Report and Proposal Writing by fki81517

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									   REPORT FOR
PROPOSAL WRITING
Title of Training Course

Proposal Writing Training for prospective new TIs

Type of Training

Proposal Writing

Date/s of Training

September 15th and 16th, 2009


Duration of Training

Two (2) days Residential Training

Venue for Training

CCRC / CINI


Details of Facilitators Conducting Training


Sl Name            Sex   Designation Organisation Contact Information
No
   Nipuna                Training      STRC, CINI   9674323087,
   Sen                   Officer                    cinibandhan@cinindia.org
   Palash          M     Programme     WBTSU        Care.tsu@gmail.com
   Majumdar              Officer
   Colin           M     Programme     WBTSU        9331877800
   Fitzgerald            Officer                    Care.tsu@gmail.com
Details of Participants Attending Training

Sl     Name                 Sex Designatio    Organisation      Contact
No.                             n/                              Information
                                Typology**
  1.   S.R.Chanda           M   CLS           WBSAP & CS        23576000
  2.   Abhijit Dutta        M   DA – TI       WBSAP & CS         - do -
  3.   Kakali Chakrabarty   F                 Dhulagori Gram    9903864099
                                              Unnayan
                                              Parshad
  4.   Dipankar Chanda      M                 Dhulagori Gram    9051634473
                                              Unnayan
                                              Parshad
  5.   Ratnabali Basu       F   Social        FXB India         9874615717
                                Worker        Suraksha
  6.   Arpan Bose               Project       FXB India         9933549757
                                Coordinator   Suraksha
  7.   B. Chowdhury         M   Secretary     Child Support &   9836572495
                                              We
  8.   A.K.Barick           M   Mentor        Child Support &   9836572495
                                              We
  9. K.Acharya              M   Jt Secy       P.J.V.S.          9433194573
  10. Anwesha Banerjee      F   Project       Prantik           9748335981
                                Coordinator
  11. Sarika Gupta          F   Programme   Tagore Society      9831223501
                                Associate   for Rural
                                            Development
  12. Samita Sarkar         F   Assistant   Tagore Society      9432050797
                                Coordinator for Rural
                                            Development
  13. Prabhat Kr. Mishra    M   Area        Ambuja Cement       9748225029
                                Manager     Foundation
  14. Milan Maity           M   Project     Ambuja Cement       9830117175
                                Coordinator Foundation
  15. Ganesh Ch.            M   Organiser   Chak Kumar          9732911535
      Chakrabarty               Representat Association for
                                ive         Social Service
  16. Tapan Samanta             Organiser   Chak Kumar          9732936248
                                Representat Association for
                                ive         Social Service
  17. Sanchari Dutta        F   Asst .      RIVER               9831607671
                                Secretary
   18. Arun Kumar             M     President      RIVER               9433077392
       Byabortta
   19. Bibhaban Mishra        M      President     Tenguria            9475119096
                                                   Sanskar Kendra
   20. Asim Misra             M     Secretary      Tenguria
                                                   Sanskar Kendra
   21. Sajal Samanta          M     Project        Dwan Sun Club       9732635569
                                    Supervisor
   22. Prananjit Si           M     Staff          Dwan Sun Club       9434959374
   23. Pradip Kanti Das       M     Director       Vivekananda         9734626732
                                                   Lokshiksha
                                                   Niketan
   24. Asok Kumar Paul        M     Superintend    Vivekananda         9474617963
                                    ent            Lokshiksha
                                                   Niketan




Sessions’ Plan/ Agenda
Aim

To develop quality and effective proposals for Targeted Intervention ( Migrant
Labourers ) by capacitating prospective NGO representatives on Proposal
writing


Expected Outcomes

The learner will have developed the skill by the end of the training session to


    Utilize
    Understandi NACP III – Goal & Objectives
    ng         / High risk groups
    Information Importance of Targeted Intervention of Migrant Labourers
    about

    Practice    &
    Use             Information & Skills of Proposal writing
                    Budgeting and its process
Topics Covered


           TRAINING ON PROPOSAL WRITINGFOR MIGRANT LABOUR INTERVENTION
                                            AGENDA
             15.9.09 - Day 1 – NACP-III background and Concept of Proposal Writing

           Time                       Session                  Methodology            Facilitator
        9.30 – 10.45          Welcome,
                              Introductions and
                              Sharing of Expectations
       10.45 – 11.00                                   TEA / COFFEE BREAK
       10.45 - 11.15          Conceptualizing the               Interactive             STRC
       11.15 - 11.45          Evolution of NACP-III             discussion and
       11.45 - 12.15                                            Power point
                                                                Presentation
       12.15 - 12.45          Understanding TI                  Group                   STRC
       12.45 - 1.15           Programme                         Discussion and
       1.15 - 1.45                                              Presentation
         1.45 - 2.45                                    LUNCH BREAK
         2.45 - 3.00                                          Energizer
        3.00 – 3.45           Introduction to Proposal          Presentation and      SACS/TSU
         3.45 - 4.00          Writing                           Interactive
                                                                discussion
        4.00 - 4.15           TEA / COFFEE BREAK
        4.30 – 5.00           Session continued                     Interactive       SACS/TSU
                                                                    discussion
         5.00 – 5:30
16.09.09 - Day 2 – Budgeting Guideline

           Time                      Session                   Methodology            Facilitator
        9.30 – 9.45           Recap of Key                                              STRC
                              Learnings of Day One
       9.45 – 10.15           Budgeting and its                 Presentation and      SACS/TSU
       10.15 -10.45           process                           Interactive
       10.45 –11:15                                             Discussion
       11.15 - 11.30                                    TEA / COFFEE BREAK
       11.30 – 12.15          Session Continued                          Interactiv   SACS/TSU
       12.15 - 1.30                                           e Discussion
       1.30 – 2.15                                         LUNCH BREAK
       2.15 – 4.00            Mock Session on            Group Work and               SACS/TSU
                              Proposal Writing           Presentation
       4:00-4:15                                        TEA/COFFEE BREAK
       5:00– 5:15             Evaluation of Day Two                                     STRC
Materials Required

       Laptop
       LCD
       Whiteboard
       Soft board
       Chart paper, Cello tape, felt pens, Board markers, board pin, flash cards
       etc


Duration

Two ( 2 ) days Residential Training


Process

The Proposal Writing Training was formally started with a welcome address to
participants by the STRC Training Coordinator , Soumi Halder , CINI,
where the role and concept of STRC was explained in brief

The STRC team, the Training Coordinator Soumi Halder, and the Training
officer Nipuna Sen introduced themselves to the participants’ .The
training coordinator, Soumi Halder shared the objective of the training briefly
with the participants

Ms Soumi Halder welcomed Ms Anindita Maity , Assistant Director TI,
WBSAP & CS , and Mr Palash Majumdar , Programme Officer , WBTSU
who introduced themselves to the participants

The Training officer Nipuna Sen conducted an introductory round where the
participants shared their names, organization and their years of
experience in HIV intervention. Accordingly participants from different
organizations shared the same with STRC

The STRC team specified:

   •   The Purpose of the training i.e. To capacitate organization
       representatives on basics of Targeted Interventions for Migrant
     laborers
   • Roles of participants i.e. towards understanding the NACO revised
       proposal format and effective proposal writing

Following this, participants verbally shared their Training expectations, and
are listed below:
   •   Mapping Results of high-risk areas
   •   Criteria for proposal selection


Ms Anindita Maity, Assistant Director TI, WBSAP & CS, clarified that the
training would make proposal writing more effective and the TI goals more
specific and clear

After that, participants filled up the Training Pre Assessment format

The training then moved into the main session

Ms Nipuna Sen, Training officer STRC through a PowerPoint presentation
and an interactive discussion explained the evolution, goal, objectives and
strategies of NACP III. A brief conceptual understanding on NACP I and NACP II
was done to understand the flow.

The session addressed the national mandate cascading through different
phases of the NACP. Emphasis was given to the ‘ important features of
this national program’, through a common group discussion.


A detailed account of metamorphosis of the NACP and TI projects the
Goal, objective, guiding principles, phases of the program and
respective priorities were discussed with the help of a power point
presentation.

 The facilitator recapitulated the specifications of geographic area, typology
and size of HRBG, activity based budget and time period in respect of
targeted intervention project.

Ms Nipuna Sen, Training officer, STRC facilitated the session on
components of Targeted Interventions.

A group discussion was initiated on the need and urgency of HIV and
AIDS intervention and this fed into understanding specific high-risk groups
and the reasons for vulnerability.

Then an interactive discussion on the various components of TI, that is
condom promotion, STI Management, BCC, Referral & linkages, and
community mobilisation was done.
The importance of using condoms, availability of STI services, reduction
of vulnerabilities to create a crisis response system for community
mobilisation and awareness generation was discussed.

Recapitulating the TI components consolidated this discussion.

Dr. Palash Majumdar, Programme Officer, WBTSU facilitated the session
on proposal writing

With the help of a PowerPoint presentation, the facilitator initially explained
the concept of Targeted Intervention, the importance of working with
migrant labourers, the main focus of TI and the guiding principles of
TI. This explanation set the stage & added clarity to understanding the format
better.

Post lunch , the revised proposal format for selection of new NGOs was
discussed by Dr Palash Majumdar , Programme Officer, WBTSU .

The facilitation started with the Cover page, and he requested the participants
to practically write their individual particulars on the board.

The proposal summary included information on the strategies and
organisational analysis, objectives, activities, inputs and expected
outputs. After a thorough explanation on the requirement , participants
brainstormed on the same for their respective organisation

Then the content for technical strategies for Interventions was discussed .

The participants were informed on the BCC objective, plan, activities and
peer marketing , availability , affordability and accessibility of condoms
and staff capacity building – its need , importance & relevance . This
interactive discussion helped to reclarify the Targeted Intervention principles and
objective.

Then the group was told that the intervention strategy would have to be gender
sensitive – participants brainstormed on gender sensitive strategies

The facilitator then introduced the participants on the part of Organisational
analysis and requested all present to give a true and lucid picture of their
organisation’s strengths and weaknesses so that a realistic goal setting and
objective realisation would be possible , also capacity building programmes could
be planned based on need .
The facilitator consolidated the session by recapitulation of the proposal format
heads and relating it with the TI perspective for migrant laborers.

Each organisation was given an evening task to make a log frame structure of
their organisation – for each TI component the objective , activities , indicators
and output had to be put down . The concept of SMART indicators was
discussed.

Finally the first day ended with the evaluation feedback

DAY II – 16.9.09

A recapitulation and an informal sharing of the key learnings from the previous
day’ session was done by the participants. Most of them felt that the concept of
TI and the requirements to write a proposal had become more clear , focussed
and specific

The facilitator for the day was Mr Colin Fitzgerald, Programme Officer,
WBTSU.

The session on Targeted Intervention goals & objectives, activities and
work plan, Monitoring and evaluation – the development of output
indicators for activities and the monitoring systems was facilitated
through the presentation of the evening task and a PowerPoint
presentation . Varying responses from different organisation helped
participants to understand how to make it SMART on each head. Sometimes
participants were confusing between objectives and indicators .

Finally the detailed budget and staffing pattern was discussed

The facilitator consolidated the day’s session by emphasising the importance of
monitoring systems and the budget in the TI programme

Finally the second day ended with the evaluation feedback



Executive Summary

Title of Training Course:   Proposal Writing

Duration:                   Two (2) Day Residential Training
Objectives of Training

                     To equip the participants regarding the Proposal writing for
                     ML Intervention
                     To make the participants equipped with the technique of
                     Proposal writing.

Methodology

       Power point presentation
       Interactive discussion
       Brainstorming exercise
       Questionnaire



Expected Outcome:

The learner will have developed the skill by the end of the training session to


    Utilize
    Understandi NACP III – Goal & Objectives
    ng         / High risk groups
    Information Importance of Targeted Intervention of Migrant Labourers
    about

    Practice    &
    Use             Information & Skills of Proposal writing
                    Budgeting and its process



Process

The Proposal Writing Training was formally started with a welcome address to
participants by the STRC Training Coordinator , Soumi Halder , CINI,
where the role and concept of STRC was explained in brief

The STRC team, the Training Coordinator Soumi Halder, and the Training
officer Nipuna Sen introduced themselves to the participants’ .The
training coordinator, Soumi Halder shared the objective of the training briefly
with the participants
Ms Soumi Halder welcomed Ms Anindita Maity , Assistant Director TI,
WBSAP & CS , and Mr Palash Majumdar , Programme Officer , WBTSU
who introduced themselves to the participants

The Training officer Nipuna Sen conducted an introductory round where the
participants shared their names, organization and their years of
experience in HIV intervention. Accordingly participants from different
organizations shared the same with STRC

The STRC team specified:

   •   The Purpose of the training i.e. To capacitate organization
       representatives on basics of Targeted Interventions for Migrant
       laborers
   •   Roles of participants i.e. towards understanding the NACO revised
       proposal format and effective proposal writing

Following this, participants verbally shared their Training expectations, and
are listed below:

   •   Mapping Results of high-risk areas
   •   Criteria for proposal selection


Ms Anindita Maity, Assistant Director TI, WBSAP & CS, clarified that the
training would make proposal writing more effective and the TI goals more
specific and clear

After that, participants filled up the Training Pre Assessment format

The training then moved into the main session

Ms Nipuna Sen, Training officer STRC through a PowerPoint presentation
and an interactive discussion explained the evolution, goal, objectives and
strategies of NACP III. A brief conceptual understanding on NACP I and NACP II
was done to understand the flow.

The session addressed the national mandate cascading through different
phases of the NACP. Emphasis was given to the ‘ important features of
this national program’, through a common group discussion.
A detailed account of metamorphosis of the NACP and TI projects the
Goal, objective, guiding principles, phases of the program and
respective priorities were discussed with the help of a power point
presentation.

The facilitator recapitulated the specifications of geographic area, typology
and size of HRBG, activity based budget and time period in respect of
targeted intervention project.

Ms Nipuna Sen, Training officer, STRC facilitated the session on
components of Targeted Interventions.

A group discussion was initiated on the need and urgency of HIV and
AIDS intervention and this fed into understanding specific high-risk groups
and the reasons for vulnerability.

Then an interactive discussion on the various components of TI, that is
condom promotion, STI Management, BCC, Referral & linkages, and
community mobilisation was done.

The importance of using condoms, availability of STI services, reduction
of vulnerabilities to create a crisis response system for community
mobilisation and awareness generation was discussed.

Recapitulating the TI components consolidated this discussion.

Dr. Palash Majumdar, Programme Officer, WBTSU facilitated the session
on proposal writing

With the help of a PowerPoint presentation, the facilitator initially explained
the concept of Targeted Intervention, the importance of working with
migrant labourers, the main focus of TI and the guiding principles of
TI. This explanation set the stage & added clarity to understanding the format
better.

Post lunch , the revised proposal format for selection of new NGOs was
discussed by Dr Palash Majumdar , Programme Officer, WBTSU .

The facilitation started with the Cover page, and he requested the participants
to practically write their individual particulars on the board.

The proposal summary included information on the strategies and
organisational analysis, objectives, activities, inputs and expected
outputs. After a thorough explanation on the requirement , participants
brainstormed on the same for their respective organisation

Then the content for technical strategies for Interventions was discussed .

The participants were informed on the BCC objective, plan, activities and
peer marketing , availability , affordability and accessibility of condoms
and staff capacity building – its need , importance & relevance . This
interactive discussion helped to reclarify the Targeted Intervention principles and
objective.

Then the group was told that the intervention strategy would have to be gender
sensitive – participants brainstormed on gender sensitive strategies

The facilitator then introduced the participants on the part of Organisational
analysis and requested all present to give a true and lucid picture of their
organisation’s strengths and weaknesses so that a realistic goal setting and
objective realisation would be possible , also capacity building programmes could
be planned based on need .

The facilitator consolidated the session by recapitulation of the
proposal format heads and relating it with the TI perspective for
migrant laborers.

Each organisation was given an evening task to make a log frame
structure of their organisation – for each TI component the objective ,
activities , indicators and output had to be put down . The concept of
SMART indicators was discussed.

Finally the first day ended with the evaluation feedback

DAY II – 16.9.09

A recapitulation and an informal sharing of the key learnings from the previous
day’ session was done by the participants. Most of them felt that the concept of
TI and the requirements to write a proposal had become more clear , focussed
and specific

The facilitator for the day was Mr Colin Fitzgerald, Programme Officer,
WBTSU.

The session on Targeted Intervention goals & objectives, activities and
work plan, Monitoring and evaluation – the development of output
indicators for activities and the monitoring systems was facilitated
through the presentation of the evening task and a PowerPoint
presentation . Varying responses from different organisation helped
participants to understand how to make it SMART on each head. Sometimes
participants were confusing between objectives and indicators .

Finally the detailed budget and staffing pattern was discussed

The facilitator consolidated the day’s session by emphasising the importance of
monitoring systems and the budget in the TI programme

Finally the second day ended with the evaluation feedback

The training was ended on a hopeful note


Summary of Participants’ Learning / Pre and Post Test report

        Grade based Performance ranking for Organisation representatives of
             prospective new NGO TIs in the Proposal Writing Training

Division of marks

Total Marks: 20, each question carries five marks

Score   >18                 Rank A+
Score   15 - 17             Rank A
Score   12 – 14             Rank B+
Score    8 – 11             Rank B
Score   <8                  Rank C


Pre & Post Performance

         Grades             Pre assessment (22)         Post assessment (19)

Excellent = A+                       0%                         42.1%
Commendable = A                      0%                         26.3%
Very Good =B+                       4.5%                        26.3%
Good = B                            4.5%                          0%
Satisfactory = C                    91%                          5.3%
Facilitator’s Observations

   •   Participants were responsive
   •   Programme was well arranged
   •   The evening task proved to be a good reinforcement



Action Plan for the Future with deadlines

As per suggestion & guidance by NACO and WBSAP & CS
      TRAINING
REPORT ON FINANCIAL
  MANAGEMENT and
        nd
CMIS – 2 Batch (South
        Bengal)
Title of Training Course

Financial Management and CMIS


Type of Training

Financial Management and CMIS

Date/s of Training

September 9th, 10th and 11th 2009

Duration of Training

Three (3) days Residential Training

Venue for Training

Hall, CCRC (CINI Chetana Resource Centre )



Details of Facilitators Conducting Training

Sl   Name        Sex Designation Organisation Contact Information
No.
   1 Nilanjana   F      M & E Officer   WBTSU        9830115480
     Ghosh
   2 Kunal       M      Joint           WBSAP & CS   (033 ) 23330526
     Kanti Jha          Director,
                        Finance
   3 Shakti      M      Assistant       WBSAP & CS   kapoorshakti@gmail.com
     Kapoor             Director,
                        Finance
   4 Soumi       F      Training        CINI         cinibandhan@cinindia.org
     Halder             Coordinator,
                        STRC
   5 Nipuna      F      Training        CINI         cinibandhan@cinindia.org
     Sen                Officer, STRC
Details of Participants Attending Training

Sl.No. Name           Sex Designation Organisation Contact
                          / Typology               Information
  1.    Sunirmal      M   Accountant    WIF
        Adak              cum M & E                       9433449871
                          Officer
  2.    Deepak        M   Accountant    BBDNKS            9836326065
        Bera              cum M & E
                          Officer
  3.    Paban Das     M    Accountant   Naihati Prolife   9433182608
                          cum M & E
                          Officer
  4.    Indrajit      M   Accountant    DMSC, GBIP        9474954938
        Mondal
  5.    Ujjwal        F   Accountant    SPMUS             9474917879
        Banerjee
  6.    Prasanta      M   Accountant    Haldia Vigyan     9475819618
        Muhuri                          Parishad
  7.    Rajib         M   Accountant    EICS              9434306856
        Mukherjee
  8.    Gopal         M   Accountant    SHDSA – SHIP      9239047834
        Kundu
  9.    Md. Raihan    M   Accountant    SHDSA – SHIP      9433507107
        Uddin
  10.   Debabrata     M   Accountant    DJKK              9851123621
        Adhikari
  11.   Sudip         M   Accountant    LAMP              9433541591
        Mukherjee
  12.   Sandip        M   Accountant    Bhoruka           9434968809
        Karmakar
  13.   Sankar        M   Accountant    NMCS              25299108 / 8424
        Kundu             cum M & E
                          Officer
  14.   Sukanta       M   Accountant    DMSC Santipur     9432155930
        Bera
  15.   Kakali        F   Accountant    SSSS, Burdwan     9832214090
        Choudhury
  16.   Asim Dutta    M   Accountant    SSSS              9332378370
  17.   Sushanta      M   Accountant    HDRI              9932522800
        Rajbhor
  18.   Tushar        M   Accountant    HDRI              9874760584
        Kanti Ghosh
  19.   Tufan         M   Accountant    GUP
          Kirtania
   20.    Ram Sagar       M     ORW             HDRI
          Mehta
   21.    Ashis Kr.       M     Counselor       HDRI, Lalgola
          Dutta
   22.    Biswajit        F     ORW             HDRI, Truckers
          Ghosh
   23.    Tapan           M     ORW             HDRI, ML - II
          Bhattachary
          a
   24.    Moumita         M     M & E Officer   SSSS
          Banerjee
   25.    Pintu Maity     M     M & E Officer   SHDSA
   26.    Sumantra        M     M & E Officer   SPMUS            9002779646
          Sarathi Paul
   27.    Sanjib          M     M & E Officer   EICS             9475362745
          Hazra
   28.    Ashok           M     M & E Officer   LAMP             9232473237
          Bhattachary
          a
   29.    Saibal Maity    M     PM              HVP              9434611864




Sessions’ Plan/ Agenda

Aim

To develop quality Accountants and Monitoring and Evaluation Officers of the
targeted Intervention programme by capacitating on CMIS and Financial
Management for better program achievement

Expected Outcomes

The learner will have developed the skill by the end of the training session to


         Be              Financial Management
         oriented        Procurement
         on              Monitoring and Indicators
         Utilize         Monitoring Formats -
         Understan       Formats for Outreach Level
         ding     /      Formats for Project Level
      Informatio  Formats for SHG / CBO Level
      n about     Formats for Clinic Level
      Reflect on  Performance & achievement of the organisation & how to
                  optimize resources to increase efficiency
      Practically Understanding the flow of data / Monitoring
      implement Understanding participatory review
                  Relating the specific roles and responsibilities of the project
                  team members in the TI team reporting on Monitoring
                  Indicators




Topics Covered

                  TRAINING ON FINANCIAL MANAGEMENT AND CMIS
                                       AGENDA
                    Day 1 – Financial Management and Procurement

         Time                  Session       Methodology                   Facilitator
      9.30 – 10.45        Welcome,
                          Introductions and
                          Sharing of
                          Expectations
     10.45 – 11.00        TEA / COFFEE BREAK
      11.15 – 12:00       Financial            Understanding                 SACS
                          Management           Financial
                                               Management –
                                               Interactive
                                               Discussion
      12:30- 1:30                              Group work on
                                               SoE Case
                                               Study
1.30 - 2.30                LUNCH BREAK
       2:30 - 3.00                             Group
                                               Presentations
      3:00- 400           Procurement          Understanding                 SACS
                                               procurement –
                                               Interactive
                                               Discussion
                                               (nuts and bolts
                                               of procurement
                                               plan)
      4:00- 4:15                             TEA BREAK
      4:15 -5:30          Understanding        Interactive                   SACS
                   Procurement              Discussion and
                   contd…                   presentation

                             Day 2 – CMIS

9:30-10:00 a.m     Recap of Day 1          Reporting and             Do
                                           Interactive
                                           Discussion
10:00- 12:30 a.m   Procurement             Group work on             Do
                                           procurement
                                           Group
                                           Presentations
12:30- 1:45 p.m    Introduction to         Understanding         STRC
                   Monitoring and          Monitoring and
                   Indicators              Indicators
                                           Group work on
                                           setting
                                           Monitoring
                                           Indicators
                                           Group
                                           Presentations
 1.30 - 2.30                            LUNCH BREAK
2:30-3:00 p.m      Introduction to         Group                     Do
                   Monitoring and          presentation)
                   Indicators
                   (contd…)
 5.00 - 5.15                         TEA / COFFEE BREAK
 3.00 – 3.45       Introduction to            Understandi        SACS
 3.45 - 4.30       Monitoring and             ng the flow
 4.30 – 5.30       NACO’s CMIS                of data /
                                              Monitoring
                                              Understandi
                                              ng
                                              participatory
                                              review
 5.30 - 5.45       Evaluation of Day                          STRC
                   Two
                              Day 3 – CMIS
    Time                Session            Methodology         Facilitator
 9.30 – 9.45       Recap of Key                                  STRC
                   Learnings of Day
                   One
9.45 – 10.15       Indicators (contd)       Understanding       Nilanjana
10.15 -10.45                                NACO’s CMIS -        Ghosh
10.45 –11.15                                Interactive
                                            Discussion
                                                      Group work on
                                                      Case Study –
                                                      CMIS Format
                                                      Group
                                                      Presentations
     11.15 - 11.30                            TEA / COFFEE BREAK
      11.30 – 12.15       Monitoring           Understanding                Nilanjana
      12.15 - 1.00        Formats              Monitoring Formats –          Ghosh
                                               Interactive Discussion
                                                          - Formats
                                                              for
                                                              Outreach
                                                              Level
                                                          - Formats
                                                              for
                                                              Project
                                                              Level
    12.45 - 1.30          Monitoring           Understanding                      Do
                          Formats (contd)      Monitoring Formats –
                                               Interactive Discussion
                                                      Formats for
                                                      SHG / CBO
                                                      Level
                                                      Formats for
                                                      Clinic Level
      1.30 – 2.15                                 LUNCH BREAK
      2.15 - 4.00         Monitoring           Group Work and            Nilanjana
                          Formats (contd)      Presentation              Ghosh
      4:00– 4:15          Evaluation of Day                                   STRC
                          Three



Materials Used:

      Laptop
      LCD
      Whiteboard
      Soft board
      Chart paper, Cello tape, felt pens, Board markers, board pin, flash cards
      etc
      Photo copies of the formats
      Desk tops for lab-based training
Duration

Three (3) days Residential Training

Process

DAY I – 15.9.09

The Financial Management and CMIS Training was formally started with a
welcome address to participants by the Training Coordinator STRC
Soumi Halder , CINI, where the role and concept of STRC was explained in
brief

The STRC team, the Training Coordinator Soumi Halder, and the Training
officer Nipuna Sen introduced themselves to the participants’ .The
training coordinator, Soumi Halder shared the objective of the training briefly
with the participants

The Training officer Nipuna Sen conducted an introductory round where the
participants shared their names, organization and their years of
experience in HIV intervention. Accordingly participants from different
organizations shared the same with STRC

The STRC team specified:

   •    The Purpose of the training i.e. To capacitate the Accountants and
        Monitoring & Evaluation Officers on basics of Financial Management
        and CMIS

   •    Roles of participants i.e. towards effective programme achievement
        through monitoring and budget based accounting.

Following this, participants shared their Training expectations on a flashcard
that was provided to them. The Training expectations were various and are listed
below:

   •    Concept of accounting in TI
   •    Changes in / new accounting principle, guideline
   •    Tax related means
   •    VAT Income Tax, TDS, Staff provided with Insurance
   •    Reporting of Accounts and CMIS
   •    Relation between accounts and programme
   •    Procurement system
   •    Cost benefit analysis of every expenditure done in the FSW project
   •   Rules / Strategies for expenditure on crisis response and medical
       expenses
   •   Provident fund
   •   FCRA

After that, a previously set Training Pre Assessment format was distributed
and the participants filled up the same

The training then moved into the main session

The facilitator for the session on Procurement was Mr. Shakti Kapoor, AD
Finance , WBSAP & CS. The facilitator explained the basic concepts of
procurement through a PowerPoint presentation and an interactive discussion.

Procurement, Stock & Inventory was discussed ---- the purchasing function
involving identification of goods and services, identification of suppliers ,
the cost and procurement estimates , the negotiation of favorable
trading terms and the placing of the order

It was emphasized that finalizing on the supplier would depend on the
person’s credibility, the quality and cost effectiveness of the goods
supplied and the past performance of the supplier

The Control Objectives , and the general procedures for procurement was
discussed . Purchasing capital assets would look into the organization
purchase policy.

The Guidelines for purchase of pharmaceuticals and medical supplies
had to be referred before any purchase

The key Learnings emphasized were transparency, maintenance of the
three R’s – right price, right item and right time, steps in Procurement
planning and documentation

The facilitator informed each NGO about their SOE and the financial report given
by each auditor during TI monitoring. Participants clarified the auditor
recommendations / comments given during monitoring. Clarifications had to be
sent in written form to WBSAP & CS

Post lunch , the participants did a group work on the flowchart of procurement
for a particular item followed by group presentation.
Lab based Procurement session

To make the session more realistic & user friendly, participants did hands on
training on the computer for monitoring format filling up which was
presented in the larger group

Some Major Observation:
Gaps in steps of purchasing
Gaps in the selection of suppliers - lack of maintaining the 3R’s and
transparency
Non-uniform understanding in the procurement procedures

As shared by participants, the hands on training
   • Added clarity,
   • Helped them identify gaps and
   • Would help them in filling up the formats in future

The understanding of the procurement flow was reinforced through this exercise.

The facilitator consolidated the session by relating the presentation findings with
the TI perspective in procurement.

Finally the first day ended with the evaluation feedback

DAY II – 16.9.09

A recapitulation and an informal evaluation of the previous day’ session was
done by the participants.

Mr. Kunal Kanti Jha, Joint Director, Finance, WBSAP&CS, Mr.Shakti
Kapoor, Assistant Director, Finance, WBSAP&CS continued the session
on Financial Management

Some Highlighted topics of discussion:

Governance, Leadership amongst board members to encourage community
participation and developing a second line of leadership, activity based
accounting, concept of daily cash balance and its importance, Accounting
procedures, how to maintain an accounting trail, advances, account
payments, authorized signatories for TI, the controls to be exercised,
and the bank reconciliation statement was explained by the facilitator with
suitable examples . Various terms like the voucher, the accounting cycle were all
discussed and doubts clarified.
Group Activity:

The participants were divided into four groups; the case study handouts on
Statement of Expenditure (SoE) were given to the groups and were
encouraged to explain their understanding and the variance.         Group
presentations were done in the larger group and the concepts were related
with the budget of the Targeted Intervention programmes.

Personal experiences related to this were also shared, which helped to add
clarity. The costing guideline, differences between a voucher and a bill,
the accounting procedure, the accounting trail to trace individual
transaction and financial reports to be maintained were all rediscussed
during the course of the session.

The facilitator consolidated the session by relating the presentation findings with
the TI perspective in procurement.

The lunch break was at 1.30 p.m.

DAY II – 16.9.09 (Post Lunch Session)

Nipuna Sen, Training Officer, STRC facilitated the session on Monitoring
indicators. The participants did a word association exercise on Monitoring
with the participants followed by a PowerPoint presentation explaining the
concept ant its importance in the TI perspective , and the reports / data required
documenting the process. An interactive discussion following this emphasized the
understanding of TI activities and the need and importance of performance
indicators related to it.

Ms Nilanjana Ghosh, West Bengal Technical Support Unit (WBTSU),
Monitoring & Evaluation Officer facilitated the session on NACO’s CMIS.
The facilitator explained the concept of data and information, processing
of data collection, entry, analysis and interpretations through a power
point presentation followed by an interactive discussion clarifying doubts in field
situations

The participants were divided into three groups and each group had to fill in the
CMIS data sheet based on three different case studies based on one component
of TI

Group presentation of this was done and this was related to the use of this
information for decision-making in terms of the TI components
Ms Nilanjana Ghosh, WBTSU facilitated the session on monitoring
formats

The facilitator related the setting of monitoring indicators, the various formats
required and a reference guide was given to the participants, which explained
the usage at the different levels i.e. project, outreach, clinic and the SHG level.

Lab based Monitoring session

To make the session more realistic & user friendly, participants did hands on
training on the computer for monitoring format filling up which was
presented in the larger group

Some Major Observation:
Flow of data was not clear
Non uniform understanding in filling up indicators

As shared by participants, the hands on training
   • Added clarity,
   • Helped them identify gaps and
   • Would help them in filling up the formats in future

Each format and steps in filling it up was explained in detail and field experiences
with doubts were clarified

An interactive discussion ensued on the common mistakes that NGOs make while
filling up the formats and scope for more appropriate information through these
formats.

The day’s session was concluded with the evaluation feedback

The training was ended on a hopeful note


Executive Summary




Title of Training Course: Financial      Management      & CMIS

Duration:                    Three (3)   Day Residential Training
Objectives of Training

        To equip the participants regarding the importance of Financial
        Management & CMIS
        To make the participants learn the steps of Financial Management& CMIS


Methodology

        Power point presentation
        Interactive discussion
        Brainstorming exercise
        Mime acting
        Case Studies
        Role play
        Word association exercise

   Process

DAY I – 15.9.09

The Financial Management and CMIS Training was formally started with a
welcome address to participants by the Training Coordinator STRC
Soumi Halder , CINI, where the role and concept of STRC was explained in
brief

The STRC team, the Training Coordinator Soumi Halder, and the Training
officer Nipuna Sen introduced themselves to the participants’ .The
training coordinator, Soumi Halder shared the objective of the training briefly
with the participants

The Training officer Nipuna Sen conducted an introductory round where the
participants shared their names, organization and their years of
experience in HIV intervention. Accordingly participants from different
organizations shared the same with STRC

The STRC team specified:

   •    The Purpose of the training i.e. To capacitate the Accountants and
        Monitoring & Evaluation Officers on basics of Financial Management
        and CMIS

   •    Roles of participants i.e. towards effective programme achievement
        through monitoring and budget based accounting.
Following this, participants shared their Training expectations on a flashcard
that was provided to them. The Training expectations were various and are listed
below:

   •   Concept of accounting in TI
   •   Changes in / new accounting principle, guideline
   •   Tax related means
   •   VAT Income Tax, TDS, Staff provided with Insurance
   •   Reporting of Accounts and CMIS
   •   Relation between accounts and programme
   •   Procurement system
   •   Cost benefit analysis of every expenditure done in the FSW project
   •   Rules / Strategies for expenditure on crisis response and medical
       expenses
   •   Provident fund
   •   FCRA

After that, a previously set Training Pre Assessment format was distributed
and the participants filled up the same

The training then moved into the main session

The facilitator for the session on Procurement was Mr. Shakti Kapoor, AD
Finance , WBSAP & CS. The facilitator explained the basic concepts of
procurement through a PowerPoint presentation and an interactive discussion.

Procurement, Stock & Inventory was discussed ---- the purchasing function
involving identification of goods and services, identification of suppliers ,
the cost and procurement estimates , the negotiation of favorable
trading terms and the placing of the order

It was emphasized that finalizing on the supplier would depend on the
person’s credibility, the quality and cost effectiveness of the goods
supplied and the past performance of the supplier

The Control Objectives , and the general procedures for procurement was
discussed . Purchasing capital assets would look into the organization
purchase policy.

The Guidelines for purchase of pharmaceuticals and medical supplies
had to be referred before any purchase
The key Learnings emphasized were transparency, maintenance of the
three R’s – right price, right item and right time, steps in Procurement
planning and documentation

The facilitator informed each NGO about their SOE and the financial report given
by each auditor during TI monitoring. Participants clarified the auditor
recommendations / comments given during monitoring. Clarifications had to be
sent in written form to WBSAP & CS

Post lunch , the participants did a group work on the flowchart of procurement
for a particular item followed by group presentation.



Lab based Procurement session

To make the session more realistic & user friendly, participants did hands on
training on the computer for monitoring format filling up which was
presented in the larger group

Some Major Observation:
Gaps in steps of purchasing
Gaps in the selection of suppliers - lack of maintaining the 3R’s and
transparency
Non-uniform understanding in the procurement procedures

As shared by participants, the hands on training
   • Added clarity,
   • Helped them identify gaps and
   • Would help them in filling up the formats in future

The understanding of the procurement flow was reinforced through this exercise.

The facilitator consolidated the session by relating the presentation findings with
the TI perspective in procurement.

Finally the first day ended with the evaluation feedback

DAY II – 16.9.09

A recapitulation and an informal evaluation of the previous day’ session was
done by the participants.
Mr. Kunal Kanti Jha, Joint Director, Finance, WBSAP&CS, Mr.Shakti
Kapoor, Assistant Director, Finance, WBSAP&CS continued the session
on Financial Management

Some Highlighted topics of discussion:

Governance, Leadership amongst board members to encourage community
participation and developing a second line of leadership, activity based
accounting, concept of daily cash balance and its importance, Accounting
procedures, how to maintain an accounting trail, advances, account
payments, authorized signatories for TI, the controls to be exercised,
and the bank reconciliation statement was explained by the facilitator with
suitable examples . Various terms like the voucher, the accounting cycle were all
discussed and doubts clarified.


Group Activity:

The participants were divided into four groups; the case study handouts on
Statement of Expenditure (SoE) were given to the groups and were
encouraged to explain their understanding and the variance.         Group
presentations were done in the larger group and the concepts were related
with the budget of the Targeted Intervention programmes.

Personal experiences related to this were also shared, which helped to add
clarity. The costing guideline, differences between a voucher and a bill,
the accounting procedure, the accounting trail to trace individual
transaction and financial reports to be maintained were all rediscussed
during the course of the session.

The facilitator consolidated the session by relating the presentation findings with
the TI perspective in procurement.

The lunch break was at 1.30 p.m.

DAY II – 16.9.09 (Post Lunch Session)

Nipuna Sen, Training Officer, STRC facilitated the session on Monitoring
indicators. The participants did a word association exercise on Monitoring
with the participants followed by a PowerPoint presentation explaining the
concept ant its importance in the TI perspective , and the reports / data required
documenting the process. An interactive discussion following this emphasized the
understanding of TI activities and the need and importance of performance
indicators related to it.
Ms Nilanjana Ghosh, West Bengal Technical Support Unit (WBTSU),
Monitoring & Evaluation Officer facilitated the session on NACO’s CMIS.
The facilitator explained the concept of data and information, processing
of data collection, entry, analysis and interpretations through a power
point presentation followed by an interactive discussion clarifying doubts in field
situations

The participants were divided into three groups and each group had to fill in the
CMIS data sheet based on three different case studies based on one component
of TI

Group presentation of this was done and this was related to the use of this
information for decision-making in terms of the TI components

Ms Nilanjana Ghosh, WBTSU facilitated the session on monitoring
formats

The facilitator related the setting of monitoring indicators, the various formats
required and a reference guide was given to the participants, which explained
the usage at the different levels i.e. project, outreach, clinic and the SHG level.

Lab based Monitoring session

To make the session more realistic & user friendly, participants did hands on
training on the computer for monitoring format filling up which was
presented in the larger group

Some Major Observation:
Flow of data was not clear
Non uniform understanding in filling up indicators

As shared by participants, the hands on training
   • Added clarity,
   • Helped them identify gaps and
   • Would help them in filling up the formats in future

Each format and steps in filling it up was explained in detail and field experiences
with doubts were clarified

An interactive discussion ensued on the common mistakes that NGOs make while
filling up the formats and scope for more appropriate information through these
formats.
The day’s session was concluded with the evaluation feedback

The training was ended on a hopeful note



Expected Outcome:

The learner will have developed the skill by the end of the training session to


       Be          Financial Management
       oriented     Procurement
       on          Monitoring and Indicators
       Utilize      Monitoring Formats -
       Understan   Formats for Outreach Level
       ding      / Formats for Project Level
       Informatio  Formats for SHG / CBO Level
       n about     Formats for Clinic Level
       Reflect on  Performance & achievement of the organisation & how to
                   optimize resources to increase efficiency
       Practically Understanding the flow of data / Monitoring
       implement Understanding participatory review
                   Relating the specific roles and responsibilities of the project
                   team members in the TI team reporting on Monitoring
                   Indicators




Summary of Participants’ Learning / Pre and Post Test report

                         CRITERIA FOR GRADES

  Grade based Performance ranking for Accountants & Monitoring & Evaluation
   Personnel of TI programme in the Financial Management & CMIS Training

The pre & post assessment was done separately for the Financial
Management session and the Monitoring & Evaluation session as some
participants were Accountant cum M & E officer, while others were exclusively
Monitoring & Evaluation Personnel.
Division of marks for Financial Management
Total Marks: 40, each question carries five marks

Score   >35                Rank A+
Score   30 - 34            Rank A
Score   25 – 29            Rank B+
Score   20 – 24            Rank B
Score   <20                Rank C


Pre & Post Performance – Financial Management

          Grades             Pre assessment (18)    Post assessment (15)

Excellent = A+                         0%                   10.5%
Commendable = A                        0%                   10.5%
Very Good =B+                         5.6%                   5.3%
Good = B                              5.6%                   52.6%
Satisfactory = C                     88.8%                  21.10%

Division of marks for CMIS

Total Marks: 20, Each question carries five marks

Score   >18                Rank A+
Score   15 - 17            Rank A
Score   12 – 14            Rank B+
Score    8 – 11            Rank B
Score   <8                 Rank C


Pre & Post Performance – CMIS

         Grades            Pre assessment (16)      Post assessment (13)

Excellent = A                       0%                      5.9%
Commendable = A                     0%                      5.9%
Very Good =B+                      5.9%                    11.8%
Good = B                           5.9%                    41.1%
Satisfactory = C                   88.2%                   35.3%
                   Financial Management and CMIS
                      PRE ASSESSMENT QUESTIONNAIRE

   1. What is the role & responsibility of an accountant?
   2. Give three points that the accountant has to ensure?
   3. What do you understand by Daily Cash balance?
   4. What is the accounting trail?
   5. Requests for Advance can be made for which expenses? What
      is the process to make such requests ?
   6. Who has the authority to sign on cheques / financial documents
      in Targeted Intervention
   7. What is the importance of the Bank Reconciliation statement
   8. Outline the process for withdrawing cash from the bank
   9. What is Monitoring ?
   10.       What is the importance of Monitoring indicators
   11.       What are the objectives of CMIS ?
   12.       List the data generating units for the NACO CMIS ?



Facilitator’s Observations:

There is a requirement for training on Harm Reduction both in West Bengal and
Sikkim

Future Action Plan:

Training dissemination by participants.

								
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