27TH QUARTERLY REVIEW MEETING OF FINANCE CONTROLLERS AT BHUBANESWAR ,ORISSA .

1. 27TH QUARTERLY REVIEW MEETING OF FINANCE CONTROLLERS AT BHUBANESWAR ,ORISSA. Field Visit Report of Team-II Date 29.10.10

2. Team Members • Arunachal Pradesh, • Assam, • Delhi, • Haryan, • Orissa, • Rajasthan, • Shri Ved Prakash,Consultant(Disbursement),TSG , • Dr.Anamika Mehta,consultant(,Monitoring),TSG, • Shri P.R.Mahapatra,Representative of Orissa, • Shri P.K.Swain, Representative of Orissa.

3. Formation of subgroups &Distribution of Works • Andhara Pradesh, Assam&Arunacal Pradesh-SG-I Maintenance of Books of Accounts (Cashbook,ledger,Journal,PassBook, Cheque IssuRegister& Bank Reconciliation Statement) • Delhi &Haryana –SG-II Maintenance of Required Registers (Stock Register, Asset Register, Minutes of Meeting) • Orissa& Rajasthan-SG-III Procurement Procedure , Advance Register, Adjustment of Advances&Submission of UCs.

4. Places of visit • District:-Khurdha • BRC Jatni,Jaanla • Jaanla Nodal UPMES, Jaanla, • Sailabala UPS, Near Tamando;

5. BRC JATNI, JAANLA • BRC C is in position. • No BRPs available at present. • Having 15 CRCs & 158 Schools are under its control. • Teachers Training programme is being organized by Resource Group Members finalised by the DPC. • 5 days teachers training programme on Primary science was conducted and 47 participant each of 3 batches were completed and achieved 675 man days.

6. BRC JATNI, JAANLA. • OBSERVATIONS • Joint signatory SB a/c No.003505 of UCO Bank is in operation. • The pass Book was updated upto 25/10/2010. • Bank Reconciliation prepared upto sept/10. • Manual on FM & P available at BRC. • Advances were adjusted and unspent balances refunded to DPO.

7. MAINTAINANCE OF BOOK OF ACCOUNTS AND REGISTER • Cash book not closed on daily/monthly basis. • The entries in cash book was not authenticated. • The entries in the Stock Register are also not authenticated. • Signature of the recipient of materials was not obtained. • Name of the supplier/source of item from where they have received is not recorded in the stock register. • Fixed Asset Register Maintained.

8. JAANLA NODAL UPMES, • It is having classes from I to VII. • Total enrollment of the school is 448 . • Total number of teachers 11 ( Male-2, Female-9) • Sri Bidyadhar Sahoo, the head master of the school is a state & national awardee running the school excellently • Separate toilet for girls ,Ramps, and Bala elements are available in the school. • The students and teachers are in proper uniform.

9. SAILABALA UPS TAMANDO (BIJIPUR) • The teachers are maintaining daily lesson plan record. • Bank Reconciliation statement prepared upto Sept/10. • UCs submitted regularly. • The cash book entries are not authenticated. • Interest earned is not refunded or adjusted. • Stock and assets register are maintained.

10. SAILABALA UPS TAMANDO (BIJIPUR) 1.The school is having Class VI & VII only. a)Out of 112 students 94 students were present. b)Out of 5 sanctioned teachers, 3 are in position • Cash book not closed daily/monthly. • Separate cash book maintained for each interventions. • The entries in the cash book are not authenticated. • Joint signatory SB a/c is opened at Gramin Bank. • Display board not available. • Fixed assets register maintained. • Stock register maintained. • Resolution book available.

11. SAILABALA UPS TAMANDO (BIJIPUR) • Internal audit not conducted. • TLM grant received on 18/10/10 ,but not disbursed. • Interest earned amounting Rs.11,169.00/- not refunded/adjusted against the grants for the current year.

12. SUGGESTION • The BRPs are to be positioned at the BRC for proper conduct of teacher training. • The VEC manual need to be reviewed for maintaining of single cash book every year. • The internal audit of the accounts of VEC to be conducted on con current basis. • The cash book entries are to be authenticated. • The interest amount to be adjusted/refunded to the DPC. • Display Board is to be provided to the schools for ensuring social audit.

13. Thanks