1. Setting up a Registry of Beneficiaries (RoB)

Transcription

1 Business Processes or how to : 1. Setting up a Registry of Beneficiaries (RoB) Washington, D.C. December 6, 2012 Rogelio Gómez Hermosillo M WB Consultant

2 Contents Basic features of a RoB Processes in RoB: Targeting - Selection, Enrolment, Update The best practice in RoB: URB

3 Two Main Tasks in SSN Programs with continuous operations Selecting the Beneficiaries Delivering the Benefits SSN Intervention

4 Uses of a Registry of Beneficiaries for To target the benefits to the designed population To guarantee proper identification (ID) of each HH and member To keep record of the location of the beneficiaries (full address) To keep useful data of every HH member (age, gender, school grade, other relevant data) To support the verification of compliance with conditions To keep record of benefits delivered to each beneficiary To update status or socioeconomic conditions and recertify Accountability, transparency and audit Monitoring outputs and outcomes Evaluation SSN interventions

5 Description: RoB and MIS The RoB is a database with records of the beneficiaries by unit : household (HH), family, person. Especially NAME of representative, ID number and location for ID purposes. RoB is managed through an IT system (MIS) that manages also: socioeconomic information of every unit (household), records of benefits delivered (e. g. cash transfers) to support and record all program transactions and develop reports Registry of Beneficiaries MIS Socioeconomic data of HH Benefit x Benefit 3 Benefit 2 Benefit 1

6 Basic Features of the RoB Accuracy and reliability: In the ID of the intended beneficiary In the characteristics that define the benefits to be rendered to each beneficiary (if different, e. g. With or without children, with or without elderly, urban / rural) In the location of the beneficiary (in most countries people in SSN live in isolated areas) Date of entry (especially for Programs with time span) Update procedures (new members, members that leave the HH)

7 Creation of the Registry of Beneficiaries Targeting Design Who? How? How many? Where? Data Collection & Processing Enrolment Reach potential beneficiaries Select those eligible ID and location Trigger program benefits and processes

8 Business Processes for RoB creation and management 1. Targeting 2. Enrolment RoB Selection of Beneficiaries Inform, orient and organize the actions to launch the Program 3. Update Permanent record of data changes

9 Targeting Design Who should be eligible? Target Methodology How to select? How many beneficiaries? Where to find them? How to reach them? Plan

10 Program Goal define Target population Most SSN interventions target Households (HH) living in poverty Many of them, add other conditions, e. g. HH) living in poverty with children (within an age group) to be eligible These definitions are part of the design and depend on the Program Goal E. g. Oportunidades in Mexico targets HH living below a Poverty Line Juntos in Peru targets HH living in poverty that have children under 12 and live in selected districts The CB CCT Pilot Programme in Tanzania targets HH living in poverty that have orphans, widows or persons with severe vulnerability like HIV, disabilities, etc. and have children under 14 or elderly over 60 in 3 pilot districts Most Public Works Programs target jobless adults

11 Targeting Methodology Establishes how to select eligible HH and orients how to reach them Many programs in MIC and LIC use a statistical formula, a Proxy Means Test (PMT) to select beneficiaries. PMT requires data collection from HH PMT requires socioeconomic variables, preferably observable and objective, like: number of members in HH, age of HH head, ocupation of HH head, number of rooms in the house, floor, walls and ceiling conditions in the house, access to water and sewage in the house, assets in the house: land, cattle, even refrigerator, TV or laundry machine Therefore a survey or questionnaire applied at HH is the better approach and methodology

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13 Data collection Programs may use active reach or on-demand request to collect information for targeting E. g. Red de Oportunidades in Panama (and many LAC programs) use a census sweep by district to apply a survey to be scored through a PMT PATH in Jamaica attends requests from potential beneficiaries in the Parish (local) offices and then applies a questionnaire at the HH to score with PMT Oportunidades in Mexico uses census sweep only in small localities and combines special modules to attend demand with sweep in some zones for cities and larger localities Bolsa Familia in Brazil attends requests from potential beneficiares in Municipality offices (local government) and accepts self declaration of income as criteria for inclusion in the Program The Community Based CCT in Tanzania requests a list of potential eligible from the Village Committee and then applies a questionnaire to the HH in the list to define the actual beneficiaries through a PMT

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15 Targeting Plan A long term roll out plan is key to create targeting plans. A targeting plan is useful for every coverage growth cycle, starting from the 1 st round of coverage The Plan establishes the number of beneficiaries to be included as an objective, sets the geographical coverage to reach this objective and informs the ways and the procedures to search / select the beneficiaries Most Programs plan annual coverage growth based on available resources (budget) Programs that have a gradual increase of coverage start with geographical zones (districts, municipalities, villages) with the highest rates of poverty and other socioeconomic variables like low school attendance, chronic malnutrition prevalence. (Sometimes this is called geographical targeting )

16 Distribución geográfica de corregimientos integrados ( )

17 Data Collection & Processing Data collection and data processing are field work activities that require detailed planning and logistics Deployment for data collection involves transportation, productivity estimates, training to set a detailed calendar Data entry involves data centers, staff and functional web based systems Supervision of field work and of data entry is critical to reduce errors and incomplete questionnaires Lost information generates exclusion errors and/or cost increase In this stage (targeting), accuracy should be focused on the PMT /eligibility data E.g. Oportunidades in Mexico improved timing and decreased costs and information loss through the decentralized access to data entry in the system (next slide)

18 Acciones Operativas Acciones Operativas New operational model in Oportunidades Centralized process in the first years Start enrollment Aligned and decentralized process Efficiency in resource use Decrease operational timelines and errors Scoring methodology Enrollment Data processing in central office Data processing and scoring - SINCAR Survey Data Collection Survey Data collection Mar Abr May Jun Jul Ago Sep Oct Lu Ma Mi Ju Vi Sa Do Lu tfinal - tstart = 6 to 8 months 4 to 8 days 18

19 Enrolment At the end of the Targeting process the product is the List of Eligible HH. Enrolment creates the Registry of Beneficiaries and triggers the benefits and actions of the Program Two goals /products must be achieved through the enrolment process: Accurate ID (name) of every beneficiary HH and its members, location and necessary data (age, gender, sometimes grade and school) Practical link to Program actions and benefits (e.g. ATM card or other payment tool; health facility to attend) In this stage, accuracy and documentation is crucial to prevent duplications and to develop Program operations. e.g. deliver benefits to infants 0-2 years; students years; fertile age women and mothers, elderly over 65 years, etc.

20 Procedures: Enrolment events Selected beneficiaries are invited Program information and next steps orientation should be presented

21 Enrolment Procedures: Forms Simple, clear, adequate forms are required to verify and correct data Forms should be aligned and designed for data entry (MIS)

22 Enrolment has 3 objectives Verify and correct personal data (ID, age) Enrolment Orientation to the Program and acceptance Trigger activities

23 Update Update is relevant because HH change in time and some changes are key for the Programs (e. g. newborns in programs with nutrition interventions) Update process is permanent and most be attached to program regular operations Update requires a form and also incentives to get the information

24 Purpose and Product of each process Targeting Selects beneficiaries List of Eligible Enrolment Update Orients beneficiaries and triggers the Program Keeps the record of beneficiaries data Registry of Beneficiaires Updated Registry of Beneficiaries

25 Best Practice: a Unique RoB Unique Beneficiary System (SISBEN) Health Subsidy (Non contributory Health Insurance) Familias en Acción (CCT) Housing Subsidies

26 Final recommendations about RoB The creation of the Registry of beneficiaries should be attached to actual benefits A Registry of Beneficiaries should be an asset for a country: Unique, reliable and updated Some countries separate the agencies in charge of Registry from those in charge of benefits (SSN Programs): Chile, Colombia, Ecuador, Dominican Republic. Some countries create the National, almost Unique Registry of Beneficiaries to be used for other SSN interventions: Brazil In which case, the coordination of both requires careful planning and adjustment from practice (specially for updates)

27 Thank you! Rogelio Gomez Hermosillo M gomezh.rogelio@gmail.com