Governance is the need
of the hour in the development sector in order to ensure and promote
application of best management practices, compliance of law and
adherence to best possible ethical standards. The entire management
processes and practices of Smile Foundation are in compliance
with the principles of Good Governance’.
I. Making Policies & Decisions
Smile Foundation, from the inception itself, works on a delegated
work environment. Each and every person in the organization is
involved in the process of decision making in a scientifically
Making Policy & Decision in the Foundation are done through
a four tier system.
a. Departments & Divisions
Monthly review meetings are held for each division and department
b. Executive Committee
The Executive Committee manages the Foundation’s operation
directly and it reports to the Board of Advisors. Members of this
committee are professionals working with Smile Foundation and
it is mandatory to include a member from the Board of Advisors.
The Executive Committee of Smile Foundation holds a meeting each
Quarter (every three months) and looks after day to day management.
c. Advisory Body
The Board of Advisors comprises of technically competent people
from diverse backgrounds and expertise. The body is formed for
a period of one year and a few independent members with eminence
and reputation are nominated each year. Members of this board
also meet once every Quarter.
The Board of Advisors advises the Trustees of Smile Foundation,
taking regular inputs from the Executive Committee.
d. Board of Trustees
The Board of Trustees sets the vision and broad guidelines for
the Foundation and ensures good governance in liaison with the
Board of Advisors; although, the Board of Trustees is not involved
in the day to day operation of Smile Foundation.
II. Credibility Norms
Smile Foundation encourages its partners to follow Credibility
norms for ensuring good governance in the development sector.
Smile Foundation also follows norms of good governance itself.
The Foundation strives to build capabilities of its grassroots
NGO partners towards good governance.
The Governance & Credibility System includes a systematic
set of norms, which is administered and monitored by a qualified
III. Project Management & Monitoring system
The project management & monitoring system in Smile Foundation
comprises of a systematic and well laid down processes. These
are as follow –
a) Selection of NGO Partners
Partners are invited selection of partners for required locations
under specified programme through advertisement in relevant forum,
websites; and also through reference from credible partners as
well as perennial ‘submit a proposal’ section in Smile
Foundation website. Also, prospective partners keep on submitting
proposals directly to the foundation round the year. Initial selection
is done on these bases.
b) Desk Appraisal
Prospective proposals are put through the desk appraisal process
at respective programme divisions.
c) Field Appraisal
Short-listed proposals from desk appraisal are considered for
field appraisals by the programme departments located across India.
Once a partner is selected under a particular programme, an MoU
is signed, guidelines and initial trainings are imparted and the
particular project is started. The project is put under a systematic
and periodic monitoring system. The processes include the following
i. Project Auditing ii. Activity report
analysis iii. Field evaluation
The process of project monitoring is followed by impact analysis,
which is a done internally; and external evaluation, done by an
external and professional agency.
e) Impact analysis
f) External evaluation IV. Audit System
Smile Foundation has a four tier audit system to ensure that funds
are utilized to the optimum level in an accountable manner.
A. Internal & Process Audit System –
This is conducted throughout the year in order to ensure accountability
in the internal operation of the organisation
Internal & Process Auditors
Prashant Luthra & Co.
B. Statutory Audit – is held by the statutory
auditor for finalization of balance sheet and statement of affairs.
This is also done to comply with standard statutory norms.
M.K. Kuchhal & Co.
C. External Evaluation: On the basis of need,
impact and outcome of various welfare programmes of Smile Foundation
are evaluated by external evaluation agencies having relevant
experience on the subject. Various agencies who have done external
India Development Foundation
Utrecht University, The Netherlands
D. Governance Compliance Certification: S. Behera & Co. (Company Secretaries)
Audit reports are discussed with the Board of Trustees, Advisory Body and the Executive
Committee to take suitable and necessary steps if required.
IV. Use of
Technology for Good Governance
a) Online Monitoring System
Smile Foundation advocates use of technology for ensuring impartial
monitoring and to cut down over head cost.
Smile Foundation has already started the system in a few of its
national level programmes. Gradually, all its projects will be
compatible with this system. The biggest challenges so far have
been lack of access to technology in remote project areas and
lack of working knowledge among grassroots NGO partners. The Foundation
is taking up the task of building capacities of all its NGO partners
and project staffs.
Two separate and customized monitoring systems have been developed
for 50 Smile Twin e-Learning Programme (STeP) centres and 41 Mission
Education projects across India.
b) Beneficiaries Management System
A successful beneficiary management system is operational across
100 projects in 21 states of India. This technology is helping
Smile Foundation in tracking the progress and development of all
the beneficiaries in two major national level programmes as of
c) Microsoft Groove – the decision making software
Smile Foundation practises participatory and democratic decision
making process, which involves all possible professionals in the
organisation.Microsoft Groove software is operational, connecting
all major offices and divisions, since last one year.
d) Management Information System (MIS)
A monthly MIS is prepared and analyzed by the MIS Officers and
it is submitted and discussed in Executive Committee meetings
for assessing the operational activities and to do future planning.
e) Accounting System
With increasing use of relevant technology in each division and
department, along with projects, both quantitative and qualitative
MIS are managed technologically.
The Accounts Team of Smile Foundation consists of competent and
qualified accounts professionals. The accounts are maintained
on daily basis through advanced and updated computerized systems.
The same is also analyzed and checked periodically by the internal
control system and Internal Auditor, in compliance with standardized
HR and Management Policy.
f) Future Technology
Smile Foundation is exploring various technologies like GPS (Global
Positioning System) to track and to do real time monitoring of
all Smile on Wheels projects, its national mobile hospital programme.
Next in line is also video conferencing system which would eventually
connect all Smile Foundation offices and centres. It will facilitate
decision making, monitoring, optimum involvement of all stake
holders – including supporters, capacity building and training
V. People Management
Our people are our assets.
Smile Foundation believes in a democratic and participatory work
Appraisal and review system is conducted twice a year in a democratic
way to identify the future leaders of the organization.
VI. Education Support
Smile Foundation encourages its employees to take up higher studies
so that they emerge as future leaders and grow individually as
well as professionally.