FAXlISSUE

Government of IndiaMinistry of Rural Development

(Mahatma Gandhi NREGA Division)

Krishi Bhawan, New DelhiDated: 17 April, 2012

To

Principal Secretary / SecretaryRural development DepartmentAll States/ UTs

Copy to

Sr. Technical Director (NIC)

Subject: Minutes of Meeting of State MIS Nodal Officer Meeting for full MISoperationalization held on 13th April, 2012.

SirlMadam,

A meeting of the MIS Nodal Officers was held on 13th April, 2012 at Unnati

Hall, Krishi Bhavan, New Delhi. The objective was to expedite MIS operationalization

for FY 11-12 and from FY 12-13 onwards MIS will only be the source ofreporting and

all releases will be based on it. Along with this discussion on the roll out of e-FMS in at

least one district of each state apart from Kamataka, Orissa, Rajasthan and Gujarat

which are supposed to implement it across the state.

2. Minutes of the meeting are enclosed and also uploaded on the website

(http://nrega.nic.in under the link "Circulars-s M&E [MIS&ICT].

3. You are requested to review and take immediate measures so that MIS is fully

operationalized for the fmancial year 2012-13 onwards from the beginning. It may

please be noted that fund release henceforth would be based on reports generated from

MIS.

4. Ministry has already taken some action and would be happy to resolve

operational problems, if any.

Yours faithfully

j~~nl"1~~"~JalD) \

Joint Secretary

Enclosure: Minutes of meeting and indicators to capture MI5 usage.

Minutes of the proceedings of the meeting held on 13.04.2012 at 11:00 AM

in, Krishi Bhavan, New Delhi to review full MIS operationalization by all

States/UTs.

Participants:

1) Sh. D. K Jain, Joint Secretary (MGNREGA)

2) Sh. N. Muruganandam, Joint Secretary (MGNREGA)

3) Sr. Technical Director, NIC.

4) MIS Officers, Technical Secretariat, MoRO.

5) State MIS Nodal Officer and representatives of States and UTs.

The meeting with State Nodal Officers for MIS was held under the chairperson

of Joint Secretary, (MGNREGA). The attendance sheet of participants is

enclosed. Following State were not represented: Arunachal Pradesh, Assam,

Chandigarh, D&N Haveli, Andaman & Nicaobar, Daman & Diu, Goa,

Lakshadeep, Puducherry, Meghalaya, Manipur, J&K. Following instructions

were given to the State MIS Nodal Officers:

I. Instructions to the States:

1. Entry of MPR Data for FY 2011-12:

It was announced that in the year 2012-13 and onwards, MIS will be the

only source of data. However for FY 2011-12, as there is some backlog

which will be cleared up in another 15 days or so, for reporting purpose

& for immediate data needs, MPR data would be required. Therefore,

States should make the data entry into all MPR formats including

Physical, Financial and works by zo" April, 2012.

2. Closure of MIS data entry for FY 2011-12:

It was decided that all MIS data entry for FY 2011-12 will close on 22nd

April, 2012 for all states. Exemptions, if any, will be considered, on a

case to case basis, upon a written request from the state government.

The request must contain:

(a) list of districts for which entry should be kept open.

(b) date upto which the entry is required to be kept open.

(c) specific plan for action by the state to ensure that such backlog does

not buildup in the future

3. Opening Balance for FY2011-12.

There is a difference in the Opening Balance (OB) in MIS of FY 2011-12

and MPR figures for Closing Balance of FY 2010-11 reported by almost

all States/UTs. States were informed that they must reconcile this on top

priority.

4. Financial Releases:

a. Data on MIS will be treated as actual expenditure for all releases

henceforth, for current year and onwards.

5. Updation of Work status in NREGASoft:

a. It was decided that all states will take up a drive in the month of July &

August, 2013 to update the status of works and clean the erroneous

entries in terms of unit & expenditure.

b. States to also update work photos, Khata number, plot number & GPS

coordinates.

c. Photo of works: Some states are having issues in resizing the photos

of works into smaller size. It was decided that state may continue with

the current system of taking & uploading the photos in to NREGASoft

after sizing, and in the meantime Centre and State both will explore

other solution like taking photos through mobiles and uploading the

same through a mobile application.

It was decided that all states will upload at least one photo of each

ongoing work by is" May, 2012.

d. It was decided that Sr. Technical Director (NIC) will ensure that option

for partial closure of works is also available in offline version of

NREGASoft.

e. Sr. Technical Director, NIC, to prepare a state wise report for

monitoring the status of updation of work status.

f. Karnataka government wanted that the system should automatically

allocate works that are oldest and yet incomplete. It was decided that

the state will put down this in writing and send it to MoRO.

/

6. Password Management: Id be with thed anagement snOU

Karnataka requested that passwor m f It M RD would like to have a orrna

State DBA. On this it was decided tna 0 .

request from the State government for further consideration.

7. e-Muster Roll (MR):

a. e-MR are being used by states like Karnataka,Orissa, Gujarat,

Rajasthan, HP and Kerala.

b. These states are following different model of e-MR which are as

follows:

e-MR Models implemented in States

Sno State NREGASoft Level of data entry

Version (Offline

IOnline)

1. Karnataka I Kerala Online GP

2. HP Offline GP

3. Orissa IRajasthan Online Block

4. Gujarat Online Partial GP IBlock

c. After discussion with states it was decided that all States will move

towards e-MR within 6 months time.

d. Official from State team may visit other states where similar model is

running (at point 7 (b)) and are near to them. For example MP may go

to Rajasthan. MoRO will facilitate the visit. It was also decided that all

the 6 states listed above in 7(b) will be requested to host teams from

other states on 3rd May, 2012. This would help host states economize

on time & effort in explaining to teams from other states.

8. e-FMS:

a. A detailed discussion was done on the pre-requisite for the

implementation of e-FMS and the activities to be under taken by the

States. Presentation on e-FMS was also done by State MIS Nodal

Officer, Orissa.

b. It was decided that all States/ UTs will rollout e-FMS in at least one

district of each state apart from Karnataka, Orissa, Rajasthan and

Gujarat which are supposed to implement it across the State.

c. States/UTs were requested to share the name of one pilot district with

MoRO by the so" April, 2012.

9. Updation and cleaning of registration (Job Card) data

a. It was 'decided that all states will take up a drive in the month of April,

May and June, 2012 and update & clean the registration data on fields

like Aadhaar number, Bank & Post Office account number, name of

the beneficiary as per Bank/Post Office, beneficiaries photos, status of

RSBY, AABY, BPL, SC/ ST/ Others, Small and Marginal farmers, etc.

b. MIS Nodal officers were directed to expedite uploading of photos of

works and workers under MGNREGA as this is being monitored by

CVC.

c. Sr. Technical Director, NIC, to prepare a state wise report for

monitoring the status of updation and cleaning of registration data.

10.Andhra Pradesh:

a. State was directed to get the FY 11-12 data uploaded to NREGASoft,

on top priority by 22nd April, 2012.

b. State may develop a utility for their Mandals so as to enable them to

send the weekly incremental data to NIC, New Delhi directly from

Mandal. This will reduce delays in getting the incremental data

uploaded in the NREGASoft.

11. Madhya Pradesh:

a. It has been noticed that in MP, the time lag between actual

transaction and data entry is about 30 days. State must prepare an

action plan to reduce this time lag to 15 days in the first phase. This

action plan should be monitored regularly at the state level.

b. MP to share the names of districts which should be shifted to online

version immediately.

12.IVRS

a. Tripura is going to start IVRS system for demand of work. The

proposal is being processed for approval.

b. MP also shared that they are also using IVRS for complaints in Naari

Subhidha Kendra and they are planning to start IVRS system for

MGNREGA.

c. Joint Secretary, MoRO requested these States to prepare and share

the project report (cost, month wise timeline and pre requisite). MP

agreed to share it in 2 weeks and Tripura in 4 weeks time.

13. Indicator to capture MIS usage by States:

JS (MGNREGA) shared the two indicators that capture MIS usage

(Copy enclosed). It was explained that NREGASoft will calculate these

indicators for each state, every month so that the progress of each state

can be monitored.

At the State level, a facility would be provided whereby; the progress of

districts could be monitored. Likewise, it will be possible to drill down to

panchayat level & it will become possible for OPC/PO to take timely

corrective action in case any backlog in data entry is build up.

States were requested to give their comments in the suggested

indicators by 22nd April, 2012.

14.Joint Secretary, MoRD summarized the key decisions as under:

a. Data cleaning of works in MIS to be taken in a campaign mode in

June & July 2012.

b. From FY 2012-13 onwards there will only be one data source that is

MIS (NREGASoft).

c. All state to move to e-MR within 6 months time.

d. Data on MIS will be treated as actual expenditure for all releases

henceforth.

8. All States were requested to give their suggestions / comments by

22nd April, 2012 on the suggested indicators to capture MIS usage by

States.

f. States which are not fully operational on MIS needs to be reviewed

regularly through Video Conferencing once in a month apart from J

review in MIS Nodal Officer meeting.

g. Next MIS Nodal officer meeting will be held in Gujarat and will include

a day long workshop on GIS/ GPS, IVRS & e-FMS.

h. All states (other than Karnataka, Orissa, Gujarat & Rajasthan) to give

name of one district for e-FMS.

*****

INDICATORS' TO CAPTURE MIS USAGE BY STATESI DISTRICTSIPANCHAYATS

R11. The first important indicator will be to capture the quantum of data entry

done as against the quantum required to be done. This can be capturedin 2 different ways depending upon whether the state is following e-muster or is using paper musters.

2. If the State is using e muster, then the ratio will be calculated as:(Total number of e-musters filled in MIS)/ (Total number of e-mustersissued upto the reporting period beginning from the 1st of April of thefinancial year).

3. If the state is not using e muster then the ratio will be :(Total number of musters entered in MIS)/ (Total number of mustersissued upto the reporting period beginning from the 1st of April of thefinancial year).

4. Lower weightage for older musters: It is expected that a muster will beentered in MIS within 7 days of closure. If the muster is entered in within7 days of closure, full score will be given. 5 % deduction will be madefor every week's delay. This is illustrated by an example:

Example:a) For those using e muster

• Total E-Muster issued upto 31st Jun, 12: 1000:• Total Muster rolls entered upto 31st Jun, 12: 900• Ratio will be= 900: 1000 =9:10

b) For those not using e muster• Total Muster rolls issued upto 31st Jun, 12: 12000• Total Muster rolls filled upto 31st Jun, 12: 10000• Then the ratio will be= 10000: 12000 =5 : 6

.c) Weightage calculation• Muster Roll Start date: 1-April-2012• Muster Roll End date: 7-April-2012• Muster Roll should be entered on or before: 7-April-2012 +

7 days = 14-April-2012• Persondays generated in Muster Roll: 600• 100% weightage if muster roll enter within 7 days of the

closure of muster roll (number of persondays (600) X 1)• 5% weightage deducted for every one week delay in entry

of muster roll from date of closure (number ofpersondays (600) X 0.95 and so on)

5. Fields required to be filled in for entering muster:a) Works with TS and ASb) Demand of employmentc) Allocation of work against the demandd) Issue of muster roll

6. Work ID in NREGASoft is generated automatically. Now onwards qpsco-ordinates and photo of the worksite before the start of work should ""necessary be filled.

R2:Work Completion: The objective is to ensure that the works arecompleted expeditiously. This ratio will capture the works completed as apercentage of works opened up. This would also have linkage with theduration for which the work has remained incomplete. The higher theduration, the lower would be the score.Completion will require: filling up all mandatory fields in the work screen,putting photographs of completed work. Normally, three photographs atrequired to be uploaded at 3 different stages (At the beginning, midwayand after completion). However, if for some reasons photographs for the1st two stages have not been uploaded, we will not insist for the same forworks started before 1st Oct, 2011. These works will be allowed to beclosed even if only one photo viz after completion is uploaded.Henceforth, all three photos will be mandatory. The work cannot beshown to be completed in MIS unless all three are uploaded.Example

• Works duration as per the TSI AS: 4 month (4 X 30 days)• 100% weightage, if works completed within works duration as per

TS/AS. (number of works X 1)• 5% weightage deducted for increase in work duration (days) by

5% in completion of works. (number of works X 0.95)