NREGA MIS WorkshopNREGA MIS Workshop

Definition of Information SystemDefinition of Information System

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

information and information and communicatescommunicates it to it to the user.the user.

Management Information Management Information SystemSystem

A refined orientation of available A refined orientation of available sources of information which enables sources of information which enables managers to tie planning and control managers to tie planning and control procedures to operational systems of procedures to operational systems of

implementation.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 timely that Enables access to right information timely that results in right decisions results 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 maintained, result in tedious paper work, needs more clerical time, causes disjointedness in more clerical time, causes disjointedness in information flows.information 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 Obliterates the over dependency of expertise of any particular executive in an organization. any 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-CsPillars of C-MIS 4-Cs

1.1. ComputersComputers

2.2. ContentContent

3.3. ConnectivityConnectivity

4.4. CompetenciesCompetencies

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 & Phases of MIS Design & DevelopmentDevelopment

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

1.1. Study organizational goals and problemsStudy organizational goals and problems

2.2. Analyze available resources and Analyze available resources and opportunitiesopportunities

3.3. Analyze technological and human Analyze technological and human resources capabilitiesresources capabilities

4.4. Evaluate the MIS design project using Evaluate the MIS design project using cost benefit analysiscost benefit analysis

Design PhaseDesign Phase

1.1. Determine requirements of subsystemsDetermine requirements of subsystems2.2. Evaluate and define the proposed sub-Evaluate and define the proposed sub-

systemssystems3.3. Determine the degree of computerizationDetermine the degree of computerization4.4. Create databaseCreate database5.5. Establish input and output formsEstablish input and output forms6.6. Feedback from all levels of usersFeedback from all levels of users7.7. Develop applications prototypeDevelop applications prototype8.8. DocumentDocument

Implementation PhaseImplementation Phase1.1. Organize computer infrastructureOrganize computer infrastructure2.2. Train users on basic operationsTrain users on basic operations3.3. Develop applicationsDevelop applications4.4. Train users on application modulesTrain users on application modules5.5. Feedback from all levels of usersFeedback from all levels of users6.6. Modify modules based on user feedbackModify modules based on user feedback7.7. Debug the test application modulesDebug the test application modules8.8. Test the complete systemTest the complete system9.9. Feedback on complete systemFeedback on complete system10.10. Debug the complete systemDebug the complete system11.11. Evaluate the complete systemEvaluate the complete system12.12. DocumentDocument13.13. Switch to new MIS systemSwitch to new MIS system14.14. Evaluate periodicallyEvaluate periodically15.15. System maintenanceSystem maintenance16.16. 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)

Database Management System Database Management System (DBMS) Components(DBMS) Components

1.1. Database (Fields, records, files, relationships)Database (Fields, records, files, 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 Processor 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

Info

rm

ati

on

, E

du

cati

on

an

d

Co

mm

un

icati

on

(IE

C),

R

eg

istr

ati

on

an

d

Dis

po

sal

o

f

Co

mp

lain

ts

an

d

Grie

van

ces,

In

tern

al

& E

xte

rn

al

Flo

w o

f

Info

rm

ati

on

(R

ep

orti

ng

an

d D

isclo

su

re),

Mo

nit

orin

g,

Evalu

ati

on

an

d R

evie

w

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 Critical ActivitiesNREGS Critical Activities

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 wages 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 Proposal for release of fundsof funds

AccountingAccounting

ReceiptsReceipts Opening BalanceOpening Balance Amount received Amount received

during the yearduring the year

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

skilled wagesskilled wages MaterialsMaterials Administrative Administrative

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

Labour ManagementLabour Management

1. Application for Registration

2. Issue of Job Cards

3. Application for works

4. Issue of Dated Acknowledgment Receipt

5. Issue of work allocation letter

6. Joining of workers on project site and their orientation, group formation, etc.

7. Selection of Mates and Supervisors

8. Entry of work done in Muster rolls

9. Payment of wages

Project ManagementProject Management

1. Shelf of projects – Estimation, TS and AA

2. Selection of Mates and Supervisors

3. Materials Procurement and Payment

4. Preparation of work calendar for projects

5. Workers motivation

6. Work performance and measurement

7. Billing and Muster Roll preparation

8. Payment of wages

9. Inspection of projects

10. Maintenance of project and asset register

11. Submission of UC and work closure

12. Maintenance of Project

Job Card Holder - Job Applicant

ProjectMuster Roll (Bill) Preparation

Measurement in M.B.

Attendance on MR

Receipt of Funds and Payment of Wages, Cost of Materials, Administrative Overheads (Cash Book)

Processes for Project

Management

Job Card RegisterJob Card Register

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

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

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

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

Employment RegisterEmployment Register

Date of applicationDate of applicationApplicant’s nameApplicant’s nameJob Card NoJob Card NoWork Demand Dates (From & To)Work Demand Dates (From & To)Work Allocation Details – Letter No, Date.Work Allocation Details – Letter No, Date.Project Code (in which work allocated)Project Code (in which work allocated)No of Days workedNo of Days workedAmount Paid Amount Paid Unemployment Allowance Paid.Unemployment Allowance Paid.

Project LedgerProject Ledger Project codeProject code Project nameProject name Project TypeProject Type Project DescriptionProject Description Sanction Order No. and DateSanction Order No. and Date LocationLocation EstimateEstimate ExpenditureExpenditure

MaterialMaterial LabourLabour

Supervisory Officers DetailsSupervisory Officers Details Measurement DetailsMeasurement Details Muster Roll DetailsMuster Roll Details 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

M.B. No.M.B. No. Project CodeProject Code Muster Roll CodeMuster Roll Code DatesDates

MeasurementMeasurement Check MeasurementCheck Measurement

Quantity of workQuantity of work MeasurementMeasurement Check MeasurementCheck Measurement

Name of engineersName of engineers Measured by Measured by Check measured byCheck measured by

Muster RollMuster Roll1.1. 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, VIPName, address, whether worker, IA, citizen, VIP

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, Participation by workers, officials, members, etc.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

FINISHFINISH