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DEVELOPING MIS FOR THE WATERSHED PROJECT OF GRAM VIKAS IN BOLANGIR DISTRICT

Submitted By Archana Purohit (24041)

Organizational Traineeship Segment (PRM 2003-2005)

HOST ORGANIZATION: GRAM VIKAS

Faculty Guide: Prof. H.K. Mishra

Institute Of Rural Management, Anand August, 2004

ACKNOWLEDGEMENTS

I am extremely grateful to the staff of Gram Vikas for their full cooperation and assistance in the endeavor of developing MIS systems for the organization’s watershed project in Bolangir. The feedback given by the management of Gram Vikas helped in making further improvements to the system for which I am obliged. The guidance and direction provided by Mr. Liby Johnson and Mr. Sandeep Pattnaik (OWDM) also proved to be invaluable. The assistance provided by the rest of Gram Vikas in the project has only made its successful completion a possibility.

I thank Professor H.K. Mishra for his invaluable guidance and assistance in the course of the Project. Also I would like to express my gratitude to IRMA and Professor Jayant Negi for making the Organization Traineeship Segment a memorable learning experience.

Archana Purohit 24041 IRMA

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CONTENTS EXECUTIVE SUMMARY I

Project Title

: Developing MIS for the watershed programme of Gram Vikas In Bolangir district. II Organization : Gram Vikas, Mohuda, Berhampur, Orissa III Reporting Officer : Mr. Liby T. Johnson, Programme Manager, Livelihoods IV Faculty Guide : Prof. Hare Krishna Mishra, IRMA V Student’s name : Archana Purohit Gram Vikas is collaborating with the Orissa Watershed Development Mission in implementing watershed development activities in Bolangir district. Presently the programme is covering 16 watersheds comprising of 39 villages with funding from different schemes like DPAP, ACA and WORLP. Objectives of the project : To develop a suitable MIS so as to satisfy the reporting needs of both Gram Vikas as well as the district watershed office and OWDM. The reporting requirements of the OWDM mainly comprise of the financial and physical progress aspects whereas Gram Vikas’ need includes monitoring of the socio-economic aspects as well. The MIS is to cover both the financial and programmatic aspects. Scope: Scope of the project was limited to the operational areas at present of the watershed project. Also the scope excluded the post implementation maintenance aspect of the MIS developed. Methodology: For the development of MIS for the watershed project the system development life cycle (SDLC) approach was followed. The methodology also included interviews, discussions and observations, which helped studying the information requirements of the project. Sources of data: Sources of data were interviews with the field staff, the reporting and decisionmaking authorities and with the external stakeholders. Secondary sources included the registers being maintained at the field level and the reports currently being generated in the project areas. Findings: A detail study of the different aspects of the project showed the suitability of the adoption of process approach and the systems development life cycle approach was followed. The complete data and reporting requirements of the project were identified with preparation of process, data and information matrices. Requirements for decision making at various levels i.e. TPS, MRS and ESS were identified. With the help of all these a reporting system was evolved which included a monthly progress report (MPR) at the village level, a consolidated MPR at the watershed level to be submitted to the head office and a quarterly progress report (QPR). Conclusion: The information system developed will facilitate both generation and analysis of data which will help in observing whether the programme is fulfilling its stated objectives or not and also will satisfy the reporting requirements of all the major stakeholders.

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1. INTRODUCTION…………………………………………………………1 1.1Organization structure………………………………………………….......7 2. MANAGEMENT INFORMATION SYSTEM………………………….8 3. SYSTEMS DEVELOPMENT LIFE CYCLE APPROACH……………9 3.1.Justification……………………………………………………………10 3.2.Problem identification…………………………………………………10 3.3.Requirement analysis…………………………………………………..12 3.4.Logical analysis………………………………………………………..16 3.4.1TPS, MRS and ESS…………………………………………....16 3.4.2Process matrix…………………………………………………14 3.4.3Data matrix…………………………………………………….17 3.4.4Information matrix…………………………………………….22 3.4.5Reports to be generated………………………………………..25 3.5.Physical design………………………………………………………...32 iv

4. CONCLUSION……………………………………………………............33

LIST OF TABLES Table name

Page No.

Table 1: process details Table 2: process matrix

14 16

Table 3: data sources

17

Table 4: data matrix

20

Table 5: information matrix

22

Table 6: report table

25

Table 7: data classification

27

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LIST OF FIGURES

Figure

Page No

Fig 1: organization structure

7

Fig 2: Systems Development Life Cycle

9

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REFERENCES: 1. Cleland, David I. and King, William R. Systems Analysis And Project Management. McGraw-Hill- Kogakusha Ltd.

2. Whitten, JeffreyL, Bentley, Lonnie D. and Barlow, Victor M. Systems Analysis And Design Methods. New Delhi: Galgotia publications

3. Davis,

Gordon B. and Olson, Margrethe H. Management Information Systems:

conceptual foundations, structure and development. McGraw- Hill book company 4. Senn, James A. Analysis And Design Of Information Systems . McGraw- Hill publishing company

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