Automating military registration for local authorities: from card files to reports in minutes
Records of conscripts, persons liable for military service and reservists in a single program. Card management, lists under Procedure No. 1487 and fast data reconciliation. Your data stays on your community's server.
We will show the program online and get back to you within one business day.
| Full name | Born | Tax number | Institution | Card |
|---|---|---|---|---|
| Koval Andrii Petrovych | 1986 | 3•••••512 | Lyceum No. 3 | complete |
| Shevchuk Dmytro Olehovych | 1991 | 3•••••087 | Vodokanal utility | incomplete |
| Melnyk Iryna Vasylivna | 1989 | 3•••••341 | Outpatient clinic | complete |
| Bondar Serhii Mykolaiovych | 1979 | 2•••••968 | Lyceum No. 3 | possible duplicate |
| Tkachenko Viktor Ivanovych | 1983 | 3•••••225 | — | complete |
The main difficulties in a registration inspector's daily work
3 problems that military registration specialists in local authorities face every day:
Chaos of files and Excel lists
Community institutions send lists in different formats. Reconciling them with the general records by hand takes days of exhausting work, where an error or discrepancy is easy to miss.
Constant changes in legislation
Forms, requirements and Procedure No. 1487 are updated regularly. You have to track changes manually all the time so as not to issue documents on outdated forms.
Scattered documents and stress before an inspection
Cards, journals, notifications and receipts are kept in different folders or files. Preparing for reconciliation with the territorial recruitment centre turns into a last-minute paper chase every time.
Who does what: what “Diia” covers and what remains with the local authority
Diia's electronic services are built for enterprises and citizens, but they do not keep a community's internal personal primary records. A community's daily work needs a dedicated program.
Diia portal
- Obtaining information: requesting data on employed persons liable for military service from the Oberih register.
- Employee reservation: submitting lists of employees of critically important enterprises for reservation.
- Electronic reconciliation: online reconciliation of employees' personal registration data before submission to the territorial recruitment centre.
- Military registration document: a citizen generates an electronic document on the Diia portal (and in the Ministry of Defence's Reserve+ app).
“Primary Military Registration” program
- Personal primary records: keeping the cards and record sheets of community residents in line with Procedure No. 1487.
- Lists under Annex 5: importing lists from the community's institutions and enterprises and reconciling them with the cards.
- Documents under Procedure No. 1487: cards, notifications and lists — without manual re-entry.
- Data completeness control: automatic checks for gaps in cards, duplicate detection and preparation for scheduled reconciliations.
How it works
Institutions keep working the way they are used to — the program takes care of reconciliation.
Institutions send their lists
In the Annex 5 format — in Excel, just like now.
The program finds the people
By tax number, demographic register record, full name and date of birth.
It shows the discrepancies
Who is missing from the records, whose data differs, who is listed twice.
You generate the documents
Under Procedure No. 1487 — without manual re-entry.
| Row in the file | Matched by | Result | What to do |
|---|---|---|---|
| Koval Andrii Petrovych, 12.03.1986 | by tax number | matches | — |
| Bondar Serhii Mykolaiovych, 1979 | by full name | different date of birth | Check the document |
| Lytvyn Oleksandr Romanovych, 1995 | — | not in records | Create a card |
| Bondar Serhii Mykolaiovych, 1979 | by full name | repeated in the file | Notify the institution |
Program capabilities
A community's personal primary records in a single program.
Primary registration card
A full profile — personal and military data, family details, place of work or study.
Automatic error control
Card completeness check, tax number validation and duplicate detection — before reconciliation with the territorial recruitment centre.
Register of community enterprises and institutions
Enterprises and institutions that submit lists; printing of notifications under Annex 8.
Working with Annex 5
Import, export and reconciliation of lists following the structure of Annex 5 to Procedure No. 1487.
Documents under Procedure No. 1487
Generation of cards, notifications and lists.
Reference lists, search and reports
47 military ranks, 1,168 military occupational specialties and 874 positions; search by part of a surname or number, filters, printing and export to Excel.
Your data stays in your community
The program is installed on your employees' computers, and the database on the community's server.
- The program runs on employees' workstations and the database on the community's server, not in someone else's cloud.
- We do not keep your data on our side. List migration and support are done remotely, on your computers and with your permission.
- Updates of existing forms to match changes in Procedure No. 1487 are part of technical support; new documents are arranged separately.
Implementation — up to 7 business days
This is how implementation goes in the turnkey package. Other lists are arranged separately.
Pricing
So that the community can plan the expense in its budget. We will prepare a commercial offer and the procurement documents.
1 workstation
- Licence for 1 workstation
- Remote installation
- 1 hour of training
- List migration from Excel — by arrangement
- Technical support — separately, UAH 5,985 per year
2 workstations, turnkey
- 2 licences
- Remote installation
- Migration of one list from Excel
- 2 hours of training
- 6 months of technical support, then UAH 5,985 per year
For cities and large communities
- More workstations
- Migration of the lists of community institutions
- Seminar for the responsible staff
Technical support — UAH 5,985 per year per community, regardless of the number of workstations: updates of existing forms to match changes in Procedure No. 1487, consultations by phone and remotely; new documents are arranged separately. An additional workstation is UAH 14,252.
VAT is not charged.
Questions and answers
How is this different from “Diia”?
The Diia service helps employers reconcile with the Oberih register. The personal primary records of community residents — cards, notifications, reconciliation of cards with the lists of enterprises and institutions — are kept by the local authority. That is what the program is for.
Does the program reflect the latest changes to Procedure No. 1487?
Updates of existing forms to match changes in Procedure No. 1487 are included in technical support; new documents are arranged separately.
Where is the data stored?
On your community's server. We do not keep your data on our side. List migration and support are done remotely, on your computers and with your permission.
How many workstations do we need?
As many as you have registration staff. Each workstation is UAH 14,252; technical support is UAH 5,985 per year per community, regardless of the number of workstations.
Can we try it before buying?
Yes: a 30-day test drive on your own data, free of charge.
How do we purchase it?
Depending on the amount and your community's procurement rules — by direct contract or through Prozorro. We will prepare a commercial offer and the documents.
Can community institutions work in the program themselves?
For now institutions send lists in Excel, and the program imports and reconciles them. There is no separate access for institutions yet.
We already keep everything in Excel. What do we do with it?
We will migrate one list during implementation — this is included in the turnkey package and in the test drive. Others are arranged separately.
Is an internet connection required?
Not for working within the community's network. It is needed for updates and remote support.
Is the program suitable for enterprises?
The program is built for local authorities. A version for enterprises is discussed separately — tell us what you need in the form.
Try the program free for 30 days
We will set up a test drive and migrate one of your lists from Excel.