAIJAN PHASE II
Baku 2008
Country: Azerbaijan UNDAF Outcome(s)/Indicator(s): The state improves its delivery of services and its protection of rights with the involvement of civil society and in compliance with its international commitments Expected Outcome(s)/Indicator(s): ICT enhances efficiency, transparency and accountability in the public sector Expected Output(s)/Annual Targets: A centralised state register of population containing individual information on citizens established, provision of relvant information to the population improved, and effectiveness of cooperation between government entities maintaining information systems on various categories of population increased. Implementing partner/Executing agency: Ministry of Justice of the Republic of Azerbaijan Narrative This project aims to provide citizens with relevant information, increase effectiveness of the mutual cooperation of government entities maintaining information systems on various categories of population, as well as form a centralized State register of population of the Republic of Azerbaijan which will contain individual information of citizens, and to enable collection, update and when needed reliable protection of information on settlement and composition of population, scope and direction of migration, demography, and other issues, and prevent illegal use of such information.
Programme Period: 2005 - 2009 Programme Component: ICT for Development Project Title: Establishment and development of the State Register of Population of the Republic of Azerbaijan II Phase Project Code: 00053274 Project Duration: 17 months Management Arrangement: NEX
Total budget: $US 3,500,000 - Government $US 3,250,000 - UNDP $US 250,000 - Others (including in-kind contributions) 0 Unfunded budget 0
Agreed by Government of Azerbaijan
Agreed by UNDP
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Establishment and development of the State Register of Population of the Republic of Azerbaijan Phase II
Situation analysis A number of versatile activities are being carried out in the area of state building, creation of strong economy, democratization of the society, increasing living standards of population and ensuring human development in the Republic of Azerbaijan. These activities also serve broadening international relations of Azerbaijan in political, legal, economic, social and other fields, strengthening its position as a reliable partner in the globalized world, and they focus on ensuring sustainable development. Information and Communication technologies play a special role in achieving the above mentioned, and level of development of the field is one of the factors that can influence achievement of the planned goals. To this end, certain efforts are made in various, including developing countries to form information society and knowledge based economy, and this activity is fully compliant with the development goals identified in the United Nations Millennium Summit. In general, nowadays Information and Communication Technologies have become one of factors which have a strong impact on development of any society through covering its sociopolitical, socio-economic and cultural sectors. At present, level of application of ICT is deemed to be one of the main indicators of intellectual and scientific potential, transparency in the public administration and development of democracy, solution of socio-political problems, and reduction of poverty in every country. It should be noted that in the future competence of various countries will heavily depend on the effective use of ICT by these countries. Analysis show that well planned and well applied Information and Communication Technologies (ICT) can yield significant and positive effects in the field of governance. ICT based systems and processes have been shown to increase the quality and quantity of services available to the public, raise the efficiency of public services, and render more transparent the process of government. They have been linked to strengthening of democratic governance, the effectiveness of governance institutions as well as having important implications for overall economic growth/opportunity and quality and access to education. In general, prudent government policies that embrace ICT can have a significantly positive effect on national development and attainment of the Millennium Development Goals. Certain activities are being carried out in this field in the Republic of Azerbaijan, and the area of ICT is included into the list of development priorities of the country. In order to increase effectiveness of these activities, special attention is being placed on application of ICT in the work of all state, including justice authorities. In respect of the above mentioned, Electronic Information Bank for the Civil Status Acts of the Ministry of Justice of the Republic of Azerbaijan has started its operation since October 2003 as
the first single electronic database on the countrys citizens and their citizenship situation. As a result, it was possible to improve the level of legal services provided to countrys population by increasing the quality of the work in the field of state registry of citizenship situation acts. In order to accelerate legal education the pilot version of national legislation was formed with valuable contributions of United States Agency for International Development and was placed at www.e-qanun.az website for general use. Related work is being undertaken by the Ministry of Justice. Starting from December 2006 Electronic Information Database of Notary Documents was tested and provided for use with the intention of easing and upgrading the work notaries. At the same time, rapid development of the country creates a necessity for implementation of new projects on the state level by increasing the role of ICT in public administration. Taking into account the fact of shortcomings in various fields of state policy, first of all, in social protection of population and in implementation of crucial events such as elections, and violation of rights and other difficulties emerging in the process of ensuring rights of citizens related to the lack or inaccuracy of information identified in the legislation, President of the Republic of Azerbaijan signed a Decree on Establishment of State Register of the Population of the Republic of Azerbaijan on 21 February 2004 to facilitate collection of identified information on countrys population. According to the Decree, there were developed and approved Regulations on Rules of Conducting State Register of Population of the Republic of Azerbaijan and Decree of the President of the Republic of Azerbaijan on approval of the Regulations, Order of the Cabinet of Ministers on Rules of Issuing Individual Identification Number and on its approval, as well as several normative-legal acts related to this subject. In addition, State Programme of 2005-2008 for development of information and communication technologies in the Republic of Azerbaijan is approved under the Decree of 21 October 2005 of the President of the Republic of Azerbaijan, and the issue of creating computerized system of the State Register of Population of the Republic of Azerbaijan is reflected in the Programme. Additionally, within the framework of Presidential Order on 13 February, 2007 about State Programme of 2007 2012 for establishment of biometric information system of the Republic of Azerbaijan the role of state register of population was particularly emphasized and it was ordered to take necessary steps to finalize the establishment of state register. State register of population is an electronic information system consolidating individualized information on all the citizens, as well as on foreigners living in the country and people without citizenship, and enabling precise registration/record of population. State register of population does not contain full information on every individual, but brief set of information which is necessary for quick and precise identification of a person. Placement of important indicators such as a special identification number, first, middle and last names, sex, birth place and date, marital status and family members, as well as address of registered
residence in the state register of population doesnt exclude placement of other vital information in the system. It should be noted that when citizens address various state authorities they are asked to submit certificates on these very information. At the same time, state register of population will enable obtaining the most comprehensive information on every individual in the shortest period of time by fulfilling coordinating function among databases existing in various state authorities. At present different databases are being created in various state authorities. However, unlike state register of population, information in those systems does not cover the whole population, but those citizens those are within the interests of those authorities depending on their functions. Information forming the basis of the state register of population shall be collected based on civil status acts of the Ministry of Justice and residence registration by the Ministry of Interior, and be constantly regulated. It should be noted that information on residence registration conducted by the interior authorities play an important role in establishment and future operation of state register of population. Based just on the information obtained from these authorities Service of state register of population will fulfil its objectives. One of important principles of operation of the state register of population is protection of the obtained information. Special passwords and codes, coding of information and maintenance of information in the form of conventional numbers, as well as giving limited number of employees access to work on these data are minimum requirements of protection system. Establishment of the State Register of Population of the Republic of Azerbaijan will enable information exchange among authorities working with population, avoid collection and maintenance of the same information in various authorities, computerized design of electorate list, reduction of costs for census of population and conduct of elections, as well as document circulation, the state to have examined and precise information about population, which will result in increasing the quality of adopted decisions, strengthening social protection of population, increasing effectiveness of tax collection process, full computerization of addressinformation services, acceleration of issuing relevant certificates to population, reliable and centralized protection of individual information on citizens, and prevention of illegal use of this information.
Activities completed during Phase I of the project Within the framework of the first phase of the Establishment and Development of the Register of Population of the Republic of Azerbaijan project; started in August 2006 and finalized in March 2008, several imperative tasks were completed, which provided a ground for the actual creation of single information database. The following components completed during first phase of the project: State to be solid were
In order to study the present situation, opportunities, and conduct respective analisys related to establishment of the state register of population trip of experienced international experts to Azerbaijan was organized. Experts were introduced with the ongoing works in the ICT field and were informed about the achievements in this sphere. Vacancy announcements for international as well as local expert positions were advertised and contests were organized in order to prepare Conceptual Plan, Formulation Description, and Techinical Assignment about establishment of the state register of population. Consequently, international experts from Moldavian Republic, who took part in the analogous processes in their country, and local experts on information systems of the Ministry of Justice and Ministry of Internal Affairs were selected to implement the specified works. Conceptual Plan on establishment of state register of population, Formulation Description and Technical Assignments on establishment of the State Register of Population and Civil Status Acts Automated Registration Information Systems were prepared by the international and local experts. In order to ensure the fullness of the state register of population the respective tender for procurement of the equipment to provide the unripe, binding, and scanning processes of the act record books containing act notes, as well as temporary management of the scanned documents with the purpose of copying data on the civil status acts into electronic format was held and a contract was signed with the winning company. As a result the required inventory and equipment was installed and set up, specific software was developed, a separate office was constructed, interviews and trainings were held, and successful candidates were recruited to the working group. Currently more than 12,000 act record books were unriped, scanned and reorganized in new books in compliance with modern standards, and electronic image of more than 2,100,000 civil status acts were created. The respective tender on setting up required conditions in order to transfer the electronic images of the civil status acts notes into the Civil Status Acts Automated Registration Information System was held; a detailed contract document was prepared and signed with the winning company. As a result, the required inventory and equipment was installed and set up, a special software program was developed and successfully applied, respective work place and service rooms were set up, and a wide electronic system was created. Specialized trainings were
held for 140 operators, a continuous entering of information through the system was organized, and daily production capacity was increased to 14,000 act notes. A control group was created within the framework of the project in order to review the correctness of the entered information. Special software program was developed to ensure the control in automated fashion and respective trainings were held for members of the control group. The respective tender on Establishment of the Civil Status Acts Automated Registration Information System was held in compliance with the legislatures of the Republic of Azerbaijan and United Nations Development Program, among 7 companies a winning company was selected with the participation of international and local experts, a detailed contract was signed with the company and direct implementation of the respective works started. Taking into consideration the international and local experience in legal and information fields a modern programming environment and project of software program based on new information protection methods was prepared with the assistance of leading experts, and was delivered for conduction of test. Service rooms, required for placement information resources, were allocated in the Ministry of Justice, and respective works on the renovating, providing physical and information security of these rooms were undertaken. Additionally, the server equipment, required for activity of the system, was purchased and brought from abroad and after testing installed in the Ministry of Justice. Preparation of the complex software programs was completed and it was presented for exploitation. In order to ensure establishment and actualization of the state register of population in compliance with the legislation of the Republic of Azerbaijan several meetings were held with the responsible associates of the Ministry of Justice and Ministry of Internal Affairs to realize transfer of information collected by the registration and identification card departments of local police organs to respective information system, list of necessary works were prepared in order to ensure information transfer in line with modern technical and security standards. Construction of the continuous and healthy optical communication channel between the two ministries is started. In order to supply the State Register Service of Population of the Republic of Azerbaijan with cadres possessing theoretical and practical background, as well as knowledge in the field of information and communication technologies, more than 100 students studying in relevant faculties of universities specialized in this sphere were interviewed. Several successful candidates were invited to training courses on information and communication technologies and works on their involvement in the activity of state register of population are currently being undertaken.
Strategy Main objective of the project is to establish, in compliance with leading international experience and using modern information and communication technologies, a single and reliable, full and detailed database on the population of the Republic of Azerbaijan, issue a personal and unique identification number to every individual, and by using this number arrange formation of countrywide distributed information resource combining all state information systems in one network through the State Register of Population of the Republic of Azerbaijan. The following components need to be worked on to achieve the set objectives: Maintain the work on transferring current archives of hardcopies of the civil status acts into electronic format in order to ensure fullness of the State Register of Population Automated Registration Information System; Improve and upgrade software programs used by the Civil Status Acts Automated Registration Information System, and develop an extra new component of the software to transfer of accumulated information to the State Register of Population Automated Registration Information System; Ensure safe protection, maintenance as well as usage of the civil status acts assembled in new formats in compliance with modern international standards; Develop software program that will ensure activity of the State Register of Population Automated Registration Information System; Develop software program to ensure transfer of the relevant information from Automated Information Search System of Ministry of Interior, main information source in newly designed system, to the State Register of Population Automated Registration Information System; Establish a secure and stable communication channel between State Register of Population Automated Registration Information System and its main information sources Civil Status Acts Automated Registration Information System and Automated Information Search System; Organize 2-months long testing of State Register of Population Automated Registration Information System, analyze the outcomes, and solve the identified problems; Prepare technical assignment regarding the installation of reserve server of the State Register of Population Automated Registration Information System in various sites;
Prepare information booklet about the conclusions of the Establishment and Development of the State Register of Population of the Republic of Azerbaijan II Phase; Implementation of the following activities is planned under the mentioned components within the project of Establishment and Development of the State Register of Population of the Republic of Azerbaijan II Phase from April 2008 to August 2009: Activity 1.1. - Continuation of the work on unriping, scanning as well as binding of act record books preserved in civil status acts archive in order to ensure the fullness of the State Register of the Population of the Republic of Azerbaijan (5,000,000 acts are provisioned to be scanned within this phase of the project) (April 2008 - August 2009); Activity 1.2. - Continuation of the work on transferring scanned forms of information on the civil status acts into the relevant information database in order to ensure the fullness of the State Register of the Population of the Republic of Azerbaijan (5,000,000 acts are provisioned to be transferred within this phase of the project) (April 2008 - August 2009); Activity 2.1. - Preparation and distribution of educative materials to upgrade knowledge of the associates of the Civil Status Acts Automated Registration Information System set up in the first phase of the project (April 2008 - July 2008); Activity 2.2. - Evaluation of performance of the Civil Status Acts Automated Registration Information System in early months, analysis of potential defects and problems, and enhancement of the software program that provides healthy activity of the system (April 2008 July 2008); Activity 2.3. - Development of an extra new component of the software program that provides transfer of required information from the Civil Status Acts Automated Registration Information System to the State Register of Population Automated Registration Information System (July 2008 - November 2008); Activity 3.1. - Supply civil status acts with electronic indicators, develop required software program that provides registration of archive documents, endowing the respective workforce with programmed workplaces and accomplishing their participation in specialized trainings as well as installation of the archival equipment in order to secure the maintenance, protection and use of the civil status acts in compliance with the international standards (March 2009 - August 2009); Activity 4.1. - Acquisition of the particular software environment that will ensure performance of licensed operation systems and information databases required for process of the State Register of Population Automated Registration Information System software program (June 2008 - August 2008);
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Activity 4.2. - Acquisition of the particular software program to ensure activity of the State Register of Population Automated Registration Information System (September 2008 - April 2009); Activity 4.3. - Preparation of the report on essential corrections to be made to the software program in order to organize the work of State Register of Population Automated Registration Information System (together with its main information sources) during its 2 months long experimentation period, analyze the outcomes, and work out the existing problems (June 2009 - August 2009); Activity 5.1. - Development of an extra new component of the software program, provides transfer of information regarding the place of correspondence and residence kept in the respective information database of the Ministry of Interior, in order to make the State Register of Population Automated Registration Information System start to perform (September 2008 April 2009); Activity 6.1. - Establishment of communication channels that will ensure secure and stable network connection between the State Register of Population Automated Registration Information System and its main information sources Civil Status Acts Automated Registration Information System and Automated Information Search System (December 2008 - May 2009); Activity 7.1. - Preparation of technical assignment on installation of the State Register of Population Automated Registration Information System in various sites (September 2008 March 2009); Activity 8.1. Project management (April 2008 - August 2009); Activity 8.2. - Organization of the presentation on the conclusions of Establishment and Development of the State Register of Population in the Republic of Azerbaijan (August 2009). Description of Activies/Deliverables to support the output achievement a) Tasks to support Activity 1.1: - Repair the used inventory and equipment as well as purchase new required inventory; - Extend employment contracts with the relevant staff; - Purchase cover of acts record books, glue, knife and other auxiliary materials. b) Tasks to support Activity 1.2: - Prepare tender documents and conduct the tender for selection of the company to implement planned activities;
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- Sign contract with the winning company for implementation of the planned activities; - Provide adequate work conditions for the independent expert group to review the entered status acts. c) Tasks to support Activity 2.1: - Recruit a local expert to prepare educational materials; - Publish and distribute the educational material. d) Tasks to support Activity 2.2: - Analyze the report prepared by the registration bodies of the Republic in order to evaluate the performance of Civil Status Acts Automated Registration Information System in its first exploitation months; - Prepare the list of corrections and amendments to be applied to the software program of the Civil Status Acts Automated Registration Information System; - Apply required amendments into the software programme; - Conduct the tender and sign a contract with the winning company that will purchase and install the Back up system, to copy and archive the reserve images of information, and Storage massive memory, necessary for keeping the information in a secure manner. e) Tasks to support Activity 2.3: - Prepare tender documents and conduct the tender for selection of the company to implement planned activities; - Sign contract with the winning company for implementation of the planned activities. f) Tasks to support Activity 3.1: - Prepare tender documents and conduct the tender for selection of the company to implement planned activities; - Sign contract with the winning company for implementation of the planned activities. g) Tasks to support Activity 4.1: - Prepare tender documents and conduct the tender for selection of the company to implement planned activities; - Sign contract with the winning company for implementation of the planned activities. h) Tasks to support Activity 4.2: - Prepare tender documents and conduct the tender for selection of the company to implement planned activities; - Sign contract with the winning company for implementation of the planned activities. i) Tasks to support Activity 4.3: - Recruit local and international experts to review the results;
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- Prepare a report based on the test results by the local and international experts jointly with the experts of the Ministry of Justice. j) Tasks to support Activity 5.1: - Prepare tender documents and conduct the tender for selection of the company to implement planned activities; - Sign contract with the winning company for implementation of the planned activities. k) Tasks to support Activity 6.1: - Prepare tender documents and conduct the tender for selection of the company to implement planned activities; - Sign contract with the winning company for implementation of the planned activities. l) Tasks to support Activity 7.1: - Recruit local and international experts to prepare a technical assignment; - Prepare a comprehensive technical assignment about the activities. m) Tasks to support Activity 8.1: - Daily management of project activities; - Preparation of project reports; - Preparation of annual workplans and budget revisions; - Preparation of RMG logs; - Preparation and maintenance of inventory; - Independent project evaluation by an international expert. n) Tasks to support Activity 8.2: - Collect necessary information to produce the brochure; - Issue contract to a publishing company; - Organize the presentation.
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PROJECT RESULTS AND RESOURCES FRAMEWORK

Intended Outcome as stated in the Country/ Regional/ Global Programme Results and Resource Framework: UNDAF Outcome 2.2: ICT enhances efficiency, transparency and accountability in the public sector. Outcome Indicator: ITU digital access index, scale 0 to 1 where 1 is the highest access Internet users per 100 population MYFF Service Line: 2.5 E-governance and access to information. Partnership Strategy: Ministry of Communication and IT, Ministry of Internal Affairs, State Statistics Committee, State Social Protection Fund and other Government structures. Project Title and ID: Establishment and development of the State Register of Population of the Republic of Azerbaijan II Phase; project ID No: 00053274 Responsible Inputs Intended Outputs Output Targets Indicative Activities Parties (in USD) Activity 1.1. Act record books preserved in the Output Target 1. Ministry of 1,107,500 A centralised state 2008: 3,000,000 civil status civil status acts archive are unriped, scanned Justice of the register of population acts converted from and bound. Republic of containing individual hardcopies into electronic Azerbaijan information on citizens format in order to increase Description of tasks established, provision completeness of the state - Repair the used inventory and equipment of relvant information register of population. to the population and purchase new required inventory improved, and - Extend employment contracts with the 2009: 2,000,000 civil status relevant staff effectiveness of acts converted from - Purchase covers of act records, glue, knife cooperation between hardcopies into electronic and other auxiliary materials government entities format in order to increase maintaining information systems on completeness of the state Activity 1.2. 30 various types of indicators of register of population. various categories of the scanned forms of the civil status acts are population increased. entered into the database of the Civil Status Acts Automated Registration Information System by 140 computer operators validated and delivered to the Ministry of Justice.
14 Baseline as of 2006: Civil Status Acts are maintained in hardcopies or in poorly designed electronic formats. Description of tasks - Prepare tender documents and conduct the tender for selection of the company to implement planned activities - Sign contract with the winning company for implementation of the planned activities - Provide adequate work conditions for the independent expert group to review the entered status acts Activity 2.1. Educational materials to upgrade the knowledge of the employees working on the Civil Status Acts Automated Registration Information System, and relevant staff of the Ministry of Justice prepared and distributed.
Individual information on citizens is scattered Output Target 2. across various state 2008: Software programs that agencies and is not are used by the Civil Status easily available. Acts Automated Registration Information Databases established in System upgraded and a new various state authorities component of software Description of tasks do not cover the entire program required for - Recruit a local expert to prepare educational population. information transfer materials developed - Publish and distribute the educational Indicators: materials Cumulative percentage of Civil Status Acts transferred to the electronic format. Centralised database with individual information on citizens exists. Number of local civil status registration units
Ministry of Justice of the Republic of Azerbaijan
238,000
Activity 2.2 Performance of the Civil Status Acts Automated Registration Information System in early exploitation months evaluated, potential defects and problems analysed, the software enhanced and back-up established. Description of tasks - Analyze the report prepared by the registration bodies of the Republic in order to evaluate the performance of Civil Status Acts Automated Registration Information System in
15 connected to the Civil Status Acts registration system. Number of staff trained in use of relevant software packages. its first exploitation months - Prepare the list of corrections and amendments to be applied to the software program of the Civil Status Acts Automated Registration Information System - Apply required amendments into the software programme - Conduct the tender and sign a contract with the winning company that will purchase and install the Back up system, to copy and archive the reserve images of information, and Storage massive memory, necessary for keeping the information in a secure manner Activity 2.3. Software for transfer of information from Civil Status Acts Automated Registration Information System to State Register of Population Automated Registration Information System developed. Description of tasks - Prepare tender documents and conduct the tender for selection of the company to implement planned activities - Sign contract with the winning company for implementation of the planned activities Activity 3.1. Civil status acts in new format are assigned with electronic indicators, software providing registration of archive documents developed, specialized trainings conducted and the archival equipment installed.
Output Target 3. 2009: Civil status acts are protected, securely maintained and used in compliance with modern international standards
450,500
16 Description of tasks - Prepare tender documents and conduct the tender for selection of the company to implement planned activities - Sign contract with the winning company for implementation of the planned activities Activity 4.1. Special software development environment that will ensure performance of State Register of Population Automated Registration Information System, licensed operations systems and information databases purchased.
Output Target 4. 2008: Development of software that will ensure activity of State Register of Population Automated Registration Information System initiated
1,085,500
Description of tasks 2009: Development of - Prepare tender documents and conduct the software that will ensure tender for selection of the company to activity of State Register of implement planned activities Population Automated - Sign contract with the winning company for Registration Information implementation of the planned activities System completed Activity 4.2. Software to ensure activity of the State Register of Population Automated Registration Information System developed. Description of tasks - Prepare tender documents and conduct the tender for selection of the company to implement planned activities - Sign contract with the winning company for implementation of the planned activities Activity 4.3. 2-month monitoring of the State
17 Register of Population Automated Registration Information System organized, findings analysed and report on any adjustments to be made in the software prepared. Description of tasks - Recruit local and international experts to review the results; - Prepare a report based on the test results by the local and international experts jointly with the experts of the Ministry of Justice. Activity 5.1. New software component on transfer information from database of the Ministry of Interior to the State Register of Population Automated Registration Information System developed. Description of tasks - Prepare tender documents and conduct the tender for selection of the company to implement planned activities - Sign contract with the winning company for implementation of the planned activities
Output Target 5. 2008: Development of software for transfer of information from the Ministry of Interior to the state register of population initiated 2009: Development of software for transfer of information from the Ministry of Interior to the state register of population completed Output Target 6. 2008: Establishment of a secure and stable communication channel between the State Register of Population Automated Registration Information
147,500
Activity 6.1. Secure and stable communication channel created to ensure reliable network connection between the State Register of Population Automated Registration Information System and its main information sources Civil Status Acts Automated Registration Information System and
145,500
18 System and Civil Status Automated Information Search System. Acts Automated Registration Information Description of tasks System and Automated - Prepare tender documents and conduct the Information Search System tender for selection of the company to initiated implement planned activities - Sign contract with the winning company for 2009: Establishment of a implementation of the planned activities secure and continuous communication channel between the State Register of Population Automated Registration Information System and Civil Status Acts Automated Registration Information System and Automated Information Search System completed Output Target 7. Activity 7.1. Technical assignment on 2008: Preparation of installation and placement of the State technical manuals regarding Register of Population Automated installation of Back-up server Registration Information System Back-up of the State Register of server in various sites is prepared. Population Automated Registration Information Description of tasks System in various sites - Recruit local and international experts to initiated prepare a technical assignment - Prepare a comprehensive technical 2009: Preparation of assignment about the activities technical manuals regarding installation of Back-up server of the State Register of
60,500
19 Population Automated Registration Information System in various sites completed Activity 8.1. Ongoing project management, Output Target 8. 2008: General project monitoring and reporting complies with RMG. management Description of tasks 2009: General project - Daily management of project activities management and reporting - Preparation of project reports - Preparation of annual workplans and budget revisions - Preparation of RMG logs - Preparation and maintenance of inventory - Independent project evaluation by an international expert Activity 8.2. Brochure on the results of the Phase II of Establishment and Development of the State Register of Population of the Republic of Azerbaijan Project produced and presentation organized. Description of tasks - Collect necessary information to produce the brochure - Issue contract to a publishing company - Organize the presentation
265,000
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WORK PLAN BUDGET SHEET United Nations Development Programme Ministry of Justice of the Republic of Azerbaijan Year: 2008-2009 Project Number: 00053274 Project Title: Technical Assistance Project: Establishment and Development of the State Register of Population of the Republic of Azerbaijan Phase II
Project ID 00053274 Expected Output Key Activities Year 2008 Q2 Q3 Q4 Year 2009 Q1 Q2 Q3 Resp Partner UNDP GOV UNDP X X X X X X GOV GOV GOV UNDP UNDP GOV X X X X X X GOV UNDP 30071 04000 01060 00012 Fund Donor Budget Description 71400 Contractual ServicesIndividuals 72100 Contractual ServicesCompanies 72500 Supplies 72400 Communication & Audio Visual Equipment 72200 Equipment and Furniture 74200 Audio Visual and Printing Production Costs 74500 Miscellaneous Expenses TOTAL: 71400 Contractual ServicesIndividuals 72100 Contractual ServicesCompanies 74200 Audio Visual and Printing Production Costs 74500 Miscellaneous Expenses TOTAL: Amount in USD 2008 - 2009 35,000 3,000 9,000 1,000 20,000 30,000 2,000 100,000 30,000 976,000 500 1,000 1,007,500
A centralised state register of population containing individual information on Activity citizens 1.1. established, provision of relvant information to the population improved, and effectiveness of cooperation between Activity government 1.2. entities maintaining information
04000 30071 04000 30071 30071 30071 04000 04000 30071
00012 01060 00012 01060 01060 01060 00012 00012 01060
21 systems on various Activity categories of 2.1. population increased. UNDP X X GOV UNDP UNDP UNDP Activity 2.2. X X GOV UNDP GOV X X UNDP 04000 30071 04000 04000 04000 30071 04000 30071 04000 00012 71300 Local Consultants 74200 Audio Visual and Printing 01060 Production Costs 00012 74500 Miscellaneous Expenses TOTAL: 00012 71300 Local Consultants 00012 71600 Travel 72800 Information Technology 01060 Equipment 00012 74500 Miscellaneous Expenses TOTAL: 72100 Contractual Services01060 Companies 00012 74500 Miscellaneous Expenses TOTAL: 72100 Contractual Services01060 Companies 01060 72200 Equipment and Furniture 00012 74500 Miscellaneous Expenses TOTAL: 72800 Information Technology 01060 Equipment 00012 71300 Local Consultants 00012 74500 Miscellaneous Expenses TOTAL: 72100 Contractual Services01060 Companies 00012 71300 Local Consultants 00012 74500 Miscellaneous Expenses TOTAL: 00012 71200 International Consultants 00012 71600 Travel 3,000 14,500 500 18,000 1,500 1,000 188,000 1,000 191,500 27,500 1,000 28,500 49,500 400,000 1,000 450,500 487,000 2,500 1,000 490,500 577,000 2,500 1,000 580,500 8,000 3,000
Activity 2.3.
GOV Activity 3.1. X X X GOV UNDP GOV Activity 4.1. X X UNDP UNDP
30071 30071 04000 30071 04000 04000
GOV Activity 4.2. X X X X UNDP UNDP UNDP UNDP
30071 04000 04000 04000 04000
Activity 4.3.
22 UNDP UNDP GOV UNDP GOV Activity 5.1. X X X X UNDP UNDP GOV Activity 6.1. X X X UNDP UNDP GOV GOV GOV UNDP GOV UNDP Activity 8.1. X X X X X X UNDP UNDP UNDP UNDP UNDP UNDP 04000 04000 30071 04000 30071 04000 04000 30071 04000 04000 30071 30071 30071 04000 30071 04000 04000 04000 04000 04000 04000 04000 00012 72700 Hospitality 00012 71300 Local Consultants 74200 Audio Visual and Printing 01060 Production Costs 00012 74500 Miscellaneous Expenses TOTAL: 72100 Contractual Services01060 Companies 00012 71300 Local Consultants 00012 74500 Miscellaneous Expenses TOTAL: 72100 Contractual Services01060 Companies 00012 71300 Local Consultants 00012 74500 Miscellaneous Expenses TOTAL: 01060 71200 International Consultants 01060 71600 Travel 01060 72700 Hospitality 00012 71300 Local Consultants 74200 Audio Visual and Printing 01060 Production Costs 00012 74500 Miscellaneous Expenses TOTAL: 71400 Contractual Services00012 Individuals 72400 Communication & Audio 00012 Visual Equipment 00012 72500 Supplies 00012 71600 Travel 00012 72200 Equipment and Furniture 00012 74200 Audio Visual and Printing 500 2,000 500 500 14,500 144,000 2,500 1,000 147,500 143,500 1,000 1,000 145,500 52,000 4,500 1,000 2,000 500 500 60,500 65,000 5,000 5,000 5,000 5,000 2,000
Activity 7.1.
23 GOV UNDP UNDP UNDP Activity 8.2. X UNDP 30071 04000 04000 04000 04000 01060 00012 00012 00012 00012 Production Costs 75100 Facilities and Administration 74100 Professional Services 74500 Miscellaneous Expenses TOTAL: 74200 Audio Visual and Printing Production Costs 74500 Miscellaneous Expenses TOTAL: UNDP Government TOTAL 130,000 10,000 33,000 260,000 4,000 1,000 5,000 250,000 3,250,000 3,500,000
*Note: Quarter 3 of the year 2009 includes only 2 months - July and August
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Management Structure
A. National Execution (NEX). The project will be nationally executed, implemented by the Ministry of Justice who will act both as the Implementing Partner and the Beneficiary of the project. Implementation support will be provided by the UNDP Country Office (see Project Governance Arrangements below). In its capacity as Implementing Partner, the Ministry of Justice will be responsible for overall project management. Besides, the Ministry of Justice will be responsible for the facilitation of all project activities such as international consultant missions, trainings, ensuring appropriate access to project sites, relevant data, records, agencies and authorities. UNDP will provide support and services including procurement and contracting in accordance with the relevant UNDP Rules and Procedures for procurement and human resources management and RBM guidelines. B. Project Governance Arrangements. The project will have a governance structure, aligned with UNDPs new rules for Results Based Management (see Figure: A Project Governance Arrangements below). I. Project Executive Group. the Project Executive Group will be the executive decision making body for the project, providing guidance to the Project Manager, and approving project revisions. It will be responsible for reviewing and updating the project risk log, issue log, lessons learnt log and the project monitoring and communication plan. The Project Executive Group, will consist of two members: The Executive (Implementing Partner) will convene the Project Executive Group. This position will be held by the representative of the Ministry of Justice; - The Senior Supplier This position will be held by the UNDP DRR, or a designated UNDP Development Advisor. II. Project Management. National Project Manager will be tasked with the day-to-day management of project activities, as well as with financial and administrative reporting. The Project Manager will be responsible for project implementation and will be guided by Annual and Quarterly Work Plans and follow the RBM standards. The Project Manager will prepare Quarterly Work plans in advance of each successive quarter and submit them to the Project Executive Group for approval. III. Project Assurance. UNDP will designate a Development Advisor to provide independent project oversight and monitoring functions, to ensure that project activities are managed and milestones accomplished. The UNDP Development Advisor will be responsible for reviewing Risk, Issues and Lessons Learned logs, and ensuring compliance with the Monitoring and Communications Plan. IV. Project Support. UNDP will provide financial and administrative support to the project including procurement, contracting, travel and payments. V. Expert support. Most of the activities will be conducted by national experts and international expert will only provide external technical assistance. The expert will act as independent expert and provide a third party assessment of the projects activities and accomplishment of project goals and outputs. In addition, he/she will assist UNDP and the Government in identifying strengths, weaknesses,
25 opportunities and threats that may prejudice the goals of the project, or warrant a revision of activities, objectives or approach. VI. Consultation Committee. Project coordination, supervision of progression, and providing proposals to ensure transparency, as well as, verifying project milestone and validating the completion of Quarterly Work Plans, together with UNDP appointed Development Advisor, is entrusted to Consultation Committee. The Consultation Committee that is composed of representatives of Ministry of Internal Affairs, Ministry of Communication and Information Technologies, and Ministry of Justice was formed during the first phase of the project in order to ensure effective implementation of planned activities and it will maintain its work in the second phase.
Figure A. Project Governance Arrangements.
Project Executive Group UNDP, Ministry of Justice
Consultation Committee Ministries of Justice, Internal Affairs, Communication and Information Technologies
Project Assurance UNDP Development Advisor
Project Implementation Project Manager, Administrative, Financial, and Logistics assistants
Project Support UNDP Financie and Administration
Expert Support National and International Experts
Working group responsible for unriping, scanning, and binding o fthe civil status acts books in the new format
Working group on transferral of scanned forms of the civil status acts to electron format
26
Inputs to the project To ensure successful implementation of the project the Government of Azerbaijan and UNDP will make the following contributions to the project: Government inputs: Financial resources in amount of 3,250,000 USD to support implementation of the project; Free office premises for the project related activities and facilitate access to any information necessary for the consultants to complete their missions. The Government should provide with the necessary premises in full or equipment for implementation of training courses, or the project reserves a right to rent respective premises; Overall support in preparation of the training courses, including proposing, in consultation with UNDP, the persons to be invited to the training activities. These persons must all be closely working with ICT, in their professional position, at the present and in the future; Assistance in identification of the most appropriate national experts. Such experts should have a clear understanding of the Governments policies related to the sector. UNDP inputs: Amount of USD 250,000 to the budget of the project; Support services in selecting international/local training consultants and staff to be recruited under the project; Support services in procurement; Briefing for selected international and local consultants; Participation in the organization of training activities, selection of equipment suppliers and organization of training courses; In close collaboration with the senior management of the Project, the quality control over the project outputs. Provision of assistance by UNDP to implement the Phase III of the Establishment and Development of the State Register of Population of the Republic of Azerbaijan project is subject to further discussions and mutual agreement between the Government of the Republic of Azerbaijan and UNDP. Risks. The holistic intent of the project (to accelerate and broaden implementation of egovernance in Azerbaijan) is dependent on the cooperation of parties which are involved in this project, but not signatories to the present document, and whose cooperation cannot be guaranteed. The continued attention and responsiveness of higher government authorities may be required to ensure that parties not involved in the area of influence of this document, but
27
falling with in the survey of competent government authorities, and beneficiary to this project respond to request made by the project in a timely manner. Monitoring and Evaluation. Project monitoring will be performed through three primary mechanisms: 1. Project Work Plans. Achievement of project outputs will be tracked through adherence to the output, activity and financial indicators embedded in the Quarterly and Annual Work Plan. 2. Project Assurance through the validation of activities and outputs. A designated UNDP Development Advisor will independently verify project milestone and validate the completion of Quarterly Work Plans and review requested changes to the Annual Work Plan. Changes to the project Annual Work Plan will be reviewed and approved by the Project Executive Group. As a result of monitoring a final report will be prepared and presented for discussion. 3. Monitoring and Communications Plan. The project will establish, maintain and update a Monitoring and Communication Plan as well as Risk, Issues and Lessons Learned logs (as required under UNDP RBM). These logs will be established concurrently with the preparation of the first Quarterly Work Plan at the inception of the project. They will e maintained by the Project Manager, and reviewed by as part of Project Assurance. The Project Executive Group will consider recommendations arising from the quality assurance reviews and introduce such changes to the project as are deemed necessary for effectiveness, performance and risk mitigation. Legal Context The project document shall be the instrument referred to as such in the Article 1 of the Standard Basic Assistance Agreement between the Government of Azerbaijan and the United Nations Development Programme signed on 6 February 2001. The following types of revisions may be made to this project document only after joint signatures of the Minister of Justice of the Republic of Azerbaijan or National Coordinator appointed by Minister and UNDP Resident Representative. 1. Revisions in, or addition to, any of the annexes of the project document; 2. Revisions which do not involve significant changes in the immediate objectives, outputs or activities of a project, but are caused by the rearrangements of inputs already agreed to or by cost increases due to inflation; 3. Mandatory annual revisions which re-phase the delivery of agreed project inputs, or reflect increased expert or other costs due to inflation, or take into account agency expenditure flexibility.
28
SCHEDULE OF EXPECTED ADVANCES OF FUNDS (in USD) Programme/Project No: 00053274
Programme/Project Title: Establishment and Development of the State Register of Population of the Republic of Azerbaijan Phase II Executing Agency: Ministry of Justice
From the Government: USD 3,250,000 Period 2nd Quarter of 2008 3rd Quarter of 2008 4th Quarter of 2008 1st Quarter of 2009 2nd Quarter of 2009 From UNDP: USD 250,000 Period 1st Quarter of 2009 2nd Quarter of 2009 3rd Quarter of 2009 For the Government of Azerbaijan: Mr. Fikrat Mammadov Amount (in US dollars) 100 000 100 000 50 000 Amount (in US dollars) 650 000 650 000 650 000 650 000 650 000
_________________________________ For UNDP: Mr. Bruno Pouezat
_________________________________ UN exchange rate at the date of signing: 1 USD = ______ AZN (rate applied to be revised subject to changes)

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Government of the Republic of Azerbaijan Ministry of Justice

United Nations Development Programme

Agreed by Government of Azerbaijan

PROJECT RESULTS AND RESOURCES FRAMEWORK

Ministry of Justice of the Republic of Azerbaijan

Ministry of Justice of the Republic of Azerbaijan

Ministry of Justice of the Republic of Azerbaijan

Ministry of Justice of the Republic of Azerbaijan

Ministry of Justice of the Republic of Azerbaijan

Ministry of Justice of the Republic of Azerbaijan

Ministry of Justice of the Republic of Azerbaijan

04000 30071 04000 30071 30071 30071 04000 04000 30071

00012 01060 00012 01060 01060 01060 00012 00012 01060

30071 30071 04000 30071 04000 04000

GOV Activity 4.2. X X X X UNDP UNDP UNDP UNDP

30071 04000 04000 04000 04000

Figure A. Project Governance Arrangements.

Project Executive Group UNDP, Ministry of Justice

Project Assurance UNDP Development Advisor

Project Implementation Project Manager, Administrative, Financial, and Logistics assistants

Project Support UNDP Financie and Administration

Expert Support National and International Experts

SCHEDULE OF EXPECTED ADVANCES OF FUNDS (in USD) Programme/Project No: 00053274

_________________________________ For UNDP: Mr. Bruno Pouezat

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