WORKING MANUAL

ORGANISATIONAL STRUCTURE & ROLE OF PARTNERS Mahalir Thittam is an unusual long-term partnership between three agencies - the state government, non-governmental organisations and NABARD / other banks & financing institutions. The endeavour is to combine the wide reach and resources available to the state, with the grassroots presence, goodwill, commitment and innovative work of the NGO’s, together with support from NABARD and credit from banks and other funding sources. State level: At the State level, Central Project Coordination Committee (CPCC) headed by the Chief Secretary give policy directions and reviews overall progress. The Project Management Unit (PMU) at DeW head office, is headed by the Chairperson-cum-Managing Director and assisted by the Executive Director. District level: At the District Level, Project Implementation Unit (PIU) is headed by a Project Officer, assisted by six Assistant Project Officers (APOs) in the various functional areas of Training and Communication, Monitoring and Evaluation, Schemes, Marketing, Administration and Accounts and credit. Further, at the district level, there is a District Project Co-ordination Committee (DPCC) headed by the District Collector for coordinating work of all partners in the project and different Government departments, while also bringing about convergence of schemes and integration of services of different departments. This committee would enable additional inputs to be given to the project through the direct and positive interaction with the Collector, which would support and enhance the quality of project implementation. The District Project Co-ordination Committee would consist of : District Collector - Chairman Project Officer - Member Secretary District Heads of concerned Line Depts. - Members Representative from Lead Bank and other major banks - Member Representatives from NGOs - Members Representatives from District NABARD office - Members Two elected representatives of beneficiaries - Members Two women with proven commitment to women’s issues - Members NGO (Field) Level: For larger NGOs, there is one district coordinator and block coordinators for each block, while smaller NGOs have a Project Coordinator. The block coordinator or supervisor will coordinate and monitor the work of cluster coordinators. NGOs will appoint a cluster coordinator for every 5 village panchayats, consisting of about 20 SHGs. This span of control of a cluster coordinator should not be widened, as it would result in poor supervision and follow-up. Further at the block level, the Block Level Coordination Committee (BLCC), comprising of concerned NGO staff, one representative of each SHG in the block, bankers and the concerned APO from the PIU (zonal officer) meet every month to review progress and solve operational and social problems, besides giving valuable training inputs. The BLCC is a major catalyst of sustainability of the programme. BLCCs are expected to convert themselves (on their own with motivation from PIU/NGO) into federations after a two-year period after members begin to realise the power and advantages of networking. Roles & Functions of important functionaries in partner organisations : It is very important to clearly lay down the roles of each functionary and partner in the project to ensure smooth implementation and role clarity. Role of Animator : Convene and conduct women’s group meetings at regular intervals. Create awareness of present social position, objectives of the programme and motivate building up of team spirit and team work. Work for improvement of literacy and numeracy of the group members. Disseminate information to members about Government Development and Welfare schemes, especially in relation to health and family welfare, education etc., Disseminate information received during training sessions to SHG members - eg., relating to SHG management, general hygiene, environment consciousness, women and the law. Facilitate group to identify appropriate income generating activities for members, coordinate with banks for getting loans and ensure prompt repayment. Training the members in the procedures of bank transactions. Motivate members towards collective thinking and action. Working for improvement of socio-economic development of members. Ensure regular group savings by members. Prompt Updation and proper Maintenance of Minute Book, and all other account books. Animator must not handle cash. Observing all rules and procedures for passing resolution for grant of loans. Assist group in getting bank loan, asset creation and motivation for repayment. Motivating all members to speak out and ensure participation of all in every meeting.. Make regular house visits and motivate absentees to attend meetings regularly. Attend training organised by NGO/PIU, brief, discuss and decide on implementation of the learning with all SHG members. Attend BLCC, CLF and other review meetings. Motivating the members to act with unity and integrity by ensuring transparent operations of transactions in the SHG. Allocate responsibilities to every member in order to develop the abilities of each member, like sending members to banks or taking them along for important meetings by rotation. Ensure that SHGs become self-reliant and sustainable over 2 or 3 years. Role of Representatives : Convening the group meetings at regular intervals. Assist the animator in the achievement of programme objectives. Operate bank account jointly as authorised by group. Disseminate information received during training sessions to SHG members - eg. relating to SHG management, general hygiene, environment consciousness, women and the law etc., Assist group in getting bank loan, asset creation and motivation for repayment. Handling cash and all related banking activities. Help problem solving within the group. Try to mobilise local resources for benefit of the group/village. Management and effective use of Group savings and Loan funds. Provide (assist) training of group members to improve their business skills, management of their activities and understanding of credit and banking procedures. Carry out decisions of the group. Represent the group in other forums like BLCC, CLF, review meetings. Role of Cluster Coordinator (NGO Field Worker) Study and document the statistics relating to poor women in cluster area Identify the poorest and inaccessible habitations for starting the project Identify and target the poorest and unreached women in each habitation Motivate poor women to form SHGs Visit and motivate SHGs to meet and save regularly Motivate and monitor prompt and full participation of SHGs in all training programmes Motivate SHGs to constantly improve savings level and methodology Give proper instructions to SHGs to correct mistakes in day to day management of SHGs Train SHGs in proper book keeping Assist SHGs in opening of bank accounts Assist SHGs in applying for and obtaining external credit. Motivate SHGs prompt repayment of all credit, internal and external. Identify weak SHGs and provide full support Role of NGOs (Project Coordinator or Chief Executive): To participate in joint selection with PIU of potential area - block, Clusters, Villages along with TNCDW. To conduct survey using techniques like social mapping, wealth ranking and PRA/PLA to identify and facilitate the poorest women to come together for the programme. Group formation. Identify good trainers, get them trained through ToTs and monitor their training performance Help selection of animators by the group, Inform PIU regarding animator selected by group along with group resolution. Work continuously with the groups to make them strong, cohesive and sustainable. Motivate members for regular savings and assist the members in preparation of guidelines for usage of thrift fund and Monitor both savings and rotation of internal funds. Punctual participation in DPCC, NGO review and BLCC/BLBC meetings Assist in the formation and operation of Group Reserve Fund. Guide the animator, representatives and group in proper book keeping and record. Motivation and facilitation for achievement of social development aspects of the project. Advisor and facilitator to the groups on various matters social, economic, problem solving community action programmes, etc., Provide continuing training and support to the animators, representatives, groups and cluster coordinators for management of savings and loan funds. Evaluate, assess impact of training programmes and make changes/corrections to programme. Monitor and evaluate field work done by cluster coordinators and trainers. Assist group members in selecting suitable economic /income generation activities Arranging SHG credit for eligible groups from banks and other agencies and assisting in applying for loans and joint appraisal of SHGs. Assisting financial institutions in prompt repayment of loans and recovery camps. Assist formation of federations of women’s groups at different levels. Evaluate groups periodically and improve performance in all aspects. Ensuring and helping in prompt annual audit of books of accounts by each SHG. Ensure and institutionalise sustainability at every level and in every intervention so that SHGs graduate into self-reliant, financially sound and independent units. Role of Project Implementation Unit (PIU – District MT Office): Allocating NGOs to suitable areas and ensuring full coverage of the district Drawing up Annual Action Plans (AAPs) for Training, Workshops etc. Ensuring good working relations with all project partners and coordinating their work Implementing the Citizen's Charter Monitoring of project activities like SHG functioning and training Reviewing the grading of each SHG and taking steps jointly with SHGs to strengthen such weak groups, through special training, exposure visits and follow-up visits to SHG. Conducting regular NGO review meetings, BLCC meetings and taking follow up action. Evaluating the performance of each NGO and grading NGOs every half year participatively Convene and use the DPCC meetings effectively to solve field problems and coordination issues with help of the District Collector. Liaison with Government line departments and use them effectively in training SHGs and convergence of services to SHGs. Attending training sessions of animators, representatives, cluster coordinators, beneficiaries, and groups and giving vital feedback on training quality to NGOs, Cluster Coordinators, beneficiaries, and groups. Visiting the Women’s groups for both social and economic development aspects, including audit checks. Organise cluster level and district level workshop jointly with NGO Act as information and facilitation centre for various Government programmes Organise training programmes for NGO staff and bankers Facilitate exchange of ideas and improvement of project strategy through interaction with NGOs, bankers, NABARD, SHGs. Facilitate exchange of ideas between NGOs by conduct of district level Trainers Camps, Communicators workshops, PLA/PRA training for NGO field workers and creating free flow and sharing of information, tools, techniques and experience between NGOs. Preparing Quarterly SHG training calendars with NGOs and monitoring implementation Draft the Mahalir Thitam Annual Credit Plan in consultation with NGOs, NABARD and Banks, and ensure inclusion in District ACP. Arranging credit from all possible sources for eligible and progressive SHGs. Assisting the financing agencies in prompt repayment of loans by SHGs Role of Project Management Unit (PMU-TNCDW HQ): Working with Government and other funding agencies for project financing Drawing up Annual Action Plans (AAPs) for Training, Workshops etc. Overall Coordination of work of all partners Overall Monitoring of project activities like SHG functioning and training Reviewing the grading of SHGs and ensure steps are jointly by NGOs and PIUs to strengthen such weak groups, through special training, exposure visits and follow-up visits to SHG Arrange to convene CPCC and help sort out macro issues on credit and field problems. Conducting regular PIU review meetings, NGOs workshops and joint coordination meetings with NABARD and banks and taking follow up action Liaison with District Collector and district administration and use them effectively in training SHGs and convergence of services to SHGs. Organise State and district level workshops jointly with NGOs, NABARD & Bankers. Act as information and facilitation centre for various Government programmes Organise training programmes for NGOs and bankers Facilitate exchange of ideas and improvement of project strategy through interaction with NGOs, bankers, NABARD, SHGs. Draft the Mahalir Thitam Annual Credit Plan in consultation with PIUs, NGOs, NABARD and Banks, and ensure inclusion in State ACP through SLBC. Ensure assistance to financing agencies in prompt repayment of loans by SHGs through PIU and NGOs Review and correct Performance of PIUs and NGOs in terms of SHG quality, credit flow and repayments. Conduct of evaluation studies, research studies and brainstorming sessions to enable modify policy and strategy from time to time. Ensure smooth flow of funds to PIUs and NGOs as per project norms and ensure proper usage Role of DRDA & Block Development Office: Orienting all Block staff dealing with SGSY on "what is an SHG, processes behind formation off SHGs and coordination with Mathi" Develop good coordination with Mathi NGOs and PIU & other line departments Jointly prepare Annual Credit Plan with PIU and NGOs Jointly identify eligible SHGs for credit with Mathi NGOs and PIU Release subsidy for SHGs sanctioned loans through banks. Jointly monitor progress in utilisation of credit Arrange loanees training programme in consultation with PIU - for SHGs assisted under SGSY Provide support and facilitation for marketing of SHG products through conduct of fairs, exhibitions, workshops, Marketing training, etc. Role of Financial Institutions : SHGs can have access to credit from any bank or financial source convenient to them. They can also have access to any government schemes or any other source of funds from the NGO. They can also set up their own local banks, after getting necessary permissions. Role of Bankers : Helping SHGs in opening bank accounts in the nearest branch on formation. Visiting SHGs for establishing good rapport and assessing capacity for absorbing credit. Guiding the animators, representatives and members in relation to banking procedure. Attending Mahalir Thittam Block-Level Co-ordination Committee (BLCC) meetings of PIU and DPCC/DLCC meeting of District Collector. Delivering credit in time to eligible and progressive SHGs.. Initiating efforts and participating in steps for prompt repayment of loan by SHGs. Encouraging disciplined SHGs, which promptly repay loans, through positive steps. Participating in training, group meetings, workshop, review meetings, etc., at various levels on a regular basis. Guiding group/members to choose right economic activities. Role of NABARD : Assisting in formulation of credit guidelines. Assisting that a SHG-friendly banking environment exists in the district and State. Solving all field-level bank-related problems of SHGs through prompt intervention. Providing refinance support to SHG credit to banks. Ensuring inclusion of SHG credit outlay under District Annual Credit Plan and disaggregation into branch-wise credit. Promotional assistance to NGOs/SHGs for their capacity building. Providing training opportunities to banks, NGOs, and development agencies on SHG related aspects. Role of SLBC (State-level Bankers Committee): SLBC has to play a pivotal role in finalising credit policies, approving State Level Credit plan, coordinating with banks and government agencies, and monitoring the performance of banks at apex level.

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