Project Components : Management Information System

Management Information System (MIS) for JSYS would rest on constant community interactions to provide scope for two-way interaction with the community. This includes collecting needful information and seeking feedback over what has been implemented at the tank level. The MIS system has been chalked out based on the needs of JSYS with the following objectives.
Objectives of the Community-based MIS:
	The information generated should invariably emanate from people (expecting the administrative information) who are primary stakeholders in the process of tank development.
	To understand the status of project implementation at various levels and opening up the channels of information from Tank level to Taluk, District and the state levels.
	JSYS has envisaged sectoral interventions that include nearly 5 to 6 units at the state level with interwoven responsibilities, vertically projecting down to district and taluk levels for integrated development of tanks.
	The system thus includes process-oriented as well as objective data concerns to provide scope for in-built mechanisms for data generation and internal monitoring systems.
	The system provides scope for review mechanisms, with allowances for validation at various levels.
	The DPUs concerned along with the CFTs implement the project interventions and collect the information from the scheduled meetings and see that it reaches the state office for effecting required measures.
	Other required information may be collected by the DPUs (the M&L specialist at DPU level being primarily responsible for coordinating this activity) from the CFT, TUGs and other functionaries concerned and transmit it to the State Project Unit (SPU) and reverting from SPU to CFTs and TUGs with the outputs/feedback based on analysis of this information.
Components of MIS:
The various components of MIS in the project are
	Data relating to program implementation through community-based interventions.
	Data relating to processes adopted for the development of Tanks.
	Administration-related data, from the roles and responsibilities of the functionaries at various levels � Tasks assigned, completed and the output related information.
	Data pertaining to conducting review meetings with people and those conducted at the block and district levels.
	Assignments and the Interventions designed by the NGOs for effective participation of the people and CFTs. The data-based reports generated by them.
	Visits conducted in relation to the development of Tanks at village, Taluk and district levels � visit reports on specified indicators.
	Data relating to various training programs organized/ to be organized to various stakeholders at different levels.
	Important aspects, as extracted from the minutes of the meeting organized by the TUCs and the issues as raised by the TUGs at the village/ tank level and those addressed by the TUCs.
	Efforts made by the CFTs (Processes adopted by them) with in the broad framework provided by the JSYS through NGOs � process oriented documentation.
	Data relating to preparation of cost estimates and their follow-up etc.
	Data relating to project finances including the expenditures made under various heads.
	Any other related aspect, as suggested or evolved over a period of time with constant interaction and dialogue with the people and stakeholders at various levels.
Information Requirements:
Information flow processes from top to bottom and from bottom to top, their periodicities are to be decided before initiating the project interventions. For this purpose, separate formats are to be designed. Information with regard to the following specific activities need to be collected from tank levels.
	Review meetings of the TUGs and issues emerged, on the basis of a format prescribed for this purpose. This is to be updated every week by TUG/village level extensionists- called Jalamitras along with the accountant at the TUG level.
	Tank related information needs to be up-dated activity-wise for every fortnight and has to be sent through CFT after consolidation. This is expected to reach the JSYS DPU by the 20th of every month, where it will get consolidated for the district. The information would be expected to reach the SPU by the 30th of every month.
	Expenditure details, disbursements and procurement details would be furnished every month to SPU by the DPUs concerned to make timely reimbursement claims.
	Process documentation, incorporating case studies of successes and learning experiences would be expected from the DPUs to the SPU every quarter. SPU would be responsible for analysis of these case studies and ensuring that all levels of JSYS are able to get feedback and learning opportunities based on these case studies.
	A separate report on the works related to NGOs and CFTs has to be collected. The DSOs ought to send them to the state headquarters with their observations / remarks on programme implementation in an epitomized manner.
	Consolidated field visit reports of all the functionaries, covering the issues emerged, tackled are to be collected by the DPU and a consolidated format needs to be marked to JSYS State Office.