NATIONAL WORKSHOP ON MIS FOR NREGA NATIONAL WORKSHOP ON MIS FOR NREGA Dr MCR HRD Institute,...

NATIONAL WORKSHOP ON MIS FOR NREGA

NATIONAL WORKSHOP ON MIS FOR NREGANATIONAL WORKSHOP ON MIS FOR NREGADr MCR HRD Institute, HyderabadDr MCR HRD Institute, Hyderabad

MINISTRY OF RURAL DEVELOPMENTMINISTRY OF RURAL DEVELOPMENTGOVERNMENT OF INDIAGOVERNMENT OF INDIA


Presentation HighlightsPresentation Highlights

1.1. MIS BasicsMIS Basics

2.2. Information Flow in NREGSInformation Flow in NREGS

3.3. MIS Subsystems in NREGSMIS Subsystems in NREGS

4.4. MIS Designing IllustratedMIS Designing Illustrated


Definition Of Information SystemDefinition Of Information System

A set of tools, procedures and technology A set of tools, procedures and technology

that that generatesgenerates information and information and

communicatescommunicates it to the user. it to the user.


Management Information SystemManagement Information System

A refined orientation of available sources of A refined orientation of available sources of

information which enables managers to tie information which enables managers to tie

planning and control procedures to planning and control procedures to

operational systems of implementation.operational systems of implementation.


Significance of Computerized MISSignificance of Computerized MIS

1.1. Assists managerial decisional process and controlAssists managerial decisional process and control

2.2. Enables access to right information on time that results Enables access to right information on time that results in right decisions in right decisions

3.3. Manual information systems are difficult to be Manual information systems are difficult to be maintained, result in tedious paper work, needs more maintained, result in tedious paper work, needs more clerical time, causes disjointedness in information clerical time, causes disjointedness in information flows.flows.

4.4. Enables decision-making based on facts not on Enables decision-making based on facts not on subjectivity.subjectivity.

5.5. Obliterates the over dependency of expertise of any Obliterates the over dependency of expertise of any particular executive in an organization. particular executive in an organization.


MIS Communication ProcessMIS Communication Process

Input Processor Output

Information

Information

Recorded

Stored

Retrieved

Processed

Summarized

Classified

Reports

Decisions

To

Planning, Operating, Controlling Systems

To

Management Systems

Feedback


Pillars of C-MIS: 4 Pillars of C-MIS: 4 CCss

C-MISC

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Steps in MIS Planning & DesignSteps in MIS Planning & Design

1.1. Determination of Users’ needsDetermination of Users’ needs

2.2. Identification of inputs and users interfaceIdentification of inputs and users interface

3.3. Determination of the Scope of the systemDetermination of the Scope of the system

4.4. BudgetsBudgets

5.5. SchedulingScheduling


Phases of MIS Design & DevelopmentPhases of MIS Design & Development

1.1. Study and Analysis PhaseStudy and Analysis Phase

2.2. Design PhaseDesign Phase

3.3. Implementation PhaseImplementation Phase


Study and Analysis PhaseStudy and Analysis Phase

1. Study organizational goals and problems

2. Analyze available resources and

opportunities

3. Analyze technological and human resources

capabilities

4. Evaluate the MIS design project using cost

benefit analysis


Design PhaseDesign Phase

1. Determine requirements of subsystems2. Evaluate and define the proposed sub-

systems3. Determine the degree of computerization4. Create database5. Establish input and output forms6. Feedback from all levels of users7. Develop applications prototype8. Document


Implementation PhaseImplementation Phase

1.1. Organize computer infrastructureOrganize computer infrastructure

2.2. Train users on basic operationsTrain users on basic operations

3.3. Develop applicationsDevelop applications

4.4. Train users on application modulesTrain users on application modules

5.5. Feedback from all levels of usersFeedback from all levels of users

6.6. Modify modules based on user feedbackModify modules based on user feedback

7.7. Debug the test application modulesDebug the test application modules

8.8. Test the complete systemTest the complete system


Implementation Phase…ContinuedImplementation Phase…Continued

9.9. Feedback on complete systemFeedback on complete system

10.10. Debug the complete systemDebug the complete system

11.11. Evaluate the complete systemEvaluate the complete system

12.12. DocumentDocument

13.13. Switch to new MIS systemSwitch to new MIS system

14.14. Evaluate periodicallyEvaluate periodically

15.15. System maintenanceSystem maintenance

16.16. Establish plans for future MISEstablish plans for future MIS


Software Development Life CycleSoftware Development Life Cycle

1.1. Feasibility Study (Preliminary investigation)Feasibility Study (Preliminary investigation)

2.2. Systems (Requirements) AnalysisSystems (Requirements) Analysis

3.3. Systems Design (Inputs, Process, Output)Systems Design (Inputs, Process, Output)

4.4. Development (Software writing)Development (Software writing)

5.5. Testing (Debugging)Testing (Debugging)

6.6. Implementation (Installation at user’s place)Implementation (Installation at user’s place)

7.7. Maintenance (Adapting to changing needs)Maintenance (Adapting to changing needs)


DBMS ComponentsDBMS Components

1.1. Database (Fields, records, files, Database (Fields, records, files,

relationships)relationships)

2.2. Database AdministratorDatabase Administrator

3.3. Database UsersDatabase Users

4.4. Database ProgramsDatabase Programs


NREGA MIS – A Stylized ViewNREGA MIS – A Stylized View

Input Process Output

• Admin Unit• Receipt of

Funds• Application for

JC/Work• Opening of

Projects• Allocation of

Employment• Social Audit

Notice• Complaint

Receipt

Application processing, Family Registration, Measurement, MR, Payment, Accounting

RecordedStored

RetrievedProcessedSummarizedClassified

Variance Reports on•Employment provided•Wages paid•Expenditure•Works completed•Complaints disposed•Social audit completed

To

Planning, Operating, Controlling Systems

To

Management Systems

Feedback


Labour Budget Planning by DPCs and its submission in District Panchayats (Monthly forecast areawise of

expected employment demand for the coming year)

I.E.C. Campaign

Administrative & Technical Strengthening

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Office Development and Management (Creation of office space, Procurement of

goods and services, ICT functionality )

Issue of Work Allocation Letters

to individual applicants for

work

Matching of Work Demand & Provision

NATIONAL RURAL

EMPLOYMENT

GUARANTEE ACT, 2005:

BOX DIAGRAM

Procurement of materials at approved rates from approved

suppliers

Reporting to worksite by Applicants

Project Planning by DPCs, POs, GPs (Seasonwise and Areawise Selection of Sites and Works, Cost Estimation, Technical Sanction and Administrative

Approval of Projects, Approval by Gram Sabha, GPs, Intermediate and District Panchayats, Materials Planning,

Empanelment of Mates or Work Supervisors, etc.)

Social Audit by Gram Sabha : Production of records and registers by GP in Gram Sabha on

completion of work, objections & their settlement

Formulation of Schemes by States and of Rules by Central and State Governments under NREG Act and Establishment of Central and State

Employment Guarantee Funds

Flow of funds from Center and States to DPCs, from DPCs to POs and from

POs to Gram Panchayats

No Matching of Work Demand &

Provision

Staffing (Assessment of staff requirement,

Engagement, Training, Deployment, Appraisal and Remuneration of internal or external personnel including outsourcing

of services)

Payment of Unemployment

Allowance to work applicants who are not provided work within 15 days as

per the Act

Expenditure Budget (Capital Budget,

Revenue Budget) and Scheduling

by Govts, DPCs, POs, GPs

Organization of Vigilance and

Monitoring Committees

Demand for Job Cards by

Rural Households

Issue of Job Cards to Rural Households by

GPs / POs

Employment Demand by

Individuals and Groups

Issue of Dated Acknowledgement

receipt by GPs / POs to Applicants

Opening of Works, Assets-LIvelihood Creation (Orientation of workers, model pit construction,

creche, shade, drinking water, and signboard with NREGA Logo; performance and measurement of

work, payment to workers and suppliers, integration with banks and post offices, entry in

measurement book, muster roll, job cards, employment register, asset register, works register,

cash book, entry in MIS, inspections and quality control, UCs, work closure)

Accounting; CAG Audit; Audit by Chartered Accountants and submission of Audit Report to

Central Government by DPCs for release of funds


NREGS Sub-SystemsNREGS Sub-Systems

PLANNING

LABOUR BUDGET

EXPENDITURE BUDGET

LABOUR MANAGEMENT

REGISTRATION

WORK APPS

WORK ACKN

WORK ALLOCATION

WORK PERFORMANCE

WAGES PAYMENT

SOCIAL AUDIT

NOTICE

PARTICIPATION

DOCUMENTS

SCRUTINY

OBJECTIONS

SETTLEMENT

REPORT

FINANCIAL MANAGEMENT

DEMAND FOR FUNDS

ALLOCATION OF FUNDS

EXPENDITURE TRACKING

ACCOUNTING

AUDIT

COMPLAINTS

DATE

COMPLAINANT

ACTION TAKEN

PROJECT MANAGEMENT

SHELF OF PROJECTS

ESTIMATION, TS, AA

PROCUREMENT

EXECUTION

CLOSURE

MAINTENANCE


PlanningPlanning

•Labour Budget

•Areawise

•Monthwise

•Forecast of labour demand

•Forecast of wage rate payable

•Forecast of mandays to be provided

•Expenditure Budget

•Wages

•Materials

•Salary

•Travel

•Stationary

•Training

•IEC

•Other office expenses


Financial ManagementFinancial Management

1.1. Demand for fundsDemand for funds

2.2. Allocation of fundsAllocation of funds

3.3. Expenditure trackingExpenditure tracking

4.4. Collection of UCsCollection of UCs

1.1. AccountingAccounting

2.2. AuditAudit

3.3. Compliance to AuditCompliance to Audit

4.4. Proposal for release of Proposal for release of fundsfunds


AccountingAccounting• ReceiptsReceipts

– Opening BalanceOpening Balance– Amount received Amount received

during the year during the year (Center and State)(Center and State)

– Miscellaneous Miscellaneous

• PaymentsPayments– Unskilled WagesUnskilled Wages– Semi-skilled and Semi-skilled and

skilled wagesskilled wages– MaterialsMaterials– Administrative Administrative

Expenses (salary, Expenses (salary, forms, stationery, forms, stationery, travel, electricity, travel, electricity, telephones, AMC, telephones, AMC, worksite facilities, worksite facilities, etc)etc)


Labour ManagementLabour Management

1.1. Application for RegistrationApplication for Registration2.2. Issue of Job CardsIssue of Job Cards3.3. Application for worksApplication for works4.4. Issue of Dated Acknowledgment ReceiptIssue of Dated Acknowledgment Receipt5.5. Issue of work allocation letterIssue of work allocation letter6.6. Joining of workers on project site and Joining of workers on project site and

their orientation, group formation, etc.their orientation, group formation, etc.7.7. Selection of Mates and SupervisorsSelection of Mates and Supervisors8.8. Entry of work done in Muster rollsEntry of work done in Muster rolls9.9. Payment of wagesPayment of wages


Project ManagementProject Management

1.1. Shelf of projects – Estimation, TS and AAShelf of projects – Estimation, TS and AA2.2. Selection of Mates and SupervisorsSelection of Mates and Supervisors3.3. Materials Procurement and PaymentMaterials Procurement and Payment4.4. Preparation of work calendar for projectsPreparation of work calendar for projects5.5. Workers motivationWorkers motivation6.6. Work performance and measurementWork performance and measurement7.7. Billing and Muster Roll preparationBilling and Muster Roll preparation8.8. Payment of wagesPayment of wages9.9. Inspection of projectsInspection of projects10.10. Maintenance of project and asset registerMaintenance of project and asset register11.11. Submission of UC and work closureSubmission of UC and work closure12.12. Maintenance of ProjectMaintenance of Project


Job Card Holder - Job

Applicant

ProjectMuster Roll

(Bill) Preparation

Measurement in

Measurement Book

Attendance on Muster

Roll

Funds (Cash Book)

Project Management

Polygon


Job Card RegisterJob Card Register

1.1. Job Card code Job Card code (State/District/Block/GP/Village)(State/District/Block/GP/Village)

2.2. Caste Category – SC, ST, OBC, Others, Caste Category – SC, ST, OBC, Others, MinorityMinority

3.3. Household Members’ Details – name, age, Household Members’ Details – name, age, sex, relation with the head of household.sex, relation with the head of household.

4.4. Details of Payment – Name of member, Details of Payment – Name of member, member code, days worked, dates (From member code, days worked, dates (From and To), Amount paid, MR Code, Project and To), Amount paid, MR Code, Project Code, Mode of payment (bank, PO, cash)Code, Mode of payment (bank, PO, cash)


Employment RegisterEmployment Register

1.1. Date of applicationDate of application2.2. Applicant’s nameApplicant’s name3.3. Job Card NoJob Card No4.4. Work Demand Dates (From & To)Work Demand Dates (From & To)5.5. Work Allocation Details – Letter No, Work Allocation Details – Letter No,

Date.Date.6.6. Project Code (in which work allocated)Project Code (in which work allocated)7.7. No of Days workedNo of Days worked8.8. Amount Paid Amount Paid 9.9. Unemployment Allowance Paid.Unemployment Allowance Paid.


Project LedgerProject Ledger1.1. Project codeProject code2.2. Project nameProject name3.3. Project TypeProject Type4.4. Project DescriptionProject Description5.5. Sanction Order No. and DateSanction Order No. and Date6.6. LocationLocation7.7. EstimateEstimate8.8. ExpenditureExpenditure

1.1. MaterialMaterial2.2. LabourLabour

9.9. Supervisory Officers DetailsSupervisory Officers Details10.10. Measurement DetailsMeasurement Details11.11. Muster Roll DetailsMuster Roll Details12.12. Payment DetailsPayment Details


Asset RegisterAsset Register

1.1. Asset CodeAsset Code2.2. NameName3.3. DescriptionDescription4.4. TypeType5.5. LocationLocation6.6. Date of creationDate of creation7.7. Historical Cost (Rs lakhs)Historical Cost (Rs lakhs)8.8. Project CodeProject Code9.9. Useful Life (End Date)Useful Life (End Date)10.10. BenefitsBenefits


Measurement BookMeasurement Book

1.1. M.B. No.M.B. No.2.2. Project CodeProject Code3.3. Muster Roll CodeMuster Roll Code4.4. DatesDates

1.1. MeasurementMeasurement2.2. Check MeasurementCheck Measurement

5.5. Quantity of workQuantity of work1.1. MeasurementMeasurement2.2. Check MeasurementCheck Measurement

6.6. Name of engineersName of engineers1.1. Measured by Measured by 2.2. Check measured byCheck measured by


Muster RollMuster Roll

1.1. Muster Roll CodeMuster Roll Code2.2. Project CodeProject Code3.3. Job Card Holders’ codeJob Card Holders’ code4.4. Distance within 5 Km – (Y/N)Distance within 5 Km – (Y/N)5.5. Days worked Days worked 6.6. Standard OutputStandard Output7.7. Actual OutputActual Output8.8. Rate – amount per unit of outputRate – amount per unit of output9.9. Amount – individual and totalAmount – individual and total10.10. AcknowledgementAcknowledgement11.11. Certification by Sarpanch, Engineers, VMC Certification by Sarpanch, Engineers, VMC

members, etc.members, etc.12.12. Date of Verification by Social AuditDate of Verification by Social Audit


Complaints and GrievancesComplaints and Grievances

1.1. Details of ComplainantDetails of Complainant

Name, address, whether worker, IA, citizen, Name, address, whether worker, IA, citizen,

VIPVIP

2.2. Date of complaintDate of complaint

3.3. Brief ParticularsBrief Particulars

4.4. Action TakenAction Taken

Details, DateDetails, Date

5.5. Status – Pending, DisposedStatus – Pending, Disposed

6.6. RemarksRemarks


Social AuditSocial Audit

1.1. Issue of public notice for Gram SabhaIssue of public notice for Gram Sabha

2.2. Participation by workers, officials, members, etc.Participation by workers, officials, members, etc.

3.3. Records production by GPsRecords production by GPs

4.4. Scrutiny and objections by GSScrutiny and objections by GS

5.5. Settlement of ObjectionsSettlement of Objections

6.6. Report Report


MIS Designing – An IllustrationMIS Designing – An Illustration

Sequence

External Entity

Internal Entity Outputs / Reports

Operational Process

Strategic / Tactical Process

1 Application for Issue of Job Cards and Registration

Enquiry and Issue of Job Card

Entry in JC Register

Registration of Job seekers

Job Card Application Receipt Report

Job Cards Issue Report

LABOUR MANAGEMENT


FINISHFINISH

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