Governance is the need of the hour in the development sector in order to ensure and promote application of best management practices, compliance of law and adherence to best possible ethical standards. The entire management processes and practices of “MITR” are in compliance with the principles of Governance with Honesty’.
I. Making Policies & Decisions
“MITR”, from the inception itself, works on a delegated work environment. Each and every person in the organization is involved in the process of decision making in a scientifically designed system.
Making Policy & Decision in the MITR are done through a four tier system.
a. Departments & Divisions
Monthly review meetings are held for each division and department regularly.
b. Executive Committee
The Executive Committee manages the Foundation’s operation directly and it reports to the Board of Advisors. Members of this committee are professionals working with MITR and it is mandatory to include a member from the Board of Advisors.
The Executive Committee of Organisation holds a meeting each Quarter (every three months) and looks after day to day management.
c. Advisory Body
The Board of Advisors comprises of technically competent people from diverse backgrounds and expertise. The body is formed for a period of Three year and a few independent members with eminence and reputation are nominated every time. Members of this board also meet once every Quarter.
The Board of Advisors advises the Trustees of “MITR”, taking regular inputs from the Executive Committee.
d. Board of Trustees
The Board of Trustees sets the vision and broad guidelines for the Organisation and ensures good governance in liaison with the Board of Advisors; although, the Board of Trustees is not involved in the day to day operation of “MITR”.
II. Credibility Norms
The “MITR” strives to build capabilities of its grassroots NGO partners towards good governance and with Governance with Honesty.
The Governance & Credibility System includes a systematic set of norms, which is administered and monitored by a qualified Chartered Accountant.
III. Project Management & Monitoring system
The project management & monitoring system in “MITR” comprises of a systematic and well laid down processes. These are as follow –
a) Selection of NGO Partners
Partners are invited selection of partners for required locations under specified programme through advertisement in relevant forum, websites; and also through reference from credible partners. Also, prospective partners keep on submitting proposals directly to the foundation round the year. Initial selection is done on these bases.
b) Desk Appraisal
Prospective proposals are put through the desk appraisal process at respective programme divisions.
c) Field Appraisal
Short-listed proposals from desk appraisal are considered for field appraisals by the programme departments located across India.
Once a partner is selected under a particular programme, an MoU is signed, guidelines and initial trainings are imparted and the particular project is started. The project is put under a systematic and periodic monitoring system. The processes include the following steps:
i. Project Auditing ii. Activity report analysis iii. Field evaluation iv. Decision
The process of project monitoring is followed by impact analysis, which is a done internally; and external evaluation, done by an external and professional agency.
e) Impact analysis
f) External evaluation IV. Audit System
“MITR” has a four tier audit system to ensure that funds are utilized to the optimum level in an accountable manner.
A. Programme & Project Audit System – is followed to assess and ensure impact of the investment and proper use of money by its NGO partners and projects.
B. Internal & Process Audit System – This is conducted throughout the year in order to ensure accountability in the internal operation of the organisation.
C. Statutory Audit – is held by the statutory auditor for finalization of balance sheet and statement of affairs. This is also done to comply with standard statutory norms.
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D. External Evaluation: On the basis of need, impact and outcome of various welfare programmes of MITR are evaluated by external evaluation agencies having relevant experience on the subject.
E. Governance Compliance Certification:
Audit reports are discussed with the Advisory Body and the Executive Committee to take suitable and necessary steps if required.
IV. Use of Technology for Good Governance
a) Online Monitoring System
“MITR” advocates use of technology for ensuring impartial monitoring and to cut down over head cost.
Gradually, all its projects will be compatible with this system. The biggest challenges so far have been lack of access to technology in remote project areas and lack of working knowledge among grassroots NGO partners. The MITR is taking up the task of building capacities of all its NGO partners and project staffs.
b) Management Information System (MIS)
A monthly MIS is prepared and analyzed by the MIS Officers and it is submitted and discussed in Executive Committee meetings for assessing the operational activities and to do future planning.
c) Accounting System
With increasing use of relevant technology in each division and department, along with projects, both quantitative and qualitative MIS are managed technologically.
The Accounts Team of MITR consists of competent and qualified accounts professionals. The accounts are maintained on daily basis through advanced and updated computerized systems. The same is also analyzed and checked periodically by the internal control system and Internal Auditor, in compliance with standardized HR and Management Policy.
Next in line is also video conferencing system which would eventually connect all MITR offices and centres. It will facilitate decision making, monitoring, optimum involvement of all stake holders – including supporters, capacity building and training etc.
V. People Management
Our people are our assets. MITR believes in a democratic and participatory work culture.
Appraisal and review system is conducted twice a year in a democratic way to identify the future leaders of the organization.
VI. Education Support
MITR encourages its employees to take up higher studies so that they emerge as future leaders and grow individually as well as professionally.
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