Management Information System

There are three line departments involved in this project, viz. the Department of Agriculture, the Department of Animal Husbandry, and the Department of Agricultural Marketing. Each of these departments would be required to implement and manage various activities proposed under various components under this project. For day to day management of the Project, the Project Coordination Unit (PCU) has been set up at Pune, which is functioning under the control of the Principal Secretary (Co-operation & Marketing), GoM. Similarly Project Implementation Units (PIUs) have been set up for each of the line departments to monitor and supervise the implementation of the activities pertaining to the concerned departments. The issues relating to Environmental and Social Management, Procurement, Financial Management, Monitoring and Evaluation, and Governance and Accountability Arrangements are handled by the PCU.

The various items of importance relating to the implementation of different components and sub components of the project will be included in the MIS reporting system. The parameters and the activities to be included in MIS will have to be decided by SP depending on the basis of the existing reporting system in various line departments and their requirements. SP will have to undertake detail study to do this in consultation with PCU, PIUs and implementing agencies involved in the project.

An elaborate, state of art, web based, interactive MIS shall be implemented by the Project Coordination Unit (PCU), for monitoring the various project activities, that would be under taken at various field locations by a all number of implementing agencies. The PCU will appoint SP for study, design, development and implementation of MIS.

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There are three line departments involved in this project, viz. the Department of Agriculture, the Department of Animal Husbandry, and the Department of Agricultural Marketing. Each of these departments would be required to implement and manage various activities proposed under various components under this project. For day to day management of the Project, the Project Coordination Unit (PCU) has been set up at Pune, which is functioning under the control of the Principal Secretary (Co-operation & Marketing), GoM. Similarly Project Implementation Units (PIUs) have been set up for each of the line departments to monitor and supervise the implementation of the activities pertaining to the concerned departments. The issues relating to Environmental and Social Management, Procurement, Financial Management, Monitoring and Evaluation, and Governance and Accountability Arrangements are handled by the PCU.

The various items of importance relating to the implementation of different components and sub components of the project will be included in the MIS reporting system. The parameters and the activities to be included in MIS will have to be decided by SP depending on the basis of the existing reporting system in various line departments and their requirements. SP will have to undertake detail study to do this in consultation with PCU, PIUs and implementing agencies involved in the project.

An elaborate, state of art, web based, interactive MIS shall be implemented by the Project Coordination Unit (PCU), for monitoring the various project activities, that would be under taken at various field locations by a all number of implementing agencies. The PCU will appoint SP for study, design, development and implementation of MIS.

The actual process of hiring a Service Provider (SP) and setting up of full-fledged web based interactive MIS will take time, and, as all the critical project activities need to be monitored from the day-one of project implementation, it has been decided to develop Simple MIS which will be developed by PCU in consultation with the PIUs . Such simple MIS reporting system shall be implemented within 3-4 months and will be in vogue until the full-fledged web based interactive MIS is in place and running satisfactorily.

The simple MIS reporting system will comprise of a number of formats to be compiled from all the implementing entities in the field for regular periodical reporting on various issues those need to be critically monitored for effective implementation of the project. The contents of the formats shall be as required by the scope of monitoring  of the critical activities  in implementing the components of MACP, including input parameters, output parameters and activity parameters. The simple MIS reporting will be in the spreadsheet formats and shall be compiled and collated by PCU.

Initially the simple MIS reporting system mentioned above will be implemented in the Phase I districts  of the Project  viz.:  Amaravati,  Akola,  Washim, Yavatmal,  Buldhana,  Jalna, Aurangabad, Parbhani, Hingoli, Ahmednagar. As the project would be implemented in all the districts of the State in phased manner, the said system  as mentioned above, will be implemented  in second phase Districts of the Project as the MACP implementation program will roll out in phase II District till the WEB based MIS is in place.

SP for MIS: Besides starting the simple MIS by PCU, immediate steps to bring the competent SP on board for desiging, developing and implementation of the web based MIS will be taken. The recruitment of the consultant for the development of Web based MIS, study of the existing systems in practice, study of the requirement of the project, designing & development  and implementation of web based MIS will take around 15-18 months. Till then the simple MIS reporting system  developed  by PCU will be in place.  The SP for MIS besides all responsibilities shall be responsible for successful migration of the existing databases to the web based MIS .
The MIS will enhance the efficiency and effectiveness in the functioning of the PCU and the PIUs, as well as all the Implementing Agencies (IAs), as follows. The MIS will provide accurate  and  timely  information  regarding regular,  routine  operations  for  controlling, organizing and planning of implementation activities in MACP.

Administrative Functions relating to PCU & PIUs:
o PCU and PIUs will be able to monitor all the inputs, outputs and activities as per the procurement plan.
o IAs will be able to coordinate with PIUs and the PCU for achievements of their prescribed annual targets – both physical and financial.
o PCU and PIUs will be able to coordinate the logistics for optimum performance of all the field units.
o MIS will help IAs to define problem, gather related data about its scope, and identify the constraints, if any.
o PCU will be able to automate repeatable processes.

  • MIS will integrate information from multiple sources for undertaking functions, such as: Budgeting, Expenditure reporting, Auditing, and Funds management, relating to financial issues in the project.
  • MIS will integrate information from field offices for undertaking functions, such as: Procurement Planning, Contract Management and Quality Control, relating to procurement issues in the project.
  • MIS will provide tools to allow collation of inputs from various implementing agencies, produce standard reports, allow specialized queries to track all aspects of project progress (including physical and financial progress and project impacts), relating to monitoring & evaluation issues in the project.
  • MIS will bring together and ensure better and faster communication among PCU, PIUs and implementing agencies involved in the MACP and will be useful tool for grievance redressal.
The SP will undertake the following MIS specific activities of Project:
  • Study,  prepare  and  submit  Functional  Requirement  Study  document  for  design, development and implementation of web based interactive MIS. The study will include process of existing MIS at PCU, PIUs and the concerned Departments up to the field level implementation authorities.
  • The SP shall submit plan / story board and design the MIS in continuous interaction with the project team, taking in to consideration :
    o Web standards, uniform guidelines, content management strategies
    o Model templates for all the required reports of participating line departments,including Scheduled reports, On-demand reports, Key performance indicator report,and Exception reports.
    o MIS evaluation mechanism, for the Project Management, based on the objective parameters and the user feed back, for smooth operations and effective utilization of the MIS.
    o Consultations with the M&E consultant.
  • Develop and implement the web based interactive MIS to PCU and PIUs under MACP.
  • Migration of data compiled with the Simple MIS reporting system developed initially by the PCU to the web based interactive MIS system.
  • Assess the training requirements, training need, and provide training to all the users for handling & managing MIS.
  • Provide support to web based MIS for smooth operations and effective utilization.
The MIS will provide suitable, flexible, interactive, user-friendly tools to allow collation of inputs from various implementing agencies, produce standard reports, allow specialized queries to track all aspects of project progress (including physical and financial progress) at any time. The MIS will help the PCU, PIUs and field implementing agencies (IAs) to monitor all key inputs, activities and outputs under the project including the Procurement and Financial management aspects.

For effective planning and monitoring of MACP’s diverse activities several MIS initiatives have been planned under the project to address the needs of the three line departments and many implementing agencies/ entities who would be implementing these initiatives. The MIS will reduce significantly the time and efforts required for record maintenance, reporting and facilitate effective monitoring at all levels. The MIS will strengthen the information flow from top to bottom, and vice versa, and also enhance the utility of the information and knowledge towards achieving the Project goals.

The MIS will capture transactions in the field to track all aspects of project progress. It will help in addressing issues of duplication of data entry and preparation of reports as per the Project requirement. The software should be capable of automatically collating and generating reports required at various levels.

The work plan encompasses a variety of activities to bring in the uniformity in all the online databases, access and standardization of MIS suitable for MACP initiatives.
The MIS system would include systems for,
(i) Procurement Management
(ii) Financial Management
(iii) Implementation Progress Monitoring
(iv) Monitoring & Evaluation
(v) Knowledge Management
(vi) Grievance Monitoring
There will be a comprehensive Monitoring & Evaluation (M&E) System developed separately and the MIS will be designed and developed taking in to consideration the information input requirements of the M&E system.

The MACP project plans to develop a user-friendly, interactive, web-based Integrated Project Portal (IPP) for the MACP Project activities and dissemination of information. IPP will enable single point access to the information about various activities of the Project (PCU, PIUs & Implementing Agencies, market functionaries) and various web based applications (MIS, M&E, Web GIS, etc.), Market Information and Intelligence, and technical information from various line departments.
 

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