Comprehensive Assessment of Civil Registration and Vital Statistics (CRVS) in Botswana
In 2013, Botswana conducted a comprehensive assessment of its Civil Registration and Vital Statistics (CRVS) system. The assessment aimed to evaluate policy frameworks, registration processes, data management, and service delivery. A team of officers from key ministries conducted field visits and interviews across the country, resulting in the development of a strategic plan for improving CRVS over a 5-year period.
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Population 2.06 million; Pop Density 3.6Km/2 Country size 581, 780 sq km, almost the size of France. National Registration to date :2 655, 390
INTRODUCTION In September 2012 at the Conference of African Ministers responsible for Civil Registration held at Durban, South Africa a resolution was made for each country to undertake a comprehensive assessment of the status of CRVS as well as develop a medium term CRVS strategic plan Following this, training of a pool of experts on CRVS assessment was carried out in May 2013 at Gaborone, Botswana where UNECA guidelines on CRVS assessment were discussed and adopted Subsequently, Botswana conducted the Comprehensive assessment from October 2013 drawing from the above noted and the assessment went on for almost a year. Assessment was led by the Department of Civil and National Registration in the Ministry of Labour and Home affairs through its Director, Ms. Neo C. Lepang on close collaboration with the Ministries of Health, Administration of Justice and Statistics Botswana. Assessment was co-guided technically as well by Dr. Grace Bediako as consultant who came in and out of the country as per need.
ASSESSMENTOBJECTIVES Assess the relevance of and gaps in policy and legislative framework governing CRVS Document processes and practices for registration of vital events at different operational levels Assess the adequacy of current structures and procedures Ascertain the extent to which information on vital events are registered , captured, processed and compiled Review records management, storage, archival and retrieval procedures and facilities Identify challenges and best practices in the management of registration and data production Determine required improvements for: Quality service delivery and products Universal and complete registration
ASSESSMENT ORGANISATION A team of forty officers, organized in eight task teams and drawn from the four key ministries involved in CRVS namely Administration of Justice, Ministry of Health, Ministry of Labour and Home Affairs and Statistics Botswana planned and conducted the assessment including desk reviews and field visits. The teams visited a selection of locations across the country to obtain information from interviews and direct observations. The selection procedure was purposive; ensuring that the communities visited included rural and remote areas. The teams then proceeded to develop a draft costed 5 year strategic plan which is still being finalized
WAY- FORWARD The findings of the assessment are to be shared at a national consultative forum (Pitso) scheduled for the 16th December 2014 Pitso Targets the NGO sector, Private Sector, various Government Departments, UN family and University of Botswana as well as the members of the public. The main objective of the Pitso is to share the findings of the assessment with stakeholders and solicit feedback and buy-in from stakeholders as well as to position Botswana CRVS to facilitate the country towards the implementation of the Post 2015 development agenda
SUCCESSES Completion of the CRVS Comprehensive Assessment Political commitment : support by leadership led by Minister of Labour and Home Affairs and other Ministers responsible for CRVS Leadership commitment and resilience at Executive level Permanent Secretaries and Directors as well as general staff commitment Cooperation between CRVS organizations(Statistics Botswana, MLHA, MOH, AOJ) Cooperation of development partners who provided technical and financial support (UNFPA, GOB, WHO, AfDB, UNECA etc) Resource mobilization from CRVS organizations: Transport, Human resource, funds
SUCCESSES Good reception at most organizations/ offices visited for interviews Cross fertilization of learning and ideas among team members from different agencies leading to improved understanding of registration processes
CHALLENGES Varying commitment levels of stakeholders initially Varying understanding of roles of each stakeholder Establishing collaboration and coordination between CRVS stakeholders was tedious and very involving Some respondents were not forthcoming with information Inadequate coordination of development partners at country level yet development partners were very supportive in their own way Initially allocated time for the study was inadequate- 3 months Logistical challenges experienced along the way
LESSONS LEARNED The assessment exercise requires adequate time resource, minimum of 6 months Assessment require sufficient budget for successful execution Resources must be pooled from across the stakeholders spectrum, earmarked and dedicated to the exercise during its implementation - Personnel, finance, transport , materials etc. Assessment requires combination of adequate technical and analytical skills to support it research, analysis, strategic planning, financial management, operational, public relations etc. Sound training on the assessment tool is required prior to undertaking the assessment to create same understanding and expectations and execution Adaptation of the tool must be undertaken to tailor make it to the local environment without compromising on what must be achieved- no one size fits it all. Need to prepare respondents on value of the exercise in order to build trust and to motivate them to cooperate and to give relevant and correct information
LESSONS LEARNED- contd Need to ensure staff teameness and commitment through continuous motivation, and effective communication as the exercise is tedious and involving. Assessment require a timed, robust operational plan that must be closely monitored for possible adaptation especially during initial implementation phases. Need for a clear information, education and communication and change management plan to manage stakeholder expectations and needs and to share information timely to avoid disruption and failure Need for proper logistics management (accommodation and meal allowances, transport etc) and timely resolution of queries to avoid staff disgruntlement
LESSONS LEARNED- contd There is need for good lobbying especially of the leadership and stakeholders to procure buy-in, commitment and facilitation in decision making. Need for local leadership engagement for easier access to communities. Need to plan for business continuity in case of any risks materializing transport breakdown, officers on sick leave etc. Need to take care of cultural sensitivities and to accommodate unity in diversity as well as provide for special services in relation to language barriers among others and the need for interpretation especially when dealing with minority groups There is need for continuous linkages and collaboration with CRVS Desk Office at UNECA for technical support and to share experiences to better guide other countries in the region an to update on the status of countries.
CONCLUSION AFRICA REINASSENCE ASSURED
