CURRENT SITUATION OF PASSPORT TAKING PROCESS IN NEPAL:
A CASE STUDY OF DISTRICT ADMINISTRATION OFFICE
TRIBHUVAN UNIVERSITY INSTITUTE OF SCIENCE AND TECHNOLOGY
EGOVERNANCE
CASE STUDY REPORT
On
PASSPORT TAKING PROCESS
Department of Computer Science and Technology
Patan Multiple Campus
Submitted By: Submitted To Department of CSIT
Sujan Shrestha (28125/078) Subject: E-Governance
Reshika Adhikari (28086/078) BSc.Csit 6th Semester
Bipula Rai (28033/078)
1
Table of Contents
ABSTRACT……………………………………………………..3
1. INTRODUCTION ……………………………………………4
1.1 INTRODUCTION……………………………………………4
1.2 Objective of the Study ………………………………………..5
1.3 Scope and limitations of the Study…………………………....5
1.4 Methodology of the Study…………………………………….6
1.4 Research Methodology ……………………………………….6
1.4.1 Research Methodology………………………………………6
1.4.2 Research Design and Methodolog…………………………...7
1.4.3 Nature and Sample…………………………………………...7
2.Review of the Application …………………………………….....8
2.1 Introduction to the application/case/policy/report……………..8
2.2 Features of application/case/policy/report……………………..8
2.3 Services provided by the application/case/policy/report………..9
2.4 Include the detail process to apply and take the service ……….9
3. Application Development………………………………………..10
4. Conclusion and Suggestions……………………………………..12
2
ABSTRACT
This case examines the current status of e-passport implementation and the
progress of e-governance in Nepal, focusing specifically on the District
Administration Office Kathmandu. The study investigates the challenges
encountered during the implementation of e-passports, such as infrastructure
requirements, data security concerns, and public awareness. It evaluates the
effectiveness of e-governance initiatives in streamlining administrative
processes, enhancing transparency, and improving citizen services within the
District Administration Office.
The research draws upon primary data collected through interviews with key
stakeholders, surveys among office staff and citizens, as well as secondary data
analysis of relevant government reports and policies, online journals and blogs.
The findings offer valuable insights into the successes, limitations, and potential
future prospects of e-passports and e-governance in Nepal, providing
recommendations for further enhancement and wider implementation across the
country's administrative landscape.
The District Administration Office is a general administration of government in
each district of Nepal. The government of Nepal appoints a Chief District Officer
in each district to function as a Chief Administration Officer which serves as the
executive at the district-level. In addition to this each district also has a District
Administration Office which oversees the general administration of each district.
E-passport, electronic passport or biometric passport is the international travel
document with identity details such as passport number, name, surname,
nationality, and date of birth, as well as an electronic microprocessor chip
containing data such as fingerprints, photos, and signatures. Biometric passports
are scanned through special devices.
3
Chapter 1: Introduction
1.1Introduction
The District Administration Office is a general administration of government in each
district of Nepal. Each of the 77 districts in Nepal has their own district coordination
committees in. District Administration means the management of the task of
government so far as it lies within an area legally recognized as a district. The District
Administration Office is a general administration of government in each district of
Nepal. The government of Nepal appoints a Chief District Officer in each district to
function as a Chief Administration Officer. The Local Administration Act, 2028 (1971)
was implemented to conduct local administration in accordance with the decentralized
administration system to effectively operate peace and order. Section 5 of the Local
Administration Act was constituted to be a district administration office in every district
to conduct general administration of the district. The DAO in each district of Nepal
works under Ministry of Home Affairs. The main function of the DAO is to maintain
peace, order and security in the district and provide assistance in development activities
run by the federal government, provincial government, District Coordination
Committee, urban municipality and rural municipality. For a long time, the District
Administration Office (DAO), commonly called the CDO office, worked directly under
the government and was quite important.
The Chief District Officer (C.D.O.) is an administrative rank under Ministry of Home
Affairs in Nepal who is appointed by the government as the senior-most executive
magistrate and chief in-charge of general administration of a district. The main
guideline to C.D.O. for his/her administration is the Local Administration Act, 1972.
The C.D.O. is responsible for proper inspection of all the departments in a district such
as health, education, security and all other government offices. Distributing the
Certificate of Nepalese Citizenship, processing and recommendation for passports,
maintaining peace and security, law and order, acting as a representative of government,
enjoying the authorities provided by more than 90 prevailing acts make a Chief District
Officer powerful. The C.D.O. is the most powerful position in Nepalese administrative
service. Likewise, Assistant Chief District Officers enjoys almost all the authorities as
delegated by C.D.O. and other laws.
The main functions of the district administration are maintaining law and order in the
district. They Provide relief work in case of emergencies like flood and famine,
maintenance of land records and revenue collection, Providing civic amenities and
monitoring the overall development process.
4
1.2 Objective of the Study
The general purpose of the study is to know the importance and implementation of E-
passport in Nepal. Some of the specific objectives of the study are as follows:
Assess the status of e-passport implementation within the District
Administration Office in Kathmandu, Nepal.
Evaluate the effectiveness of e-governance initiatives in improving
administrative processes and citizen services.
Identify the challenges and limitations faced during the
implementation of e-passports and e-governance.
Analyze the impact of e-passport implementation and e-governance
on transparency, accountability, and service delivery.
Examine the infrastructure requirements and limitations for
successful e-passport implementation.
Assess the data security and privacy measures in place for protecting
citizens' information.
Evaluate the level of public awareness and digital literacy regarding
e-passports and e-governance.
Contribute to the existing knowledge and understanding of e-passport
implementation and e-governance in Nepal, with a specific focus on
the District Administration Office, Kathmandu.
1.3 Scope and limitations of the Study
The implementation of e-passports and the adoption of e-governance in Nepal present
a range of challenges and issues that need to be addressed. Firstly, the successful
implementation of e-passports requires robust infrastructure, including reliable internet
connectivity and secure data storage systems. However, Nepal's infrastructure
limitations, especially in rural areas, pose a significant obstacle to the widespread
adoption of e-passports and hinder the efficient functioning of e-governance initiatives.
Some of the issues that the public are facing are:
Tokens are not available to fill the e-passport form online
independently. So, citizens must bear a lot of costs to fill up the form
in cyber.
Citizens have to wait a long time in a queue to get their work done in
government offices.
Most of the online e-passport forms filled up by citizens are rejected.
Overall, addressing these challenges is crucial for the effective implementation of e-
passports and the successful integration of e-governance practices within the District
Administration Office in Kaski and across Nepal. This case study aims to explore and
5
analyze these problems to provide recommendations and strategies for overcoming
these obstacles and advancing the e-governance agenda in the country.
1.4 Methodology of the Study
1.4.1Research Methodology
The research methodology for this case study involves a combination of qualitative and
quantitative approaches to gather data and analyze the current situation of e-passport
implementation and e-governance within the District Administration Office in
Kathmandu, Nepal.
The following research methodologies have been implemented:
Interview: Key stakeholders, including government officials,
administrators, and IT experts, are interviewed to gain insight
into their perspectives on e-passport implementation and e-
governance.
Surveys: Surveys are conducted among office staff and citizens
to assess their experiences, opinions, and levels of awareness
regarding e-passports and e-governance.
Literature Review: A thorough review of existing literature,
research papers, and case studies on e-passport implementation
and e-governance in Nepal and other countries are conducted.
1.4.2 Research Design and Methodology
The research design for this case study encompasses the plan and structure of the study,
outlining the steps and procedures that will be followed to gather and analyze data. The
research design provides a framework for achieving the objectives of the study and
ensuring the validity and reliability of the findings. In this case, the research design
incorporates the following elements:
Descriptive Research: The study aims to describe and assess the
current situation of e-passport implementation and e-governance
within the District administration Office, Kathmandu, Nepal.
Descriptive research involves observing and documenting the
phenomena under investigation without manipulating variables. It
helps provide an accurate representation of the existing conditions
and practices.
6
Data Collection: The research design includes the collection of
primary and secondary data. Primary data will be collected
through interviews with key stakeholders and surveys among
office staff and citizens. Secondary data will be gathered from
government reports, policies, and relevant literature. The use of
multiple data sources enhances the validity and reliability of the
findings.
1.4.3 Nature and Sample
This research mostly represents qualitative nature of data but later on it is quantified to
represent the facts. In this study, both primary and secondary sources of data are used.
a. Primary source
The primary data collection is conducted with the help of the following tools:
Questionnaire: Participants are supplied with the questionnaire to
collect their views and expressions on the subject matter. The
questionnaire included the perception, awareness, and factors
affecting the daily life of people and the governmental processes
and also including the effect of EG on government services.
Observation: The site observation has been done to understand
the actual working of the EG system, which is currently
implemented at NIDMC in DAO. The participation of the officers,
employees, and public in the actual implementation of the system
has been observed and the questionnaires have been filled.
b. Secondary source
The secondary data collection is conducted with the help of the following tools:
Reference Books: Various books and references related to EG
has been studied with an objective to collect the relevant data
and their respective source and origins.
Journals & Newspapers: Few research papers and journals
were studied to drag out relevant information.
Internet Source: Various internet sources such as Wikipedia,
and other blogs have been accessed to collect information
related to government policies, scope, and schemes.
Government and Non-Government Reports: Many
Government & Non-Government reports have been witnessed
to understand government policies for the implementation of
EG.
7
Descriptive research was conducted and the primary data was collected using a
questionnaire survey and was managed to obtain quantifiable data. Both the paper-
based survey and electronic survey were conducted for timely data collection and ease
of access.
Chapter 2: Review of the Application
2.1 Introduction to the Application
The Passport Application System in Nepal is a digital platform provided by the
Department of Passport (DoP), Ministry of Foreign Affairs (MoFA). This
application aims to streamline the process of passport issuance through a user-friendly
and efficient electronic system. It allows Nepali citizens to apply for new passports,
renew existing ones, or replace lost/damaged passports both domestically and from
abroad. The system significantly reduces the need for manual paperwork and long
queues by enabling online data collection, scheduling appointments, and integrating
biometric information.
2.2 Features of the Application
The key features of the Nepal Passport Application System include:
Online Form Submission: Applicants can fill in their personal, address, and
citizenship details online.
Appointment Booking: The system allows users to schedule appointments at
designated passport offices or district administration offices.
Biometric Data Collection: Fingerprints, photographs, and digital signatures
are captured during the in-person visit.
Tracking Facility: Users can track the status of their passport application.
SMS/Email Notifications: Automatic notifications are sent to keep applicants
informed about appointment schedules and delivery status.
Data Validation: Integrated validation of citizenship and national ID with
government databases.
Multi-language Support: The application supports both English and Nepali
interfaces.
2.3 Services Provided by the Application
The application offers the following services:
8
New Passport Issuance
Passport Renewal
Lost/Damaged Passport Replacement
E-passport Services (Biometric-enabled)
Passport Correction Services (Name, Date of Birth, etc.)
Status Tracking and Verification
Support for Nepalese citizens abroad via embassies
2.4 Process to Apply and Take the Passport Service (Nepal)
Below is a detailed step-by-step guide to apply for a passport in Nepal:
Step 1: Online Form Submission
Visit the official portal: https://nepalpassport.gov.np
Click on “Apply Online” for a new or renewed passport.
Fill out the required form fields:
o Personal Information
o Citizenship Information
o Address Details
o Contact Information
Submit the form and download the Pre-enrollment Slip.
Step 2: Book Appointment
Based on the chosen service location (District Administration Office, DoP
Kathmandu, or Embassy for abroad), schedule an appointment date and time.
Step 3: Visit Office for Biometric and Document Verification
Visit the office on the appointment date with:
o Printed Pre-enrollment Slip
o Original Citizenship Certificate
o Previous passport (if renewing)
9
o Passport-sized photo (optional if not captured digitally)
Provide biometric data: photograph, fingerprints, digital signature.
Step 4: Payment
Pay the applicable passport fee based on the type (Normal or Fast-track/Tatkal):
o Normal: NPR 5,000 – NPR 10,000
o Fast-track: Additional charges apply
Step 5: Processing and Delivery
Application is verified by officials and sent for processing.
Passport is printed and sent to the selected pick-up location.
SMS or email notification is sent when it’s ready.
Step 6: Passport Collection
Collect your passport from the designated location by showing ID and collection
slip.
Chapter 3: Application Development
Passport Application Data Collection System
Code:
<!DOCTYPE html>
<html lang="en">
<head>
<meta charset="UTF-8" />
<meta name="viewport" content="width=device-width, initial-scale=1.0" />
<title>Passport Application Form</title>
<style>
body { font-family: Arial, sans-serif; background: #f1f1f1; padding: 20px; }
.container { max-width: 600px; margin: auto; background: white; padding: 20px;
border-radius: 10px; box-shadow: 0 0 10px rgba(0,0,0,0.1); }
input, select, textarea { width: 100%; padding: 10px; margin-top: 8px; margin-
bottom: 20px; border: 1px solid #ccc; border-radius: 4px; }
button { background: #4CAF50; color: white; padding: 10px 20px; border: none;
border-radius: 4px; cursor: pointer; }
button:hover { background-color: #45a049; }
</style>
</head>
10
<body>
<div class="container">
<h2>Passport Application Form</h2>
<form action="/submit" method="POST">
<label for="fullname">Full Name</label>
<input type="text" id="fullname" name="fullname" required />
<label for="dob">Date of Birth</label>
<input type="date" id="dob" name="dob" required />
<label for="gender">Gender</label>
<select id="gender" name="gender" required>
<option value="Male">Male</option>
<option value="Female">Female</option>
<option value="Other">Other</option>
</select>
<label for="address">Address</label>
<textarea id="address" name="address" rows="4" required></textarea>
<label for="email">Email</label>
<input type="email" id="email" name="email" required />
<label for="phone">Phone Number</label>
<input type="tel" id="phone" name="phone" required />
<label for="passport_type">Passport Type</label>
<select id="passport_type" name="passport_type" required>
<option value="Normal">Normal</option>
<option value="Tatkal">Tatkal</option>
</select>
<label for="idproof">ID Proof Number (NID Number)</label>
<input type="text" id="idproof" name="idproof" required />
<button type="submit">Submit</button>
</form>
</div>
</body>
</html>
11
12
Diagrams
1. Flowchart – Passport Data Collection Process
Chapter 4: Conclusion and Suggestions
4.1 Conclusion
In conclusion, the current situation of ePassport services in the District Administration
Office of Kathmandu presents significant challenges for citizens. The inability to fill
up online forms independently due to constantly full appointment dates and the
requirement to rely on cyber cafes for form submission incur additional costs for the
citizens. Furthermore, the high possibility of form rejection due to small mistakes
made during the filling process adds to the frustrations faced by individuals. The long
waiting times in queues and crowded environments for obtaining e-Passports further
compound the difficulties experienced by citizens. The Government of Kathmandu
has recognized these issues and has undertaken various awareness programs to
address the problems surrounding ePassport services. However, despite their efforts,
the current system falls short of meeting the needs and expectations of the citizens.
4.2 Suggestions
To improve the situation, it is essential for the government to take immediate actions.
This can include expanding the capacity of the online appointment system to
accommodate a higher number of citizens, ensuring that there are sufficient resources
and infrastructure for citizens to independently fill up online forms. Simplifying the
form filling process and providing clear guidelines can reduce the likelihood of form
13
rejection due to small errors. Furthermore, the government should consider
implementing measures to streamline the ePassport issuance process, such as
increasing the number of processing counters, employing advanced technology for
faster verification and approval, and introducing separate queues or time slots for
different stages of the process to minimize wait times and overcrowding. By
addressing these issues and making the necessary improvements, the government can
significantly enhance the efficiency and accessibility of ePassport services in the
District Administration Office of Kaski, providing a more convenient and user-
friendly experience for the citizens.
References
1. Wikipedia contributors. (2025, feb 25). Nepalese passport. In Wikipedia. Retrieved
February 25, 2025, from https://en.wikipedia.org/wiki/Nepalese_passport
2. "Nepali Page." Everything You Need to Know About the Nepali E-passport.
Accessed on February 25. Retrieved from:
https://nepalipage.com/everything-you-need-to-know-about-the-nepali-e-passport
14
15
