1. Ensuring food security through PDS by Village Organizations of SHGs
(Gaya, Khagaria, and Purnia)
By
Manoj Kumar
Consultant, PDS-SD
Mob. +91-74881-16811
E-mail : manojirmaprm24@gmail.com
Monthly Report (December’2012)
Submitted to
Smt. Archana Tiwari,
SPM - SD
In continuation of the assignment to capacitate VOs run and manage PDS effectively
Bihar Rural Livelihoods Promotion Society (BRLPS) – JEEVIKA
Vidyut Bhawan-II, Bailey Road,Patna -800021,
www.brlp.in

2. 1
Manoj Kumar, manojirmaprm24@gmail.com
SUMMARY
The consultant undertook following works in the month of December in the guidance of the SPM - SD :
A. Contributing towards rapid impact assessment study .
B. Organising trainings for BKs and VO members
C. Establishing communication between SFC and the VO
D. Collection and organization of basic information data
E. Collecting Profit & Loss informations
IMPACT ASSESSMENT STUDY
The consultant participated in designing the questionnaire to do a rapid impact assessment of
different schemes by a team of the WB and JEEVIKA.He was involved in designing the
questionnaire and testing this on pilot basis.He visited alongwith members from Jeevika and
the WB visited Muzaffarpur’s Saraiya Kothi’s Ginjas village to pre-tested the questionnaire.He
interacted with villagers,beneficiaries,and dealers and conducted surveys on them. The
feedbacks obtained from the field were further discussed and accordingly proper
accommodation was done. Later on the completed study was carried out by experts.
TRAINING
The consultant organized training programmes for VO members in the district of Khagaria.
Those who attended the training were the president,the treasurer ,and the secretary of each
VO.Apart from them some selected CCs and ACs too attended it.

3. 2
Manoj Kumar, manojirmaprm24@gmail.com
( Picture 1 : Understanding problem solving in PDS )
A. ISSUES : Issues were identified at 3 levels
(I) Government : Prominent issues at government level includes :
- Communication gap between the govt. officials (BSFC office,BSFC
godown,DSO.MO,DSO etc.)
- Problems in obtaining SIOs .
- Lapse of ration
- Improper quality of ration
- Un-authentic list of beneficiaries.
- Ration not on time
- Weight loss

4. 3
Manoj Kumar, manojirmaprm24@gmail.com
(Picture 2 : knowledge sharing by the resource VO member)
(II) Community : At this level there are mainly conflict related issues which are
within the VOs and outside VOs dependent mainly only on VO-community
relationships and village dynamics.
At VO level this has come to notice that each of VO members doesn’t
participate in managing FPS. They cite absence of direct monetary incentives in
participation. As a result the total responsibility falls upon mostly on office-
bearers of VOs. What with non-cooperation from other VO members and partly
with non provision for monetary incentives these office-bearers lose motivation
in running PDS.
The consultant put the point that upon remunerating those who are involved in
managing FPS everyone would start scrambling to actively take charge of
managing the affairs which would end up in creating a chaotic scene. Therefore,
until a system of order to take charge of managing PDS affairs is put in place
this is all the more difficult to make a provision of remuneration in the
collective of 150 members.

5. 4
Manoj Kumar, manojirmaprm24@gmail.com
The other de-motivating factor of non-involvement of VO members include :
- Time-consumption in managing things of affairs at FPS.
- Too much hassles
- Sarcastic comments from villagers
- Abuses by villagers
- Pressure from mukhiya and govt officials for unethical distribution of
ration.
( Picture 3 : The training session in progress)
The consultant explained the women the concept of dissonance in great length with appropriate
examples from local experiences to drive home the points. He discussed about :
- Motivation
- Concept of dissonance
- Conflict Resolution
- Team building ,winning trust and working in synchronisation
- Game theory in practicability
(III) JEEVIKA : Some issues at Jeevika level also affect the smooth running of
PDS at VO level.Following issues were counted as prominent ones :
- Decisions not being taken promptly and pro-actively at managerial level

6. 5
Manoj Kumar, manojirmaprm24@gmail.com
- AC and CC not taking PDS seriously
- Remuneration issues
- Non-responsive towards issues at the grass root
The consultant explained the women each and every issue in great length and assured to a
speedy resolving of problems.
B. FORMATS : The consultant explained the formats of profit & loss to all the women.
Keeping the level of women in mind ,first the formats were distributed among them
and every item was explained in great length one by one .Then the consultant involved
women in solving some practical issues and make entries. There after the consultant
explained all entries once again one by one on the black board. Even wrong entries
were encouraged to do so that they could learn. Lastly some exercises were got done by
them. All this made them to have basic understanding of the format.
(Picture 4 : Understanding formats of Profit & Loss)

7. 6
Manoj Kumar, manojirmaprm24@gmail.com
(Picture 5 : Exercises on Profit & Loss formats)
There were two formats :
(i) Profit & Loss Format : This format contained expenditures and incomes
under grains, kerosene and others as per category. The specimen of the format
can be seen in the November’s report.
(ii) Stock Format : To capture the accurate picture of the profit & loss statement
it’s important to know about the stock and it’s value in sales,purchases and the
value of the inventory. Thus to complement the P & L format the stock format
was designed .This format was also explained to members. The specimen of this
format too can be seen in the November’s report.:
This was further explained that to reach upon accurate figure of Profit and Loss one needs to
take into account of both formats which are complementary to each other.

8. 7
Manoj Kumar, manojirmaprm24@gmail.com
BOOK KEEPERS TRAINING
A similar training was given to all book-keepers of Khagaria on 31st
December also which
included problem solving at each level of community,govt.,and Jeevika, Book-keeping/records
keeping,and the formats to be used for profit & loss calculations and stock-keeping too were
discussed.
(Picture 6: Book-keepers doing exercises on Profit & Loss )

9. 8
Manoj Kumar, manojirmaprm24@gmail.com
SUMMARY OF TRAININGS
Sr.
No.
Place Date Participants
1 Khagaria
BPIU
29th
Dec.’2012
The president, the treasurer, and the secretary of all
VOs of the district.
2 Khagaria
BPIU
30th
Dec.’
2012
The book-keepers, CMs, CCs ,and ACs
3 Khagaria
BPIU
31st
Dec.’2012
The book-keepers,CMs,CCs,and ACs
BASIC INFORMATION DATA
This month the consultant was also busy in collecting basic information data regarding village
organizations.This basic data contained :
(I) Basic Informations of VOs and their Office Bearers
- Name of the VOs,Blocks,Dist.
- Monthly meeting and license No.
- Presidents,Secretaries,and Treasurers’ name and their contact numbers
- Book-keepers and CC’s names and contact number
(II) Details of category-wise beneficiaries in FPS run by VOs
- No. of SHGs
- No. of VO members in the VO which runs FPS
- Total no. of beneficiaries in the FPS run by VO
- No. of BPL ,APL,Antyodaya,and Annapurna beneficiaries.
(III) Details of Beneficiaries of FPS being run by VOs
- No. of VO members who are beneficiaries of the FPS being run by it
- No. of VO members who are beneficiaries of other FPS not being run by it
- No. of VO members who aren't beneficiaries of the FPS being run by it
- No. of VO members with Ration cards
- No. of VO members with coupons
All these data can be seen in the annexure A.

10. 9
Manoj Kumar, manojirmaprm24@gmail.com
PROFIT & LOSS DATA
The consultant tried to collect the profit and loss data from VOs through book-
keepers,ACs,CCs,BPMs ,Manager-SD. But,as in most of cases proper book-keeping and
records-keeping have not been done not been done ,we didn’t get data from every
VO.Also,data obtained by us is subject to verification.
However,we did receive data from close to 35 VOs (out of 43 VOs running PDS in 3 dist. of
Gaya,Khagaria,and Purnia) as per lifting and distribution done till the time of sending
it.Also,as supply and distribution of ration is not uniform across the state and it’s erratic in
supply many times, we find erratic figures as profit and loss. Also,data from Khagaria block is
incomplete .We requested to make corrections in data from Khagaria and add the missing data
in Dobhi’s one VO and Sherghati’s one VO. The response is awaiting.Hopefully this will be
done by March.
Most of VOs have sent data upto October’2012. Out of the above 35 VOs which made us
available the data following are 9 VOs which showed profit in the month of Oct’2012 :
Sr. No. Name of VO Block Amout of profit in
Rs.
1 Chandni Dhamdaha 351.00
2 Lakshmi Dhamdaha 3579.00
3 Khushi Bodhgaya 5823.22
4 Shivam Dobhi 1950.00
5 Sri Seeta Dobhi 239.9
6 Suraj Dobhi 5396.00
7 Puja Banmankhi 926.00
8 Rupa Banmankhi 1128.00
9 Varsha Banmankhi 5423.6
Thus,in the month of January,the consultant managed to get P & L data from 82% of VOs .
Also,21% of VOs have managed to be in profit for the month of October’2012.
Annexure B can be referred for profit and loss data.
_____________________________________________________________________

11. 10
Manoj Kumar, manojirmaprm24@gmail.com
NOTE : 1.Profit & Loss data is being made available with SPMU in the soft copy.
2. Basic Information data is also being made available with SPMU in the soft copy.