1. Capacity Building stage activities
S.No / Activities / Aspects to be monitored / Monitored by whom1 / VPRC and SAC members training / Whether Project implementation training provided to the members as per COM? / SAC / VPRC
2 / Forming SHGs / 1. Whether all the target families in the PIP list are linked with the SHGs?
2. Whether the list of people who are eligible to be part of the SHGs is maintained with the VPRC office?
3. Whether all the SHGs are linked with the the VPRC? Whether there are necessary documents related to this? / SAC
3 / Strengthening of SHGs / 1. Whether there are necessary documents pertaining to the conduct of members, office bearers and book keepers training?
2. Whether community grading done for qualified SHGs and seed money released?
3. Whether bank linkages created for all eligible SHGs? / SAC
Business and monitoring committee.
4 / CST / CDF selection / Whether qualified CSTs/CDFs are selected in sufficient number and approval received from the Gram Sabha? / SAC
5 / Forming and strengthening differently abled SHGs / Whether training and bank linkage done on time to mobilize eligible differently abled people into groups? / SAC
6 / Capacity building trainings / Whether skill training and employment oppourtunity provided to eligible target youth? / SAC
5. Implementation stage activities
S.No / Activities / Aspects to be monitored / Monitored by whom /1 / Procurement / 1. Whether procurement done as per the Project guidelines?
2. Whether the procurement sub committee is functioning properly? / SAC
2 / SHG monitoring / Whether CST/CDF have monitored the SHGs properly and submitted their report to VPRC? / VPRC
SAC
3 / Village resource mapping / 1. Whether resource mapping done with participation of all category of people in the village?
2. Whether the livelihood plan was approved by the gram sabha? / SAC
District Society
4 / Disabled ID card camp / Whether all eligible differently abled people were provided with identity card? / SAC / differently abled people representative
5 / Aid equipments distribution camp for the differently abled / Whether necessary equipments provided to eligible differently abled people? / SAC / differently abled people representative
6 / Individual training / 1. Whether applications received from the beneficiaries and assessed?
2. Whether loan amount was given as cheque on priority basis?
3. It should be assessed whether there is habitation certificate / SAC
Business and monitoring committee
7 / Loan repayment / 1. Whether amount received out of that was distributed?
2. Whether development fund account started and instalment amounts were deposited in that?
3. Whether action taken to collect the amount from those who have defaulted their instalments?
4. Whether the amount credited in their loan card, loan ledger? / VPRC
SAC
8 / Forming Economic Activity Federation / 1. Whether formed with 80% target people?
2. Whether business skill development training provided?
3. Whether proper bank account opened and registered?
4. Whether there is feasibility for the business that was described in the livelihood resource map? / VPRC
District society
9 / PLF / Whether restructured as per Project rules? / VPRC
District society
10 / PLF members / Whether members selected from graded SHGs? / VPRC
District society
11 / Annual plan of the PLF / Whether the annual plan of PLF is prepared and its approval received from the general body? / District society
12 / Youth development activities / 1. Whether habitation wise youths between 18 to 35 years are selected?
2. Whether habitation wise meetings conducted by the youth sub committee members?
3. Whether the youth forum representative participates in the VPRC
4. Whether the youth development sub plan was prepared and approval received for that in the gram sabha?
5. Whether youth SHGs formed and trainings and funding linkages were provided?
6. Whether self employment or job opportunities created to improve their livelihood? / VPRC youth representative
SAC
District Society
6. Consolidation stage activities
S.No / Activities / Aspects to be monitored / Monitored by whom1 / Community Based Organisations / Whether sustainable Community Based Organisations were established? / District / state society
2 / Fixed fund / Whether there is sufficient fixed fund available? / District / state society
3 / Fund linkage / Whether fund linkage received from bank and other institutions? / District / state society
4 / Federation / Whether permenant economic activity federation and business SHGs were formed? / District / state society
Until now we saw how to monitor the activities done by the VPRC. Now we will look at the quality of the activities and the milestones to be achieved.
Monitoring of the quality of activities
In our Project, funds are released and activities carried out based on the milestones achieved by the VPRC. Hence it is important to monitor whether the VPRCs have achieved the milestones that they need to achieve.
VPRC is getting different forms of funding support.
1. VPRC initiation fund
2. VPRC first instalment fund
3. VPRC second instalment fund
4. VPRC third instalment fund
S.No / Activities / Aspects to be monitored / Monitored by whom1. / VPRC Initiation Fund / 1. Participatory Identification of Poor list completed and approved by Gram Sabha
2. VPRC and SAC formed and approved in a Gram Sabha. Initial orientation provided (which should include roles/responsibilities, accountability aspects, etc.)
3. VPRC Bookkeeper appointed and trained.
4. An umbrella financing agreement signed between VPRC and District Society / District society
2 / 1st installment
(40% of VPRC Fund net of initiation fund) / 1. VPRC and SAC trained in COM and Social Accountability.
2. VPRC plan prepared (CB plan, Youth Development plan and Special group plan) and approved by Gram Sabha.
3. GP submitted report on utilization of GP initiation fund with SAC’s recommendation.
4. Addendum-1 is signed. / District society
3 / 2nd instalment
(40% of VPRC Fund) / 1. At least 60% of the amount received has been utilized and progress report and utilization certified by SAC and approved by Grama Sabha.
2. At least 60% of new SHGs rated and accessed funds.
3. At least 40% of the identified tribal, differently abled, vulnerable received assistance either from Project fund and/or through convergence.
4. At least 15% of eligible target youth either employed or self employed through Project intervention. / District society
4 / 3rd instalment
(20% of VPRC Fund) / 1. At least 60% of total amount utilized and progress report and Utilisation certified by SAC and approved by Grama Sabha.
2. At least 80 % of target SHGs have been credit rated and linked to the Banks.
3. At least 80% of the identified tribal, differently abled, vulnerable received assistance either from Project fund and/or through convergence.
4. At least 40% of eligible target youth either employed or self employed through Project intervention / District society
S.No / Activities / Aspects to be monitored / Monitored by whom
5 / Amudha Surabhi first instalment / a) Milestones to be Achieved by VPRC
1. At least 80% of the left out eligible target poor households including tribal households, differently abled and most vulnerable individuals formed into SHGs.
2. Livelihoods Resource Mapping completed and information shared with all.
3. PLF/SHG federation constituted as per VKP norms and PLF members along with VPRC and SAC trained in social accountability and roles and responsibilities.
4. Rules and Guidelines of Livelihood Corpus fund (Amudha Surabhi) approved by PLF GB
5. Addendum-2 is signed between VPRC and District Society
b) Milestones to be achieved by PLF
PLF should have
1. Collected membership fee of Rs. 10/- (minimum) per individual member from its member SHGs.
2. In addition if GB so desires, an equity amount can
be collected from all SHG members of PLF.
3. Atleast 70% of SHGs prepared SHG Finance plan
and the PLF prepared the Consolidated Annual
Plan with the approval of GB
4. a. PLF EC members, Sub-committee members
trained on Governance, Fund Management and
have undertaken exposure visit.
b.Office bearers and Book keeper trained on
Book keeping.
5. RAM team has appraised/cleared the AS proposal
and the Project Director has approved.
6. MoU is signed between registered PLF and VPRC / District society
S.No / Activities / Aspects to be monitored / Monitored by whom
6. / Amudha Surabhi second instalment / Milestones to be achieved by VPRC and PLF
1. At least 60% of the fund received has been disbursed as loan and utilisation certified by SAC, approved by Grama Sabha submitted to Appraisal Team.
2. Minimum 80% of fund should benefit target poor.
3. Portfolio At Risk 3 months (that is, loans that have repayment installments overdue by 3 months or more) should be less than 5%
4. SHG Federation meets operational expenses from its own resources.
5. RAM team has checked compliance with rules and milestones and has cleared it. / District society
Amudha Surabhi fund
Amudha Surabhi fund is given to the members of SHGs after priotisation for livelihood or consumption purpose. Amudha Surabhi fund is received from the district society by the VPRC and distributed to the PLF in two instalments.
1. Amudha Surabhi first instalment
2. Amudha Surabhi second instalment
Monitoring and its tools:
1. Internal learning
Internal learning is the identification of the problems in our activities in the institutions like VPRC, SAC, sub committees, PLF and perform effectively by identifying solutions to those problems.
Objectives of the internal learning
The main objective of the internal learning is to make the primary partners and secondary partners of the Project to participate in all levels of the Project activities. Ensure participation in making key decisions, participatory monitoring and internal learning process.
v Everyone continuously sharing the Project developments and results
v Asking for their opinion in including the learning and Project implementation
v Enhance the skills of the primary partner and assist them to monitor the Project activities, evaluate them and identification of solutions for problems.
Advantages of internal learning:
v Learning is done from personal experience of the individual or a group
v Learning would be a capacity building activity within the practical situation
v It will ensure continuous learning and visioning approach
v It would be development focused
v It would help us to overcome internal and external problems in the Project implementation
v It helps to shape a better future based on the learning
Internal learning team stages:
Internal learning / Panchayat level learning / Cluster level learning / District level learning / State level learningMember who need to participate / VPRC, SHG, Business group, PLF, village people, CST, CDF beneficiaries, members of the differently abled group / VPRC secretary – 1, (or) treasurer – 1, habitation representative, SAC member – 1, Project secretary, PLF secretary, APM (incharge), if needed DPM and PFT / District executive team, all Project facilitation team, BDFA / Project Director, Additional Project Director, State Specialists and DPMs
Responsibility / SAC / facilitator (incharge) / Team leader, A&M (accounts and monitoring) / DPM, APM (monitoring and evaluation) / State monitoring and learning specialist
Period / To be conducted once in 3 months / · Once in a month 5 VPRCs from third and fourth block and 5 VPRCs from first and second block need to participate
· Within one quarter internal learning should have happened in all the VPRCs at the regional level / Monthly once / Monthly once
Problem solving method:
Recommended Report form
Panchayat / Region / District name: ______
Report date: ______
S.No / Problems identified / Reasons for the problems / Solution for the problems / Responsibility / Period1.
2.
Form for action taken on the report
S.No / Problems identified / Responsibility / Period / Actions taken1.
2.
Details of monthly internal learning action taken
S.No / Factor / Panchayat where problem was identified / Solution method / Pending (PFT / district officer / state officer)1 / PIP process
2 / Formation of VPRC / meetings resolutions
3 / Procurement related
4 / COM training / other trainings
5 / SHG related
6 / Individual loan related
7 / Capacity building
8 / Disabled (camps, assistance, ID card, others)
9 / Others
Monthly progress report
Monthly progress reports of the Vazhndhu Kaattuvom Project (VKP MIS &
Reports) helps us to monitor the activities that take place at the field level. Through this, it would be helpful for us to collectively know about the field level activities and take appropriate action.
1. / VPRC / Secretary and treasurer / Every month of 28th the report should be given to the facilitator.
2 / Cluster / Team Leader of A&M Facilitator / Every month of 1,2 and 3rd the data should be entered in TNVKP MIS software.
Review meetings
Project activities and activities of community SHG trainers, community disability animators and book keeper could be monitored through review meetings. It should be done in the following way.