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Case Study: Recertification

This tutorial explains how to manage the beneficiary recertification process, which allows periodic verification of their eligibility.

What is recertification?​

Recertification is a periodic reassessment of beneficiaries to verify that they still meet the program eligibility criteria.

Objectives​

  • Verify the current situation of the household
  • Update information
  • Identify households for graduation
  • Detect changes in circumstances

Frequency​

Recertification is generally carried out:

  • Every 2 years
  • Or according to the program schedule

Scenario: Launch a recertification campaign​

Context​

The "Family" program must recertify 500 beneficiaries in the Thies region.

Step 1: Identify beneficiaries for recertification​

Access the list​

  1. Go to Cash Transfers > Beneficiaries
  2. Apply filters:
    • Program = Family
    • Region = Thies
    • Status = Active

Filter by enrollment date​

Beneficiaries enrolled more than 2 years ago:

  1. Filter by Enrollment date < 01/01/2022
  2. The list displays beneficiaries for recertification

Export the list​

  1. Click Export > Excel
  2. The list serves as a basis for the field campaign

Step 2: Prepare field surveys​

Required documents​

For each household:

  • Recertification survey form
  • Current household information
  • Payment history

Assign surveyors​

  1. Distribute households by area
  2. Assign one surveyor per area
  3. Distribute tablets/forms

KoBo form​

If using KoBoToolbox:

  1. Create a recertification form
  2. Configure synchronization
  3. Deploy to tablets

Step 3: Data collection​

In the field​

The surveyor visits the household and collects:

InformationDescription
CompositionHas the household changed?
HousingImprovement or deterioration?
IncomeChange in resources?
AssetsNew assets acquired?

Document verification​

  • Head of household's identity document
  • Residence certificates
  • Other supporting documents

Step 4: Import results​

From KoBo​

  1. Go to Data > KoBoToolbox
  2. Synchronize submissions
  3. Data is imported into PCH-SIG

From file​

  1. Go to Social Registry > Recertifications
  2. Click Import
  3. Select the CSV file
  4. Verify and validate

Step 5: Analyze results​

Access recertifications​

  1. Go to Lifecycle > Recertifications
  2. The list of recertifications is displayed

Recertification statuses​

StatusDescriptionAction
EligibleStill eligibleMaintain in program
ImprovedSituation improvedGraduation candidate
Not eligibleNo longer meets criteriaExit from program
To verifyInconsistencies detectedAdditional survey

Examine a case​

  1. Click on a recertification
  2. Compare information:
    • Before (last recertification)
    • After (new survey)
  3. PMT score is recalculated

Step 6: Make decisions​

Case 1: Maintain in program​

The household remains eligible:

  1. Click Validate recertification
  2. Information is updated
  3. The beneficiary continues to receive transfers

Case 2: Graduation​

The household has exceeded the poverty threshold:

  1. Click Propose for graduation
  2. The household is marked for program exit
  3. See Graduation Tutorial

Case 3: Exit​

The household no longer meets criteria (relocation, death, etc.):

  1. Click Exclude
  2. Enter the reason
  3. The beneficiary is deactivated

Step 7: Recertification report​

Generate the report​

  1. Go to Reports > Recertification report
  2. Select the campaign
  3. Export

Report content​

SectionDescription
SummaryNumber of recertified households
By resultEligible, Graduated, Excluded
By areaGeographic distribution
RecommendationsMeasures to take

Best practices​

Planning​

  • Plan the campaign in advance
  • Inform beneficiaries
  • Train surveyors

Data quality​

  • Check for inconsistencies
  • Compare with existing data
  • Document changes

Follow-up​

  • Handle problematic cases quickly
  • Communicate decisions to beneficiaries
  • Update the registry

Next steps​