ORGANISATIONAL UNDERSTANDING OF

ARTHIK ANUSANDHAN KENDRA

AVK Satya Prasad

PS Kiran Kumar
 Overview
• Area of Intervention
– Koraval Region, Uttar Pradesh
• Genesis – 1968, by Dr. Kripa Shankar
• Emergence of Identity
– Research Institute
– Implementing Agency
– Project based Facilitator
– Theme Based Facilitator
• Triggers of Organisational Development
 Strategy
• Vision
– “Establishment of an exploitation free society”
• Mission
– “To encourage a participatory process of change, with
the poor, in favour of the poor, by enabling them to
build and strengthen their beliefs, ideas and
organisations. Our core strategy is based on the belief
that the consciousness of the poor, marginalised
people needs awakening with respect to the
exploitative processes that have been internalised
and that an adequate support net would ensure that
the rest would follow…”
• Strategy
 Structure
Board of Governors

DIRECTOR
Documentation Co-ordinator

Accountant

Engineer

Field office Asst.

Office In charge

Asst Office In charge

Project Project Project

Co-ordinator Co-ordinator Co-ordinator
(Action Aid) (Oxfam) (Oxfam Edu.) Panchayat Co- Panchayat Co- In charge
ordinator ordinator (Christian Aid)
Land Workers (SSK) (Hunger)
CM (Oxfam)

CC WS Worker NRM LI CC Teachers

Animators Animators Panchayat Worker Panchayat Worker Team

 Dimensions
• Human Resource
– Recruitment, Training and Development
– Performance Appraisal
• Culture
– Participatory Decision Making
– Flexible Work Hours
– Practices in Line with Principles
• Core Values
– Bottom up planning
– Transparency and Accountability
– Belief in Community’s Capabilities
 Operations
• Areas of Operation
– Formation of People’s Organisations
– Livelihoods
– Local Governance
– Rights Based Advocacy
• Operational Strategies
– Positioning as a Sensitive Friend
– Livelihood Assistance
– Capacity Building
– Supporting Right Based Struggle
 Achievements
• Increased Livelihood Security
– Access and Control over Natural Resources
– Reduction in Migration
• Land Rights to Target Community
• Women in Development
• Federation as an Activist Body
 Financials
• Sources of Funds
– Donor Agencies (Action Aid, Oxfam)
• Utilisation (I&E Statement, 2003-04)
Salary 32%

Land and Water Dev 27%

Over Heads/Capital 25%

Women
Development 6%

Education 6%

Group Organisation 5%
 Questions about Future…
• Insecurity as Funds Dwindle
• People’s Organisations’ Sustainability
• Emerging thoughts of Self-Sustenance
• Expansion of Work Area into MP
• Networking
• Legal Battle for Land Rights
Discussion…
 Development of an
Organisation Information System
The Present Information System
• Elaborate Data Capturing
• Unstructured Data Aggregation
• Data Rich – Information Poor
• Poor Access to Information on Achievements
• Too many Reports – Same Content
• Quarterly, Half Yearly and Annual Reviews
• Accounting and Personnel Systems Follow
Donor Formats
 Organisational Needs
• Avoid Redundancy in Data Collection
• Utilize the Data being Generated
• Formalize the Reporting System
• Share Information Generated with
Stakeholders
 The Project
• Developing an Organisational Information
System
– Developing an MIS at Project level
– Process Documentation
– Format for Baseline Socio-Economic Data
 Objectives
• To Develop Indicators on which Information
needs to be Generated
• To Plan and Propose Reporting System for the
Project
• To Systematize the Data Flow
– Report Formats
– Periodicity
– Responsibility
• Tracking the Achievements of AAK vis-à-vis its
Mission/Goals/Outputs
• To Suggest Plan for Implementation
 Methodology
• Discussions
– Director, Project Co-ordinators
– SHG members
• Field Visits and Review of Existing Formats
– At Village, Cluster, and Organisation levels
• Workshop on Logframe Analysis
• Development of structured data capturing instruments

• Care was taken to

– Retain Present System to Avoid Implementation Problems
– Avoid the Feeling of Formalization in the Staff
 Scope and Limitations
• Single Project Oriented
– Extension to Other Projects Only after
Evaluation
– Limited to Sectors Predetermined
• Restricted to the life of the project
• Requires Modification w.r.t. to Changing
Donor Information Needs
 The Log Frame
Narrative Summary Expected Outcomes Performance Indicators Means of Verification
Project Goal 4: • Accessibility of • No of health centres opened in the field • PRA
Community the health centre • Increase in no of people visiting the PHC • PHC records
advocacy for reach resulting in better • No of health camps conducted
and utility of Health health condition - No of people treated (men/ women) • OA503
services - Ailments for which treatment given
• Doctor • Improved attendance of doctors and • PRA, PHC records
availability and ANMs in PHCs
services properly • Proper functioning of the PHCs • PRA
provided in the
PHC
• Improved health • No of lavatories constructed and being • OA507
awareness, used
promotion of • No of rallies, awareness programs • OA908
Individual conducted
Sanitary Latrines
in the community
• Mother and Child • No of programs conducted for women’s
immunisation, health awareness • OA908
Reduction in • Decrease in women suffering from
women women’s diseases
diseases, Safe • Decrease in mother- child death rate • OA503
and healthy • No of safe deliveries • OA504
deliveries • No of dais trained • OA501
• No of children/pregnant mothers • OA502
vaccinated
 The Proposed System
• Architecture
– Village, Cluster, Project Levels
• Periodicity
– Monthly, Quarterly and Annual
• Aggregations
– Cluster level and Project level
• Database
– Village and Organisation Level
 The Reports
• Basic Documents
– Usually Records, Registers
• Summary Reports
– Data Aggregation
– Quantitative (OVIs of Logframe)
• Evaluation Reports
– Annual Statements
– Qualitative and Quantitative
 Data Aggregation
Organisation Reports
Village Village Cluster Cluster Org.
Register Reports Register Reports Register
Adhoc Monthly Qtly Annual

VM501 CM501 OM501 OA501

VM502 CM502 OM502 OA502
CQ503 OA503
VR5 VM503 CR5 OR5
CQ504 OA504
CQ505 OA505
VM505
CQ506 OA506
VA507 OA507
 Outcome
Village Cluster Organisation Total

Basic Documents 12 12 16 40

Summary Reports 32 29 30 91

Evaluation Reports 4 4 4 12

Total 48 45 50 143
 Implementation Strategies
• Pre-Implementation Review
• Staff Training / Workshop
• Phased Piloting
• Year End Review
• Technology Architecture – MS Access
• Interface – Simple and Bi-Lingual
 Documentation of Achievements
• Report on Panchayat Budget Analysis
– Documentation of an Ongoing Process
– Marking Lessons Learnt and Future Strategy
• Women Empowerment through SHG
– Documentation using Case studies, Stories told by
Beneficiaries and Staff
– Highlights Organisation’s Achievement in Bringing
Collective Empowerment in Women
• Towards a Better Koraval
– A Chronological Documentation of Organisational
Strategies and Achievements in Land Rights and
Livelihoods
 Baseline Data
• Data Requirements Identified Based on
Comparative Indicators of Logframe
• Formats Prepared
– Village Macro Data
– Individual Questionnaire for Survey
– Information to be Collected through PRA
• Participated in Conducting PRA
• Macro Report based on PRA at Baheri
Discussion…
Thank You
 Example..
VR5: Deliveries Record (Monthly)

Sl. No. Name Husba Place of Delivery Delivery Done Successful Unsuccessful When
nd by Referr
al
House Hospit Traine Untrai Boy Girl Mother Child
Case
al d Dai ned
Dai

1.

2.

#.

Reports: VM503
 Example…
VM503: Delivery of Pregnant Women
Details Number
Number of Women Delivered
House
Place of Delivery
Hospital
Trained Dai
Delivery Done by
Untrained
Boy
Successful
Girl
Mother
Unsuccessful (Death)
Child
No of Case Used
Referral
 Example…
CQ503: Quarterly Deliveries Report

Sl. No. Village Total Unsuccessf Successful

Deliveries ul Deliveries
Deliveries
Boy Girl Total
1. Village
1
2. Village
2
# Village
#
Total

CQ504: Quarterly Unsuccessful Deliveries Report

Unsuccessful Deliveries
Place of Delivery Deliveries Done by (Deaths)
Sl. Trained Untrained
No. Village House Hospital Dai Dai Mother Child
Village
1. 1
Village
2. 2
Village
#. #
Total
 Example…
OA503: Deliveries Report

Deliveries
Sl. No. Month
Boy Girl Total
1. Quarter 1
2. Quarter 2
3. Quarter 3
4. Quarter 4
Total

OA504: Unsuccessful Deliveries Report

Unsuccessful
Sl. Deliveries (Deaths)
Month
No.
Mother Child
1. Quarter 1
2. Quarter 2
3. Quarter 3
4. Quarter 4
Total