Aadhar based Student Tracking
Gujarat Council of Elementary Education

A. Problem Analysis

 1. What was the problem before the implementation of the initiative?
Unique identification project was initially conceived by the Unique Identification Authority of India (UIDAI), Planning Commission, Government of India as an initiative that would provide identification for each resident across the country and would be used primarily as the basis for efficient delivery of welfare services. It would also act as a tool for effective monitoring of various programs and schemes of the Government. The brand name of the Unique Identification number (UID) will be Aadhaar. The name and logo for the unique numbers to be issued by the UIDAI have been developed keeping in mind the transformational potential of the program. The UIDAI's mandate is to issue every resident a unique identification number linked to the resident's demographic and biometric information, which they can use to identify themselves anywhere in India. The number (referred to until now as the 'UID') has been named Aadhaar, which translates into 'foundation', or 'support'. This word is present across most Indian languages and can therefore be used in branding and communication of the UIDAI program across the country. The same concept has been adopted to build database of students and to provide unique identification number to all the students across schools in Gujarat.This system covering child wise detail is named as "Aadhaar Enabled DISE". DISE stands for District Information System for Education. The need for child tracking using a unique ID came up due to the following: 1.Earlier, there was no unique identification for the students moving in or out of the Education System. So it was not possible to track the education lifecycle of children. 2.Planning for any intervention was done without considering who will be benefited or who was benefited before based on personal identification leading to duplication of government efforts 3.Right to Free and Compulsory Education Act 2009 mandates facilitation of Education for each student based on child tracking of learning outcomes 4.No exact figures for critical educational indicators making decision making very difficult 5.Difficulty in identifying children and their skillsets or their positi0n in their respective educations cycles. 6.No understanding of the learning outcomes or the overall performance of children in dealing with the curriculum thus making it difficult to take decisions or make policies which directly favor them

B. Strategic Approach

 2. What was the solution?
The main objective of this initiative is to make it easy to find any student studying in Gujarat using his/her Unique Identification Number by maintaining a database of every school. This system makes tracking of students easy. There are system generated 18 Digits unique Id Number for every child to track the child throughout his academic career. It has been specially conceptualized by the Gujarat Council of Elementary Education and designed & developed by SSA-MIS Department-Gujarat for the (GOG) government and thus lends a helping hand in maintaining a student's information. Initially, data of 87 Lacs students was collected through Cluster Resource center and School users which acted as nodal point for data entry. Child wise records are upgraded at block level on a yearly basis. A central interface team called as District Team & Block Team (DMIS/BMIS) will monitor the end users CRC (Cluster Resource Co-coordinators) to track the entire group of schools which are allocated to him/her including the facility & enrollment, helpdesk operations and form distribution across the all schools. Purpose & priorities of the initiative: Main objectives of the system are: 1.To build child wise database of all the schools pertaining to any category. 2.To provide unique identification number to all the students. 3.To track the students to avoid drop out and absenteeism. 4.To develop a tool for effective monitoring of facilities and incentives provided under various programs and schemes of the Government. 5.To track Children with Special Needs (CWSN) 6.To fill the gap in the context of learning outcomes 7.To monitor learning levels of the students 8.To evaluate teachers' competencies and identify training needs based on Self Assessment results The Aadhaar Enabled DISE, project aims at maintaining student's database online to provide prompt access to child information by interlinking with enrollment and academic data. Thus this system can be used to track any child in Gujarat which helps in ensuring that he gets the best possible education experience.

 3. How did the initiative solve the problem and improve people’s lives?
Under this system, child wise records are captured annually with details like student name, parents name, birth date, address and incentives/benefits received from Government. A database of 87.0 lac students is maintained and accessed through the web based application. Every student, along with his educational needs, history and lifecycle can be identified using the unique ID assigned to him. The solutions is creative because not only does it track students using a unique ID, it is able to identify the entire education lifecycle of the child. Based on this ID, SSA can identify and analyze the learning needs, learning outcomes and enrolment. The information collected through the unique ID is provided to Gunotsav, which helps to assess students and their performance. Further it provides a report on the training or remedial needs of the student which is provided back to the school in which the student is enrolled. Teachers in that school conduct classes to work on the weaknesses of the child thereby creating a very personalized education experience tapered to the need of each child. Benefits given to students under various schemes can also be monitored to reduce duplication of government efforts and expenditure.

C. Execution and Implementation

 4. In which ways is the initiative creative and innovative?
While in Gujarat there has been notable focus and effort on enrolment which have brought a fare share of success for primary education, learning outcomes and quality provided in primary education remained a concern. There was a need to assess the quality of education and to further improve it on a child to child basis. This was the primary objective of the UID based child tracking project – To be able to track each and every child and collect details ranging from their social class, personal details and enrolment details to details regarding their performance and learning outcomes. As a part of the strategy, the first step was to identify how children will be tracked individually. Taking inspiration from Aadhar, the Education department decided to use the system of unique identification of children to individually track all children and their education life cycle. After studying the requirement, the department came up with an 18 digit unique number which can be allotted to each child. This number could be linked to enrolment and academic records for comprehensive tracking. Digits 1 – 11 ---->School Code Digits 12-13 ----->Admission Year Digit 14 -------> Gender Digits 15-18 -------> Serial Number The next part of the strategy was to understand how the unique ID can be utilised for tracking and what are the various parameters which can be captured. To capture all data comprehensively, the UID was linked to student details such as Name, DOB, DOA, gender, social class, BPL/APL category, performance in various subjects etc. To actually make this initiative productive, the information on learning outcome of each child was provided to Gunotsav which is again an Education Department initiative to strengthen the quality of learning. In Gunotsav, the students are assessed and the assessment is shared back to the respective schools of enrolment. The feedback is used to conduct remedial classes for children to address their weakness. This is done at a state wide level thereby providing a very personalized experience for each child. Now that all students and their education lifecycles were being tracked, it was also possible to understand how many students have benefited from various government schemes and how many of them remain uncovered. This helped to focus efforts on the beneficiaries which were not covered and also helped to reduce duplication of efforts. One of the biggest parts of the overall strategy was that such comprehensive database of the students was being utilised for effective policy formulation at the state level. Since child wise data was available, trends in data could be identified to formulate policies and draw a roadmap for the department. To cater to this portion of the strategy, several MIS modules were made to provide information based on different criteria.

 5. Who implemented the initiative and what is the size of the population affected by this initiative?
The project has been conceptualized and implemented under the guidance of SSA-MIS , Sarva Shiksha Abhiyan, Gujarat Council of Elementary Education. Initially, data of 87 Lacs students was collected through Cluster Resource center and School user as nodal point for data entry. A central interface team also called as District Team & Block Team (DMIS/BMIS) were reeponsible for monitoring the data entry work at CRC (Cluster Resource Co-coordinators). Involvement for Implementation: The following team members have participated for successful implementation of the System: 1.State Management Information System (MIS) Team – It has all rights with summarized reports for all districts 2.District MIS Team – Responsible for Monitoring Block/CRC/School Level work progress. 3.Block MIS Team and Block Resource Centre (BRC) Coordinators - Responsible for up gradation and monitoring of end users ex. Cluster Users and School Users. 4.Cluster Resource Centre (CRC) Coordinators - Responsible for performing data entry of every child under all schools. Following are the users of the application: 1.Education Department 2.State Project Office, Sarva Shiksha Abhiyan, Gujarat 3.26 District Project Offices and 4 Corporation Project Offices 4.26 District Education Committees and Municipal School Boards 5.239 Block Resource Centers 6.4268 Cluster Resource Centers 7.42,394 Schools including Pvt Aided/Unaided having Elementary Section 8.Educationalists, Researchers, Social Workers, NGOs and any layman who are able to check existing facilities under Elementary Education
 6. How was the strategy implemented and what resources were mobilized?
GCEE, SSA has implemented the Child Tracking System with the help of its own project team that has been working with SSA for quite some time. The following team members have participated for successful implementation of the System: 1.State Management Information System (MIS) Team 2.District MIS Team 3.Block MIS Team and Block Resource Centre (BRC) Coordinators 4.Cluster Resource Centre (CRC) Coordinators SSA maintains an in house team of programmers who have been given the responsibility of designing and developing this system. So no additional finances are required by SSA. The maintenance of the system is also the responsibility of this team and they continuously monitor and update the site.

 7. Who were the stakeholders involved in the design of the initiative and in its implementation?
1.Child wise records captured with details like student name, parents name, birth date, address and incentives/benefits received from Government 2.A database of 87.0 lac students generated through web based application “Aadhaar Enable DISE” by assigning unique identification to each student 3.Self Assessment imparted using OMR sheet pre-printed with student name 4.The efforts put in by the SSA based on the information available through this system has led to a decrease of absenteeism and drop outs 5.Maintaining student's database online with quick & easy access across all schools (under tribal & govt. schools) by linking the facility with enrolment and academic records 6.Comprehensive tracking of learning outcomes and learning needs of every child and focusing on efforts needed to strengthen their learning outcomes. 7.All students under elementary schooling system covered under system 8.Dealing with core objectives under elementary education like restricting fake enrollment, Dropout, retention and universalization of elementary education 9. Child wise records captured with details useful for impact assessments and planning 10. Self Assessment has been executed using OMR sheet pre-printed with student name and unique ID. The progress of each child is tracked using the learning outcomes and based on them, fresh measures are taken to provide more trained teaches and better facilities. 11.Unique identification number for the students moving inside or outside the Education System 12.Planning for the interventions based on personal identification; considering who will be benefited or who was benefited before to reduce duplication of efforts. 13.Exact estimation for critical educational indicators possible through accurate child wise data available instead of vague numerical figures 14.Comprehensive database equips the department with a powerful tool to formulate policies and make better decisions.

 8. What were the most successful outputs and why was the initiative effective?
The project was monitored by the MIS team which is based out of Gandhinagar under the leadership of the State Project Director of Sarva Shiksha Abhiyan. A central interface team also called as District Team & Block Team (DMIS/BMIS) monitors the CRC (Cluster Resource Co-coordinators) & Schools to track schools including the facility, academic records and helpdesk operations form distribution across all the schools. The stakeholders are trained adequately to handle system maintenance, data collection, compilation & updation. They are also being reviewed constantly on regular basis based on report utilities and facilities of the system and other source of data available i.e. DISE available for verification. Toll Free Help Desks are also playing a vital role for monitoring The tools that are used for monitoring the project progress are listed below: 1. Query Builder Report allows user to create reports of student details as per their own requirements 2. Age Wise Enrollment Summary is summarizing every school with overage and underage student details. 3. Class Wise Enrollment Summary for all academic year. 4. Social Category Wise Enrollment Summary for all academic year. 5. Religion Wise Enrollment Summary for all academic year. 6.Incomplete reporting from schools - The information is being shared through Newspaper Advertisements for awareness regarding the system and mandate of Right to Free & Compulsory Education Act 2009. So, the Unique ID was made mandatory in all educational documents of the Students including School Leaving Certificate, Migration Card etc. vide Government Resolution No. PRE-1414-4191-K dated 21.11.2013. 7.Untraced Children - Records are being updated for students transferring from one school to another and large number of them are being traced whether they are enrolled as per update entry of parent school as a result of mandate of Unique ID, its acceptance and continuous consultations - reviews with stakeholders. 8.Duplicate Entries - Leaving Certificate with Unique Id and database with primary key constraints on various field like Date of Birth, General Register No. etc.

 9. What were the main obstacles encountered and how were they overcome?
Although system has incorporated systematic mechanism to map all Elementary Schools in GIS environment, there were few issues addressed during implementation. 1.Incomplete reporting from schools As the records are being updated since the last two years, it was found that some children are not reported / updated in the system although schools were reporting their students. The information was shared through Newspaper Advertisements for awareness regarding the system and mandate of Right to Free & Compulsory Education Act 2009. So, the Unique ID was made mandatory in all educational documents of the Students including School Leaving Certificate, Migration Card etc. vide Government Resolution No. PRE-1414-4191-K dated 21.11.2013. This obstacle was overcome by the focused efforts of the Government. 2.Coverage - lower response from Pvt. Unaided / Aided Schools Initially, a large number of Pvt. Aided and Unaided schools were not reporting their students' records. Through Press Notes, schools were warned that their recognition would be cancelled if they fail to comply with this system. Moreover, the Government Resolutions aided the mechanism of institutionalization of Unique ID in all authentic documents. This helped in overcoming these obstacles. 3.Untraced Children During the second consecutive year of implementation, it seemed that records were not updated for students taking a transfer from one school to another and/or a large number of them could not be traced at all. This issue was resolved due to mandate of Unique ID, its acceptance and continuous consultations - reviews with stakeholders. 4.Duplicate Entries Earlier, the students who were transferred with Leaving Certificate from parent schools were enrolled again as a new entrant at the receiving school instead of their records being updated in the entries made by their parent school. It was overcome after making Unique ID mandatory in Leaving Certificate.

D. Impact and Sustainability

 10. What were the key benefits resulting from this initiative?
Education Lifecycle Tracking: One of the most crucial benefits of this project has been that each and every child is tracked constantly with regards to his education status, location, enrolment and learning outcomes. The huge database generated as a result is a crucial source for state education information and for formulating productive policies in the right direction. Further, the idea of using the learning outcomes and self assessment to provide better education acts as a course correction methodology so that weaknesses of students can be addressed. Participation: Aadhaar Enabled DISE has its own team for research and software for communication and dissemination of information. The following teams are involved: 1.State MIS Team 2.District MIS Team & District Project Coordinators 3.Block MIS Team & BRC Coordinators 4.CRC Coordinators to work for betterment of the society by enhancing educational facility in un-served areas of state. Effective collaboration across the teams has helped the education department in successfully rolling out this initiative and has built a positive environment whereby all the stakeholders involved are more committed to achieving the goals of the department. Transformed Procedures: A database of 87.0 lac students has been generated through the web based application “Aadhaar Enable DISE” by assigning unique identification to each student during the year 2012-13. Self Assessment has been done for 62 lacs students from Grade. 2 to 8 using OMR sheet pre-printed with student name under Gunotsav. Gunotsav aims at online maintenance of student database with quick & easy access across all schools by interlinking the facility with enrollment and academic records. All student details are maintained online. The assessment obtained is shared back with schools which are used as basis for improving the learning outcome or teaching facilities. All the students under elementary schooling system have been covered under this system. This is a transformation from the existing situation because tracking the education of children in such a comprehensive way was not possible earlier and hence the state had little idea about the quality of education being imparted to students. Assistance in Policy Formulation: The student wise records provide supportive information for Government Planning and Implementation to deliver incentives, benefits and facilities to correct beneficiaries under various schemes. The scope of duplicity of efforts is revealed as child wise records stating benefits received under various scheme, are now available. This helps the Education department in formulating more focused policies.

 11. Did the initiative improve integrity and/or accountability in public service? (If applicable)
This is the first successful child tracking initiative in India which keeps track of approximately 87 lac students. As the system is implemented with base data of Unified District Information System for Education (U-DISE) existing in all the States and is also recognized by Ministry of Human Resource Development, the system can also be implemented in any other state of India as well as at the country level so that children can be tracked nationally. Infact it is recommended that other states take this initiative up so as to ensure that the quality of education can be improved comprehensively and individual attention can be given to students. The entire implementation is being managed and supported by the SSA in house team. All application level updates and database updates are also carried out by the department and the district level officials. So the cost of maintenance is minimal,thus adding to the sustainability of the project.

 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 executing such a project has built the confidence of the team at Gujarat Council of Elementary Education and all of its stakeholders towards fostering participation in policy making. The lessons learned through implementation of the system are as under: 1.It is possible to effectively utilize ICT tools to enable the government to develop better strategies or policies 2.It is necessary to strengthen the education system and facilities. This is only possible when an effective strategy, which comprehensively covers all aspect of elementary education, is devised. 3.A good understanding of ground level realities is essential to developing successful strategies and policies which lead to quick benefit realizations. 4.Cost effective solutions can be easily developed using local resources and efficiently utilizing them. The lessons learnt have also led to the need for improvisation in the existing system. For eg – there is a recommendation that the data entry be done in a real time manner rather than annually which is the case now. As the system is being updated annually, some drastic changes are possible in current enrolment scenario and students reported under the system. After the record updation, there may be possibilities of long absenteeism, drop out, migration etc. which could be immediately identified by real time monitoring of the system.

Contact Information

Institution Name:   Gujarat Council of Elementary Education
Institution Type:   Government Agency  
Contact Person:   Mukesh Kumar
Title:   State Project Director, SSA  
Telephone/ Fax:   09913013495
Institution's / Project's Website:  
E-mail:   ssa.misdata@gmail.com  
Address:   Office of State Project Director, Sarva Shiksha Abhiyan, Sector 17
Postal Code:   302017
City:   Gandhinagar
State/Province:   Gujarat
Country:  

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