Newborns Go Home With Certificates (Dinas Kependudukan dan Pencacatan Sipil Banyuwangi)
Department Of Population And Civil Registration Districts Banyuwangi

A. Problem Analysis

 1. What was the problem before the implementation of the initiative?
The population quality is improved with education, healthcare and adequate nutrition. However, they are not accessible for newborns until they have birth certificates. Birth certificate is the basic requirement to gain their civil rights given by the state. It is the access to other civilian facilities such as education and healthcare. The problem is Indonesian population that possess birth certificate is still low. According to Home Affairs Minister, Tjahjo Kumolo in 2016, only 30 percent of Indonesian population has birth certificates. Meanwhile, in 2015, the data from the General Directorate of Citizenship and Registry Office (Dispendukcapil) as quoted by Kompas stated that 68 percent of the total 83 million citizens aged 0-18 do not have birth certificates. It means that 56 million of kids in Indonesia do not have birth certificates. Birth certificate is required to get Child ID Card (KIA) and Family Card (KK). Without it, children will be difficult to get education, scholarships, healthcare facility, health insurance (BPJS) and other civil rights. This situation inspired the administration of Banyuwangi to provide solution regarding birth certificate possession problem. Banyuwangi also experienced the same problem which the national administration faced. Banyuwangi is the largest regency in East Java with an area of 5,782.5 km2. This regency is surrounded by Situbondo Regency to the north, Bali Strait to the east, Jember Regency to the west and Indian Ocean to the west. It consists of 25 sub-districts, 28 wards, and 189 villages with a population of 1,657,207 in June 2015. The regency has the largest forest range from Sarongan village to Banyuwangi City. It spreads for over 80 km with more than two hours travelling time by land. That large area causes mobility problem for the communities especially for the poor and the vulnerable ones. They often find it difficult to get birth certificates. To register, they need the required papers and go back and forth from their villages to the city when the transportation itself is costly for them. Therefore, it is not surprising to know that birth certificate possession in Banyuwangi is low. In 2014, only 49 percent of the population has the certificates. It became 54 percent a year later. Most of the population without birth certificates possession was from the poor community. In Banyuwangi, the number of people living in poverty in 2011 was 611,908. There were several reasons for low possession of birth certificates. First, there was limited information available to the public regarding the procedures of getting the certificates. Second, the SOP of birth certificate registration regarding the procedure, cost and service period has not been well publicized. Furthermore, it took a lot of paperwork, a lot of time and quite costly. For example, before getting birth certificates, they had to get Family Card (KK) first and it took two weeks for it. Then they had to go to the Citizenship and Registry Office and spent more money.

B. Strategic Approach

 2. What was the solution?
Birth certificate registration was conducted online so the citizens did not have to come all the way to the Citizenship and Registry Office in the city of Banyuwangi. Birth certificate registration could be directly submitted in the first or second day after the birth in the hospital or community health center (Puskesmas) where the baby was delivered. If the baby is more than 2 days old, the birth certificate registration can be done at sub-district administration and then sent to the Citizenship and Registry Office through akta.banyuwangikab.go.id.

 3. How did the initiative solve the problem and improve people’s lives?
In June 2013, Deutsche Gesellschaf Fur Internationale Zusammunarbait (GIZ) provided assistance for Bureaucracy Reform Roadmap in Banyuwangi Regency. The result of this assistance program was the issuance of Banyuwangi Regent’s Decree Number 188/558/KEP/429.011/2013 regarding Quick Wins Bureaucracy Reform Establishment of Banyuwangi Administration. In the decree, quality improvement of policy management and public service in Banyuwangi Regency was emphasized. It was conducted by improving the working system and mechanism so the community can gain the benefits immediately. It was followed with the issuance of Banyuwangi Regent’s Decree Number: 188/559/KEP/429.011/2013 regarding Quick Wins Bureaucracy Reform Coordinating Team of Banyuwangi Administration, and finally “Newborns Go Home With Certificates” program was established as the Quick Win Bureaucracy Reform of Banyuwangi Administration. With the program, citizenship public service especially birth certificate registration became easy, inexpensive, quick and far-reaching to the villages. This service involved midwives, 45 community health centers (puskesmas), 25 sub-districts and all hospitals in the regency. The program also promoted cooperation between agencies such as Citizenship and Registry Office, Health Agency, public and private hospitals, Puskesmas, sub-district administrations and PT. Pos Indonesia. This program was one of the Quick Wins Bureaucracy Reform programs of Banyuwangi Administration based on Informatics Technology (IT) and its service brought direct benefits to the community (for time, transportation and cost were managed efficiently as it could be done in one place). This innovation was aimed for the poor and the vulnerable. The middle and upper class already had awareness on the importance of birth certificates. Therefore, as their babies delivered, they had willingness to register for birth certificates. For the poor and the vulnerable, birth certificate registration was a luxury. They had to go great distance from their villages only for a piece of paper, a piece of paper which would not fill up their stomach or threaten their lives. In other words, this simplified registration was specially designed for the poor and the vulnerable as they had a lack of awareness. The situation was worsened by the complicated scheme and mechanism of conventional registration. They were reluctant to get the certificates. With this innovation, the people in the remote villages did not have to make lengthy trips from his house to the city. They just needed to contact the operators of “Newborns Go Home With Certificates” program at the puskesmas or hospital. This innovation was indeed helping the poor and the vulnerable. The population living in poverty in 2011 which was 611,908 did not have to spend money for the trip. They did not also have to go back and forth from their house to the Citizenship and Registry Office for paperwork. When their children were born, they just had to prepare names for the newborns and the birth certificates were sent to their address via mail service. To register and fulfill the requirements, the poor and the vulnerable did not have to be confused with the mechanism. They did not have to master information technology as each puskesmas and hospital had prepared the operators. They served the people. The poor and the vulnerable did not have to communicate directly with Citizenship and Registry Office staff as they would coordinate with the operator for the requirements.

C. Execution and Implementation

 4. In which ways is the initiative creative and innovative?
1. Service Procedure and Requirements “Newborns Go Home with Certificates” program by Banyuwangi Regency administration has changed birth certificate service procedure which was typically complicated, unclear, uncertain, not transparent, intricate into simple, certain, quick and free of charge. Prior to this program those who wanted to get a birth certificate, had to get a Family Card (KK) first (which usually took 2 weeks). Then, they had to go to Citizenship and Registry Office to get a birth certificate which took one month to finish. However with “Newborns Go Home with Certificates” program, people don’t have to go to there anymore because they can get the birth certificate from the place the baby is born or from the sub-district office. Family card is not mandatory anymore. What parents need to prepare are only legalized copy of their identity cards and marriage papers. And voila, they can get the birth certificate already, in one day only plus new Family Card complete with identity data, Resident’s ID Number(NIK) of the newborn – free. 2. Information Technology Utilization. Information technology is used in the implementation of “Newborns Go Home with Certificates” initiative. Officials and health centers’, hospitals’ and sub-district’s operators then verify the data and upload it online at certificate application system (http://akta.banyuwangikab.go.id/). The application simplifies and accelerates Birth Certificate service. 3. Birth Certificate Becomes Various Sectors’ Responsibility. Birth Certificate service, in executing “Newborns Go Home with Certificates” program, involves other bodies, they are 45 health centers, 2 Public hospitals, 10 Private Hospitals, Banyuwangi sub-district offices and Banyuwangi Post Office.

 5. Who implemented the initiative and what is the size of the population affected by this initiative?
Banyuwangi Sub-district’s Citizenship and Registry Office (Dispendukcapil) organized, controlled and monitored the execution of the initiative. The office had every right and power over the implementation and operation of “Newborns Go Home with Certificates” initiative program. The office operators would monitor and ensure the flow of the service runs uninterruptedly. This right and power was executed under Banyuwangi Regent’s Decree Number 42 Year in 2013. Citizenship and Registry Office involved Health Department to coordinate community health facilitiesin Banyuwangi sub-district to support the program. Citizenship and Registry Office also involved Transportation, Communication and Informatics Department. They were responsible for preparing online certificate information system application. They also had to prepare and coordinate IT’sequipment and infrastructure associated with the initiative. Last but not least, they must integrate birth certificate software with citizenship administration software. Meanwhile, Banyuwangi regional secretariat of Law and Organization Department were responsible for coordinating and helping the implementation of the initiative in terms of planning, drafting of Regent’s Decree, launching of the program as well as evaluation stage. In addition, 25 Sub-districts and community health centers throughout Banyuwangi Regency(nurses, 45 community health centers) joined forces. They appointed some of their employees to work as operators of the initiative. Banyuwangi Post Office were responsible for collecting the finished birth certificates from Citizenship and Registry Office which were then distributed to related hospitals/community health centers/regencies. The initiative was proven to have solved their community’s problem. Year by year demands on birth certificate keeps increasing. Offline birth certificate demand kept going down the day the initiative was launched in 2013. In contrast, online demand keeps rocketing. After 2.5 years of implementation, “Newborns Go Home with Certificates” initiative has issued 31,706 birth certificates. Offline program has only issued less than half or 7,848 birth certificates.
 6. How was the strategy implemented and what resources were mobilized?
1. Program Planning The program planning was sparked from identification of public service problem in Banyuwangi Regency by Local Task Force (SKPD). SKPD consisting of Regional Development Planning Agency (Bappeda), Citizenship and Registry Office (Dinas Kependudukan dan Pencatatan Sipil), Education Agency (Dinas Pendidikan), Health Agency (Dinas Kesehatan) and Regional Technical Service Unit (UPTD), Community Health Centers and the Regency. Deutsche Gesellschaf Fur InternationaleZusammunarbait (GIZ) along with Banyuwangi Regency Organization Board act as facilitators. Three problems were indentified in terms of public service during the identification stage: service problems in education, health and residential affairs. In the end, they agree on the most problematic service, which is residential affair, especially in Birth Certificate. 2. Coordination After the identification process, they held follow up coordination in drafting Quick Wins Bureaucracy Reform by involving Bureaucracy Reform Team which consists of Local Secretary, Regional Development Planning Agency (Bappeda), Citizenship and Registry Office (Dispendukcapil), Law Department, and Organization Department. Finally on 23 August 2013 Banyuwangi Regency officially established “Newborns Go Home With Certificates” program as the Quick Wins Bureaucracy Reform of Banyuwangi Regency Government. This is proven by the issuance of Banyuwangi Regent’s Decree Number 188/588/KEP/429.011/2013 regarding Quick Wins Bureaucracy Reform Establishment of Banyuwangi Administration. “Newborns Go Home with Certificates” program as Quick Wins Bureaucracy Reform was to be carried out by Citizenship and Registry Office, Health Department as the center of Local Technical Service Unit (UPTD),community health centers (puskesmas), Local Public Hospitals (RSUD) and Private Hospitals throughout Banyuwangi Residence. 3. Implementation Next step,the local administration enacted Banyuwangi Regent’s Decree number 42 in 2013 concerning Online Certificate Management Service. Service process of “Newborns Go Home with Certificates” is carried out online through application of Online Certificate Application System set up by Banyuwangi Regency’s Transportation Department, Communication and Informatics. Service mechanism of “Newborns Go Home with Certificate” was as follows: Online birthday certificate management service was exclusively given to babies of 1 – 60 days old. Applicants asking for birth certificate must follow below provisions: babies of 1 – 2 days old can apply for the birth certificate in Hospitals, local community health centers where they are born (Newborns Go Home with Certificate) babies of 3 – 60 days old apply for the birth certificate to sub-district’s head office. Applicants must bring with them the papers needed for the certificate, and give them to the official in charge to be verified. After checking the forms, verifying them, ensuring they are complete and correct, the officials in charge then input, scanned and uploaded them. They also sent the softcopy to the operator in Citizenship and Registry Office through its website http://akta.banyuwangikab.go.id/. Each official in charge in community health centers, hospitals and sub-districts office has their own user name and password. 4. Publicization To publicize the initiative, they utilized leaflets, billboards as well as newspapers and radios. In addition, the Regent always promotes Newborns Go Home with Certificate in meeting forum such as Three Pillars Forum Meeting, Regional Leaders Forum (Forpimda), Religious Members Harmony Forum (FKUB), Village Heads Special Coordination Meeting (Rakorsus Kades), etc. so that in no time people are already familiar with the initiative. Resources Resources Allocation Budget: To fund the program, the local government utilize Banyuwangi Sub-district’s Regional Revenues and Expenditures Budget (APBD).Yet, there is no special allocation to support the initiative. They use infrastructure available in community health centers, sub-district’s office, hospitals as well as Citizenship and Registry Office. Human Resources Verifier Officer: Sub-district: Head of Administration Section Hospitals: Head of General and Supplies Community Health Centers: Head of community health centers

 7. Who were the stakeholders involved in the design of the initiative and in its implementation?
1. Regent and Vice Regent of Banyuwangi - Provide the commitment and support to the implementation of the initiative - Establish strategic policy in the implementation of the initiative 2. Citizenship and Registry Office of Banyuwangi Regency - The operator of “Newborns Go Home with Certificates” - Formulate the Regent’s Decree Number 42 in 2013 regarding Online Birth Certificate Registration - Formulate the Initiative’s Standard Operating Procedure (SOP) - Coordinate the implementation of “Newborns Go Home with Certificates” 3. Health Agency - Coordinate community healthcare facilities (midwives, 45 community health centers (puskesmas), public and private hospitals) in the regency to support the innovative program of “Newborns Go Home with Certificates” 4. Transportation, Communication and Informatics Agency - Prepare the online birth certificate system application - Prepare and coordinate the facilities and IT infrastructure regarding “Newborns Go Home with Certificates” program. - Integrate the application of birth certificate and the system of citizenship administration - Information Technology workshop to the operators in healthcare facilities to execute Civil Registry and Information System Application 5. Legal Division and Organization Division of Regional Secretariat of Banyuwangi Regency - Support, coordinate and assist the implementation of “Newborns Go Home with Certificates” initiative from the planning, formulation of Regent’s Decree, initiative launch to initiative evaluation. 6. 25 Subdistricts and Healthcare facilities in Banyuwangi regency (Midwives, 45 puskesmas, Blambangan, Genteng General Hospital, Islamic Hospital Banyuwangi, Yasmin Hospital, Fatimah Hospital, NU Mangir Rogojampi Hospital, PKU Muhammadiyah Rogojampi, PKU Muhammadiyah Muncar, Bakti Mulia Muncar Hospital, AL Rohmah Jajag Hospital, Abdi Famili Hospital, Al-Huda Hospital Gambiran and Bhakti Husada Hospital. 7. Public Relations and Protocol - The making and building banners for “Newborns Go Home with Certificates” 8. PT. Pos Indonesia Banyuwangi. The birth certificates finished in Citizenship and Registry Office were sent to hospital/puskesmas/the sender’s sub-district administration

 8. What were the most successful outputs and why was the initiative effective?
1. To ensure that the communities are able to get birth certificates and family cards easily and for free. With the “Newborns Go Home with Certificates” initiative, there will be no more newborns who do not possess birth certificates or family cards. This is because every family which delivers a baby in community health centers will immediately be registered to get birth certificates and family cards by the community health centers officers for free. 2. The increase in birth certificate application. This is shown by the growing number of birth certificates for babies aged 0-1 year old which were 14,517 birth certificates issued in 2013 to 21,331 birth certificates in 2014, or in other words, there was growth of 46.9%. 3. The realization of adequate facilities and infrastructures to serve the community. The “Newborns Go Home with Certificates” program is held by using information technology such as computers, internet network and Online Certificates Information System application. This shows that public service in Banyuwangi Regency has been given by making use of proper facilities and infrastructures. 4. The improvement of the officers’ skill in performing public service. The “Newborns Go Home with Certificates” program needs Human Resources who can use a computer very well. This is because the requirements of birth certificates application will be sent online via Online Certificates Information System; hence operators who can use a computer very well are needed. (Verifier and operator officers in community health centers, hospitals, sub- districts) 5. The clarity of procedures and requirements, time and cost of birth certificates service. - Procedures means there is a clear SOP so that it will be easier for the community to process the birth certificate application. - Requirements means the community only need to submit birth certificate application files to the community health center officers, and it is the operator officers who will send the files online to General Directorate of Citizenship and Registry Office. - Time means the length of time to give birth certificate service is 1 (one) day after the baby is delivered provided that the files are complete and right. - Cost means under the “Newborns Go Home with Certificates” program, the community needs not to compensate for anything in applying for birth certificates (free).

 9. What were the main obstacles encountered and how were they overcome?
1. There are still many people of Banyuwangi who give their baby a name one week after the baby is delivered. Whereas with the “Newborns Go Home with Certificates” program, parents must prepare a boy as well as a girl name in order that as soon as the baby is delivered, birth certificates service can be processed. 2. The lack of awareness in the community to immediately apply for birth certificates. Before the baby is delivered, parents must prepare birth certificates application files such as Family Card, parents’ ID Cards, a legalized marriage certificates, an official birth statement from the person who help deliver the baby and ID Card photocopy of 2 witnesses. 3. The large area of Banyuwangi Regency makes publication and socialization need to be carried out continuously. 4. There is still part of community which is afraid to give birth in hospitals or healthcare centers hence choose to give birth with the help of traditional midwives. 5. The unstable internet network in community health centers and hospitals in the beginning of “Newborns Go Home with Certificates” program. Concerning the reality of the obstacles, a process to deal with and solve them is needed to be carried out as follows: 1. To do outreach work in the community by involving healthcare officers, religious figures and public figures about the importance of birth certificate functions for the future of the children and the families. 2. To do continuous socialization on radio and via posters in strategic places about the “Newborns Go Home with Certificates” program. 3. To raise awareness in the community about the importance of giving birth in healthcare centers such as midwives, community health centers and hospitals. 4. To improve the quality of internet network in hospitals, community health centers and sub-districts in Banyuwangi Regency.

D. Impact and Sustainability

 10. What were the key benefits resulting from this initiative?
1. The secured civil rights of Citizenship. “Newborns Go Home with Certificates” initiative guarantees the community with easy and free access to get birth certificates and family cards. With this program, there will be no more newborns who do not possess birth certificates or family cards because every family which delivers a baby in community health centers will immediately be registered to get birth certificates and family cards by the community health centers officers for free. 2. A very clear, easy and simple service procedure. The service procedure in applying for birth certificates becomes very easy. Before the “Newborns Go Home with Certificates” program, applicants/parents must take the required papers to General Directorate of Citizenship and Registry Office in Banyuwangi city center; however, with this program, the service can be completed in community health centers or sub-district office where the baby is delivered. This procedure also facilitates the community who apply for birth certificates since they do not have to take great distance and come to Banyuwangi city center. 3. A faster and free service. The completion of birth certificate service under “Newborns Go Home with Certificates” program only takes 1 (one) day and it is for free. Before the program, birth certificates applicants needed 2 weeks. 4. With a clear, easy and simple procedure which is processed by operator officers in community health centers and sub-districts, the process of giving birth is taken care so well that a third party’s service is no longer needed. 5. The improving quality of citizenship documents order since the service of birth certificates is in the same package as family cards. 6. The increasing community awareness of the importance of birth certificate functions. Birth certificate is legal proof of a child’s status. Birth certificate is the basic requirement to deal with citizenship administration during one’s life. Birth certificate must be processed as soon as the baby is delivered. Birth certificate acts as an identity, administration requirement in applying for ID Card, Family Card, Passport, School Registration, Marriage, Insurance, and in processing Inheritance Rights. With the implementation of “Newborns Go Home with Certificates” program, there was an increase in the number of birth certificates for babies aged 0-1 year old which were 14,517 birth certificates issued in 2013 to 21,331 birth certificates in 2014, or in other words, there was growth of 46.9%.

 11. Did the initiative improve integrity and/or accountability in public service? (If applicable)
The mechanism applied in the “Newborns Go Home with Certificates” initiative support the integrity and accountability of the public service as all the service processes can be monitored through the information system developed. The people who apply for birth certificates in community healthcare center (puskesmas), hospital or sub-district administration will be monitored by the operator of Citizenship and Registry Office (Dispendukcapil). The operator will see which documents required by the applicants. The operator can also assess the performance of birth certificate administrator in puskesmas and hospital. The communication between the operator in Dispendukcapil and the operators in the puskesmas, hospitals and sub-district administrations is well-maintained. The operator in Dispendukcapil will assess their performances. Some requirements must be fulfilled so the birth certificate can be processed directly. If there are some requirements the applicant cannot fulfilled, the operators should be pro-active handling the matter. They cannot wait and do nothing as the “Newborns Go Home with Certificates” program obliges them to help the citizens and immediately issued the birth certificates. The system created good integrity atmosphere. The performances of operators of this program in puskesmas, hospitals and sub-districts are improved because of it. Corruption can be suppressed as online based registration does not use intermediaries, which means no illegal levies. No levies mean no corruptions especially when there is a strict regulation which says that the operator cannot accept any form of payments from the public. The lengthy and complicated mechanism is cut-down. The previous gradual registration process from the ward, sub-district and Dispendukcapil is cut down and managed in one place, where the babies are born, either in puskesmas or hospitals (for babies aged 1-2 days). For babies aged more than 2 days, the registration performed in sub-district office. Integrity improvement is also seen from the operator supervision system. The birth certificate operators in puskesmas, hospitals and sub-district are supervised by their superiors. They are the officials permanently employed in the institution. The operators are being observed by their superior when they serve the public applying for birth certificates. Accountability is also improved with this initiative as it is based on information technology; the operators’ productivity is well measured. The data is in details and can be summed up in daily, monthly or annually. The public also observe the process as the system is developed in real time.

 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)
Birth certificate is the basic requirement for civilians to have access to facilities and to get their rights. With a birth certificate, a citizen can get an ID card, and also health insurance from the state, BPJS. Access to education, healthcare, social security service is gained from a birth certificate. Without it, an individual cannot have access to all of those. Most people without birth certificates are from the poor and the vulnerable. They did not apply for birth certificates because it was complicated, costly and they had to make a long trip to do it. The furthest village is 80 kilometers away from the city of Banyuwangi. Its people have to get on some public transportation and walk as well. They even have to go back and forth to fulfill the requirements they need. This “Newborns Go Home with Certificates” initiative brings benefits for the poorest and the vulnerable. The number of birth certificates possession is improving steadily. From 49 percent in 2012 became 70 percent in 2016. This initiative brings birth certificate registration closer to the poor and the vulnerable. It is easier for them to get the certificates.

Contact Information

Institution Name:   Department Of Population And Civil Registration Districts Banyuwangi
Institution Type:   Local Government  
Contact Person:   Saunan Saunan
Title:   Head of office  
Telephone/ Fax:   081233427433
Institution's / Project's Website:  
E-mail:   capil.bwi12@yahoo.co.id  
Address:   Jalan Letkol Istiqlah No. 68
Postal Code:   68415
City:   Banyuwangi
State/Province:   East Java
Country:  

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