Planning, implementation, reporting and evaluation of the Network are done collectively thereby ensuring transparency and accountability. The collective decision of the Network is final.
SECRETARIAT LEVEL
Monitoring of Partner Programmes
The partners programmes are monitored using different tools such as field visits, half-yearly and annual reports, formal and informal sharing of issues and difficulties in programme and administrative matters and training and capacity building exercise of programme staff.
The Programme Coordinators periodically visits partners once in 6 months when programmes are reviewed and staff performance is observed and reported to the Executive Director in a prescribed reporting format. During the 2- day visit, each programme component and its activities are monitored. Interactions with the clients of various programme activities help to know the actual status of the programme. Relevant records and registers of programme staff, village level workers and animators are also verified at the programme level. Capacity building and training needs of programme staff are also identified during the field visits. A formal written feedback from the Secretariat regarding the field visit is sent to the partner.
The Executive Director also visits the partner organizations as and when required. Decentralized Cluster Coordination has been initiated. Partner organization have been divided into 3 geographical clusters. Partners in each cluster periodically make visits to partners in the cluster and review the programme activities. Though this is a time consuming exercise it is never the less useful as it helps in sharing experiences.
PARTNERS LEVEL
Programme Planning
Given the commitment of SCINDeA partners of enhanced people’s participation in the programmes designed for them, all planning exercises for programme development are initiated at the field level. Prior to submitting the project proposal to the Secretariat, the partner, along with its major stakeholders in the community, design the project proposal. The programme staff also propose the core areas of operation for the next phase in the committee meeting. The draft project proposal is presented in the Network meeting for inputs from the other Network members.
Programme Monitoring
Monitoring tools include daily dairy of programme staff, training reports, monthly reports field visits and records of various CBOs.
The Project coordinators and chief functionaries visit the field periodically covering all the villages/slums. Weekly meetings are held to review programmes. Monthly staff meetings are held to consolidate reports and plan the next month’s programmes. The concerned programme staff along with the animators and multi purpose workers also review the programmes. Partner organizations consolidate the reports and send them to the Secretariat every 6 months. At the Annual General Body Meeting, the programme coordinators are invited to present their annual reports.
Documentation
Documentation includes, preparation of consolidated half-yearly and annual programme and financial reports of the partners. Finalizing reporting formats, formal and informal correspondence to partners regarding trainings, programme and other meetings, identifying training needs using different monitoring tools, fixing resource teams for the training, providing trainings, release of quarterly budget to partners are some of the major activities that are done at the Secretariat level.
Financial Monitoring
The Network has developed its own financial monitoring systems.
Partners submit request for transfer of funds every six months based on programme requirements and previous balances available. Funds are released only on submission of a narrative report and unaudited statement of accounts every three months. Audited financial statements are submitted every six months.
Periodic visits are made by the Network’s Accountant to partner organizations.
In the business session of the Annual General Body Meeting, the audited financial statements and balance sheets of each partner organization is discussed. Over expenditure and under expenditure of budgetary heads are explained and justified.
SCINDeA has developed appropriate finance manuals and internal control systems for financial monitoring.