SARVA SHIKSHA ABHIYAN A PROGRAMME FOR UNIVERSAL ELEMENTARY EDUCATION MANUAL ON FINANCIAL MANAGEMENT AND PROCUREMENT DEPARTMENT OF ELEMENTARY EDUCATION AND LITERACY © 2004MINISTRY Department OF HUMAN of Elementary RESOURCE Education DEVELOPMENT and Literacy MinistryGOVERNMENT of Human OFResource INDIA Development Government2010 of India SARVA SHIKSHA ABHIYAN MANUAL ON FINANCIAL MANAGEMENT AND PROCUREMENT TABLE OF CONTENTS Para No. Contents Page No. CHAPTER-I – Introduction 1. Introduction 1 2. General 2 3. Financial Management and Procurement 3 CHAPTER-II - Planning Process and Financial Planning 4. Objectives of Planning 5 5. Identification of Planning Teams 5 6. Participatory Planning Process 6 7. Interaction with community and target groups 6 8. Consultative meetings 6 9. Information need and collection of information 6 10. Research studies, data analysis and utilisation in the plans 9 11. Steps in Planning 9 12. Situational Analysis 10 13. State and District Profile 10 14. State and District Plans 10 15. Educational Profile 10 16. Problem and Need Identification 12 17. Goals and Targets Setting 12 18. Need based Planning 13 CHAPTER-III - Budgeting 19. Perspective Plans and Annual Plans 14 20. Preparation of Perspective Plans and Annual Work Plan and 14 Budget 21. Appointment of Teachers 15 22. School/Alternative Schooling facility 16 23. Upper Primary Schools/Sector 16 24. Classroom 16 25. Free Textbooks 17 26. Civil Works 18 27. Maintenance of school buildings 21 28. Repair of School Buildings 22 29. TLE for New Primary / Upper Primary Schools 23 30. School Grant 23 31. Teacher Grant 24 i Para No. Contents Page No. 32. Teacher Training 24 33. State Institute of Educational Management and Training 26 (SIEMAT) 34. Training of Community Leaders 26 35. Education of Children with Special Needs 26 36. Research, Evaluation, Supervision and Monitoring 29 37. Management Cost and Learning Enhancement Programme 32 (LEP) 38. Innovative activity for girls’ education, ECCE, interventions for 33 SC/ST, Minority Community, Deprived Children in urban areas and computer education. 39. Block Resource Centres/Cluster Resource Centres 36 40. Interventions for out of school children 38 41. Remedial Teaching 41 42. Preparatory activities for micro planning, household surveys, 41 studies, community mobilization, school-based activities etc. 43. National Programme for Education of Girls at Elementary Level 42 (NPEGEL) 44. Kasturba Gandhi Balika Vidyalaya (KGBV) 44 45. State Component 47 46. Progress Overview 47 47. Spill Over Activities 48 48. Appraisal of the plans 48 49. Approval of the Plans by the Project Approval Board 49 50. Budget Calendar 50 CHAPTER-IV – Accounting 51-73 Accounting Procedure 51-57 74. Advances 54 75 Norms for regulating advances 54 76. Advance Register 56 77. Monitoring of Advances 56 78. Account Head 56 79. Cash Book 56 80. Verification of cash balance 58 81. Correction of errors 58 82. Journal 58 83. Ledger 59 84. Bank Reconciliation 59 85. Staffing Structure 60 86. Capacity building of accounts and audit staff 61 87. Control of Expenditure 61 88. Re-appropriation of funds 62 ii Para No. Contents Page No. CHAPTER-V - Fund Flow Arrangement 89. Funds of the State Implementation Society 64 90. Procedure for release of funds 64 91. Flow of funds 65 CHAPTER-VI - Financial Reporting 92. Financial Reporting 67 93. Quarterly funds flow and cash forecast statement 67 94. Quarterly Progress Statement 68 95. Treating of advances as expenditure 68 96. Release of funds to the districts 68 97. District-Wise Expenditure Statement 68 98. Financial Performance 68 99. Status on Financial Indicators 69 CHAPTER-VII - Internal Control and Internal Audit 100. Internal Control 70 101. Supervision and Monitoring 70 102. Concurrent Financial Review and Monitoring by Government of 74 India 103. Indicators for Financial Management checks by Govt. of India 75 104. Internal Audit 76 105. Audit of VECs/School Bodies 77 CHAPTER-VIII – Auditing 106. Audit by the Chartered Account Firm 78 107. Audit by the Comptroller and Auditor General of India 80 108. Annual Report 80 109. External Audit Calendar 81 110. Pursuance of Audit Objections 81 CHAPTER-IX – Procurement Procedure 111. Procurement in SSA 82 112. Levels of procurement 83 113. Procurement Plan 86 114. Methods of Procurement 87 115. Open Tenders 87 116. Repeat Orders 92 117. Rejection of All Tenders 92 118. Limited Tender 92 119. Single Tender 93 iii Para No. Contents Page No. 120. Procurement without tender 94 121. Procurement through communities 94 122. Method of procurement used for major items under SSA 95 123. Service Contracts 96 124. Rejection of all proposals, and re-invitation 98 125. NGOs (Non-Government Organisation) 98 126. Post review by Government of India 99 127. Mis-procurement 99 128. Complaint handling mechanism 99 Tables Table-1 Data on population 101 Table-2 Data on literacy rates 102 Table-3 Basic Indicators 103 Table-4 Access-less Habitations 104 Table-5 Data on child population of 6-14 age group 105 Table-6 Data on enrolment and out of school children 106 Table-7 Information and Planning for out of school children 107 Table-8 Data on out of school children with reasons 108 Table-9 Data on Coverage of out of school children under different 109 strategies Table-10 Data on GER, NER, Cohort drop out and overall repetition rates 110 Table-11 Data on completion rates, primary graduates and transition rate 111 Table-12 Existing EGS and up gradation 112 Table-13 Data on schools 113 Table-14 Data on teachers (primary school) 114 Table-15 Data on teachers (upper primary school) 115 Table-16 Details of trained and untrained teachers 116 Table-17 Data on existing School Infrastructure 117 Table-18 Information on Govt. UPS without furniture 118 Table-19 Data on children with special needs 119 Table-20 Number of schools with 3 and more than 3 classrooms 120 Table-21 Information regarding resource persons for BRC/URC/CRC 121 Table-22 Computer Aided Learning (CAL) 122 Table-23 Information on NPEGEL 123 Table-24 Information on KGBV 124 Table-25 Information on Financial Status 125 ANNEXES Annex-I Costing Sheets for Annual Work Plan & Budget 126 Annex-II Financial Norms of SSA 133 Annex-III Deleted 153 Annex-IV Deleted 154 iv Para No. Contents Page No. Annex-V Register of Assets 155 Annex-VI Advance Register 156 Annex-VII Sample Chart of Accounts 157 Annex-VIII Quarterly Fund Flow and Cash Forecast Statement 159 Annex-IX Quarterly Progress Statement 161 Annex-X Details of Advances Released 170 Annex-XI Details of Funds released to the districts 171 Annex-XII District-wise Expenditure Statement 172 Annex-XIII Financial Performance 173 Annex-XIV Status on Financial Indicators 174 Annex-XV Terms of Reference for selection of Internal Auditor 175 Annex-XVI Indicators for financial management checks by GOI 177 Annex-XVII Selection of Chartered Accountant Firms 179 Annex-XVIII Terms of Reference for the appointment of Chartered 187 Accountant Firm Annex-XIX Utilisation certificate under SSA 191 Annex-XX Consolidated Annual Financial Statement 192 Annex-XXI Consolidated Balance Sheet 193 Annex-XXII Consolidated Income and Expenditure Account 194 Annex-XXIII Consolidated Receipt and Payment Account 195 Annex-XXIV Register of outstanding Audit objections 197 Annex-XXV Quarterly Report on position of outstanding audit objections 198 v ABBREVIATIONS AIE Alternative & Innovative Education AG Accountant General ARWSP Accelerated Rural Water Supply Programme AWP&B Annual Work Plan and Budget BAS Baseline Achievement Survey BEO Block Education Office BLEC Block Level Education Centre BRC Block Resource Centres BRG Block Resource Group BRP Block Resource Person C&AG Comptroller and Auditor General of India CA Chartered Accountant CAL Computer Aided Learning CAPART Council for Advancement of People’s Action & Rural Technology CBR Community Based Rehabilitations CD Community Development CRC Cluster Resource Centres CRG Cluster Resource Group CSWB Central Social Welfare Board CV Curriculum Vitae CWSN Child with special needs DA Daily Allowance DD Demand Draft DDO Drawing and Disbursing Officer DEEP District Elementary Education Plan DGS&D Directorate General of Supplies and Disposals DIET District Institute of Education and Training DISE District Information System for Education DPEP District Primary Education Project DPO District Programme Office DRG District Resource Group vi DS Deputy Secretary DSE&L Department of School Education and Literacy DWM Drinking Water Mission EBB Educationally Backward Block EC Executive Committee ECCE Early Childhood Care and Education EDI Educational Development Index EE Elementary Education EGS Education Guarantee Scheme EMIS Educational Management Information System GC General Council GER Gross Enrolment Ratio GOI Government of India GP Gram Panchayat HHS House Hold Survey HM Headmaster ICAI Institute of Chartered Accountants of India ICDS Integrated Child Development Scheme IEDC Integrated Education of the Disabled Children IEDSS Inclusive Education of the Disabled at Secondary Stage IEP Individualized Educational Plan IT Information Technology JRM Joint Review Mission KGBV Kasturba Gandhi Balika Vidyalaya LEP Learning Enhancement Programme MCS Model Cluster School MHRD Ministry of Human Resource Development MIS Management Information System MOU Memorandum of Understanding MS Mahila Samakhya MSS Mahila Samakhya Society MTA Mother Teacher Association NCERT National Council of Educational Research and Training vii NCTE National Council of Teacher Education NER Net Enrolment