Birth, Death and Adoption Registration System

User Manual – Administration Portal

Republic of Uganda
Ministry of ICT & National Guidance
National Identification & Registration Authority

SYSTEM USER MANUAL

AN ONLINE PORTAL FOR TRACKING AND ANALYSIS OF BIRTHS,
DEATHS AND ADOPTION RECORD ATTRIBUTES

REF: BDAR_Functional_Specification - 06.12.2022 v2.docx

Submitted by

6th Floor Rumee Towers (Northern Wing), 19 – 24 Lumumba Avenue

P.O. Box 3856 Kampala, Tel: +256 200 908055, 0772 377 777 Email: [email protected]
Birth, Death and Adoption Registration System
User Manual – Administration Portal

Table of contents
Preparation...................................................................................................................................................3

Revision History...........................................................................................................................................4

BIRTHS, DEATHS AND ADOPTIONS REGISTRATION............................................................................5

1. INTRODUCTION.................................................................................................................................5

1.1. Purpose of The Document......................................................................................................5

1.2. Help...............................................................................................................................................5

1.3. About The System....................................................................................................................5

2. ACCESSING THE SYSTEM.............................................................................................................5

2.1. Login Page..................................................................................................................................6

3. METRICS SERVICE...........................................................................................................................8

3.1. About Metrics Service.............................................................................................................8

3.2. Accessing Metrics On The System......................................................................................8

4. AUDITS...............................................................................................................................................15

4.1. About Audits Service.............................................................................................................15

4.2. Accessing Audits Module.....................................................................................................15

5. NOTIFICATIONS SERVICE............................................................................................................23

5.1. About Notifications Service.................................................................................................24

5.2. Accessing Notifications On The System..........................................................................24

6. USER MANAGEMENT....................................................................................................................27

7. INQUIRIES.........................................................................................................................................30
Birth, Death and Adoption Registration System
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Preparation
Preparation Name Title Date

Draft Marvin Katende Quality Analyst April 2023

Review Kennedy Nayebare Project Manager April 2023

Birth, Death and Adoption Registration System
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Revision History
Revision Name Comment Date

Version 1.0 Marvin Katende Document creation April, 2023

Version 1.1 Marvin Katende Amendments to the April, 2023

screenshot illustrations
Review Kennedy Nayebare Review April, 2023

Version 1.2 Marvin Katende Amendment of Section 2: April, 2023

Update on the applications
and certificate layout
Review Kennedy Nayebare Review April, 2023
Birth, Death and Adoption Registration System
User Manual – Administration Portal

BIRTHS, DEATHS AND ADOPTIONS REGISTRATION

1. INTRODUCTION

1.1. Purpose of The Document

This user manual provides you with steps and instructions on how to use the BDAR admin
portal to perform a high-level analysis of the integrated system’s activity.

1.2. Help
For any inquiries regarding the use of the system contact [email protected] or call +256 200 908055

1.3. About The System

This web portal will enable the administrator to track audit trails of all document records in the
system, analyze general notification activity as well as numeric statistical data for births, deaths
and adoptions.

2. ACCESSING THE SYSTEM

The system will be a private system hosted by the National Identity and Registration Authority
accessed through the internet using the listed pre-requisites below:

Web browser.

 Google Chrome

 Mozilla Firefox

 Microsoft Internet Explorer

 Safari

 Opera

Correct user credentials.

Computing device.
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2.1. Login Page

This page is accessed by navigating to www.bdar.cml.ug and these two ways will
both lead to the same landing page shown below.

Figure 1 BDAR Login Page

Upon entering the correct user credentials, the system will prompt you to enter a
one-time password that is auto generated thereof.

In the event that you enter wrong details, the system will prompt an alert to indicate
that either wrong email or wrong password have been entered.

Forgetting Your Password

This allows you to reset your password in the event you lose the original one. This is done by
clicking on Forgot Password link on the login page.

Once you click Forget Password, a pop is generated onto which you will enter the old password
and the new password respectively. An OTP is then generated and sent to your email. This
OTP is also entered at this page and then password will be successfully reset.
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Figure 2 One time Password Authentication

In the event that the user does not see this one time password on their email, they
should try either refreshing or checking the spam folder as some emails coming from
unusual sources end up there.
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3. METRICS SERVICE
This will be done under the metrics module located on the left section of the page upon first time
login.

3.1. About Metrics Service

The Metric service is extracted from the OpenCRVS platform and adapted to store data needed
for metrics. In detail, this module will be essential for the following features:

 Tracking statistics on Births, Deaths and Adsorption Orders.

 Tracking changes to application logs.
 Provide insights on infrastructure performance & usage.
 Setting up alerts for application errors and for infrastructure health issues.
 Track SMS/ Email notifications (Sent/Failed).

3.2. Accessing Metrics On The System

Start by clicking the “Metrics” button. This displays a dashboard style layout of the system’s
activity. This dashboard is composed of about four sections, a date range picker at the top
most, three cards that portray quick statistics on births, deaths and adoptions, a graphical
representation of the total applications for all three cores. Finally, a bottom section for tracking
SMS/Email notifications.
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3.2.1. Date Range Picker

This feature is used to select a period range for statistics which the user desires to see and
this implies that with every custom date selection, there’s a change in numerical statistics.
This feature is highlighted in the illustration shown below.

Figure 3 Date range picker

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3.2.2. Births, Deaths and Adoptions Numerical Statistics

The numbers are embedded in three cards and these are entirely based on the date
selection made.

Figure 4 Card statistics

It is important to note that these numbers for all three categories are based on the date range
selection made.

In addition, these cards are not clickable.

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3.2.3. Graphical Layout of Statistics

Total applications made in various periods are hereby represented graphically with different
color codes for Births, Dates and Adoptions. Green for births, red for deaths and amber for
adoptions. This is also highlighted below.

Figure 5 Graphical layout

The user can also hover the cursor over the graphs and see a specific number for of any of the
three categories that is to say Births, Deaths and Adoptions.

At the top right of the graph is a year selection and this can also help to generate graphs
showing numerical statistics for specific years.

On the graphical layout above, the green colour represents births, the red represents deaths and
amber represents adoptions.

3.2.4. SMS/ Email notifications (Sent/Failed).

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This feature allows the user to utilize pie charts to track SMS and
email activity in regards to total numbers sent, pending, unavailable and failed ones. These
are also engraved in color codes.

Figure 6 SMS/Email Tracking

The red color part of the chart represents the failed notifications.

The blue color represents the successfully sent notifications.

Note: Each of the charts is also able to show the date range for which data the user is looking at
that is to say a periodic categorizations.

CPU usage just helps the user to monitor the system performance in real time and take action if
need be.
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Generally, on this page, you are able to view and analyze the increments and decrements of
births, deaths and adoptions over specific periods. The graphical representation also allows you
to hover over the discrete areas on the graph to retrieve specific numerical values.

Figure 7 Metrics Module

At the bottom section are pie charts used in the analysis of notification activity that is to say how
many notifications are sent, pending or failed to get to the destination and this is true for both
email and SMS notifications.
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4. AUDITS
This system module allows you to track audit trails or logs for each document record in the
system as well as retrieve application and certificate details.

4.1. About Audits Service

The Audit Service is also extracted from the OpenCRVS platform and is adapted to track
changes on database entities which are performed by specific users.

This module involves the following features below.

 Track record/entry history.

 Track User management history
 Track settings history.
 Flag anomalies.
 Generate reports.

4.2. Accessing Audits Module

The Audits button is accessed on the left section of the page. It displays a list of document
records in a grid style format. Audit trails for birth, death and adoption records are tracked here.
The page also has a search and view function embedded at the top of the grid and the user will
be able to specifically select Births, Deaths and Adoptions. Under these, you’re also able to
select and view either only certificates or applications from the dropdown list.
Under this module, you will be able to track the document type, actions performed on the record
as well as dates of modification. This is done by clicking on the add icon embedded at the
beginning of each document record.

4.2.1. Selecting Births, Deaths and Adoptions Audits

On the audits display, you are able to select specifics in the sense of audits for births,
deaths or adoptions. Under each of these, you are even able to further specify whether
you’re looking for their certificates or applications.
Note that the blue highlight on the selection indicates the current selection, this is all
illustrated below.
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Figure 8 Audits module layout

4.2.2. Selecting Births, Deaths and Adoptions Audits

In order to specify applications or certificates, navigate to the dropdown next to the view button
and make the selection from the dropdown list. This process applies for each of the three
categories.

The result of this is that the tabular grid will only be displaying records whose document type is
entirely consistent with the selection made from the dropdown list. Furthermore, you would only
be able to search and view only by an application if “Birth application” is selected from the
dropdown and if a certificate is searched for here when applications are selected, no result is
returned.
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Illustrations for this are shown below using a case of adoptions

Figure 9 Selecting adoption application from dropdown

4.2.3. Document Tracking

In audits, the user is even able to analyze document version history, edits done to the document
as well as what dates the editions were done.

It also shows the status of the editions that were done to the system in regard to whether or not
they were successful or failed.

The document versions are also tracked here and these are dependent on how many times the
document has gone through edits.
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Figure 10 Document tracks

4.2.4. Viewing Record Documents

Upon searching for a specific record with a specified document type, you can click the “View”
button shown below to generate the pop up of that particular document.

Figure 11 View button

Upon clicking view, the actual documents are generated as illustrated below.
The fields incorporated within the birth application form are as written below:
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 Birth record
 Child record
 Parent record
 Operator comment
 Supporting documents
 Notifier record

All these have extra details to be filled within them and upon filling each one of them, the status
of the document becomes tagged as “Complete”. This is all illustrated below.

Figure 12 Birth Application Details

Similarly, the fields incorporated within the birth certificate form are as written below:
 Birth record
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 Child record
 Request
 Address code
 Parent record
 Notifier record
All these also have extra details to be filled within them and upon filling each one of them, the
status of the document becomes tagged as “Complete”. This is all illustrated below.

Figure 13 Birth Certificate details

.
The fields incorporated within a death application form are as written below:
 Death record
 Deceased record
 Relative record
 Operator comment
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 Supporting documents
 Notifier record
All these have extra details to be filled within them and upon filling each one of them, the status
of the document becomes tagged as “Complete”. This is all illustrated below.

Note: The death certificate has similar fields as those found within the birth certificate only with
varying nomenclature thereby not being illustrated as the previous document was. It is also
important to note that the death and adoption applications and certificates respectively are also
inadvently accessed through the same process steps taken to access those of the birth.

Figure 14 Death Application Details

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The fields incorporated within the adoption application form are as written below:
 Adoption record
 Child record
 Parent record
 Operator comment
 Supporting documents
 Notifier record
All these have extra details to be filled within them and upon filling each one of them, the status
of the document becomes tagged as “Complete”. This is all illustrated below.

Note: The adoption application involves a few extra details such as approval dates due to the
approval processes of guardianship involved.

Figure 15 Adoption Application Details

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5. NOTIFICATIONS SERVICE
This module is sub-divided into two sub-modules: General notifications and Event notifications.
It will enable you to have an in-depth interaction with notification activity going on in the whole
integrated system.

5.1. About Notifications Service

This service will be responsible for sending email and SMS notifications from the BDAR system
to specified recipients.

The Notification Service is extracted from the OpenCRVS platform and adapted to communicate
with SMS providers in Uganda through the NITA-U National SMS Gateway and through emails
as well.

This OpenCRVS module will have interfaces with:

 NITA-U (notification gateways).

 NIRA (Mail server) if applicable.

5.2. Accessing Notifications On The System

The notifications button is located at the left section of the page, right below audits. At the top
right is a search bar that allows you to filter out specific notification records required.

The page layout is in such a way to display the contact, send time and a brief description of the
message body.

The SMS and Email tabs are also embedded with a count feature that allows the user to look at
the number of SMS or Email notifications on the go.

At the extreme right is a field name “Status” and is used to determine whether the specific
message body was successfully sent or failed.
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At the end of each record is a link “details”, used to generate a pop up that gives more
advanced details about that notification record. The advanced details are generated on a pop up
upon clicking on this link.

Figure 16 General Notifications

Upon clicking on the “Details” link, a pop up is generated with more advanced information about
the record as described below.
Receiver – This shows the contact of the user receiving this specific message body. This will be
a phone number for SMS notifications and an email address for email notifications.
Body – This gives a whole detailed description of the message body being sent to the receiver
as opposed to that shown on the grid.
Status – This shows the success or failure of a notification. This will display “Sent” if the body
was successfully sent and “Failed” if it was unsuccessful.
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Time – This shows the time and date on which the message body was
generated and sent to the end receiver.
Below is an illustration of the above description.

Figure 17 Details for a Document Record

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6. USER MANAGEMENT
Under this setting, you will be able to manage users and their roles at an administrative level.
This includes, adding users, defining user roles and assigning these users passwords.

To add a new user, click on the “Add User” button found at the top right of the grid and populate
the pop up generated.

Figure 18 Creating a New User

The buttons three buttons on the picture below have the following functions:

 Deactivate User – This allows you to temporarily strip a user of being functional on the
system.
 Delete User – As an administrator, you are able to completely remove a user from the
system using this button.
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 Edit User – The button allows you to save any changes made to
the credentials of a user.

Figure 19 Performing Actions on a User

You are also able to change your own passwords and other security features under the user
management settings. An illustration of this is shown below.
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Figure 20 Profile

Figure 21 Profile Management

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7. INQUIRIES
For clarity on any of the features demonstrated in this manual or anything related to the same,
please contact [email protected] or call +256 200 908055