Management Information System

Management Information System (MIS) of ISDE-BD

A well defined, well structured Management Information System is considered one of the key organizational strengths that helps ISDE Bangladesh understand ongoing organizational activities, interventions, goals, and mission progress.

ISDE Bangladesh has introduced a two-tier Management Information System with information moving from field to headquarter and from headquarter back to field. The MIS unit is supported by computerized database systems for storing information across program areas.

The MIS unit has developed reporting formats for programmatic and financial reports from branch offices and the head office. Program-wise monthly reporting has been introduced for management information. Units and field stations fill up reporting formats with analytical information and send them to the MIS unit for consolidated reporting.

After receiving reports from program heads and unit offices, the MIS unit enters data into the database system for analysis and feedback. Program-wise and consolidated reports are furnished to Program Coordinators, top-level management, policy makers, donor agencies, government departments, and other stakeholders.

Reporting Cycle

1. Field units prepare monthly reports.
2. The MIS unit consolidates program and financial data.
3. Management and stakeholders review findings.
4. Feedback is returned to the MIS unit with comments, recommendations, modifications, and edits where required.
5. The MIS unit updates reports and shares recommendations for improving reports and implementation plans.

Monitoring and Evaluation

As part of monitoring, progress reports are prepared at field level and submitted to all concerned. Monitoring staff and program heads analyze the reports and send them to the MIS unit for analytical feedback to relevant stakeholders.

Progress reports are consolidated by the MIS unit to assess qualitative and quantitative achievements. Follow-up visits are conducted based on reports and MIS feedback. Periodical evaluation is also undertaken based on MIS reports and feedback.

Internal Audit

The internal audit system helps keep management informed about ongoing circumstances. It examines different aspects of financial management, including bill vouchers, books of accounts, and whether account rules and regulations are properly followed.

The internal audit system identifies problems, finds root causes, and supports ways to resolve those problems.

External Evaluation

External evaluations are conducted to review the overall performance, effectiveness, and progress of ISDE Bangladesh. Recent external evaluations were carried out by reported chartered and audit firms of Bangladesh.

Advocacy and Lobbying

ISDE Bangladesh believes that advocacy and lobbying at local and national levels are important for establishing equal rights in society. This helps create pressure groups that can influence policy planning nationally and regionally, supporting ISDE Bangladesh’s movement at the national level.

Risk Management

It is anticipated that projects may encounter unpredictable events that can hamper progress. Key risk areas include natural calamities, political instability, and unforeseen law and order situations.

Natural Calamities

Natural calamities are frequent in Bangladesh, especially in the monsoon season when heavy rainfall, storms, and depressions are common. Floods, landslides, and transport disruptions can delay project activities.

Political Instability

Political disturbances are unpredictable and may hamper project activities. Outdoor activities may be affected by lockouts, lack of transport, and threatening situations.

Unforeseen Law and Order Situation

Unforeseen law and order situations can influence day-to-day activities. Localized events may postpone project surveys and cause unpredictable delays.

Financial Management

ISDE Bangladesh has an administrative and finance section equipped with computerized accounting. Supporting vouchers for receipts and payments are maintained, and books of accounts are subject to regular annual audit.

Periodical financial reports, including balance sheets and receipt and payment statements, are prepared and submitted to the Executive Board, NGO Affairs Bureau, and relevant donors. The Executive Board keeps track of income and expenditure regularly.

The Finance Manager recommends and refers financial matters to the Executive Director for decision and approval. Where financial power exceeds delegated authority, approval is required from the Executive Board. Accountability and transparency characterize the financial management system.

This unit is responsible for:

• Financial reporting to donors and concerned government authorities.
• Reviewing the accounting manual.
• Expenditure and cost control.
• Budget preparation for projects.
• Internal audit at branch level.

Accounting and Auditing

ISDE Bangladesh maintains a substantial accounting system. International Accounting Standards are followed in account keeping, and reporting requirements are maintained as required.

Appointment of External Auditors

ISDE Bangladesh appoints an external audit firm for consecutive two-year periods in its AGM, following relevant rules of the MOA and an audit agreement between ISDE-BD and the audit firm.

Taxation

Submission of income tax return is mandatory under the Income Tax Ordinance 1984 according to government rules. Non-profit organizations dealing with microfinance may be exempt from paying taxes, while income from other activities is subject to relevant taxation rules.

Banking Arrangement