Civil Registry Project Document Phase II - Eng

8/3/2019 Civil Registry Project Document Phase II - Eng

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Baku 2008

Government of the Republic of AzerbaijanMinistry 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


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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.

Establishment and development of the State Register of Population of the Republic of Azerbaijan Phase II

Agreed by

Government of Azerbaijan

Agreed by

UNDP

__________________________________

________________________________

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


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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 socio-

political, 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 CommunicationTechnologies (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


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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 Ministryof 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 citizensrelated 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 communicationtechnologies 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
http://www.e-qanun.az/http://www.e-qanun.az/


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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 address-

information 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.


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Activities completed during Phase I of the project

Within the framework of the first phase of the Establishment and Development of the State

Register of Population of the Republic of Azerbaijan project; started in August 2006 and to be

finalized in March 2008, several imperative tasks were completed, which provided a solid

ground for the actual creation of single information database. The following components werecompleted during first phase of the project:

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


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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 andinformation 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 localpolice 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.


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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 ofcountrywide 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 AutomatedRegistration 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;


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- 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 softwareprogram 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 andinstall 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:



- 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



g) Tasks to support Activity 4.1:




h) Tasks to support Activity 4.2:




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:




k) Tasks to support Activity 6.1:




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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Establishment and development of the State Register of Population of the Republic of Azerbaijan

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 populationMYFF Service Line: 2.5 E-governance and access to information.

Partnership Strategy: Ministry of Communication and IT, Ministry of Internal Affairs, State Statistics Commit

other Government structures.

Project Title and ID: Establishment and development of the State Register of Population of the Republic of A

00053274

Intended Outputs Output Targets Indicative Activities

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 onvarious categories of

population increased.

Output Target 1.

2008: 3,000,000 civil status

acts converted from

hardcopies into electronic

format in order to increase

completeness of the state

register of population.

2009: 2,000,000 civil status

acts converted from

hardcopies into electronic

format in order to increase

completeness of the stateregister of population.

Activity 1.1. Act record books preserved in the

civil status acts archive are unriped, scanned

and bound.

Description of tasks

- Repair the used inventory and equipment

and purchase new required inventory

- Extend employment contracts with the

relevant staff

- Purchase covers of act records, glue, knife

and other auxiliary materials

Activity 1.2. 30 various types of indicators of

the scanned forms of the civil status acts are

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.


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- 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 theindependent expert group to review the

entered status acts

Baseline as of 2006:

Civil Status Acts are

maintained in

hardcopies or in poorly

designed electronic

formats.

Individual information

on citizens is scattered

across various state

agencies and is not

easily available.

Databases established in

various state authorities

do not cover the entirepopulation.

Indicators:

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

Output Target 2.

2008: Software programs that

are used by the Civil Status

Acts Automated

Registration Information

System upgraded and a new

component of software

program required forinformation transfer

developed

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.


- Recruit a local expert to prepare educationalmaterials

- Publish and distribute the educational

materials

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.


- 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

M

o


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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 toState Register of Population Automated

Registration Information System developed.







connected to the Civil

Status Acts registration

system.

Number of staff trained

in use of relevant

software packages.

Output Target 3.2009: Civil status acts are

protected, securely

maintained and used in

compliance with modern

international standards

Activity 3.1.Civil status acts in new format areassigned with electronic indicators, software

providing registration of archive documents

developed, specialized trainings conducted and

the archival equipment installed.

Mo


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- Sign contract with the winning company

for implementation of the planned activities

Output Target 4.2008: Development of

software that will ensure

activity of State Register of

Population Automated


System initiated

2009: Development of

software that will ensure

activity of State Register ofPopulation Automated


System completed

Activity 4.1. Special software developmentenvironment that will ensure performance of

State Register of Population Automated

Registration Information System, licensed

operations systems and information databases

purchased.




implement planned activities- Sign contract with the winning company for


Activity 4.2. Software to ensure activity of the

State Register of Population Automated

Registration Information System developed.



tender for selection of the company toimplement planned activities



Activity 4.3. 2-month monitoring of the State

Mo


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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.

Output Target 5.


software for transfer of

information from the

Ministry of Interior to thestate register of population

initiated


software for transfer of

information from the

Ministry of Interior to the

state register of population

completed

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.





- Sign contract with the winning company

for implementation of the planned activities

M

o

Output Target 6.

2008: Establishment of a

secure and stable

communication channel

between the State Register

of Population Automated


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

M

o


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System and Civil Status

Acts Automated


System and Automated

Information Search System

initiated

2009: Establishment of a

secure and continuous

communication channel

between the State Register

of Population Automated


System and Civil Status

Acts Automated


System and Automated

Information Search System

completed

Automated Information Search System.





- Sign contract with the winning company forimplementation of the planned activities

Output Target 7.

2008: Preparation of

technical manuals regarding

installation of Back-up server

of the State Register of



System in various sites

initiated

2009: Preparation of

technical manuals regarding

installation of Back-up server

of the State Register of

Activity 7.1. Technical assignment on

installation and placement of the State

Register of Population Automated

Registration Information System Back-up

server in various sites is prepared.


- Recruit local and international experts to

prepare a technical assignment

- Prepare a comprehensive technical

assignment about the activities

M

o


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System in various sites

completed

Output Target 8.

2008: General project

management

2009: General project

management and reporting

Activity 8.1. Ongoing project management,

monitoring and reporting complies with RMG.


- 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

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.


- Collect necessary information to produce the

brochure

- Issue contract to a publishing company- Organize the presentation

M

o


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Establishment and development of the State Register of Population of the Republic of Azerbai

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 Reg

of Azerbaijan Phase II

Year 2008 Year 2009Project

ID

Expected

Output

Key

ActivitiesQ2 Q3 Q4 Q1 Q2 Q3

Resp

PartnerFund Donor Bu

UNDP 04000 0001271400 Con

Individual

GOV 30071 0106072100 Con

Companie

UNDP 04000 00012 72500 Sup

GOV 30071 0106072400 Com

Visual Equ

GOV 30071 01060 72200 Equ

GOV 30071 0106074200 Aud

Production

UNDP 04000 00012 74500 Mis

Activity

1.1.X X X X X X

TOTAL:

UNDP 04000 0001271400 Con

Individuals

GOV 30071 0106072100 ConCompanies

GOV 30071 0106074200 Aud

Production

UNDP 04000 00012 74500 Misc

00053274 A centralised

state register of

population

containing

individualinformation on

citizens

established,

provision of

relvant

information to

the population

improved, and

effectiveness of

cooperationbetween

government

entities

maintaining

information

Activity

1.2.X X X X X X

TOTAL:


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UNDP 04000 00012 71300 Loca

GOV 30071 0106074200 Aud

Production

UNDP 04000 00012 74500 Misc

Activity

2.1.X X

TOTAL:

UNDP 04000 00012 71300 Loca

UNDP 04000 00012 71600 Trav

GOV 30071 0106072800 Info

Equipment

UNDP 04000 00012 74500 Misc

Activity

2.2.X X

TOTAL:

GOV 30071 0106072100 Con

Companies

UNDP 04000 00012 74500 Misc

Activity

2.3.X X

TOTAL:

GOV 30071 0106072100 Con

CompaniesGOV 30071 01060 72200 Equi

UNDP 04000 00012 74500 Misc

Activity

3.1.

X X X

TOTAL:

GOV 30071 0106072800 Info

Equipment

UNDP 04000 00012 71300 Loca

UNDP 04000 00012 74500 Misc

Activity

4.1.X X

TOTAL:

GOV30071

01060

72100 Con

CompaniesUNDP 04000 00012 71300 Loca

UNDP 04000 00012 74500 Misc

Activity

4.2.X X X X

TOTAL:

UNDP 04000 00012 71200 Inter

systems on

various

categories of

population

increased.

Activity

4.3. X X UNDP 04000 00012 71600 Trav


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UNDP 04000 00012 72700 Hosp

UNDP 04000 00012 71300 Loca

GOV 30071 0106074200 Aud

Production

UNDP 04000 00012 74500 Misc

TOTAL:

GOV 30071 01060 72100 ConCompanies

UNDP 04000 00012 71300 Loca

UNDP 04000 00012 74500 Misc

Activity

5.1.X X X X

TOTAL:

GOV 30071 0106072100 Con

Companies

UNDP 04000 00012 71300 Loca

UNDP 04000 00012 74500 Misc

Activity

6.1.X X X

TOTAL:

GOV 30071 01060 71200 InterGOV 30071 01060 71600 Trav

GOV 30071 01060 72700 Hos

UNDP 04000 00012 71300 Loca

GOV 30071 0106074200 Aud

Production

UNDP 04000 00012 74500 Misc

Activity

7.1.X X X

TOTAL:

UNDP 04000 0001271400 Con

Individuals

UNDP 04000 0001272400 Com

Visual Equ

UNDP 04000 00012 72500 Supp

UNDP 04000 00012 71600 Trav

UNDP 04000 00012 72200 Equi

Activity

8.1.X X X X X X

UNDP 04000 00012 74200 Aud


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Production

GOV 30071 01060 75100 Faci

UNDP 04000 00012 74100 Prof

UNDP 04000 00012 74500 Misc

TOTAL:

UNDP 04000 0001274200 Aud

ProductionUNDP 04000 00012 74500 Mis

Activity

8.2.X

TOTAL:

UNDP

Government

TOTAL

*Note: Quarter 3 of the year 2009 includes only 2 months - July and August


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24

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 activitiessuch 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 UNDPDevelopment 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 includingprocurement, 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,


25/28


25opportunities 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 ofInternal 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 Implementation

Project Manager, Administrative, Financial,

and Lo istics assistants

Project Assurance

UNDP Development Advisor

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

Consultation Committee

Ministries of Justice, Internal Affairs,

Communication and Information Technologies

Project Executive Group

UNDP, Ministry of Justice


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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 shouldhave 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 e-

governance 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


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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 aMonitoring 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.


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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 Amount (in US dollars)

2nd Quarter of 2008 650 000

3rd Quarter of 2008 650 000

4th Quarter of 2008 650 000

1st Quarter of 2009 650 000


From UNDP: USD 250,000

Period Amount (in US dollars)

1st Quarter of 2009 100 000


3rd Quarter of 2009 50 000

For the Government of Azerbaijan:Mr. Fikrat Mammadov

_________________________________

For UNDP:

Mr. Bruno Pouezat

_________________________________

UN exchange rate at the date of signing: 1 USD = ______ AZN (rate applied to be revised

subject to changes)