Online Migration Monitoring System
Gujarat Council of Elementary Education

A. Problem Analysis

 1. What was the problem before the implementation of the initiative?
Before the “Right of Children to Free and Compulsory Education Act, 2009” (RTE), the state of Gujarat started tracking of intrastate migrant children from year 2003-04 to overcome the major obstacle of Migration for Gujarat Council of Elementary Education (GCEE); an autonomous body of Government of Gujarat for implementation of Sarva Shiksha Abhiyan- a flagship program of Government of India for Universalization of Elementary Education. In the beginning, three types of Migration cards were used for the tracking of migrant children: 1. Pink Card - Block Resource Centre Coordinator(BRC) 2. Yellow Card - Head Teacher 3. White Card - Student The migration cards were printed at state level and distributed at school level for the migrant children. The main objective of migration card was to provide children with means of education in spite of migration. The School head fills the Yellow migration cards before migration. The white migration card is kept with the child and the Pink Migration card is meant for the BRC- Coordinator. Due to migration cards, many children were covered at their destination of migration while some were provided education through Seasonal Hostel, Support school, Tent school or in regular school. The entire process was manually done. Though it was an effective project, there were few major loopholes. Sometimes specific records were not generated due to ignorance at personal level. Migrating families did not have facility or accuracy to take care of the card given to them. They sometimes lost the card while migrating. This led to an increasing number of school drop outs from migrant families. Implementation of the historical “Right of Children to Free and Compulsory Education Act, 2009” (RTE) brings with it the promise of a paradigm shift in the manner in which education is perceived and delivered. This ambitious initiative will fulfil the aspirations and dreams of all such children, who have remained out from the main system of school education or could not complete elementary education for various reasons. The RTE Act specifically provides for admission of all out-of-school children under the umbrella of education and continues till the completion of elementary stage. Migration is a major obstacle in achieving objectives of Sarva Shiksha Abhiyan. Therefore, it is necessary to track the students migrating from one block/cluster/ district to other block/cluster/district and to get them enrolled in Schools. On-line Migration Monitoring System is developed to monitor migration and to track migrated out of school children for full-fledged implementation of interventions to increase the retention and reduce drop out rate.

B. Strategic Approach

 2. What was the solution?
The process of developing an On-line Migration Monitoring System (MMS) was started in January -2010. A committee was made and several meetings were conducted with the Tribal Department, Child Labour Department, NGOs, Gujarat Council of Educational Research & Training (GCERT) and the members of project staff to finalize the form. ‘iNDEXTb’ was selected to work for MMS in March-2010. Industrial Extension Bureau, popularly known as iNDEXTb, is a Government of Gujarat Organization established with the objective of accelerating industrial development in the State. MMS was developed in the month of May-2010 on a trial base. To ensure coverage and tracking of Migrant Children in Gujarat, migration card has been developed by SSA Gujarat with unique preprinted number for both intra state and interstate migrant children (the cards for these children have been developed in Hindi/ English version). Based on these cards, on line web based software (MMS) has been developed in accordance with the suggestion of district and Cluster level staff to ensure the tracking of these children. The card has information regarding the origin and destination of the migrant children. On the basis of the same, reports are generated CRC wise. Based on these reports, CRCs can carry out a drive to enroll such children. Once these children have been enrolled in Schools, Special Training centers and seasonal hostel, CRC can give an on line feedback. Monitoring of Migration is conceptualized by MIS team and Alternative Schooling team of State Project Office under guidance of State Project Director, Sarva Shiksha Abhiyan, Gujarat Council of Elementary Education. The whole concept is about fetching data of out of school children and tracking individual child migrating from one cluster/block/district to another cluster/block/district from grass root level. Data flow of the system is from cluster to state through the intermediate blocks and districts. Cluster is defined as a nodal point of data entry for the system. Main purposes of the system are: 1.On-line Migration Monitoring System developed to track & monitor migrating students from one cluster/block/district/state to other cluster/block/district /state and to get them enrolled in Schools 2.Mapping of intrastate (6-14 years) migrant children. 3.Mapping of interstate (6-14 years) migrant children. 4.Provide education to (6-14 years) migrant children. 5.Provide education to (6-14 years) interstate migrant children at Destination of migration. 6.To increase the retention and reduce drop out rate This process of giving migration card is re- engineered through involvement of web based system which is now known as the On-line Migration Monitoring System. Migration Monitoring System is aimed at Tracking of Intrastate & interstate migrant, out of school children (6-14 years) provide education facilities to them. Computerization of MMS has brought efficiency into migrant monitoring and ensured that maximum out of school children are covered, tracked and educated.

 3. How did the initiative solve the problem and improve people’s lives?
On-line migration monitoring system of SSA Gujarat is the first of its kind in the country using web application for tracking of migrating children. An on-line system makes access to large datasets very simple and makes it easier to generate and track migration reports. It is an essential, sustainable and effective system to achieve the goals of RTE Act. Interstate and Intrastate Monitoring results can give the overview of the state’s effective governance in the education sector. Gujarat has an increasing number of incoming migrants when it comes to intra-state migrants and this really shows that students are attracted to Gujarat for education. GCEE, SSA-Gujarat encouraged other states and Departments of Gujarat to have technology based initiatives for the development of the state. Use of ICT revealed several bottleneck of manual system as under: 1.Amount of time lapsed in data flow in the manual system 2.Data redundancy due to errors and mistakes 3.Transparency of Process was low earlier without any means for centralized monitoring 4.Decision making for quick action was not possible because of no prompt availability of data 5.Cluster wise or district wise analysis was very difficult.

C. Execution and Implementation

 4. In which ways is the initiative creative and innovative?
This process of giving migration card is re- engineered through the use of web based technology. Migration Monitoring System aimed at Tracking of Intrastate & interstate out of school migrant children (6-14 years) to provide education regardless of their migration. Before implementation of MMS the entire process was manual. Following services are now computerized through MMS. 1.Migration Card: Each migration card has a unique pre-printed number. Migration card also has information such as Child name, Parents name, Birth date, Sex, Parents Occupation, Migration Duration, Migration level, Origin and Destination information etc. Migration Card is to be filled by sending areas (Schools/STP Centres) for children migrating out of the region. Schools/STP Centres will submit migration card to CRCs for Data Entry. Migration Card is available in Gujarati language for Gujarat state and in English/Hindi language for other states. 2.Data Entry: Every CRC will login into the software with their username & password. On-line Data Entry of the Migration Card for children migrating out of the region is done by CRC. CRCs keep the migration card for their record. 3.Report Generation: The Receiving CRC logs into the software and generates the report of children migrating into the region. CRCs share this information with their schools to trace those children during Sep-Oct. Reports are also available at State/District/ Block level users for monitoring and follow up 4.Enrolment: As per RTE, no documents are required for enrolment. Receiving CRCs/Schools/STP Centres are expected to trace migrants and enroll them during Sep-Nov. Out of School children to be enrolled in STP centres in the place of migration (3628 STP centres are functioning) 5.Feedback/Confirmation: Receiving CRCs coordinate with Schools/STP Centres to trace migrant children and enrol them. CRCs collect information of enrolled children and submit online feedback from Sep-Nov. In case of directly received children (no prior record in the data base), receiving CRCs are expected to fill the Migration form along with the feedback 6.Reconciliation: During Reconciliation process, receiving Areas try to trace directly received children and unplaced children. Receiving area should fill up Migration form of directly received children with their enrolment feedback. The software will reconcile figures if children are enrolled in a place other than the one mentioned in the migration card (enrolment feedback of unplaced children will be made available by the search option in the software). On-line submission of the same is completed by CRC Co. during Sep-Nov 7.Untraced Children: Untraced children are those children who cannot be traced and are not enrolled in any school 8.Sending area CRCs visit untraced children's village of origin to try and trace these children. Whenever information is available the CRCs update information in the on-line software so that they can be enrolled in their actual place of migration 9.Monitoring & Supervision: Effective Monitoring & Supervision can be done based on on-line reports, District / Block / Cluster wise reports, Received Children Report, Feedback Pending Reports, Untraced Children 10.Inter State information sharing: Sending state should fill the migration card (Hindi/English) and submit on-line information of their children who are migrating to Gujarat, Gujarat as receiving state should enrol the incoming children and submit on-line feedback, so that sending state can get feedback of their outgoing Migrant children. Interstate migration monitoring facility is also available in software. Gujarat is uploading up to village level data for other states.

 5. Who implemented the initiative and what is the size of the population affected by this initiative?
Monitoring of Migration is conceptualized by MIS team and Alternative Schooling team of State Project Office under guidance of State Project Director, Sarva Shiksha Abhiyan, Gujarat Council of Elementary Education. SSA Project has established a huge working team which has been working for a almost a decade. Project Staff is highly involved at all the levels for implementation of the System. Involvement: The following staff members have actively participated for successful implementation of the System: 1.State Management Information System (MIS) and Alternative Schooling (ALS) Team 2.District MIS and ALS Team 3.Block Resource Coordinator 4.Cluster Resource Coordinator Training: A detailed training on operational and technical part of Migration Monitoring System was imparted for District MIS Coordinators and District Resource Persons- ALS at State Level. All BRC Coordinators and CRC Coordinators were trained by consecutive training Programmes conducted jointly by District MIS and ALS team.
 6. How was the strategy implemented and what resources were mobilized?
GCEE, SSA has implemented the Migration Monitoring System with its own project team and an in-house development team. Gujarat Council of Elementary Education (GCEE) identified iNDEXTb to get technical support for MMS. Industrial Extension Bureau, popularly known as iNDEXTb is a Government of Gujarat Organization established with the objective of accelerating the industrial development in the State. The following team members were involved in implementing the system: 1.State Management Information System (MIS) and Alternative Schooling (ALS) Team 2.District MIS and ALS Team 3.Block Resource Coordinator 4.Cluster Resource Coordinator Initially, the expenditure of Rs.2,50,000/- was done for technical support of iNDEXTb for developing the system. The system is being maintained at the cost of Rs. 25,000/-per Annum. The sufficient fund provisions are being made under Sarva Shiksha Abhiyan.

 7. Who were the stakeholders involved in the design of the initiative and in its implementation?
The theme of the project is to retain students in Elementary Schooling Cycle. Therefore, it is necessary to track children of migrating families to ensure that their children are included in the schooling system and provided basic education. As a result of our, mapping of Intrastate as well as interstate Children has become possible and a total of 1,49,350 migratory children benefited under special training. Migration Monitoring System was rolled out in September, 2010 in Gujarat. A decrease in drop out rate has been observed as a result of this initiative. From 2010 to 2014, for Grade 1 – 5, the drop out rate has reduced from 2.09% to 2%. For Grade 1- 8, the drop out rate has reduced from 7.95% to 6.91%. There are several benefits of the system to Education System and Community as per following: 1.Easy tracking of migrating students to ensure constant enrolment and reduced drop outs 2.Un-served migratory community can be treated with special efforts 3.Reducing time lapsed in data flow 4.Minimal data redundancy 5.Instant decision making for quick action due to easy availability of MIS 6.Ease in performing disaggregate analysis at cluster, block or district level. The project was also awarded the Skoch Order of Merit Award for its efforts and enlisted under "India's Best 2013" edition published for Skoch Smart Governance Award 2013.

 8. What were the most successful outputs and why was the initiative effective?
State had started tracking of intrastate migrant children from year 2003-04 in the beginning. Migration cards were in use but from 2010 MMS was developed and On-line tracking of children started. Innovative features of this system widen the extent of results on overall literacy rate in the state. Some of them are given below 1.Migration with preprinted unique number are made available at school before the period of migration 2.All project staff was given training for batter implementation of MMS 3.Net facility was made available up to CRC level 4.Monthly review was done by the project steering committee 5.All the information is in public domain which makes governance transparent 6.Teachers (H.M) were trained to use the monitoring system 7.Guidelines were issued to use MMS. 8.Toll free help line was started for the better implementation and to receive grievances 9.National Workshop of state coordinators was organized in 2010 to spread awareness.

 9. What were the main obstacles encountered and how were they overcome?
Although system has incorporated full proof mechanism to track all migrations, there were few issues addressed during implementation. •Internet Connectivity: There was a problem of Internet Connectivity in rural Cluster level offices. It was revealed by focused efforts of the GCEE, SSA and with the support of Government of Gujarat, all 4268 Cluster Resource Centers are now equipped with Computer, Printer and Internet Connectivity. •Adoption of new technology & orientation of Stakeholders: One of the obstacles faced was the initial reluctance to use .This was eliminated through motivational and operation training programs imparted to various stakeholders. •Untraced Children: Untraced children are those unplaced children that cannot be traced by the MMS and don’t seem to be enrolled at all anywhere within the state. Dealing with untraced children depends on rigorous monitoring and field level door to door efforts by Cluster Resource Center Coordinators and Teachers. These issues are also being settled down with continuous review and follow ups based on monitoring reports and feedback received on Toll Free Help Desks.

D. Impact and Sustainability

 10. What were the key benefits resulting from this initiative?
The initiative has been impactful in providing universal Elementary Education. 1. Improvement in delivery time of services Migration was monitored manually early on. The on-line MMS has helped cover up critical loopholes and led to better and prompt tracking of migrants, thus ensuring that maximum children are enrolled in school. 2. Better beneficiaries feedback The beneficiaries - Children, Parents and members of project staff have shared their experience regarding the system as under: (1)Special Training Coordinator, Gandhinagar has shared her feedback/comments as under: "This System is useful to plan the interventions in better way as well as the implementation of Tent Special Training Program with coordination of other departments' District level body and Communities" Contact Details: Name: Sharmilaben Dhirubhai Vaghela Address: District Project Office, BRC Bhavan, B/h. Civil Hospital, Gandhinagar Cell No: 9737767301 (2) Special Training Coordinator, Kuchchh has shared his feedback/comments as under: "Migration Monitoring System has facilitated micro planning up to school level in accordance to mapping, coverage and tracking of intrastate migrant children belonging to Salt Pan workers' families (Agariya) to provide Seasonal Hostel Facility at the origin" Contact Details: Name: Pravin Desai Address: District Project Office, Bhuj (3) BRC Coordinator, Gandhinagar has shared his feedback / comments as under: "This system has made smooth implementation to address issues of access through transparent monitoring and tracking of the other states' migrant children for providing Elementary Education, Mid Day Meals and other facilities-incentives" Contact Details: Name: Shri Vishnubhai Maneklal Nayi Address: Block Resource Center, BRC Bhavan, B/h. Civil Hospital, Gandhinagar Cell No: 9428998392 (4) BRC Coordinator, Bhachau Dist. Kuchchh has shared his feedback / comments as under: "Migration Monitoring System is facilitating rigorous monitoring of migration and supporting the migrant children through community support. It also helps to make effective communication up to school level for education of the migrant channel" Contact Details: Name: D. S. Thakor Address: Block Resource Center, Bhachau Dist. Kuchchh Cell No: 9879713612 (5) CRC Coordinator, Adalaj has shared his feedback / comments as under: "Due to Migration Monitoring System, we get detail of children, period of migration, work place, language and education status which is very fruitful for us to provide them Elementary Education at work site and development of interstate migrant children." Contact Details: Name: Shri Bharatbhai Devragbhai Gohil, CRC Co. Adalaj Address: 245, Navratn Society, Sector -25, Gandhinagar Cell No: 9979933122 (6)CRC Coordinator, Uvarsad has shared his feedback / comments as under: "Community participation is increased due to personal contact of parents made by CRC Coordinator with handy details of migration. The system has also assisted School Health Program." Contact Details: Name: Shri Amitbhai Dashrathbhai Pol, CRC Co. Uvarsad Address: Plot No. 219/2, Sector-2B, Gandhinagar Cell No: 9924031099 3. Improvement in measurable indicators Decrease in drop out rate as migrant children enrolled in other schools with the help of Migration Monitoring System. From 2010 to 2014, for Grade 1 – 5, the drop out rate has reduced from 2.09% to 2%. For Grade 1- 8, the drop out rate has reduced from 7.95% to 6.91%. 4. Progress till date - No. of beneficiaries The number of beneficiaries registered in this system has gone up constantly over the years: Progress detail is given below in table (Coverage under Hostel, Tent STP) 2010-11: 3875 Boys and 2938 Girls (Total: 6813) 2011-12: 7231 Boys and 5462 Girls (Total: 12693) 2012-13: 11219 Boys and 11840 Girls (Total: 23059) 2013-14: 17029 Boys and 12712 Girls (Total: 29761) Progress under Tent Special Training at work side 2010-11: 7365 Boys and 6028 Girls (Total: 13393) 2011-12: 8122 Boys and 7098 Girls (Total: 15220) 2012-13: 13750 Boys and 12372 Girls (Total: 26122) 2013-14: 12076 Boys and 10213 Girls (Total: 22289)

 11. Did the initiative improve integrity and/or accountability in public service? (If applicable)
The initiative is quite transferable because the solution implemented is very simple. Some form of migration tracking system exists in most regions but this initiative helps to fill up loopholes in manual tracking and creates a sound mechanism for tracking migrating children. It becomes quite simple to track migratory students to mainstream them in schooling system and un-served migratory students could be treated with special efforts. Time lapsed in data collection and compiling is significantly reduced due to Migration Monitoring System. The web based application proves its transparency in process of tracking migrating children. Data compilation and disaggregate analysis becomes easy and straight forward tasks and hence prompt decision with regards to migrating children can be taken. As the system is implemented for both interstate and intrastate migration, this system can also be implemented in any other state of India. The initiative is also sustainable because of the meagre cost of operations and maintenance. Benefits are achieved without any additional human resource requirements.

 12. Were special measures put in place to ensure that the initiative benefits women and girls and improves the situation of the poorest and most vulnerable? (If applicable)
The experience of execution has built confidence of GCEE, SSA and all its stakeholders towards dealing with obstacles in delivery of services to achieve Universalization of Elementary Education. The lessons learned through implementation of the system are as under: 1.This initiative improves Access & Retention to Elementary Education for and also promotes Equity by extending service delivery to migratory groups 2.Satisfaction towards service delivery could be achieved by incorporating feedback from stakeholders and community. 3.Cumbersome tasks can be transformed by introducing new concepts through the use of Information & Communication Technology to increase efficiency 4.Optimum use of resources give cost effectiveness to the initiative as in this case when in house development of the online MMS was cost effective yet sufficient to achieve the end objectives of the creators. Although system has incorporated full proof mechanism to track all migrations, there are few recommendations for future scope: •Linkup with Child Tracking System already initiated by the State under Aadhaar Enabled DISE with Unique Identification number •Untraced Children: Untraced children are those unplaced children which cannot be traced by MMS and hence it appears that such children are not enrolled anywhere. There should be interstate / international confederation for migratory students for coordination and consultation in the context of tracking for Education. •Getting people and textbooks for teaching interstate migrant children in their local language and coordination with other States/Countries is a pressing need. There should be interstate / international confederation for migratory students for availing resources and curriculum which suit the requirement of the child.

Contact Information

Institution Name:   Gujarat Council of Elementary Education
Institution Type:   Government Agency  
Contact Person:   Mukesh Kumar
Title:   State Project Director, Sarva Shiksha Abhiyan  
Telephone/ Fax:   079-23238404
Institution's / Project's Website:  
E-mail:   ssa.misdata@gmail.com  
Address:   Office of the State Project Director, Sarva Shiksha Abhiyan, Sector – 17
Postal Code:   382017
City:   Gandhinagar
State/Province:   Gujarat
Country:  

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