Manuals and Formats

The first step is to document the organizational procedures used in SHGs and SHG Federations and to specify standard data collection and reporting formats. We are currently working on the redesign of the paper record keeping formats used at the Mahakalasm federation in Pulvoikarai, Tamil Nadu. We are also developing a local-language training and policy manual for use by the Mahakalasm.

As part of this process, we are trying to simplify the existing formats by removing some of the gaps, inefficiencies and redundancies. We are specifically designing the formats to be easy to use, and potentially be at least partially understandable by uneducated or semi-literate group members.

Both the original formats used by the Mahakalasm and the current formats we have designed are available in the Documents section of the project site.

SQL-Ledger Mods

Accounting is probably the most common and demanding data processing task for many microfinance institutions. Luckily, there is an open source double-entry accounting system called SQL-Ledger available from DWS Systems in Canada. It is primarily intended for use by retail or manufacturing businesses, with extended support for inventory management, purchasing, sales, etc.

Currently we are working to:

Create local-language screens and input methods for languages of interest - initially Tamil and Hindi

Create specialised screens and menus appropriate for entry of micro-finance transactions and creation of reports.

Implement all of the standard reports as specified by organizations such as CGAP and Sa-Dhan.

This is the first phase of the Mahakalasm Computerization project, automating the current ledger-based accounting system using SQL-Ledger. Right now the Mahakalasm expends great effort and resources in producing even the most basic accounting reports. Computerizing the accounting system should make it much easier for the Mahakalasm to prepare financial reports and handle audits.

Portfolio Management System

For the second phase of the Mahakalasm Computerization project, we are developing a web-based porfolio management system for use by SHGs and SHG Federations. This part of the toolkit will require the most work, as there are not many open source products or libraries that would be helpful. Currently it is planned that the system will be implemented in PHP or Perl.

As it is not feasible that individual SHGs maintain their own computerized records, they will continue to maintain their basic records manually. However, we are planning that the Mahakalasm will offer computerized record keeping and reporting services to individual groups for a monthly fee. For this purpose, the accounting and portfolio systems will be able to handle record-keeping at both the federation and group levels.

If you are interested in working with us on any of these tasks, please contact us through the mailing List.