Review of projects:
The TDF project team meets once in a week at project level. 100% of the project staff participates in this meeting and discusses the project level issues, takes their own decision. Presently there are 16 TDF projects being implemented by NCT in 3 states and every project has a team between 15-40 members, depending upon the size and phasing of project.
The TDF staff of NCT (Project coordinators, Technical officers and accountants) meets once in 2 months for review of respective projects. The meeting is normally held at NCT’s HO for 3-4 times and the remaining times at field level.
The SHG, MF and other project team meet once in a month.
System of Fund utilization:
NCT has a strong system for fund utilization. The system could be explained as under with an illustrative example:
Ex: TDF Projects.
At the beginning of the year, the project coordinator in-charge of the respective project, Project Coordinators at HO and the Accounts officer jointly prepare a yearly plan on the basis of the sanction. The activities / interventions would be distributed as per the season of work. This plan will be handed over to the concerned PCO. The PCO, involving his team, prepares a monthly plan for each month. Both yearly and monthly plan are approved by the Governing body, say during 20-25th March of every year for the next year.
Step 2: The project accountant (s), in consultation with the PCO prepare a ‘Fund Requisition’ for the month. This e-mail communication reaches the Accounts Officer at HO. The accounts officer, in consultation with the PCO at HO, on verification with the monthly plan, put up the fund requisition to the Secretary. The Secretary approves, after verifying the same with field PCO, PCO at HO and the Accounts officer. The funds are transferred to project account through NEFT/RTGS. The entire process takes 4-6 hours or maximum a day. The project accountant withdraws funds as and when needed or issues cheques locally.
Step 3: All accounts are maintained in Tally accounting software at project level. NCT has developed uniform system for report making / voucher making etc. The Project accountants e-mail the monthly updated tally software to HO. The monthly expenditure vouchers are verified by the Account officer and his team and 100% vouchers are verified by the Secretary.
Step 4: The HO Accounts team Audit the stock and books of accounts of all projects once in 3 months.
NCT gives a lot of importance to nurturing of the CBOs. Village Planning Committee (VPC) is promoted immediately after 2-3 months of entering a village for wadi project implementation. Project Planning Committee (PPC) is promoted by the end of 1st year project implementation. Many of the sanctioned amounts are transferred to VPC/PPC account and the community spends the amount under the supervision of the Project implementation team.
Ex: Landless Support:
Step 1: The Project Implementation Team, as per the sanctioned number, collects the list of landless beneficiaries to be supported from the VPC.
Step 2: The local field supervisor / Technical officer verify the list and submits the same to the PCO in the format developed for the same.
||Name of the beneficiary
||Activity would like to be started
||Capital required / Fund required
||Monthly income expected from the activity (as per the beneficiary)
||Own contribution ready to put in
||NABARD support requested
The PCO verifies the activities and capital required and income expected on a normal logical basis and NABARD sanction available per beneficiary and sends the list to HO for final approval.
Step 4: The PCO and Accounts team at HO verify the data, approve the list and send back the approved list to project office.
Step 5: The PCO, as per the approved list, ask the VPC to collect contribution from the beneficiaries and deposit the same in VPC’s bank account and provide the pay-in slip to the project team.
Step 6: The project accountant mails a scanned copy of the pay-in slip to HO and submits the list of beneficiaries who have deposited their contribution (VPC-Wise) to HO.
Step 7: The HO deposits NABARD contribution directly to VPC account through NEFT/RTGS and intimates the Project Office.
Step 8: A committee comprising of the VPC members, beneficiary, project accountant, concerned field supervisor/technical officer completes the formalities of asset creation, under the supervision of PCO.
Step 9: The project accountant prepares case-wise accounts documents, VPC endorses the same. The activity is accounted for.
Ex: Sanitation loan
Step 1: The demand for the loan is collected by the village level workers of NCT. They communicate the same to their supervisor. The supervisor at Block level collects the total demand and communicates with the PCO at HO the demand for the next two months. The PCO at HO approves targets / number of cases to the concerned supervisor. Even this is decided in their monthly meetings.
Step 2: The supervisors, after collecting their quota for the month, with the help of the field level workers, collect the application, fill up the loan form, promissory note, collect KYC documents, collect inter-se agreement from SHG and submit the loan case to the HO.
Step 3: The PCO and the accounts in-charge at HO, verify the cases and provide the block wise loan case to a team of ‘verifying officers’. The verifying officer visits each and every loan applicant and verifies the data and documents submitted. In case of any mismatch or false information, the loan case gets rejected.
Step 4: Once the loan case is verified, the PCO organizes a sensitization cum training for the women members for the sanitation loan and technical aspects to be covered. This training is provided by the engineers of NCT, with the help of local supervisors / field workers.
Step 5: Immediately after the training the beneficiary women SHG members are asked to dig the pit using their own contribution. This is verified by the local supervisor. He reports the work done to the PCO/Accountant at HO.
Step 6: The HO processes the loan case, sanctions the same and amount is released to the SHG account.
Step 7: The decided EMI is collected from the SHG every month and deposited to NCT account at block level by the supervisor. The Supervisor sends an MIS to the accountant at HO on the list of SHGs who have made the repayment. With the new web based software, the supervisor would enter the receipts at block level and a statement would get generated every day on that day’s receipts.
Quotation and Tender:
NCT follows quotation and Tender system for purchase of any items worth above Rs. 50000/-.
Creation of Value-Chain and brands for the community: One of the examples for NCTs professional approach is development of credible value-chain for the community for which NCT is working for last one decade.
‘SWAYAM’ brand has been created for marketing the products produced by the women SHG members. NCT has also supported ‘SWAYAM SHOPPEs’
for marketing the branded goods. NCT has supported 5 of such shops and plans to support another half a dozen during the next financial year. NCT has also created another brand
‘KHUSHI’ for the handloom garments, produced by the weavers of Lodhikheda village in Chhindwara district of Madhya Pradesh. NCT has also supported a tribal women producers’ organization,
‘ FALHAM SAMPADA’. Swayam, Falhm Sampada and Khushi are an endeavour of NCT to make the system ‘independent’ and for the benefit of the community from the same.
NCT is a growing, professional NGO, has been continuously restructuring and revamping its systems for better, from time to time.
Has learnt professionalism mainly while working with NABARD, over a period of last 10 years. NABARD’s monitoring visits are always a learning session for
Developed a strong MIS with accountability to professionally managed project team.
Has good track record of shifting from Grant based projects to loan based or Grant + loan based projects.
Repayment, both from beneficiaries to NCT and NCT to lending agency of loan based projects is 100%.
Has positive, ‘try new things’ attitude, which is rare in social development sector.
Quick response at all levels of Management.
Credible CRISIL’s 5R rating, confirms above facts.