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Good Governance
Smile Foundation believes in and
encourages good governance.
The entire management process of the organisation
is based on the principle of good governance.
The policy of good governance followed
by Smile Foundation can be defined briefly as per following
stages:
- 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 designed system.
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 regularly.
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 usually it includes 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.
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.
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.
- Credibility Alliances Norms
Smile Foundation encourages its partners
to follow Credibility Alliances norms for ensuring good
governance in the development sector. Smile also follows
the same.
The Foundation strives to build capabilities
of its grassroots NGO partners
towards good governance.
- Management, Monitoring & Auditing System
Smile Foundation has a three tier audit
system to ensure that funds are utilized to the optimum
level in an accountable manner.
- Concurrent Audit System – Conducted throughout
the year
- Project Audit System – is followed to assess
and ensure impact of the investment and proper use
of money by its NGO partners and projects
- 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.
Audit reports are discussed with the Advisory
Body and the Executive Committee to take suitable and necessary
steps if required.
- 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 has already started the system in
few of its national level projects. 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.
b) 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.
c) 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.
d) Future Technology
Smile Foundation is developing a relevant
technological system for beneficiaries data management and
video conferencing method which will link all its offices
and projects.
Through this system, each and every beneficiaries
from all Smile projects could be tracked and monitored conveniently
and in a cost effective way. The same will also help ensure
complete accountability in the welfare initiatives.
- People Management
Our people are our assets.
Smile Foundation believes in a democratic
and participatory work culture.
Appraisal and review system is conducted
twice a year in a democratic way to identify the future
leaders of the organization.
Smile Foundation encourages its employees
to take up higher studies so that they emerge as future
leaders and grow individually as well as professionally.
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Smile Foundation
turns seven on Feb. 21, 2008.
Click here for the journey
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