Integrating Households into the USR

This guide explains how a collected household enters the Unified Social Registry, then how it is evaluated for the programs of its project.

A single circuit

1. COLLECTION               2. PRE-COLLECTION               3. REGISTRY
Kobo, Survey Solutions  ──► Imported ► Validated ──► match ──► In the registry
or file, with the           (review by the           check     + USR identifier
project's account           supervisor)                        + score and eligibility

There is no separate integration screen. Import creates the household with Imported status in pre-collection (Data Collection > Households tab), where it is validated and then enters the registry.

Step 1: Import

Data Collection > Import: choose the project first. The forms offered are those of its Kobo or Survey Solutions account. Then choose the source, the questionnaire and the field mapping. Each imported household is attached to the project and to the institution that collected it.

Source	Description
KoboToolbox	Forms of the project's Kobo account
Survey Solutions	Questionnaires of the project's Survey Solutions account
File	Excel or CSV file

See Configuring a project's synchronisation.

Step 2: Validation

On the pre-collection screen, the supervisor checks the data, then validates or rejects. See Pre-collection workflow.

Collection status	Meaning
Imported	Arrived through import, pending
In validation	Being checked
Validated	Ready to enter the registry
Rejected	Set aside, with a reason
Integrated	Entered the registry

Step 3: Integration

On a Validated household, click Integrate, or tick several households and click Integrate selection. The system:

1. checks matches against households already in the registry;
2. assigns the USR identifier, twelve digits with a check digit (see the introduction);
3. records the institution that collected the household;
4. brings the household into the registry with Validated status: validation happened upstream;
5. computes its PMT score and evaluates its eligibility for each program of its project (step 4).

The household leaves pre-collection and appears in Social Registry > Households, marked "In the registry". A household already in the registry keeps its identifier.

Step 4: Score and eligibility

Integration carries on without intervention:

Level	Method	Result
Project	Project's PMT method	Household score in the project, with its rank and percentile
Program	According to the program's eligibility mode	Eligible or not for each program of the project, with the score used

There is no national method: a project without a PMT method produces no score. A program can have its own method, used for its evaluation only. See the PMT score methodology.

The program chooses, in its form, what makes a household eligible:

Mode	Eligible if
PMT score only	The score is below the program's maximum PMT score; failing that, below the eligibility threshold of the PMT method
Eligibility rules only	The program's rule set is satisfied; without a rule set, its simple criteria: poverty categories, area, regions, head-of-household criteria and vulnerability criteria
PMT score and eligibility rules (default)	Both at once

For vulnerability criteria, one criterion is enough: children aged 0 to 5, pregnant women, women aged 15 to 64, female head of household, people with disabilities, elderly people.

A project without a PMT method or a program without rules does not block integration: the household enters the registry and the gap is reported.

See the result and enrol

The result is shown in the program record, Eligibility tab. See Programs. Two actions are available there:

• Re-evaluate programme replays the score and rules on every registry household concerned by the project. Run it after a change of rules or PMT method, or for households integrated before integration evaluated them.
• Enroll selected or Enroll all creates a beneficiary for each eligible household that does not have one yet. What follows, transfers and payments, happens in Cash Transfers.

Mobile money account required

An eligible household without a mobile money account cannot be enrolled: transfers are only paid to a mobile money account, and the head's phone does not replace it. The account comes from the collection questionnaire or from a TELECEL request made in Social Registry > Documents & Accounts, TELECEL tab. Once the request is delivered, the number is recorded on the head and the household can be enrolled.

Zero threshold

A maximum PMT score of 0 on a program is not a threshold: it is ignored. Enter a real threshold or a rule set.

Matches

Criterion	Effect
Identical identity document, head or member	Blocking: integration is refused, nothing changes
Identical head phone	Blocking
Member phone, Mobile Money account	To review, does not block
Within 100 m	To review, does not block
Close head name	To review, does not block

An identity document and a head's phone designate a person. The other criteria do not: a phone or a payment account circulate within an extended family, and two households less than a hundred metres apart are the norm. They are reported to the operator, who decides in Duplicate Management.

A blocking match is a result, not a failure: the collection stays Validated and the reason is shown. In a bulk integration, that household is refused without stopping the batch; the summary counts integrated, skipped and errors.

Archived projects

An archived project, such as PRSSB, is read-only: its households are no longer integrated and its scores are not re-evaluated. They can be taken over into a new project.

Good practice

Recommendations

1. Choose the project before the source: the forms are those of its account.
2. Validate before integrating: integration does not revisit validation.
3. Read refusal reasons: a blocking match designates a person already in the registry.
4. Never reassign an identifier: distributed references depend on it.

Permissions

Action	Permission
View pre-collection	Any signed-in user, within their scope
Import a collection	Agent or administrator
Validate and integrate	Validate households
Reject	Reject households
Re-evaluate a program	Evaluate eligibility
Enrol	Enrol beneficiaries