Women Development and Child Welfare Department. Government of Telangana. User Manual. Commodity Supply Chain Management-FCR

Transcription

1 Women Development and Child Welfare Department Government of Telangana User Manual Commodity Supply Chain Management-FCR GMIS Consultants Private Limited, 1145/A, Road No: 58, Jubilee Hills, Hyderabad

2 Table of Contents Part -I 1. Introduction Objectives Process...3 Part -II 1. Log-in and Language About Tabs AWC Level Data Entry Project Level Data Entry Reports Input formats and guidelines (Telugu)...17

3 PART-I: Back ground and Process 1. Introduction Telangana is one of the few states where a separate Department is functioning for development and welfare of women and children. In many states, these come under the Social Welfare Department. The broad mandate of the Department is to have holistic development of Women and Children. For the holistic development of the child, the Department has been implementing the world's largest and most unique and outreach programme of Integrated Child Development Services (ICDS) providing a package of services comprisin g supplementary nutrition, immunization, health check-up and referral services, pre-school non-formal education. There are 35,700 Anganwadi Centers functioning in the State in 149 ICDS Projects. (31,711 Main Centers and 3989 Mini Centers). The Integrated Child Development Services (ICDS) programme was started in 1975 with the following objectives ( a. Improve the nutritional and health status of children between 0-6 years; b. Lay the foundation for proper psychological, physical and social development of the child; c. Reduce the incidence of mortality, morbidity, malnutrition and school dropouts; d. Achieve effective co-ordination of policy and implementation among the various departments to promote child development. e. Enhance the capability of the mother through proper nutrition and health education. This is achieved through a package of six services in convergence with Health and Family Welfare Department, 1) supplementary nutrition, 2) pre-school non-formal education, 3) nutrition & health education, 4) immunization, 5) health check-ups, 6) referral services. Supplementary Nutrition Programme (SNP) is the main component of ICDS to tackle malnutrition. SNP services are provided to the target groups of Pregnant & Lactating women and children between 7 months to 6 years. a. Pregnant & Lactating women get one full meal under Arogyalaksmiwith one egg, 200 ml of milk, rice, dal and vegetable every day. b. 7 months to 3 years children receive weaning food i.e the fortified Balamrutham packet of 2 ½ kgs and 16 eggs in a month. This is distributed as THR to the mothers on 1st of every month (i.e on NHD-1). c. 3 to 6 years children as part of Pre-school get a hot meal of rice, dal, vegetables,egg, and Nutri snacks/chana dal/daily. Malnourished children i.e SUW/SAM/MAM children between 7 months to 3 years are given additional supplementation of 1 egg, 100 ml milk, mini meal+ extra oil daily at the Anganwadi centre. d. Malnourished children i.e SUW/SAM/MAM between 3 to 6 years are given additional supplementation of 1 egg, 100 ml milk, oil ( with hot meal), 50 gms of Balamrutham daily at the Anganwadi centre. e. Feeds for Malnourished children of age groups 7 months to 3 years and 3 to 6 years, are supervised and certain feeds are given at the AWC itself. Hence the

4 additional supplementation are made part of model menus which are appropriate for the malnourished children. Detailed guidelines issued for the Special care and Supervised feeding of malnourished children upto 5 years include methodology of identification and categorization of children as Severely Underweight (SUW)/ Severe Acute Malnutrition(SAM)/ Moderate Acute Malnutrition (MAM) and the details of the Model Menus. The Women Development and Child Welfare Department would like to develop a system for Commodity Supply Chain Management (CSCM) that provides the information to avoid the gaps in food distribution. The Food Supply management module will take care about the supply of management. The CDPOs will get the automatized periodical (monthly/ bi-monthly) requirement of food and for each AWC. At CDPO level, the system will generate the need based allocation of foods to each AWC. Similarly project wise/ district wise allocations will be generated at District and State level. 2. Objectives a. Identifying the gaps in distribution. b. Timely placing indents: To avoid repetitive and time consuming work for consolidations and preparations of indents. c. Sanctioning orders: To improve and speed-up the process of administrative sanctions at state level. d. Timely supply: To ensure the supply of food items in time. e. Need based allocations: To allocate the food items based on the requirement and date to deliver the required food items. 3. Process a. AWW submits the information on the proposed format (Annexure I) for received and utilisation quantities for each food commodity during the reporting month for every month. b. The concerned Supervisors enter the collected information (after validation) by logging in to the proposed CSCM system at CDPO s office. c. The proposed CSCM system generates the various statistical and analytical reports for different levels on gaps in distribution, status of food commodities, requirement for the next month to place the indents, etc. 4. Guidelines

5 PART-II: User Manual 1. How to Log-in Open the web browser (internet explorer/ Google chrome/ Mozilla Firefox/ Safari/Opera/ or any other) and type the below mentioned address. URL: Then you will get the E-sadhana page. There the user has to click on Commodity Supply Chain Management Link as shown on the above picture to get the Commodity Supply Chain Management log-in page. Language: The user needs to choose the language (clicks on preferred language), then user interface (all screens) is in that language. The language cannot be changed after logged-in to the application. The chosen language is shown in green colour. English is the by default language. : The figure shows that English has been chosen here.

6 User name: as other online applications. The user needs to provide his/ her username as same Password: other online applications. The user needs to provide his/ her password as same as Log-in: After providing the user name and password then click on the log-in button to enter in to the application. If the user provides the wrong user name or and password, then the user will gets the message as shown in the fig. e-sadhana: clicking on this. The user will be directed back to e-sadhana main/ home page by

7 2. About Tabs Sector level: If the user is Supervisor then the user will get a screen with three tabs as shown below. By default it is with Home tab. This tab is nothing but data entry form at AWC level stock details and other details. Home: Data entry form to enter the AWC level stock received and distributed details etc.. Reports: AWC level reports can be viewed in Reports tab for the user s sector only. Logout: To logout from the application. Project level: After successful logged-in, if the user is CDPO then the user will get a screen with four tabs as shown below. By default it is with Home tab. This tab is nothing but data entry form at CDPO level stock details. Home: Data entry form for entering the PROJECT level stock received and distributed details. Sector Entry Form: Data entry form for entering the AWC level stock received and distributed details etc.. Reports: Project level to AWC level reports can be viewed in Reports tab for the user s project only. Logout: To logout from the application. State and District level: If the user is above the project level then the user will get a screen with three tabs as shown below. By default it is with Reports tab. Home: No action. Reports: Reports can be viewed for the user s administrative region only. Logout: To logout from the application.

8 3. AWC Level Data entry: A. AWC details, month and year: 1. District: District will be automatically selected (by the application) based on the user name and password. No need to select by the user. 2. Project: Project will be automatically selected (by the application) based on the use r name and password. No need to select by the user. 3. Sector: Sector will be automatically selected (by the application) based on the user name and password. No need to select by the user. 4. First the user needs to select the AWC from the list after logged in to the application. 5. AWC code automatically displayed based on the AWC name. 6. Month & Year: Select the month (data reported for) from the list. The user cannot enter the data for earlier than last three months. The user also cannot enter the current running month because it is not completed. The current year is the default year. So the user no needs to select the year.

9 B. Table- 1: Supplementary Food Stock (From Register No: 2) How to enter the date: The procedure of date selection is same where ever the user needs to select the date. A calendar window will be displayed when clicked on the date column. This window has month, year, dates, clear and close as shown in the below picture. The default month is the month that was selected (the reporting month) by the user at month and year columns (point 4). The user needs to select the date only. The user cannot move/ change either month or year from this window. If he/ she wants to change then first needs to change at month and year columns below the AWC details. The concept behind this restriction is, since he/ she already mentioned the month that is going to be reported so that there is no need to change the month/ year here. The user should click on the concerned date, it turns to red as shown in below picture and the calendar window will be disappeared and the selected date will be appeared after completion of the click action. If the user selects thw wrong date and needs to change again he/ she can select another date. The user can also clear the date entered by clicking on the clear option that was given below. The window can be closed by clicking on the Close option. 1. Commodity: All commodities (rice/red gram/ oil/ eggs/ milk/ vegetables/ Balamrutham/ murukulu/ hot cooked meal) have been displayed once as each commodity in each row. So the user enters the dates and quantities against the each commodity. If the user has to enter again the data of the same commodity for another date, then he/ she needs click on the + icon as shown in the below picture. 2. Units: The unit of each commodity is displayed against that commodity. So the user should cross check the units in the format (hard copy) given and the units of the quantity to be entered.

10 3. Date (Received from the CDPO): The date when the commodity has been received by the AWW from the CDPO, that date should be selected as explained earlier. Then the selected date displayed as shown in the figure. 4. Quantity (Received from the CDPO): The quantity that ha s been received by the CDPO. It allows the numeric data only. It does not allow more than 3 decimal places. If the entered data is not validated data then it shows the message as shown below after coming out from that cell. So the entered number should be less than 1000 for rice. These limits are varies for each commodity. 5. Date (Loan taken/ taken back/ Donations taken/ AWW bought): the date when the AWW taken or taken back loan quantity of the commodity should be entered. If the

11 AWW received any donations or she bought the quantity that is also entered in this column. 6. Quantity (Loan taken/ taken back/ Donations taken/ AWW bought): The quantity that has been taken or bought. It allows the numeric data only. It does not allow more than 3 decimal places. If the entered data is not validated data then it shows the message as shown below after coming out from that cell. So the entered number should be less than Utilized: The total quantity of the commodity that was consumed for distributing to the beneficiaries. It allows only the numeric with 3 digits. 8. Total loss/ damage: The total quantity that was damaged or lost during the reporting month. It allows only the numeric with 3 digits. 9. Date (Loan given/ given back): the date when the AWW given or given back the loan quantity for the commodity. 10. Quantity (Loan given/ given back): the quantity of the commodity that the AWW given or given back the loan. It allows only the numeric with 3 digits. 11. No. of days distributed: The number of days the AWW distributed the commodity to the beneficiaries during the month. It allows integers 1 to 31 only. Since the no. of days distributed the eggs is different for spot feeding and THR, the user should enter those two separately as given. 12. Opening balance: The opening balance of the commodity for that month reported. It is allowed (enabled) only for starting month. It allows only the numeric with 3 digits. General: If the user needs to enter the data for the same commodity once again for another date, then he/ she should clik on + button. Then he/ she will get a row with a list

12 box (list of commodities) as shown in the picture. He/ she needs to select the concerned commodity from the list. If he wants to remove that entered row (added row) then he/ she has to click on the Red Cross. To Remove To Add C. Table-2:Supplementary Food Distribution (From Register No.: 3) 1. Feeding type: The feeding type is basically categorized on the quantity and type of food fed to the beneficiaries. Take home ration (THR), spot feeding for children, spot feeding for pregnant women and nursing mothers, supervisory feeding for children below 3yrs and supervisory feeding for the children above 3 yrs. The respective data has to be entered against each feeding category. 2. Sum of persons feeding supplementary food daily during this month: The user has to enter the total number of meals (sum of all meals for all days in the month) fed in the reporting month. It allows the numeric and integer values only. The upper limits for each category have been given in a table. 3. No. of persons eligible (for the next moth): The user should enter the total number of eligible beneficiaries for each category. It allows the numeric and integer values only. The upper limits for each category have been given in a table.

13 D. Consolidated data before saving This table is given to cross check the data entered by the user before save the data. actual closing balances and closing balances calculated from their data entry 1. Commodity: Commodity: All commodities (rice/red gram/ oil/ eggs/ milk/ vegetables/ Balamrutham/ murukulu/ hot cooked meal) have been displayed once as each commodity in each row as displayed in table Units: The unit of each commodity is displayed against that commodity. So the user should cross check the units in the format (hard copy) given and the units of the quantities entered. 3. Opening balance: The user should cross check the actual opening balance (on hard copy) with this opening balance. 4. Total received: The total received quantity of the commodity during the month from the CDPO. This value should be equal to the sum of values entered under the column Received from the CDPO in table 1 for each commodity. 5. Loan taken/ taken back: The total quantity of loan taken or taken back during the month for each commodity. This value should be equal to the sum of values entered under the column Loan taken/ taken back in table 1 for each commodity. 6. Utilized: The total quantity distributed to the beneficiaries during the month for each commodity. This value is nothing but the value entered in table Total loss/ damage: The total quantity damaged or lost during the month for each commodity. This value is nothing but the value entered in table 1.

14 8. Total loan given/given back: The total quantity of loan given or given back during the month for each commodity. This value should be equal to the sum of values entered under the column Loan given/given back in table 1 for each commodity. 9. Closing balance: The user should check this closing balance with the actual closing balance written in the hard copy. The closing balance is equal to the algebraic sum of receipts and utilisation. Closing balance= Opening balance+ Total received+ Loan taken/ taken back- Utilized- Total loss/ damage- Total loan given/given back. 10. The user should click on save button to save the data after completion of the cross checking of the data. 4. Project Level Data Entry. Month & Year: Select the month (data reported for) from the list. The user cannot enter the data for earlier than last three months. The user also cannot enter the current running month because it is not completed. The current year is the default year. So the user no needs to select the year. A. Supplementary Food Stock: Project Level Data Entry How to enter the date: The procedure of date selection is same where ever the user needs to select the date. A calendar window will be displayed when clicked on the date column. This window has month, year, dates, clear and close as shown in the below picture. The default month is the month that was selected (the reporting month) by the user at month and year columns (point 4). The user needs to select the date only. The user cannot move/ change either month or year from this window. The concept behind this restriction is, since he/ she already mentioned the month that is

15 going to be reported so that there is no need to change the month/ year here. The user should click on the concerned date, it turns to red as shown in below picture and the calendar window will be disappeared and the selected date will be appeared after completion of the click action. If the user selects thw wrong date and needs to change again he/ she can select another date. The user can also clear the date entered by clicking on the clear option that was given below. The window can be closed by clicking on the Close option. 1. Commodity: All commodities (rice/red gram/ oil/ eggs/ milk/ Balamrutham/ murukulu/) have been displayed once as each commodity in each row. So the user enters the dates and quantities against the each commodity. If the user has to enter again the data of the same commodity for another date, then he/ she needs click on the + icon as shown in the below picture. 2. Units: The unit of each commodity is displayed against that commodity. So the user should cross check the units in the format (hard copy) given and the units of the quantity to be entered. 3. Opening balance: The opening balance of the commodity for that month reported. It is allowed (enabled) only for starting month. 4. Date (Received from the Supplier): The date when the commodity has been received from the Supplier, that date should be selected as explained earlier. Then the selected date displayed as shown in the figure.

16 5. Quantity (Received f rom the Supplier): The quantity that has been received by the Supplier. It allows the numeric data only. It does not allow more than 3 decimal places. If the entered data is not validated data then it shows the message as shown below after coming out from that cell. So the entered number should be less than 1000 for rice. These limits are varies for each commodity. 6. Date (Distributed to AWCs) : The date that was the quantity distributed to AWCs should be entered as explained earlier 7. Quantity (Distributed t o AWCs): As explained earlier the user should enter the quantity that was distributed to AWCs on that day. 8. Date (Total loss/ damage): The date that was the quantity damaged or lost. 9. Quantity (Total loss/ damage): the quantity of the commodity that was lost on that day. If the user needs to enter the data for the same commodity once again for another date, then he/ she should clik on + button. Then he/ she will get a row with a list box (list of commodities) as shown in the picture. He/ she needs to select the concerned commodity from the list. If he wants to remove that entered row (added row) then he/ she has to click on the Red Cross. To Remove To Add

17 5. Reports. The reports have been categorized in to three (Statistical reports, Review reports and Analytical reports) categories. List of reports. 1. Statistical reports: Food consolidation report, Food requirement report, food supply report and food gap report. 2. Review reports: Report submission report How to access the required report: 1. Click on the Reports tab, then the main categories will be dispalyed as shown in the picture. 2. Click on the main category to get the list of reports in that category.

18 3. Click on the required report to open that report How to view the report for a month: We will get the last month report as default when click on the report from the menu list. Since all these reports are monthly reports, the user would like to see the progress of last (the latest data available) month data, so no need to select the month and year if that is the case. If the user would like to see the reports for other than last month then he has to select from the list. 1. Select month from the list given (01 to 12 means January to December). Since any month of the data will be entered after completing that month only so that the default month is last month. Example: The June month data will be entered in July. So June month report is available in July month only. If the current month is July then June is the default month. 2. Year is the default year, the user can also select the year from the list for any other year. 3. The report is consolidated at next below level of logged in username s administrative level. Example: If the Supervisor is logged-in with their usernames and passwords, then she can immediately view the information for each AWC wise. Admin level User Default report Further selection/ drilldown State Commissioner District wise Needs to select the district to view the

19 reports project level data for that district District Project Director Project wise Needs to select project and so on to reports view next level consolidation Project CDPO Sector wise Needs to select project and so on to reports view next level consolidation Sector Supervisor AWC wise No selection for further District: It is pre-selected from the list automatically based on the username and password of the user. State level user can select the district from the list as shown in picture. Selection of district Selection of Project with in the district Selection of sector Project: It is pre-selected from the list automatically based on the username and password of the user. State and district level user can select the concerned project from the list of projects belongs to that district. Sector: It is pre-selected from the list automatically based on the username and password of the user. State, district and project level users can select the sector from the list for a particular project. Tools for interacting with the reports: 1. Horizontal scroll by freezing the row headings (names): When the number of columns are ore and could not accommodate in the report window, then the horizontal scroll will be enabled. The user will not loose the name of the rows (the data belongs to) which were placed at left side of the report while scrolling to the right side. Serial number and name have been freeze at left side. 2. Vertical scroll: This function is also works as same as horizontal scroll. When the number of rows are more and could not accommodate in the report window, then the vertical scroll will be enabled. Column headings and total rows have been freeze.

20 3. Selection tool: The user can select any row by a single click anywhere on that row. The selected row turns in to blue colour even the user moved the cursor from that row. The user can select multiple rows also. The selected row can be deselected by click again on that selected row. 4. Download: The user can download the report to an excel format so that he/ she can use for further usage. To download the report the user should click on this icon. Then he directs to another tab to save the downloaded file at desired location as shown below. Then needs to save the excel file at desired location. Food Consolidation report: This report shows the opening balance, received quantity, utilised quantity and the closing balance for each commodity for the selected month. This report is useful to analyse that what is happening in the last month by observing the opening balances, receipts and utilisation. Opening balance is nothing but the closing balance of the previous month.

21 Received quantity is equal to the sum of all receipts from the CDPO, sum of all loan quantities taken/ loan taken back and sum of all donations including the quantities bought by the AWW during the month. Utilised: The sum of all loan quantities given/ given back and utilised (distributed to the beneficiaries) quantity during the month. Closing Balance: It is the algebraic sum of received and utilised quantities. Closing balance=opening balance + Received Utilised. Food Requirement Report: The main purpose of this report is the user can know the exact commodity requirement for each AWC/ project/ district. Commodities are arranged side by side as same as food consolidation report. This report shows the gross requirement, stock available and net requirement in each commodity for the selected month. Gross requirement quantity is calculated based on the TOTAL quantity required for the given number of ALL eligible persons (Data entry Table no.: 2, Column name: Number of eligible persons for the next month) for the selected month. Stock available is nothing but the opening balance for the selected month. Net requirement is the requirement of the quantity after deducting the available stock from the gross requirement. This is applicable at AWC level data only. If the available stock is more than the gross requirement quantity in an AWC, then there is no further need of quantity (net requirement) for that AWC for the selected month. So in this case the net requirement is zero for that AWC. At sector or higher admin levels the consolidation is purely sum of all rows data for that column and there is no mathematical relation between these three columns. Food Supply Report: This report is useful for supplier. The user can know that how much quantity to be supplied and when the quantity to be supplied for each commodity. Alternatively we can say as the earliest date for exhausting available stock so that the quantity should be supplied by that time. This report contains two columns for each commodity: quantity to be supplied and date on which stock will be exhausted. Date on which stock will be exhausted is the earliest date of existing available stock at AWC will be exhausted. Quantity to be supplied is nothing but net requirement as explained in food requirement report.

22 Food Gap Report: This report shows the gap in distribution of that commodity as number of days for each AWC. The number of days the AWW could not fed that commodity with respect to the total number of days to be fed. This report contains two columns (no. of days fed and no. of days gap). No. of days fed is equal to the input given by the user in data entry table1 and no. of days gap is equal to no. of days to be fed-no. of days fed. The number of days fed is aggregated as average of AWCs for higher levels (sector, project, district and state). Review Reports Report submission status: This report shows the status about how many AWCs were reported (data entered) and how many were not yet reported.

23 Women Development and Child Welfare Department Telangana Receipts, Utilised and Requirement of Supplementary Nutrition Food : : : : : & : -1: అన బ ధ ( 2 ). ఒ. రక / / స / / / / / / ( ఈ ).. -2: అన బ ధ ( 3 ) రక ( ). ( ) ( ) (, ) ( : 7-3 స.) ( : 3-6 స.)

24 ( ) రక / / స / / / /

25 Women Development and Child Welfare Department Telangana Receipts, Utilised and Requirement of Supplementary Nutrition Food Project level Input Format : : & : అన బ ధ రక / / స : / ( ) రక / / స / న

26 ,,.,.. (FCR) ( 2). : ,.,. 3., 4.,,,.., :,,. 1., ( ), 2. / / /,,,,, ,,, /, /. 2. THR,

27 1. (,,, , 3 6. )