Date : 10 th & 11 th August, 2009 Every School Beautiful Every Child In School Every Child Learning PRESENTATION on BENEFITS OF PROPER STAFFING & TRAINING in FINANCIAL MANAGEMENT Finance Controllers “22 nd Qtly Review Meeting of Finance Controllers”

2 Assam

3 Geographical Scenario Density340 per sq. km. (India 324 per sq. km.) Area 78,438 km² (of this 20% is hilly terrain) State Boundaries EastArunachal Pradesh, Nagaland and Manipur WestWest Bengal and Meghalaya NorthArunachal Pradesh SouthNagaland, Manipur, Mizoram, Meghalaya, Tripura International BoundaryNorthBhutan WestBangladesh Forest Cover35.48 % KEY SOCIO-ECONOMIC INDICATORS

4 Statistical Data Total population (2001) (Male : ) (Female : ) Literacy Rate (2001)64.28% (Male : 71.3 % ) (Female : 54.6% ) Sex Ratio1000 : 965 Decadal growth rate53.26% population ( ) No of Educational District23 No of Educational Block145 No of Gaon Panchayat2569 No of Cluster2473 No of village/Ward23342 No of Habitations77817 KEY SOCIO-ECONOMIC INDICATORS

5 Statistical Data Village Education Committee [VEC] 19,017 Tea Garden Education Committee [TGEC] 950 Ward Education Committee [WEC] 707 Gaon Panchayat Education Committee [GPEC] 2,304 Core Education Committee [CEC] 212 School Managing Committee [SMC] 40,994 Mothers’ Group [MG]38,250 KEY SOCIO-ECONOMIC INDICATORS

6 Chief Accounts officer STAFFING PATTERN ( Accounts & Audit ) A.O -3 Mission Director Sr. A.O Sr. Auditors -2Internal Auditor-3 Chief Auditor CashierAcct -4 State Level Finance & Accounts officers of 23 Districts A.A -4

7 Finance & Accounts officer STAFFING PATTERN ( Accounts & Audit ) Accountant District Mission Co-ordinator JAOCashier District Level Accountants of BRC All Accounts personnel up to Block level are Commerce graduates

8 Accountant STAFFING PATTERN ( Accounts & Audit ) KGBV Caretaker Block Mission Co-ordinator SMCs RBC Co-ordinator Block Level

9 IMPACT of Proper Staffing (Accounts)  Timely execution of work (includes updating of accounting data on TALLY 9)  Transparency  Efficient management of fund.  Timely reporting.  Vigorous monitoring  Regular feedback analysis at SMO&DMO.

10 Financial Monitoring Techniques  One Sr.AO/AO is entrusted with the supervision of accounts of 5-6 districts.  Monitoring Techniques and reporting framework cover various forms, certificates and structure under which block offices will report to district offices and district offices report to Head Office (SMO).  Monthly in-house review meeting of State level Accounts Officers  Monthly review meeting of FAOs at State level.  Monthly review cum sharing meeting of Block Accountants at District level.  Monthly visit to DMO, BMO, SMCs, etc by SMO officials.  Monthly visit to BMO, KGBV,RBC & SMCs, by District Accounts personnel.(Min. 10 days)  Monthly visit to SMCs by Block Accountants. (Min. 10 days)  Every month Block Accountants have to help update accounts of minimum 10 SMCs which received more than Rs.1.00 lakh grants per year in last three years. List of such schools is to be submitted to the DMO.

11 Financial Reporting Framework  Dist. Level HO level : Monthly Receipt & Payment Account Monthly Monitoring (Activity) Report Annexure IX and XII (Quarterly) GOI 18 points (Monthly) Bank Reconciliation Statement Statement of Month wise advance positions Monthly Performance Indicator of FAO  Block Level Dist. Level: Monthly Receipt & Payment Account Bank Reconciliation Statement Monthwise Advance details

12 Limitations of inadequate staff for Internal Audit  Limited coverage of units by inhouse audit team.  Hindrances in internal control. To overcome the above limitations, SSA, Assam has introduced - Concurrent Audit at Block, District & SMO level by engaging CA firms on quarterly basis. To improve quality of accounting. To ensure correct accounts at the early stage of accounting. To help in Capacity building of Accounts personnel. To augment internal control. Audit of SMCs by engaging CA firms - To strengthen social accounting & monitoring with full transparency in the grassroots level.

13 CAPACITY BUILDING PROCESS Review & Monitoring Impact Analysis Training

14 APPROACH Capacity Building of Finance & Accounts Staff is addressed at all level of SSA State Mission Office District Mission Office Block Mission Office School Management Committees

15 CONTENT OF TRAINING  Accounting system & procedures.  Adherence to procurement policies (SR&FR/FMPM).  Accounting in Software (TALLY 9).  Financial Monitoring Techniques.  Financial Reporting Framework.  Computer Skill Development.

16 Tropics of TRAINING on Accounting system & procedures  Cash Book  Journal Book  General ledger ( Activity wise)  Bank Ledger [A/c wise]  Cheque Issue Register  Fund Receipt Register  Bill Register  Advance Ledger  Stock Register ( Consumable)  Fixed Assets Register  File Index Register  File Movement Register  Bank Reconciliation-its importance.  SR&FR and Manual on Financial Management & Procurement.  Procurement ceiling.  Vouching & maintenance of Vouchers. Instructions & guidelines prescribed in the FR &SR are strictly adhered to

17 TRAINING on Adherence to procurement policies (SR&FR/FMPM).  Financial activities of SSA, Assam are regulated by the Financial Regulations,2003 of Axom Sarba Siksha Abhijan Mission.  Chapter V- Regulation 2 envisages the Financial Powers of Different Authority of SSA, Assam from State Mission Office to Sub-district level.  Procurement procedure : Through NIT/Short Quotation Technical and Commercial Bid Preperation of Comparative Statement Convene Purchase Committee meeting Instructions & guidelines prescribed in the FR & SR/FMPM

18 Accounting in Tally -9 Software [Up to district levels] Tally -9 is adapted and used for-  Accounting in accordance with uniform Chart of Accounts  Preparation of Bank Reconciliation Statement  Data Synchronization at SMO.  Reports generation and its consolidation.

19 Training imparted so far…….  2 days training on Accounts related matters for FAO, JAO, Accountant & Cashier of districts.  4 days training on Accounting and procurement procedures for Block Accountants.  2 days orientation on maintenance of Accounts in TALLY - 9 for FAO/JAO & SMO Accounts personnel.  2 days non residential Accounts training for President (s) and Member Secretary (s) of SMCs. (7 districts covering SMCs)

20 2 days non residential Accounts training for President (s) and Member Secretary (s) of SMCs  Total SMCs - 40,994 [Target participants -81,988]  Simple training module has been developed.  RPs are initially oriented at SMO and than practically oriented during the training itself batch by batch.  RPs are drawn from Accounts & Audit team of SMO and from amongst the FAOs/JAOs of districts.  2 districts covered in a month.

21 2 days non residential Accounts training for President (s) and Member Secretary (s) of SMCs

22 IMPACT of Training  Improvement of quality in regular accounting.  Accuracy in all aspects of transactions.  Strict adherence to FR & SR, Assam and FMP manual of GOI.

23 Thanks