Mobile Registration Service
Directorate General of Civil Status- Royal Oman Police
Oman

The Problem

During the 70s and early 80s there were no mandatory requirement for the registration of events and information such as births and deaths. At that period, there were only a few public health facilities available, certificates for births and deaths were issued by MOH only upon request as there were no obligations to do so. As such, critical civil status statics and data were missing. As the country progressed, it is vital to obtain data and statistic for planning purposes. Keeping pace with the modernizing of the country, in 1985, ROP adapted a computerized system to process its services to the Public. At the same time, ROP also started issuing Identity (ID) card in 1987. The Identity card system includes all the Omani citizen data which served as a basis for creating a comprehensive civil register.

In 1999 a Royal Decree (66/99) was passed in the enforcement of compulsory civil registration. The Directorate General of Civil State at Royal Oman Police (DGCS, ROP) is responsible for the civil registration of the Sultanate. New electronic ID cards (Omani Id and Resident Card) were issued on January 2004 to replace the existing ones and obligatory civil registration including vital registration (VR) was enforced from May 2004.
The Sultanate of Oman has an area of 309,500 square kilometers and is composed of varying topographic areas consisting of plains (3%), mountains (15%) and wadies (valleys (dry rivers beds)) and desert (82%).The above posed a challenge for DGCS, ROP to upkeep the Civil Registration status. The National Registration System (NRS) links 12 civil status directorates throughout the Sultanate. It is operated by qualified staff and utilizes sophisticated computer systems. However, these civil directorates were established only in the main towns of Oman (4 governorates and 5 regions). For people who are living in the remote areas, they do not have access to these directorates. They will have to travel great distance to register or renew their civil status, it is costly for many of these folks. Especially for the females, traditionally, they do not wish to travel far from their home. This created problems like sending their children for further education in secondary or high school. According to the law, all students must have an ID card for registration. Back then, some of the residents in the remote areas forego the opportunity of sending their children to further education because they cannot afford to travel and register or renew their Civil Status and ID Card.
In 11 April, 2009, the Mobile Registration Units (MRU) were established to tackle the above problem. Using modern technology, MRU were added to compliment the network of NRS directorates to provide quick and expeditious service to users living in remote areas. These mobile registration units are compact, highly portable equipments that can be packed into vehicles or even hand carried. It was specially designed to operate in difficult terrain and weather conditions. Most importantly, it is capable of carrying out similar function to those performed in any local registration office.

Solution and Key Benefits

 What is the initiative about? (the solution)
The MRU serves as an important component of the National Registration System (NRS). The NRS is primarily for the purpose of establishing the legal documents required by the law (ID cards, Resident cards and birth, death certificates) in addition to recording marriages and divorces events. These records are the main source of vital statistics concerning Civil Status. Accuracy and timeliness of civil registration are essential for quality vital statistics and planning. The MRU is vital in ensuring that the objective of the NRS is achieved, especially for remote areas. It saves citizens and residents effort and money by giving the ability to complete the transaction of Id and resident card issuance and birth and death certificates. The major advantage of mobile units over fixed sites is the mobility. Disable (People with special needs) can be served at their home because the mobile unit comes to them. From 2009 to 2010, the number of registration via the MRU are 2,740 and the number of ID and residence card renewal are 6,030.
More importantly, the MRU contributes to the overall strategic e-Government masterplan of Sultanate. The National Electronic Omani ID card and Residence card contains a micro-chip to be used for multiple applications which are high convenient for citizen and residences in Oman. Royal Oman Police – Directorate General of Civil Status have gone further in this direction and deployed mobile registration unit as part of the permanent national improvement program of civil registration to allow citizen and resident to use the NRS applications such as:

1. ePurse- EPurse solutions allows both citizens and residences to store and load money in their National Identity and Residence Cards as a mode of payment besides credit and debit cards. Before, all ROP services involving finance transactions will have to be ceased by 1pm and personnel will have to be deployed to count and escort the daily takings to the banks before the end of the banking hours. With ePurse, service hour are extended and there is no need to cater additional manpower for bank trips.
2. e-Gate at Muscat international Airport – By scanning the ID or Residence Card, users can clear the passport section easily. They no longer need to queue for the stamp. These save them around 15mins per transaction. It also enhances airport security as all transactions are recorded.
3. eOman Portal services (http://www.oman.om) – It also allows users to utilized services on the eOman Portal by using the civil number and Id cards.

Another important point is that the MRU also play a role in the Consultative Assembly (Majlis al-Shura) election, where the mobile unit are used to install the eVoting application in the Omani ID cards to allow the voters to use their Id cards in the process of election. These units consist of a laptop, a camera, a signature scanner, fingerprint scanner and ID card reader. It supports the registration of new voters and the instant installation of an electoral applet and registering the voting location. This promotes transparency in the electoral process. Before, 1 voter can casts multiple votes in different electoral boundaries. With the eVoting application, it enforces the 1-man-1-vote polices. Also, it allows the flexibility of voters casting votes in his selected electoral area without having to be physically present. This is extremely important as many works in the capital but are originally from remote areas.

Actors and Stakeholders

 Who proposed the solution, who implemented it and who were the stakeholders?
The National Registration System (NRS) is an integrated computer system designed to store, process and retrieve data when needed. It includes data on identity cards for Omanis and residence cards for residences. The proposal of deploying and implementing mobile registration unit was initiated by the Royal Oman Police –Directorate General of Civil Status (ROP-DGCS) in 2008. Gemalto (Euronext NL 0000400653 GTO) is a world leader in digital security) has deployed this solution in the country. On April11th, 2009, the service was launched.

(a) Strategies

 Describe how and when the initiative was implemented by answering these questions
 a.      What were the strategies used to implement the initiative? In no more than 500 words, provide a summary of the main objectives and strategies of the initiative, how they were established and by whom.
NRS is a national project supported by the Oman government in all parts. Introduced as part of the national e-Governance initiative, the MRU is implemented by the Royal Oman Police (ROP), in association with Gemalto which deploys the NRS in the country.

The main objectives and strategies of the mobile registration unit are to permit both Citizens and the Residences to issue their National ID and Residence Card and to register their civil events in a timely manner.

(b) Implementation

 b.      What were the key development and implementation steps and the chronology? No more than 500 words
- 03 January 2004:
*National Registration System (NRS) was launched

- 04 January 2004:
*The new Electronic Omani Identity card was issued.

- 15 May 2004:
*Issuance of compulsory birth and death certificates.

- 15 May 2004:
*The new Residence card was issued.

- 2005
*Completion of all the project buildings, centers, facilities in all the country regions.

- 2006 – 2007
*All the details of the functions, administrative structure and programme of action of the D.G. of Civil Status were completed.

- From 14/06/2008 to 16/06/2008: Execution of the uses cases (including preparation) by the technicians of acceptance and Gemalto acceptance signatory.

17/06/2008: Preparation of the acceptance by the technicians of acceptance and Gemalto acceptance signatory.

18/06/2008: Acceptance performed by the technicians of acceptance and Gemalto acceptance signatory + sign-off by the Gemalto and ROP acceptance signatories.

- 11th of April 2009,
* Two Mobile units (two vehicles and two mobile unit enrolments) were launched and started to travel to Musandam Governorate (North of Oman), Masirah Island and A’Sharqia desert.

- September 2009,
Another 4 vehicles and 16 mobile unit enrolments were added to the fleet of mobile registration units.

(c) Overcoming Obstacles

 c.      What were the main obstacles encountered? How were they overcome? No more than 500 words
The MRU major obstacles were the geographic terrain and the demographics of the country. In many parts of the Sultanate, there are pockets of residence spread over a vast areas. Some of these areas are remote and difficult to reach via land or urban transportation. One example is the Musandam peninsula, it is an exclave of Oman, separated from the rest of the country by the United Arab Emirates. The Musandam Peninsula has an area of 1,800 square kilometers (695 sq mi) and a population of 28,727 people. It is located 500 kilometers from Muscat and consists of mountains and coastline. Madha is located halfway between the Musandam Peninsula and the main body of Oman. It is part of the Musandam governorate, covering approximately 75 km2 (29 sq mi). Access to Musandam by land is possible through coast road from the United Arab Emirates, by using passenger ferry or by air.

Another example is Masirah, an island off the East coast of Oman, 95 km long north-south, between 12 and 14 km wide, with an area of about 649 km², and a population estimated at 12,000 in 12 villages mainly in the north of the island (9,292 as of the census of 2003, of which were 2,311 foreigners). The only way to access the area is using passenger ferry or by air. The next example is Wahiba Sands, or Ramlat al-Wahiba (also called Sharqiya Sands), are a region of desert in Oman. The area is defined by a boundary of 180 kilometers (112 mi) north to south and 80 kilometers (50 mi) east to west, with an area of 12,500 square kilometers (4,800 sq mi). Within all the examples above, the residence over there are spread into smaller communities, some are less than 20 in a village.

Some of these varied geographic obstacles were overcome by using 4 wheel drive vehicles for easy movement through the mountains and deserts. However, when it comes to cross border situation, arrangement with the UAE official government were negotiated to allow the smooth access of the Mobile unit to Musandam by land. For places that need to be access via air travel, like Musandam and Masirah Island, the equipments are refined to be more compact and portable by hand.

Other obstacles were logistics and manpower issues. Initial teething problems were encountered for example the technical and breakdown of the equipment due to the breaking in phase. This was resolved through better planning and scheduling of the personnel and equipment maintenance. A proper communication protocol was also established between the users and the technical support personnel in the Head Office to ensure that help is readily available.

(d) Use of Resources

 d.      What resources were used for the initiative and what were its key benefits? In no more than 500 words, specify what were the financial, technical and human resources’ costs associated with this initiative. Describe how resources were mobilized
Every MRU consists of a personal laptop, digital camera, fingerprint reader, card reader, bar cod reader, digital signature pad, printer and USB link, all integrated in a mobile suitcase with power supply integrated and external. The Six vehicles of mobile units were chosen to move to any area of the country. They were designed to carry the mobile enrolments and other equipments safely. It contains communication devices. The total cost of vehicles and accessories was around US $300,000.


Other resources:

One Site Server
One Personalization Workstation and Datacard IC4 printer
One Issuance Workstation
One KMS Server
One CRS Server
One SCMS Server

The Total cost is US $171,000 for eighteen (18) portable units.

Sustainability and Transferability

  Is the initiative sustainable and transferable?
The MRU are part of permanent national improvement programme of National Registration System (NRS). As there will be constant updates to the NRS plus there is a requirement for the citizen to renew their ID card once every 5 years and for expatriate workforce to renew their residence card once every 2 years, there will always be a need. The culture of the locals is that there will be portion of the people who choose to stay or eventually retire in their original birth place. Thus, the MRU provides the services and saves the time and effort of citizens and residents living in remote rural, semi-rural, desert places in Oman and areas outside the official borders of the country (Musandam and Masirah Island). It also enables the disable and sick people who can't reach the Civil Status directorates to be issued their ID cards where they live and enhance the development of the country because the vital events (births and deaths) are registered timely which provide an accurate data about the population.

As part of the ambitious national e-Governance initiative, the state-of-the-art MRU was the first of its kind in the region. Joining a select few countries in the world which have adopted the MRU technology, the Sultanate marked a milestone in its e-Governance initiative to equip the country in line with the 21st century technological advancement.

In the gulf region Oman is the first country adopted this technology. Kingdom of Saudi Arabia, has launched its’ Mobile units to provide civil affairs services programme this year (2010).

Lessons Learned

 What are the impact of your initiative and the lessons learned?
From day one, the ROP knows that it is important to learn from the experience of other nations that have implemented the MRU. However, being the 1st in the region to do so, ROP had to adapt those experiences to the contexts of the Sultanate. Each implementation is different.

The successful implementation of the MRU has resulted in more accurate Civil Status data information of the Sultanate. According to the DGCS record, as at November 2010, the population of Oman is 3,650,455 of which 1,334,320 were expatriates representing 36.5% of the total population. There is a national Census carried out in Dec 2010, this data will be important for cross checking references.

The other significant impact of the MRU is in the electoral process of the the Consultative Assembly (Majlis al-Shura). With the introduction of the MRU, it serves to enforce transparency in the system. This is very important as it showcase Oman’s fair and transparent political structure to the rest of the world.

Contact Information

Institution Name:   Directorate General of Civil Status- Royal Oman Police
Institution Type:   Government Agency  
Contact Person:   Yahya Al Hamimi
Title:   Head of Public Relation Section  
Telephone/ Fax:   +986 24521945
Institution's / Project's Website:   +986 24510582
E-mail:   yahya.al-hamaimi@rop.gov.om  
Address:   P O Box 871
Postal Code:   111
City:   A'Seeb
State/Province:   Muscat
Country:   Oman

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