NREGA MIS Workshop Dr MCR HRD Institute, Hyderabad MORD, New Delhi

Definition of Information System A set of tools, procedures and technology that generates information and communicates it to the user.

Management Information System A refined orientation of available sources of information which enables managers to tie planning and control procedures to operational systems of implementation.

Significance of Computerized MIS 1. Assists managerial decisional process and control 2. Enables access to right information timely that results in right decisions 3. Manual information systems are difficult to be maintained, result in tedious paper work, needs more clerical time, causes disjointedness in information flows. 4. Enables decision-making based on facts not on subjectivity. 5. Obliterates the over dependency of expertise of any particular executive in an organization.

MIS Communication Process InputProcessor Output Information Recorded Stored Retrieved Processed Summarized Classified Reports Decisions To Planning, Operating, Controlling Systems To Management Systems Feedback

Pillars of C-MIS 4-Cs 1. Computers 2. Content 3. Connectivity 4. Competencies

Steps in MIS Planning & Design 1. Determination of Users’ needs 2. Identification of inputs and users interface 3. Determination of the Scope of the system 4. Budgets 5. Scheduling

Phases of MIS Design & Development 1. Study and Analysis Phase 2. Design Phase 3. Implementation Phase

Study and Analysis Phase 1. Study organizational goals and problems 2. Analyze available resources and opportunities 3. Analyze technological and human resources capabilities 4. Evaluate the MIS design project using cost benefit analysis

Design Phase 1. Determine requirements of subsystems 2. Evaluate and define the proposed sub- systems 3. Determine the degree of computerization 4. Create database 5. Establish input and output forms 6. Feedback from all levels of users 7. Develop applications prototype 8. Document

Implementation Phase 1. Organize computer infrastructure 2. Train users on basic operations 3. Develop applications 4. Train users on application modules 5. Feedback from all levels of users 6. Modify modules based on user feedback 7. Debug the test application modules 8. Test the complete system 9. Feedback on complete system 10. Debug the complete system 11. Evaluate the complete system 12. Document 13. Switch to new MIS system 14. Evaluate periodically 15. System maintenance 16. Establish plans for future MIS

Software Development Life Cycle 1. Feasibility Study (Preliminary investigation) 2. Systems (Requirements) Analysis 3. Systems Design (Inputs, Process, Output) 4. Development (Software writing) 5. Testing (Debugging) 6. Implementation (Installation at user’s place) 7. Maintenance (Adapting to changing needs)

Database Management System (DBMS) Components 1. Database (Fields, records, files, relationships) 2. Database Administrator 3. Database Users 4. Database Programs

NREGA MIS – A Stylized View InputProcessor 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 Recorded Stored Retrieved Processed Summarized Classified Variance Reports on Employment provided Wages paid Expenditure Works completed Complaints disposed Social audit completed To Planning, Operating, Controlling Systems To Management Systems Feedback

NREGS 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

Planning 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 Management 1. Demand for funds 2. Allocation of funds 3. Expenditure tracking 4. Collection of UCs 1. Accounting 2. Audit 3. Compliance to Audit 4. Proposal for release of funds

Accounting Receipts Receipts Opening Balance Opening Balance Amount received during the year Amount received during the year Payments Payments Unskilled Wages Semi-skilled and skilled wages Materials Administrative Expenses (forms, stationery, travel, electricity, telephones, salary, AMC, etc)

Labour 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 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 Project Muster 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 Register Job Card code (State/District/Block/GP/Village) Job Card code (State/District/Block/GP/Village) Caste Category – SC, ST, OBC, Others, Minority Caste Category – SC, ST, OBC, Others, Minority Household Members’ Details – name, age, sex, relation with the head of household. Household Members’ Details – name, age, sex, relation with the head of household. Details of Payment – Name of member, member code, days worked, dates (From and To), Amount paid, MR Code, Project Code, Mode of payment (bank, PO, cash) Details of Payment – Name of member, member code, days worked, dates (From and To), Amount paid, MR Code, Project Code, Mode of payment (bank, PO, cash)

Employment Register Date of application Date of application Applicant’s name Applicant’s name Job Card No Job Card No Work 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 worked No of Days worked Amount Paid Amount Paid Unemployment Allowance Paid. Unemployment Allowance Paid.

Project Ledger Project code Project code Project name Project name Project Type Project Type Project Description Project Description Sanction Order No. and Date Sanction Order No. and Date Location Location Estimate Estimate Expenditure Expenditure Material Material Labour Labour Supervisory Officers Details Supervisory Officers Details Measurement Details Measurement Details Muster Roll Details Muster Roll Details Payment Details Payment Details

Asset Register 1. Asset Code 2. Name 3. Description 4. Type 5. Location 6. Date of creation 7. Historical Cost (Rs lakhs) 8. Project Code 9. Useful Life (End Date) 10. Benefits

Measurement Book M.B. No. M.B. No. Project Code Project Code Muster Roll Code Muster Roll Code Dates Dates Measurement Measurement Check Measurement Check Measurement Quantity of work Quantity of work Measurement Measurement Check Measurement Check Measurement Name of engineers Name of engineers Measured by Measured by Check measured by Check measured by

Muster Roll 1. Muster Roll Code 2. Project Code 3. Job Card Holders’ code 4. Distance within 5 Km – (Y/N) 5. Days worked 6. Standard Output 7. Actual Output 8. Rate – amount per unit of output 9. Amount – individual and total 10. Acknowledgement 11. Certification by Sarpanch, Engineers, VMC members, etc. 12. Date of Verification by Social Audit

Complaints and Grievances 1. Details of Complainant Name, address, whether worker, IA, citizen, VIP Name, address, whether worker, IA, citizen, VIP 2. Date of complaint 3. Brief Particulars 4. Action Taken Details, Date Details, Date 5. Status – Pending, Disposed 6. Remarks

Social Audit 1. Issue of public notice for Gram Sabha 2. Participation by workers, officials, members, etc. 3. Records production by GPs 4. Scrutiny and objections by GS 5. Settlement of Objections 6. Report

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