Management Information System

Effective information system is essential for successful management of the project so that the information flow is smooth and corrective measures can be taken well in time on the basis of analysis of the data so obtained. Management Information System envisages not only flow of information and data upwards but also appropriate sharing of information and the analysis for future planning. Management Information System plays an important role towards the smooth functioning of the project.

The major aspects of Management Information System are:-

• Educational Management Information System (EMIS)
• Project Management Information System (PMIS)
• Financial Management Information System (FMIS)

Now all the above three modules have been incorporated in a single web based MIS being developed. Apart from these, a separate child tracking system is being developed which will take care of House hold Survey data.

Educational Management Information System (EMIS)

Under the Educational Management Information System data are collected, compiled and analyzed on yearly basis. Taking 30th Sept. as reference date every year, information regarding students, teachers and schools at the district level is compiled and analyzed through software (District Information System for Education). The data are shared at the district, block and school level so that the status could be known to all stake holders and intervention be planned to overcome the shortcomings. Data received from Educational Management Information System is being utilized to prepare the Annual Work Plan.

Adequate resources and manpower are available in DPEP districts. The challenge before the project was to implement EMIS in non-DPEP districts. Following activities were under taken to build the capacity of non-DPEP districts to undertake and complete the EMIS work:

• Data Capture format has been printed for individual schools with previous year static data. So that inconsistencies in data get reduced.
• Provision of computer hardware and software.
• Training to districts level MIS personnel on Data Capture Format (DCF) of DISE-2001.
• Training to district level Computer personnel on DISE-2001 software.
• Training to district level MIS personnel on Data Capture Format (DCF).
• Training to CRC coordinator & BRC coordinator on MIS.
• Ensuring support from District unit of National Informatics Centre (NIC)
• Regular monitoring of the MIS work.

The DISE data for the year 2005-06 (EMIS) has been submitted to Government of India.

Project Management Information System (PMIS):

          Timely and effective implementations of the activities are the prime concerns of the project. Structures and processes for monitoring the progress against given target are as hereunder

Scheduling the targets and reviewing the achievement

          Annual targets are broken into monthly targets both in physical and financial terms. This process ensures the close and effective monitoring and gives scope for mid-course corrections.

          The progress against target is reviewed every month at State level meeting known as Reflection-cum-Planning Meeting (RPM). Besides reviewing the progress, problems are shared and sorted out in this meeting and strategies arrived at for bettering achievement. 

Preparation and sharing of reports

Following reports are generated at the state level for use by the management-

• Monthly physical progress report was used by the project to monitor the progress of districts against month wise financial and physical targets.
• Quarterly progress report was prepared at the state level in the format prescribed by the government of India
• Civil works progress report as per requirement of Government of India.

Financial Management Information System (FMIS):

The arrangements and processes to ensure financial propriety and practices are-

1. Adherence to financial rules- Personnel have been trained and oriented on financial rules and regulations enabling them to have complete understanding of their roles as managers of the fund.
2. Fund flow- The state office releases the fund to district units. Subsequent, release is subject to the condition of utilization up to 75% of the fund released earlier. The district is nodal centre for major expenditure on the project.
3. Audit- The project accounts are subjected to audit both by the internal and the statutory auditors.
4. The State office also has an internal account advisor who under the guidance of Finance Controller from time to time reviews the account of the districts.
5. Monthly review meetings-The districts are required to prepare and submit accounts on monthly basis. The monthly account is appraised and reconciled in a meeting held at state level every month.