Procedural Guidelines for submission of Application

Eligibility Criteria:

• NGOs applying under the SNGO Scheme must fulfill the following eligibility     criteria.    The    criteria have been grouped into four sections. These are     criteria for    Registration,    Experience, Assets and Jurisdiction.

Registration:

• The NGO should be registered under the Indian Societies Registration Act/     Indian    Trust    Act/ Indian Religious and Charitable Act or their State     counterparts for more    than five    years.

• NGOs applying for SNGO in the State other than that of its registration, should     have    state specific chapters registered. Alternatively, branches affiliated to a     national    level    federation/organization can be registered with the parent     body.

Experience:

• Proven experience (in the last three years) in implementing field projects in     Health    and    Reproductive and Child Health (RCH) and social sector     (education, women's    empowerment, rural development etc.). Proven     expertise in provisioning of    services,    and training is required.

• Scale of operation during the previous three years is comparable to the funding    sought.

• SNGO has the necessary human resource base with RCH and social sector     qualification    and experience. The NGO has qualified professionals such as     medical    doctors,    paramedics, counselors and accountants.

• An NGO blacklisted or placed under funding restriction by any Ministry or    Department of    the Government of India (GOI) or CAPART is not eligible for    applying under the scheme.

Assets:

• Minimum fixed assets of Rs 5 lakhs in the name of the NGO, in the form of land    and/    or    building. This should be reflected in the latest audited balance    sheet of the organization and should be retained by the NGO during the life of    the project.

• Office premises, service delivery center/s, training institute in the district where    it    wants    to operate.

Jurisdiction:

• Minimal area serviced by the SNGO is equivalent to the service area of the    CHC/block    PHC as appropriate. For SNGOs providing clinical services, the    minimum    geographical    area is co-terminus to that of PHC and those    providing referral    services, will cover an    area co-terminus to that of CHC    area.

• The maximum geographical area covered by a SNGO providing training is not    more    than    one district.

• The SNGO can implement the program in convergence with the intermediary    organizations. (SHG, PRI, NYK, DWC, MSS, Mahila Samakhya). However, the    NGO    cannot    sub contract to other NGOs or bodies in the project area.

Process Guidelines for Selection, Funds release and Monitoring

Selection of SNGO:

• Advertisement is given in two leading State level daily newspapers by the    State    RCH    Society, inviting a letter of interest/concept note on the desired    area of    intervention.

• Completed applications including letter of interest/concept paper (See Part 4    for    Format    and Checklist) are received at the office of the Regional Director    (RD),    Health Services.    The concept paper is not a project proposal. It is to    show the    intent and the contents    should reflect why such a project is    required.

• The office of the RD conducts desk review with the State NGO Coordinator    based    on    checklist. (See Part 4 for Checklist)

• GoI is informed of the status of applications received till the cut off date by the    office of    the RD. This is copied to the State Government.

• A meeting of the State NGO Committee is convened normally within one month.    The    findings of the desk review are discussed. The presence of GOI    representative, RD    and    State NGO Coordinator is mandatory. The RRC and    Director (FW) are also    members of    the Committee. The committee identifies    NGOs that have fulfilled the    eligibility criteria    and that reflect conceptual    clarity on the issue being addressed.

• The State NGO Committee informs rejected applicants, with copy to GoI & State    Government.

• A field appraisal of all eligible applicants NGOs is conducted by RRCs within a    defined    time frame. (See Part 4 for Format).

• The field appraisal reports of all eligible applicant NGOs are tabled at the    meeting of    the    State NGO committee. Comments of the District RCH    Society/District NGO    Committee are    sought.

• The state NGO committee selects the SNGOs. Representative from the District    RCH    Society/District NGO Committee is expected to be present for the    meeting. (Refer to    institutional framework)

• The SNGO prepares the detailed project proposal and submits within 6 weeks    to    the    District NGO Committee/ District RCH Society for consideration.

• District RCH Society communicates the recommendation to the state RCH    Society.    The    state RCH society places the final recommendation to GOI for    the approval of    GIAC and    release of grants to the state RCH society.

• The SNGO signs a Memorandum of Understanding (MOU) with the District RCH    Society.

• Copy of the signed MOU is sent to the State RCH Society for release of funds. A    copy is    sent to GoI and RRCs for information.

Induction training:

• Through RRCs, GOI organizes induction training within 6-8 weeks of sanction of    NGO    project.

• The orientation focuses on the relevance of the scheme, expectations, finance    and    accounting information, program implementation processes and    reporting.

Project Duration:

• Each SNGO proposal covers initially a three-year term. Based on the    evaluation, the    grant may be cancelled if the performance is found to be sub    optimal. If favorable,    the    project duration is extended for another two    years.

Funding Pattern:

• The scale of funding depends on the nature of intervention proposed. The    SNGOs    can    get an annual allotment of approximately Rs.10 -15 lakhs per    CHC/block CHC    area    towards recurring and non-recurring expenses. In    order to determine the    range of    funding that can be proposed, a set of    illustrative financial guidelines    relating to the    service delivery areas has    been presented in Part Three of this    Guidebook.

• In order to make judicious use of existing primary health infrastructure, in the    urban    and rural areas, the service NGO networks where ever and to the    extent    possible with    such infrastructure. This has direct implication on    costing of    services.

Release of funds:

• The flow of funds is from the GoI to the State RCH Society. The State RCH    Society is    responsible for release of funds to the SNGOs.

GOI to State RCH Society:

GOI releases 1st installment to the State RCH Society under the SNGO scheme. This is done in the first quarter of the financial year.

• Release of the 2nd installment is based on request from State RCH Society.

State RCH Society to SNGO:

On getting approval from the state RCH society based on the field appraisal, the SNGO prepares a project proposal. The State RCH society releases a grant of Rs.1 lakh for conducting base line survey and development of detailed project proposal.

• The SNGOs get an annual allotment of approximately Rs.10 -15 lakhs per    CHC/block    CHC area towards recurring and non-recurring expenses.

• The SNGOs are allowed 20 % of the total project cost for administrative cost,    which    includes capacity building cost.

• A non- recurring grant of a maximum of Rs 1.5 lakhs is permitted for purchase    of    assets    during the first 6 months of the project. (List provided below).    This    expenditure is    allowed as a one-time expenditure in the life of the    project.    Purchase of land or building    is not permitted.

Clinical equipment required for the implementation of the proposed project.

Office equipment - Office furniture such as, Table, Chairs, Storage

Cabinets, computer, printer.

• SNGO may be provided with a one time non recurring grant for infrastructure    improvements (civil works) as required. This will be roughly equivalent to one    third    of    the grant amount. (PPC guidelines to define the exact % of grant    allowance for    infrastructure development may be looked at)

• An emergency-rolling fund of Rs 1 lakh can be made available to the SNGO to    meet    exigencies such as non-receipt of drugs, vaccines and contraceptives.    This is    however    be subject to a no objection certificate from the District    RCH Officer.

• On receipt of the Sanction letter and signed MOU from the District RCH    Committee,    the    State RCH Society releases grants to the SNGO as under:

- 1st release - for a period of 18 months

- 2nd release- next 16 months and based on favorable evaluation report by the    empanelled evaluating agency and Utilization certificate (UC) for the first 12    months and statement of expenditure for the next six months duly certified by    the CA.

- 3rd release**- the final grant of 2 months is released on receiving all    completed UC and audited statement of accounts along with project    completion report.

** The NGO claims reimbursement of the last installment after submission of the final reports.

Monitoring:

• A system of periodic reporting and ongoing monitoring is in place for assessing    the    NGO's performance.

• The SNGO submits reports (financial and performance) every quarter to the    State    NGO    Coordinator & District RCH Society.

• The State NGO Coordinator undertakes half yearly field monitoring visits to    SNGOs.

• It is mandatory for the State RCH Society to have half yearly review meetings    in    which    the District RCH Society is also represented. The SNGOs make a    presentation to the    State RCH Society on their performance (project &    financial),    during the period based on    the activity plan for the year.

• The State NGO coordinator shares the half yearly reports of the SNGOs with    the    RRCs,    to identify areas requiring technical inputs.

Performance Indicators:

Retention of grant and the funds release is based on performance of the NGO.

- The SNGO clearly identifies output and measurable indicators at the project    proposal stage. These are to be identified in consultation with the    corresponding tier of Family Welfare Administration and related sectors of    Social Development.

- The SNGO conducts a baseline survey before the commencement of any activity    in the project area. An end line survey is also to be conducted to assess the    improvements in service delivery and results in a given area of intervention.

- Project proposal clearly indicates the TORs of the project and specific    benchmarks against which the progress of the project can be evaluated. The    progress of Service NGO is measured against a cluster of indicators selected    and included in their project proposal.

- The SNGO must be able to demonstrate qualitative and quantitative    improvement in meeting the RCH needs of the community in the project area

Evaluation:

• The SNGO performance is evaluated at the end of year one and year three by    an    external evaluating agency.

• State RCH Society commissions the Evaluation.

Reporting:

• The SNGO submits six monthly reports to the State RCH society with a copy to    the    District RCH Society.

• The State RCH Society shares the 6 monthly reports with Regional Resource    Centres    and the GOI.

• The Utilization certificates for the funds are submitted by the states to GOI.

• At the end of the project, the SNGO submits a project completion report to the    State    RCH Society.