Systems & Statutory compliance
Monitoring System
For every project, a Project Monitoring Committee (PMC) is formed which consists of 4S senior management team, Project coordinator and partner/funding agency representative. This PMC reviews the project progress on monthly/quarterly basis and based on the feedback and suggestions, action plans are prepared. Field monitoring visits are also conducted time to time to assess the quality and quantity deliverables.
Result Framework
For every program, a logical framework (LFA) is developed and based on that a Program Implementation Plan (PIP) is prepared. In LFA, impact indicators are clearly defined along with its means of verification and corresponding activities and outcomes are also defined. To measure the progress of impact, this LFA and the PIP are referred. The role of each and every member is also defined with qualitative as well as quantitative target vs achievement. These indicators are discussed and reviewed during monthly/quarterly review meets and further action plan is corrected/prepared after consultation with the PMC
Sustainability
For every intervention, the approach is community centered. We ensure maximum community participation right from project planning its implementation and execution. During community mobilization, we identify community leaders who actively participate in the facilitation processes. These identified leaders are given ample training & capacity building opportunities so that they can spearhead the program even after the project ends. We also sensitize other key stakeholders including PRI members as their contribution is crucial for program sustenance.
Current strategic plan project wise |
Board and committee work plans (with objectives and timelines) |
Yearly operations plan, including staff work plans |
Weekly plan of staff(target and achievement plan) |
All documentation and reporting work being distributed among managerial level employee |
Valid methods to assess client needs (focus groups, surveys, etc.) |
Established service outcomes to match client needs. |
Established target indicators for each outcome |
Data collection methods for each target indicator |
Appoint external and Internal for evaluate the progress( other project staff) |
Client program records |
Personnel records |
Financial records |
Work flow descriptions for each major operational activity |
Developing quality activities photo bank in HO for all project |
Outlook – Monthly plans for Budget vs activities vs achievement(Quarterly reporting system) |
MIS for beneficiaries – Monthly prepare list for upcoming cover areas/beneficiary |
Dashboard weekly – Reporting time will be weekly as per achievement and rest amount of target |
Weekly progress Report – Reporting time is weekly as per Dashboard achievement with good photograph and media coverage |
Time Sheet- Reporting time is every month by field staff |
Monthly Progress Report – details of activities will be share monthly |
Activities wise monthly tracker – only numbers will be share on monthly |
Narrative Report – Reporting time is quarterly with summaries of quarterly activities |
Quarterly Progress Report – Reporting time is quarterly |
Annual report – Reporting time is annually with all details of achievement numbers and activities with cumulative |
Develop various types of Dashboard(Mention target against achievement) |
Beneficiaries MIS |
Track sheet for each activities |
Route map of implementation process for all activities |
Media relations strategies .All activities should be covered through Electronic, Print Media & Agency brochures / videos |
Monthly report must be submitted to funder as well as local Govt. line department |
Communications plan, including Web usage |
Annual reports |
Other regular communications strategies with stakeholders |
Share good case study to funder on an each month |
Recruitment system |
Induction and Orientation system |
All personnel policies in a handbook to each staff member |
Performance appraisal system |
Professional development plans |
Team development plans |
Timesheet for every month for field level employees |
Self assessment/Reflection note must submit per months |
HR Systems and Policy manuals
HR Policy Manual
- Office hours, holidays, Leaves, Duties & Responsibilities
- HR process (HR planning, recruitment, Induction, Performance Appraisal ,Training & development, Promotion, Transfer, Exit)
- Staff Welfare policy
- Travel policy
- Financial & Accounting Policy
- Gender Policy
- Policy against sexual harassment at workplace (Internal Complaint Committee/ ICC under Vishakha guideline)
- Travel policy
- Policy on child protection
- Employee code of conduct Policy
- Diversity & Inclusion Policy
- Data Security Policy
- Conflict of Interest Policy