1. Capacity Building stage activities S.No Activities Aspects to be monitored Monitored by

whom 1 VPRC and SAC

members trainingWhether Project implementation training provided to the members as per COM? SAC / VPRC

2 Forming SHGs

1. Whether all the target families in the PIP list are linked with the SHGs?

2. Whether the list of people who are eligible to be part of the SHGs is maintained with the VPRC office?

3. Whether all the SHGs are linked with the the VPRC? Whether there are necessary documents related to this?

SAC

3 Strengthening of SHGs

1. Whether there are necessary documents pertaining to the conduct of members, office bearers and book keepers training?

2. Whether community grading done for qualified SHGs and seed money released?

3. Whether bank linkages created for all eligible SHGs?

SAC

Business and monitoring committee.

4 CST / CDF selection

Whether qualified CSTs/CDFs are selected in sufficient number and approval received from the Gram Sabha?

SAC

5Forming and strengthening differently abled SHGs

Whether training and bank linkage done on time to mobilize eligible differently abled people into groups?

SAC

6 Capacity building trainings

Whether skill training and employment oppourtunity provided to eligible target youth? SAC

5. Implementation stage activities S.No Activities Aspects to be monitored Monitored by

whom

1 Procurement

1. Whether procurement done as per the Project guidelines?

2. Whether the procurement sub committee is functioning properly?

SAC

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S.No Activities Aspects to be monitored Monitored by whom

2 SHG monitoring Whether CST/CDF have monitored the SHGs properly and submitted their report to VPRC?

VPRC

SAC

3 Village resource mapping

1. Whether resource mapping done with participation of all category of people in the village?

2. Whether the livelihood plan was approved by the gram sabha?

SAC

District Society

4 Disabled ID card camp

Whether all eligible differently abled people were provided with identity card?

SAC / differently abled people

representative

5Aid equipments distribution camp for the differently abled

Whether necessary equipments provided to eligible differently abled people?

SAC / differently abled people

representative

6 Individual training

1. Whether applications received from the beneficiaries and assessed?

2. Whether loan amount was given as cheque on priority basis?

3. It should be assessed whether there is habitation certificate

SAC

Business and monitoring committee

7 Loan repayment

1. Whether amount received out of that was distributed?

2. Whether development fund account started and instalment amounts were deposited in that?

3. Whether action taken to collect the amount from those who have defaulted their instalments?

4. Whether the amount credited in their loan card, loan ledger?

VPRC

SAC

8 Forming Economic Activity Federation

1. Whether formed with 80% target people?2. Whether business skill development

training provided?3. Whether proper bank account opened and

registered?4. Whether there is feasibility for the business

that was described in the livelihood resource map?

VPRC

District society

9 PLF Whether restructured as per Project rules ?VPRC

District society

10 PLF members Whether members selected from graded SHGs ?

VPRC

District society

11 Annual plan of the PLF

Whether the annual plan of PLF is prepared and its approval received from the general body?

District society

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S.No Activities Aspects to be monitored Monitored by whom

12Youth development activities

1. Whether habitation wise youths between 18 to 35 years are selected?

2. Whether habitation wise meetings conducted by the youth sub committee members?

3. Whether the youth forum representative participates in the VPRC

4. Whether the youth development sub plan was prepared and approval received for that in the gram sabha?

5. Whether youth SHGs formed and trainings and funding linkages were provided?

6. Whether self employment or job opportunities created to improve their livelihood?

VPRC youth representative

SAC

District Society

6. Consolidation stage activities

S.No Activities Aspects to be monitored Monitored by whom

1 Community Based Organisations

Whether sustainable Community Based Organisations were established?

District / state society

2 Fixed fund Whether there is sufficient fixed fund available?

District / state society

3 Fund linkage Whether fund linkage received from bank and other institutions?

District / state society

4 FederationWhether permenant economic activity federation and business SHGs were formed?

District / state society

Until now we saw how to monitor the activities done by the VPRC. Now we will look

at the quality of the activities and the milestones to be achieved.

Monitoring of the quality of activities

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In our Project, funds are released and activities carried out based on the milestones

achieved by the VPRC. Hence it is important to monitor whether the VPRCs have

achieved the milestones that they need to achieve.

VPRC is getting different forms of funding support. 1. VPRC initiation fund

2. VPRC first instalment fund

3. VPRC second instalment fund

4. VPRC third instalment fund

S.No Activities Aspects to be monitored Monitored by whom

1. VPRC Initiation Fund

1. Participatory Identification of Poor list completed and approved by Gram Sabha

2. VPRC and SAC formed and approved in a Gram Sabha. Initial orientation provided (which should include roles/responsibilities, accountability aspects, etc.)

3. VPRC Bookkeeper appointed and trained.4. An umbrella financing agreement signed

between VPRC and District Society

District society

2

1st installment (40% of VPRC Fund net of initiation fund)

1. VPRC and SAC trained in COM and Social Accountability.

2. VPRC plan prepared (CB plan, Youth Development plan and Special group plan) and approved by Gram Sabha.

3. GP submitted report on utilization of GP initiation fund with SAC’s recommendation.

4. Addendum-1 is signed.

District society

3 2nd instalment (40% of VPRC Fund)

1. At least 60% of the amount received has been utilized and progress report and utilization certified by SAC and approved by Grama Sabha.

2. At least 60% of new SHGs rated and accessed funds.

3. At least 40% of the identified tribal, differently abled, vulnerable received assistance either from Project fund and/or

District society

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through convergence. 4. At least 15% of eligible target youth either

employed or self employed through Project intervention.

4 3rd instalment (20% of VPRC Fund)

1. At least 60% of total amount utilized and progress report and Utilisation certified by SAC and approved by Grama Sabha.

2. At least 80 % of target SHGs have been credit rated and linked to the Banks.

3. At least 80% of the identified tribal, differently abled, vulnerable received assistance either from Project fund and/or through convergence.

4. At least 40% of eligible target youth either employed or self employed through Project intervention

District society

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S.No Activities Aspects to be monitored Monitored by whom

5

Amudha Surabhi

first instalment

a) Milestones to be Achieved by VPRC

1. At least 80% of the left out eligible target poor households including tribal households, differently abled and most vulnerable individuals formed into SHGs.

2. Livelihoods Resource Mapping completed and information shared with all.

3. PLF/SHG federation constituted as per VKP norms and PLF members along with VPRC and SAC trained in social accountability and roles and responsibilities.

4. Rules and Guidelines of Livelihood Corpus fund (Amudha Surabhi) approved by PLF GB

5. Addendum-2 is signed between VPRC and District Society

b) Milestones to be achieved by PLF

PLF should have 1. Collected membership fee of Rs. 10/- (minimum)

per individual member from its member SHGs.2. In addition if GB so desires, an equity amount can be collected from all SHG members of PLF.3. Atleast 70% of SHGs prepared SHG Finance plan and the PLF prepared the Consolidated Annual Plan with the approval of GB4. a. PLF EC members, Sub-committee members trained on Governance, Fund Management and have undertaken exposure visit.

b.Office bearers and Book keeper trained on Book keeping. 5. RAM team has appraised/cleared the AS proposal and the Project Director has approved.6. MoU is signed between registered PLF and

VPRC

District society

Amudha Surabhi fund

Amudha Surabhi fund is given to the members of SHGs after priotisation for

livelihood or consumption purpose. Amudha Surabhi fund is received from the

district society by the VPRC and distributed to the PLF in two instalments.

1. Amudha Surabhi first instalment

2. Amudha Surabhi second instalment

Monitoring and its tools:

1. Internal learning - 7 -

S.No Activities Aspects to be monitored Monitored by whom

6.

Amudha Surabhi second

instalment

Milestones to be achieved by VPRC and PLF

1. At least 60% of the fund received has been disbursed as loan and utilisation certified by SAC, approved by Grama Sabha submitted to Appraisal Team.

2. Minimum 80% of fund should benefit target poor.

3. Portfolio At Risk 3 months (that is, loans that have repayment installments overdue by 3 months or more) should be less than 5%

4. SHG Federation meets operational expenses from its own resources.

5. RAM team has checked compliance with rules and milestones and has cleared it.

District society

Internal learning is the identification of the problems in our activities in the

institutions like VPRC, SAC, sub committees, PLF and perform effectively by

identifying solutions to those problems.

Objectives of the internal learning

The main objective of the internal learning is to make the primary partners and

secondary partners of the Project to participate in all levels of the Project activities.

Ensure participation in making key decisions, participatory monitoring and internal

learning process.

Everyone continuously sharing the Project developments and results

Asking for their opinion in including the learning and Project implementation

Enhance the skills of the primary partner and assist them to monitor the

Project activities, evaluate them and identification of solutions for problems.

Advantages of internal learning: Learning is done from personal experience of the individual or a group

Learning would be a capacity building activity within the practical situation

It will ensure continuous learning and visioning approach

It would be development focused

It would help us to overcome internal and external problems in the Project

implementation

It helps to shape a better future based on the learning

Internal learning team stages: Internal learning

Panchayat level learning

Cluster level learning

District level learning

State level learning

Member who need to participate

VPRC, SHG, Business group, PLF, village people, CST, CDF

VPRC secretary – 1, (or) treasurer – 1, habitation representative, SAC

District executive team, all Project facilitation

Project Director, Additional Project Director, State Specialists and

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beneficiaries, members of the differently abled group

member – 1, Project secretary, PLF secretary, APM (incharge), if needed DPM and PFT

team, BDFA DPMs

Responsibility SAC / facilitator (incharge)

Team leader, A&M (accounts and monitoring)

DPM, APM (monitoring and evaluation)

State monitoring and learning specialist

Period To be conducted once in 3 months

Once in a month 5 VPRCs from third and fourth block and 5 VPRCs from first and second block need to participate

Within one quarter internal learning should have happened in all the VPRCs at the regional level

Monthly once Monthly once

Problem solving method:

Recommended Report form

Panchayat / Region / District name: ___________________________

Report date: ___________________________

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If the internal learning problem at the VPRC level is not solved

Taking it to the Cluster level internal learning.If the problem is not solved there too

Taking it to the internal learning at the district level. If the problem is not solved there too

Taking it to the internal learning at the State level

S.No Problems identified

Reasons for the problems

Solution for the problems Responsibility Period

1.2.

Form for action taken on the report

S.No Problems identified Responsibility Period Actions taken1.2.

Details of monthly internal learning action taken

S.No Factor Panchayat

where problem was

identified

Solution method

Pending (PFT / district officer /

state officer) 1 PIP process

2 Formation of VPRC / meetings resolutions

3 Procurement related

4 COM training / other trainings

5 SHG related 6 Individual loan related 7 Capacity building

8 Disabled (camps, assistance, ID card, others)

9 Others Monthly progress report

Monthly progress reports of the Vazhndhu Kaattuvom Project (VKP MIS &

Reports) helps us to monitor the activities that take place at the field level. Through

this, it would be helpful for us to collectively know about the field level activities and

take appropriate action.

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S.No Level Responsibility Duration 1. VPRC Secretary and treasurer Every month of 28th the report

should be given to the facilitator.

2 ClusterTeam Leader of A&M Facilitator

Every month of 1,2 and 3rd the data should be entered in TNVKP MIS software.

Review meetings Project activities and activities of community SHG trainers, community disability

animators and book keeper could be monitored through review meetings. It should

be done in the following way.

S.No Level Period Participants Responsibility 1. Review of SHG

trainers Monthly once All SHG trainers and

VPRC members VPRC

2. Community Disability Facilitator

Monthly once Community Disability Facilitator and representative of the differently abled

VPRC

3. Book keeper Once in 15 days

Book keeper VPRC

Action plan Vision plan

Annual plan

Sub action plan

The annual plan needs to be prepared on the

basis of vision plan of the VPRC and based on

the mile stones and timelines. Based on the annual plan the sub action plan needs

to be prepared. Through this the annual action plan helps us to implement

activities based on the priorities, monitor them and achieve the milestones.

S.No Level Responsibility1. At the VPRC level VPRC members

Information board: Problem solving methods

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Information board for list of beneficiaries

Service rules

Information board about Project and milestones achieved

EvaluationEvaluation Evaluation is the process of analyzing the activities implemented in the Project and

its outcomes and consequences, based on which it would guide us to take the right

decision.

Need for evaluation Evaluation helps us to appraise whether the activities of VPRC and PLF are

implemented as per Uyir Moochi principles and Project guidelines

Evaluation helps to analyze whether the outcomes and impact of the Project

activities helped to achieve the goals of the Project

Evaluation helps to make necessary changes and implement the Project

successfully

The quality of services would be improved

Types of evaluation 1. Internal evaluation

Through the internal evaluation of Community Based Organisations (CBOs), it

would be helpful to know whether our Project activities are moving in the right

direction of achieving the Project milestones or there is deviation, and based on

which it can be guided properly.

o Community evaluation – Community evaluating the activities of the

Community Organisations.

Community evaluation is a process in which people / beneficiaries and CBOs like

VPRC members, PLF members will jointly sit and discuss about the effects of the

Project activities.

Advantages of evaluation by the community VPRC / PLF can clearly understand whether our Project activities are going

on well.

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VPRC can know whether it is functioning according to the action plan and

guiding principles

Can understand whether the benefits are reaching the beneficiaries on time

and the problems in that.

Community evaluation steps Step – 1 Target people need to discuss about the required services and

expectations with the VPRC and document their needs.Expectations from Project activities

S.No Activities Required expectations

Step – 2 The activities done based on priority needs, should be evaluated. In

this marks should be given according to the result of the activity,

analyze the reason for the result and then the required

recommendations should be provided.

Community evaluation form

S.No Activities Marks (1 – 5) Reason Recommendation

o Self evaluation – Community evaluating the activities of CBOs.

By doing a self evaluation, the VPRC / PLF / SAC can evaluate our activities by

ourselves and can understand about the quality of the activities, and the issues we

face in implementation due to lack of awareness. Self evaluation helps to resolve

these issues with the help of facilitators.

S.No Activities Marks (1 – 5) Reason Recommendation

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Evaluating CBOs (VPRC / SAC) Evaluation of activities of the CBOs like VPRC, PLF and SAC are done once in a

year by the evaluation team, appropriate recommendations are given and

incentives provided to VPRC and PLF.

Evaluation team o VPRC member - 1o Social Audit committee member - 1o Panchayat level Federation member - 1o Youth forum member - 1o Panchayat leader - 1

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