Setting up & Managing an Enrolment Centre 1 Module 3A Version: Release date:

Setting up & Managing an Enrolment Centre 2 In this module, you will learn about: The entities involved in Enrolment Centre setup The role of each entity in the setup process The different steps in setting up an Enrolment Centre The guidelines for setting up the Enrolment Centre Objectives

Setting up & Managing an Enrolment Centre 3 Introduction to UIDAI - Aadhaar Notified on 28th January, 2009 by the Planning Commission To provide unique 12 digit Aadhaar to every resident of India Based on their demographic and biometric information

Setting up & Managing an Enrolment Centre 4 Enrolment Agencies will be appointed by the Registrar from an empanelled list of Enrolment Agencies provided by the UIDAI. Entities Involved in Enrolment Centre Setup Entities involved in setting up Enrolment Centres Provide required standards and guidelines Conduct an audit Facilitate the certification UIDAI It is an agency of the Central, State or Local Government Registrar It is an agency appointed by the Registrar for collection of the demographic and biometric data Enrolment Agency

Setting up & Managing an Enrolment Centre 5 Steps to Set up an Enrolment Centre 1 Registrar identifies suitable locations for centre 2 UIDAI RO Approves Station Deployment Plan 3 Enrolment Agency Deploys Required Hardware Devices and Software 4 Registrar loads KYR+ application and provides pre-enrolment data

Setting up & Managing an Enrolment Centre 6 Steps to Set up an Enrolment Centre (Contd.) 6 UIDAI provides content to the Registrar for awareness and publicity 7 Registrar creates awareness among residents 5 Registrar Checks Pin Code Data for its Correctness and Completeness 8 Enrolment Agency ensures availability of certified and active Operators and Supervisors

Setting up & Managing an Enrolment Centre 7 Steps to Set up an Enrolment Centre (Contd.) 10 Enrolment Agency ensures site readiness and fills checklist 11 Registrar audits site readiness 9 On boarding of Operators, Supervisors and Introducers (OSI)

Setting up & Managing an Enrolment Centre 8 Step-1: Registrar Identifies Suitable Locations Let us see the following scenario:

Setting up & Managing an Enrolment Centre 9 Step-1: Registrar Identifies Suitable Locations (Contd..) The Enrolment Agencies will setup Enrolment Centres in the geographical areas identified by the Registrar. Registrar may consider the following factors in deciding the location for Enrolment Centres: Residents should be able to access the centre without much difficulty Terrain Registrar may start enrolments when the weather is not extreme Weather conditions Existing law and order situation of the area needs to be considered before setting up Enrolment Centres Law and order situation A centre which is carrying out enrolments needs the logistics support Logistics support The data resulting from each enrolment needs to be protected from any kind of damage Shelter and protection from natural elements Registrar and Enrolment Agency will need support for setting Enrolment Centres and daily operations Local help Necessity of using mobile and temporary Enrolment Centres Remote and difficult to reach areas

Setting up & Managing an Enrolment Centre 10 UIDAI has provided guidelines and calculation work sheets to Registrars These guidelines are based on certain assumptions and the Registrar must in consultation with the identified Enrolment Agencies, work out the numbers Parameters to be considered are: 1.Minimum number of days over which the enrolments will happen 2.Approximate number of enrolments in a day 3.Distance between the Enrolment stations 4.Number of working days in a year Step-2A: Registrar Decides the Number of Enrolment Stations Required

Setting up & Managing an Enrolment Centre 11 5.Number of enrolments per Enrolment station in a year 6.Duration of the program 7.Average number of enrolments per Enrolment station during the project duration 8.Total expected registrations as a percentage of the population 9.Tables, lighting, backdrops, height of table, chairs, positioning of resident and operator, and issue of direct sunlight for photo capture, all these need to be considered for enrolment station setup. Step-2A: Registrar Decides the Number of Enrolment Stations Required (Contd..)

Setting up & Managing an Enrolment Centre 12 Enrolment agencies (EA) prepares roll out plan and machine deployment plan with Registrar and shares with UIDAI regional office/nodal officer UIDAI RO approves the deployment plan. EA updates Enrolment Centre information on the UIDAI portal ( Step-2B: UIDAI RO (Regional Office) Approves Station Deployment Plan

Setting up & Managing an Enrolment Centre 13 An Enrolment Centre needs to have different types of equipment for smooth and efficient operations. This includes computers and related software. The most critical pieces of equipment include: Step-3: Enrolment Agency Deploys Required Hardware Devices and Software Hardware Computers – Laptops or Desktops Web Camera (with stand) Iris Scanner Fingerprint Scanner Printer GPS dongle UPS Generator Desktop setup Laptop setup Software Operating System Aadhaar Enrolment Client Software Pre-enrolment database KYR+ Application

Setting up & Managing an Enrolment Centre 14 Other points to be taken care: All the equipment must be installed and tested thoroughly before the Enrolment Centre can be declared as ‘ready to launch’. The equipment must be tested every day before starting enrolments Sufficient backup equipment must be maintained A very important factor in Enrolment Centre setup is the preparation of the Enrolment station. Step-3: Enrolment Agency Deploys Required Hardware Devices and Software (Contd..)

Setting up & Managing an Enrolment Centre 15 Step-3: Enrolment Agency Deploys Required Hardware Devices and Software (Contd..) Let us take a look at enrolment set up scenario:

Setting up & Managing an Enrolment Centre 16 Step-4: Registrar loads KYR+ Application and provides Residents’ Pre-enrolment Data If Available The demographic information about the residents already available in databases maintained by state governments is called pre-enrolment data. Registrars should give this data to the enrolment agency which will then transfer it to the computers in the enrolment stations. If the pre-enrolment step gives all the required demographic data about the resident then, only the demographic data verification and biometric data capture steps will need to be done. Pre-enrolment data helps to speed up the data capture process.

Setting up & Managing an Enrolment Centre 17 Registrar Enrolment Agency Pre-enrolment data in CSV format Step-4: Registrar loads KYR+ Application and provides Residents’ Pre-enrolment Data If Available (Contd..) Steps to provide pre-enrolment data are as follows:

Setting up & Managing an Enrolment Centre 18 Let us see what all things that registrar checks: Registrar ensures that Pin code data for planned enrolment ocations is checked in Pin Master of Aadhaar software and is correct and complete Registrar reviews and reports missing / incorrect Pin codes to UIDAI and get these corrected using Pin code correction process Registrars/EAs must also report transliteration errors of PIN code data in local language and get it corrected in the Pin Code master Step-5: Registrar Checks Pin Code Data for its Correctness and Completeness

Setting up & Managing an Enrolment Centre 19 UIDAI Publicity for Aadhaar by Registrar should: Begin four weeks before the start of enrolment The Registrar in consultation with UIDAI can design final content that will be used in advertisements. Target groups, like Enrollers, State government officers, elected representatives, and key influencers Convey the benefits, process and requirement of Aadhaar Use posters, flip-charts and videos Registrar Advertising material Step-6: UIDAI Provides Content to the Registrar for Awareness and Publicity

Setting up & Managing an Enrolment Centre 20 Take the help of marketing agencies Hold gram sabhas, seven days prior to the enrolment day Generate awareness, ensure maximum coverage and prepare the residents for enrolment Use media like loudspeakers, posters, vehicles, billboards etc. for publicity Step-7A: Registrar Creates Awareness Among Residents In order to create awareness among residents, the Registrar should:

Setting up & Managing an Enrolment Centre 21 Should not change the material provided by Registrar/ UIDAI Focus the communication activities on creating awareness about the Aadhaar process Use posters, banners, vehicles, videos, branded apparel and trained manning personnel Help the Registrar in advertising Aadhaar Step-7B: Enrolment Agency Helps Registrar in Creating Awareness among Residents

Setting up & Managing an Enrolment Centre 22 Step-8: Enrolment Agency Ensures Availability of Certified and Active Operators and Supervisors Enrolment Agency Technical personnel Attend to maintenance of power / system / biometric instruments Located at central location for six centres Active supervisors Controls the agency Handle any situation Active operators Available in centre for enrolment More than number of stations

Setting up & Managing an Enrolment Centre 23 Step-8: Enrolment Agency Ensures Availability of Active Operators and Supervisors (Contd..) Let us take a look at the following scenario

Setting up & Managing an Enrolment Centre 24 Enrolment Agency should ensure on boarding of OSI in the Aadhaar Enrolment Client: Biometrics of OSI are stored into Aadhaar Enrolment Client Enrolment client needs to be connected to Internet OSI can also be un-boarded from the Aadhaar Enrolment Client Step-9: Enrolment Agency Ensures On Boarding of Operator, Supervisor and Introducer (OSI)

Setting up & Managing an Enrolment Centre 25 After the set up of an enrolment centre, the supervisor of the enrolment agency should: Tick each item as per their readiness in the checklist Document the exceptions, if any Sign-off the checklist Step-10: Enrolment Agency Ensures Site Readiness and Fills Checklist

Setting up & Managing an Enrolment Centre 26 The Registrar Supervisor may audit the site readiness: The Registrar Supervisor may check the site readiness of the Enrolment centre from time to time. Step-11: Registrar Audits Site Readiness

Setting up & Managing an Enrolment Centre 27 Guidelines for Setting up the Enrolment Centre

Setting up & Managing an Enrolment Centre 28 Typical Layout of an Enrolment Centre

Setting up & Managing an Enrolment Centre 29 Sl. No.ItemComment 1 A generator of 2 KVA capacity as the backup power supply For every five enrolment stations of an enrolment centre 2 Fuel (like Petrol /Diesel /Kerosene) For running the generators 3 Printed Aadhaar Eenrolment / Correction forms and KYR+ form (if any) in sufficient quantity 4 Bubble packed water resistant, envelopes For Portable External Hard Disk transfer to CIDR via carrier (local courier service or post office) (2 envelopes/day/centre; enrolment Centre should maintain a stock of 20 days) 5 Preprinted pre-addressed bar coded stickers For pasting on the envelopes to transfer Portable External Hard Disk to CIDR 6 External hard diskFor data backup of each station at least twice a day Setting up an enrolment centre

Setting up & Managing an Enrolment Centre 30 Sl. No.ItemComment 7 Adequate lighting, fans & power points For plugging various biometric devices available 8 Banner for the enrolment centre The banner should be placed at the entrance of the enrolment centre 9 Posters depicting enrolment process in English and the local language with photographs Posters should be displayed in visible places 10 Grievance handling Helpline number and local emergency help numbers (such as police station, fire brigade etc.) They should be displayed prominently inside and outside the enrolment centre 11 The user manual of the UIDAI enrolment software For ready reference and Operators should be aware of the same 12 Sponge and hand-cleaning cloth For wetting and cleaning hands Setting up an enrolment centre (contd.)

Setting up & Managing an Enrolment Centre 31 Sl. No.ItemComment 13 Mobile phone / land line phone / Internet For immediate communication with UIDAI /Registrars etc. 14 Extension box for power cord 15 Water, soap and towelFor washing hands and drying 16 Drinking water facility 17 Sufficient number of tables and chairs for enrolment station Operators 18 Chairs/benches available in shade For the enrollees waiting for enrolment 19 Carry cases for all devicesTo minimize movement of enrollee while capturing biometric information 20 Material for cleaning biometric instruments and laptops as specified by device manufacturers This station is clearly marked with a visible banner. Other Logistics

Setting up & Managing an Enrolment Centre 32 Sl. No.ItemComment 21 A separate enclosure to enroll “purdah-nasheen” women 22 Lady Operators/volunteers to assist women enrollees 23 Security arrangement for enrolment Centre To stop enrollees from carrying bags/ suitcases or any other material into the Enrolment Centres 24 A ramp to enter into Enrolment Centre For disabled and old people 25 First aid kitFor giving emergency medical care 26 ORS kitFor areas in extreme heat conditions 27 Fire safety equipments like fire extinguisher, sand bucket etc. For dousing small scale fires 28 Bar Coded StickersOptional (as per Registrar's mandate) 29 Bar Code ReaderOptional (as per Registrar's mandate) 30 Photocopier/ScannerFor making copies of documents submitted by resident Other Logistics (contd.)

Setting up & Managing an Enrolment Centre 33 The Enrolment Centre must be set up as far as possible in a spacious hall / room so that there is enough space for movement of people Stations should be located as wide apart as possible The layout and the furniture in the Enrolment Centres should give maximum comfort to the enrollee and minimize Operator fatigue The Enrolment Centre selected must be secured and protected from the natural elements Points to consider while setting up an Enrolment Centre

Setting up & Managing an Enrolment Centre 34 The Enrolment Centre should have adequate lighting and facilities such as fans and sufficient electrical points The laptop / desktop and all biometric devices, peripherals are to be maintained in a state of operational readiness Sufficient backup devices and spares are required to be held by the enrolling agency All enrolling stations should be easily accessible to the enrollees and they should be preferably located on the ground floor Points to consider while setting up an Enrolment Centre (Contd.)

Setting up & Managing an Enrolment Centre 35 The enrolling agency should endeavor to provide a ramp at the enrolment centres wherever required Posters depicting the process of the enrolment should be displayed at a prominent place at the enrolling centre in both English and the local language Sufficient shade and chairs/ benches should be provided for the enrollees waiting at the centre for their turn Points to consider while setting up an Enrolment Centre (Contd.)

Setting up & Managing an Enrolment Centre 36 Let us take a look at the following scenario: Selection of Enrolment Center Points to consider while setting up an Enrolment Centre (Contd.)

Setting up & Managing an Enrolment Centre 37 Points to consider while setting up an Enrolment Centre (Contd.) Verification of Enrolment Center before establishment of Enrolment Stations:

Setting up & Managing an Enrolment Centre 38 While setting up an Enrolment Centre, the Enrolment Agency has to procure the necessary hardware, software and other infrastructure. An Enrolment Station

Setting up & Managing an Enrolment Centre 39 An Enrolment Station

Setting up & Managing an Enrolment Centre 40 Sl. No.ItemComment 1 LaptopShould be installed, tested, configured, and registered with CIDR as per installation and configuration manual. 2 UIDAI enrolment software loaded on the laptops The detailed process of loading Introducers data into Aadhaar Enrolment Client is covered in the "Module 3B – Aadhaar Enrolment Client Installation and Configuration" 3 List of Introducers loaded on laptop Record Make & Model 4 Iris capturing deviceRecord Make & Model 5 Fingerprint capturing deviceRecord Make & Model 6 Digital CameraFor taking facial photographs backdrop 7 White back ground screenFor residents to verify their data Setting up an enrolment station Every Enrolment Station should have the items as shown in the following table.

Setting up & Managing an Enrolment Centre 41 Sl. No.ItemComment 8 Extra monitor (15-16" with a resolution above 1024x768) For residents to verify their data 9 Portable External Hard Disk Drive For exporting of captured data and also for daily backup. Enrolment Centre should maintain a stock of 20 days. 10 GPS DongleTo identify the physical location of the enrolment station 11 Printer – Ink Jet or LaserA4 or bigger printer; printer should be able to print facial image. 12 Printer PaperShould maintain inventory for 5 Enrolment Stations for 10 days i.e. approximately 20 rims. 13 Antivirus / Anti Spyware software loaded on the laptops Setting up an enrolment station (contd.)

Setting up & Managing an Enrolment Centre 42 Sl. No.ItemComment 14 Data Card /Internet connectivity For onboarding of the users and online syncing of Enrolment Client with CIDR in every hrs. The Client will stop enrolments if the client is not synched at least once in 10 days. 15 Download and install latest version of Aadhaar SFTP client from For packet upload to CIDR. SFTP Client may be installed only on those stations which will be used for data packets upload. 16 All Operators and Supervisors of an Enrolment Station should be enrolled into Aadhaar, certified, activated in tech portal and onboarded 17 The pre-enrolment data from the Registrars, if used, should be available for import on laptops Setting up an enrolment station (contd.)

Setting up & Managing an Enrolment Centre 43 Sl. No.ItemComment 18 If Registrar has additional fields to be captured, then the KYR+ software for capturing the KYR+ fields is configured and tested 19 Make sure all deployed machines are active at technology portal and machines no longer used in enrolment are decommissioned as per policy Setting up an enrolment station (contd.)

Setting up & Managing an Enrolment Centre 44 Each station should have adequate lighting appropriately located A white background should be maintained At least one enrolling station in each centre should be earmarked for physically challenged, pregnant women, women with infants and senior residents. o This station should be clearly marked with a visible banner o Apart from the regular Operator, one assistant should be present at this station o This station should have the facility to capture biometric data from enrollees using a wheel chair Points to consider while setting up an Enrolment Station

Setting up & Managing an Enrolment Centre 45 The furniture laid out should be ergonomic and should minimize unnecessary movements of the enrollee during the biometric capture process All the Operators should be given adequate training in biometric data capture Lady Operators shall be deployed for enrolling female residents In case it is not possible, lady assistants should be available to assist female enrollees. Points to consider while setting up an Enrolment Station (Contd.)

Setting up & Managing an Enrolment Centre 46 Enlist the help of volunteers from the village where the enrolment centre has been set up Minimal training would help the lady volunteer to be able to render the required help to the female enrollees during the biometric capture process To avoid fatigue to the operators, the enrolling agency should not use the services of the same operator continuously Technical personnel for attending power /system / biometric instrument related maintenance problems should be available on call Points to consider while setting up an Enrolment Station (Contd.)

Setting up & Managing an Enrolment Centre 47 Daily backup of the data of each station has to be taken immediately after the last enrolment for the day. The backup media should be kept securely away from the Enrolment Centre All the systems and biometric devices should be cleaned and kept ready well before the starting time of the enrolments The prescribed routine checks are to be carried out for the hardware used for the enrolment process Points to consider while setting up an Enrolment Station (Contd.)

Setting up & Managing an Enrolment Centre 48 Steps for setting up the components of desktop computer: 1.Connect one end of the Video Graphics Adapter (VGA) cable to the monitor and the other end to its respective port on the rear panel of the cabinet. 2.Connect the cord (PS2 / USB) of keyboard to the rear panel of the cabinet. Hardware Setup

Setting up & Managing an Enrolment Centre 49 Steps for setting up the components of desktop computer: 3.Connect the mouse to the appropriate socket (PS2 / USB) on the rear panel of the computer. 4.Connect the power cord to the rear panel of the cabinet to its respective port. Then connect the other end to the power source (wall outlet). Hardware Setup (Contd.)

Setting up & Managing an Enrolment Centre 50 1.Place the digital camera in proper position such that the facial image of the enrollee can be captured easily and correctly. Connect the camera to the USB port of the computer. 2.Connect the Iris Scanner to the USB port of the computer. Setting up biometric devices Steps for connecting the biometric devices

Setting up & Managing an Enrolment Centre 51 3.Connect the fingerprint scanner to the USB port of the computer. Setting up biometric devices Steps for connecting the biometric devices

Setting up & Managing an Enrolment Centre 52 4.Connect the GPS dongle to the USB port of the computer. Steps for connecting the GPS device Setting up GPS device

Setting up & Managing an Enrolment Centre 53 Steps to setup the laptop: Laptop does not require any special setup; only the power adapter is to be connected to the laptop to have a continuous power supply. Steps to setup the biometric devices: The steps for setting up the biometric devices are the same as in the case of desktop. Setting up Biometric Devices with Laptop

Setting up & Managing an Enrolment Centre 54 Thank You