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Bharatiya Vidya Bhavans S.P.

Jain Institute of Management and Research, Mumbai

DOCC Consulting Report Chaitanya, khed

Prepared by

Pradeep Paranjothi (PGPM811_61) Sanjay Singh (PGPM811_67)

Table of Contents
Acknowledgement .................................................................................................................................. 4 1. Introduction to Chaitanya ............................................................................................................... 5 1.1 1.2 1.3 1.4 1.5 2. Who they are .......................................................................................................................... 5 Vision....................................................................................................................................... 5 Mission .................................................................................................................................... 5 Activities Involved ................................................................................................................... 5 Achievements.......................................................................................................................... 9

About Our Work .............................................................................................................................. 9 2.1 2.1.1 2.2 2.2.1 2.2.2 2.2.3 2.2.4 2.3 2.3.1 2.3.2 2.3.3 2.3.4 2.4 2.4.1 2.4.2 MIS Design Analytical Reports ............................................................................................. 9 Socio Economic Profile Related Reports ............................................................................. 9 Microfinance Products Analytical Reports ........................................................................... 9 Sanchayan ........................................................................................................................... 9 Savings................................................................................................................................. 9 Insurance ........................................................................................................................... 12 Loans ................................................................................................................................. 13 IT Operations......................................................................................................................... 15 HR Related Reports ........................................................................................................... 15 Central Repository Management ...................................................................................... 15 Project Workflow Management ....................................................................................... 15 Management of Media Content...................................................................................... 15 Recommendations ................................................................................................................ 16 Project Related .................................................................................................................. 16 IT Operational Efficiency Related ...................................................................................... 16

3.

Experiences and Learnings ........................................................................................................... 16 3.1 3.1.1 3.1.2 3.1.3 3.1.4 3.2 Working of the NGO.............................................................................................................. 16 Organisational Culture ...................................................................................................... 16 Managing with Limited Resources .................................................................................... 17 Leadership ......................................................................................................................... 17 Networking Monthly Meetings and Coordination ......................................................... 17 Administration/Operations ................................................................................................... 17

3.2.1 3.2.2 4. 5.

Management of Mess ....................................................................................................... 17 Management of Accommodation ..................................................................................... 17

References .................................................................................................................................... 17 Annexures ..................................................................................................................................... 18 5.1 5.2 5.3 5.4 Organisational Structure ....................................................................................................... 18 Areas of Operation ................................................................................................................ 19 High Level Analytical Reports................................................................................................ 19 Product wise Analytical Reports ........................................................................................... 19

Acknowledgement
We would like to express our sincere gratitude to Chaitanya for providing us an opportunity to work with them and assist them in their MIS endeavours. We would like to thank Ms. Sudha (Co-Founder, Chaitanya) and Ms. Kalpana Pant (Jt. Director, Chaitanya) for their encouragement and support throughout the duration of this project, Ms. Anupama Pain, who helped us with the requirements. The NGO staff, including, Ms. Neelam, Mr. Sachin T, Ms. Kausalya and several others for making us experience the operations of the NGO in villages across Maharashtra.

We would like to thank our professor, Prof. Rukaiya Joshi (Chairperson, DOCC) for helping us connect with Chaitanya. We would like to thank our mentor and Faculty coordinator, Prof.Jyoti Jagasia, for her guidance.

1. Introduction to Chaitanya
1.1 Who they are
Chaitanya is a not for profit trust registered under the Bombay public trust act 1950. It was established in 1993 and is one of the pioneers of the SHG federation movement in Maharashtra.

1.2

Vision

A gender just, equitable and self-reliant society where women have access to and control over financial and other resources.

1.3

Mission

Building capacities of rural poor especially women and youth by promoting and strengthening self-reliant and sustainable institutions to enable them to led the process of development for a better quality of life.

1.4

Activities Involved

Chaitanyas programs are mutually reinforcing and try to address social issues in a holistic manner. However, to aid understanding, they have tried to classify their efforts into three inter-connected layers as illustrated in the diagram above.
Grassroots

Activities in which they directly work with the community.


SHG and Federation related activities

Map scope of Chirag Unit Coordinate and plan meetings between Districts, NGOs, Blocks, and Villages Implement awareness programs New group formation programs Cluster and federation programs Conduct exposure visits Launch insurance products Coordinate with the Government and link their groups with the federations Disburse loans and collect repayments Coordinate training program for financial management, coordination, and default management

Develop Monitoring Information System

Jankar related Activities


Train women in counseling and laws in favour of women Train women in building rapport with government officers to obtain information and facilitate implementation of government programmes

Train women in the SHG-related issues of management, record keeping, and monitoring

Develop training modules and cases studies of successful interventions by Jankars Conduct exposure visits and Jankar melawas Conduct practical exercises and exams of Jankars

Livelihood related activities

Conduct trainings related to:


o o o o o o

Vermi-compost Animal husbandry Raised-bed agriculture Kitchen garden Horticulture Entrepreneurship

Projects
o o o o o

Systematic Rice Intensification (SRI) Kurkundi project Craft project India Development and Relief Fund (IDRF) projects Janutkarsh project

Health related Activities

Conduct workshops and meetings for generating health awareness and organizing and mobilizing people for health advocacy.

Build and strengthen village level water, sanitation, hygiene, health and nutrition committees.

Facilitate community health security / Mutual health coverage through SHGs Provide trainings to rural women to develop local health jankars. Develop model village with clean kitchen, clean water and kitchen nutritious garden for demonstration.

Capacity Building and Research: Activities in which they try to build capacities of individuals or institutions who, in turn, work with the community.

Training related Activities

Establish linkages and communication with experts

Develop strategy and training course, materials for staff induction, training and capacity building of Chaitanya staff

Capacity building of other NGOs Networking with NGOs Financial literacy trainings Fellowship programme and fieldwork placement Prepare standardized modules and materials for internal and external trainings Internal capacity building of staff and federation office bearers

Manthan related Activities


Strategic organizational planning Project planning workshops Fund raising workshops Training in knowledge, skills and attitude of Manthan staff Conduct exposure visits Promote self-development through reading books/ material International Organizations, Government, Corporate and individuals will be contacted for fund raising.

Short listing Funding Organizations/ Individuals Publicity Establishment of Research & Development unit and publication unit Establishment of Monitoring & Evaluation unit (at project as well as NGO level) (Indian Association of Evaluation)

MFDM related activities


build capacities of youth who are willing to pursue careers in micro finance Six month certificate course with specialized training in diverse management areas as well as empathy and values for efficient professional practice.

Promote capacity building through experimental learning

Networking and Policy Advocacy: Activities in which they learn from and share their experience with the various stakeholders of the SHG movement.
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Chaitanya is involved with planning commission of India in shaping the policy for rural area of vidarbha.

Although all their activities in each of the layers are equally important to them, they strongly believe that continuous learning from the grassroots activities helps them in designing effective capacity building programs and correctly influencing required policies.

1.5

Achievements

Good reach among the rural areas - presence in 444 villages Effective IT USAGE by many Federations - Digitized records of 11 federations 18 years of Grassroots experience in promoting Livelihood, healthcare, and financial services Connection with pool of prospective leaders & professionals - through different training program including planning commission of india. Good support to GMSS (Chaitanya promoted federation) from NABARD for receiving revolving loans and microfinance development equity funds. Funding received by ICICI and Jamshedji Tata trust exhibits effectiveness of the organization very Good network and name in the development sector if Govt. of india and other NGO seeks help for shaping the rural development activities 40+ permanent employees and over 200 temp staffs

2. About Our Work


2.1 MIS Design Analytical Reports

2.1.1 Socio Economic Profile Related Reports


Pradeep

2.2

Microfinance Products Analytical Reports

2.2.1 Sanchayan
Pradeep

2.2.2 Savings
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To facilitate and enhance the savings capability of the rural people Chaitanya started one product called savings product: The savings (FD) product just like any other bank/MFI savings product has all the information related to individual. Apart from the traditional information like amount of savings, interest earned etc., the saving product data base also stored data related to the group , block & cluster for a federation. We created an MIS for saving (FD) product which will provide FD pattern of the individuals or cluster who are using the FD product and improve or make changes in the product to provide more benefits to the members. The MIS report also provides information on improving the efficiency of functioning of this Fixed Deposit product. Following areas were touched by FD MIS report.
Total Due Amount (Deposit+interest):

This report provides information about how many account holders have how much due amount (deposit interest) lying with the Federation.

%age of People
2% 5% 13% Total Due amount(deposit+interest Range) <500 Total Due amount(deposit+interest Range) 500-1000 36% 34% Total Due amount(deposit+interest Range) 1001-1500 Total Due amount(deposit+interest Range) 1501-2000

10%

The deposit amount has been split in Range of, <500,500-1000>3000 and no of persons and hence %age of persons having deposit falling in the range was calculated and mentioned.

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This report would help in predicting the future withdrawal pattern as the withdrawal and deposits are proportional
Performance of clusters compared to Average performance of product:

This report tells us how the various clusters of a giver federation are performing relative to the other clusters.

Average Deposit for a federation was found out and performances of clusters were compared around this average deposit.
Account maturity Prediction in Future:

This report will show how many accounts will mature in near future i.e 0-2 yrs , 0-4 yrs,0-6 yrs etc. and how much money will have to be paid to members if the account matures.

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The deposited money from these accounts can be hence used accordingly.

2.2.3 Insurance
The insurance product which is also called DAN is introduced by Chaitanya for providing the insurance to SHG members. The product database contains following important information apart from common Insurance product related information. a. Blocks b. Clusters c. Awareness camps d. Members in DAN e. Premium We identified that for Insurance product to perform better and to be improved further for betterment of SHGS members through insurance. Following important report will help.

Distributions of DAN members block wise: This report would provide information about the information about no of insured SHG members in a block.

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The block which is doesnt have sufficient no of insured members hence can be separately targeted, and the product can be redesigned to target the untapped SHG members according to the block specific needs.

Performance of Blocks in Relation to DAN: This reported was generated by plotting %age of SHGs in DAN per block and %age of premium collected by these SHG per block.

This would further provide information on premium generated by Blocks by keeping no of SHGS in mind. If no of SHGS groups are low and premium generated is more this means the SHGs are doing good work in getting the members insured. But if no of SHGS in a block is high and premium is low than the SHGs are rather ineffective in getting the members buy the product.

2.2.4 Loans
The loan product was designed by Chaitanya to help the SHG members to meet their Loan requirements without depending on MFIs and Bank discretion. Apart from common loan product data that is available with MFIs and Banks Chaitanyas loan product contained following noteworthy data elements. 1. Cluster name 2. Group name 3. Overdue amount (Interest + Principal) 4. Total demand(interest+principal) 5. Prepaid(Interest+principal)
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We suggested two broad reports which can be used to improve and check the performance of Loan product Disbursed amount distribution in terms on loan size: Loans were divided into groups of various sizes ranging from 10000 to 50000 in gap range of 5000. For eg, 10000-15000, 15000-20000 and so on.

Nos of borrowing in each loan range and hence %age of borrowing out of total borrowing in each range was mapped with the loan size to determine which loan size is more popular and hence plan accordingly for availability of such loan size in future.

Overdue account distribution Cluster wise: Since it was observed that some accounts were getting default and to product to function effectively it is essential that the overdue accounts are looked into with priority.

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To tackle this issue of overdue, overdue account cluster wise both in no and in amount %age in relation to the total overdue account amount was essential to know and hence is shown through this report.

2.3

IT Operations

2.3.1 HR Related Reports


Pradeep

2.3.2 Central Repository Management


Pradeep

2.3.3 Project Workflow Management


At Chaitanya people were managing their day to day routine tasks traditionally without using any of the project management tools. They found it difficult to remember their task and would always note down the tasks in alarms to remind them that the task is pending for them to act upon. Since they had already installed Microsoft outlook, we suggested that some of their day to day and routine tasks especially related to finance department such as cheque preparation and monthly account tally could be tracked easily by using the Outlook express Task feature. We helped the two finance staffs to learn the advance used of Task feature and trained them to use it for their day to day and recurring activities.

2.3.4 Management of Media Content


They have been creating /recording videos frequently both for training of the SHGS , students and the internal staffs and often found it difficult to edit videos. Their common workflow was to record videos using digital cameras and to edit/cut them to make the videos short by removing the unwanted portions for the trainings and awareness improvement programs. We helped them by training one staff on VCD cutter, windows media editor and their limitation. We taught them with the file

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format which should be used by them if they want the videos to edit and how to play the edited videos in sequence for custom requirements.

2.4

Recommendations

2.4.1 Project Related


Sanjay

2.4.2 IT Operational Efficiency Related


Pradeep

3. Experiences and Learnings


3.1 Working of the NGO

3.1.1 Organisational Culture


The management committee oversees all the foundation's efforts. The committee meets regularly to ensure that all of our teams perform efficiently and to facilitate cross-functional connections. If the culture at Chaitanya can be described in one word it should be Welcoming. There is almost nil level of hierarchy in the organization .Even the trustees and director interacted with the other staffs and with each other in almost similar manner. People respected each other and cared for them. The team Chaitanya has sense of belongingness with not only with the cause they are together for but for each other as well.The hurdle and prayer at the morning before starting their respective work shows one such example. The way they provide farewell to each other by honors and praises and presence and respect shown by the top leaders for the outgoing staffs is exemplary for any organization to learn and show how much they care for their employee. The staffs at Chaitanya were allowed to move to their hometown/village the moment they had a suitable opening for them.

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Learning through practice and training is the strategy Chaitanya practices to ensure their staffs and employee have an updated knowledge in whatever field they are working on.

3.1.2 Managing with Limited Resources


At Chaitanya people understood the importance of limiting resources and hence always improvised to improve their efficiency in whatever they did , whether it be the accommodation organisation for permanent staffs or managing scarcity of water or managing the stay of over 100 SHG and federation members during monthly meeting week. They had set a rule of not wasting water by using the water supply early in the morning for daily chores and hence the stored water always provided them the very often water cut relief to almost 50 people living in their premises. They also were short of highly technical and skilled staffs and for that they had tied up with organisations such as ICICI Bank to help them overcome these limitations. People were equipped and trained to be multitasked and hence this helps them overcome the common attrition problem of NGOs.

3.1.3 Leadership
Pradeep

3.1.4 Networking Monthly Meetings and Coordination


Pradeep

3.2

Administration/Operations

3.2.1 Management of Mess


Pradeep

3.2.2 Management of Accommodation


Sanjay

4. References
Pradeep 17

5. Annexures
5.1 Organisational Structure

Self Help Groups SHGs for the first layer. It is a voluntary group of 10-15 women/men formed to achieve common economic and social goals, primarily livelihood generation and social development of the community. Cluster Cluster is the second level of the three tier structure. Cluster organizations are the link between SHG and the federations. Ten to fifteen groups are federated to form a cluster. Federation Federation is the management level of the three tier community based organization structure.

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5.2

Areas of Operation

Direct Field Operations

Eighteen Districts in Maharashtra : Pune, Nashik, Ahmednagar, Satara, Sangli, Dhule, Nandurbar, Kolhapur, Thane, Ratnagiri, Sindhudurg, Jalgaon, Yavatmal, Akola, Amravati, Wardha, Buldhana, Washim
As a Resource Organisation

Six states in the country: Maharashtra, Uttar Pradesh, Madhya Pradesh, Chhatisgarh, Jharkhand, Karnataka

5.3

High Level Analytical Reports

5.4

Product wise Analytical Reports

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