SOP OF FAN DISTRIBUTION

Introduction: -Midland Foundation is pleased to announce its upcoming campaign- “Fan

Distribution in Schools" in collaboration with “Midland Microfin Limited” at pan India level
on .. July, 2023. The core objective is to distribute fans in schools, creating a conducive learning
environment and supporting students' academic goals.

"Cool Breeze for Young Minds" - a fan distribution program designed to bring comfort and
enhance learning environments for the cherished children of our valued beneficiaries.
Our speakers will strengthen the importance of education and providing comfortable learning
environment to the students at school .

To-Do List of “…..”

Identification of trainers: Branch Manager and above can be identified as speaker. A trainer must be
aware of the whole process and also need to be a responsible person to handle the activity.

Activity SPOC:

SPOC Level 1 SPOC Level 2

Region Name
Name Contact No Name Contact No

Schedule training of trainers: After identifying trainers from various branches. Virtual Training session
will be conducted with them and training schedule will be planned and will be shared with them
accordingly.

Proposed training date: Virtual training session is going too held on dated ……2023.

Proposed activity date: The activity is proposed to be held on ..July,23.

Proposed locations of the event: The activity is planned for the top 5 centers from each branch on the
basis of portfolio and collection efficiency. We plan to distribute 3 fans at each schools under those
villages.

Process dellivered: Standard process will be guided to the trainers at the training time.

Gift Hampers: 3 Ceiling fans will be distributed to the identified locations

Advertising Materials: Standard PPT, banners, brochures, one paggers will be shared to them by HO.

Intimation through email: Process flow of the activity will be shared through Midlanf Foundation email.
Same will be briefly described to them through virtual communication.

Arrangement of Fan Stock: A stock of 15 fans are kept to distribute in each branch in pan India basis.

MIS: To maintain the MIS of the exsisting stock and distributed fans in the stock register at the branch
level. Also the excel sheet needs to be shraed with the respective Regional CSR SPOC via email.

Feedback MIS: Feedback form should be circulated to CSR SPOC as an attached format.

Shoot video: During the activity trainer should shoot a video and click sufficient pictures for future
purposes. It should be shared with Regional CSR SPOC afterwards.
A) To do list of Organization
 For the conducting the event the relevant data will be taken from the MIS team.
 Identify the schools in top 5 centers from each branch on the basis of portfolio and collection
efficiency.
 Data will be shared to the branches. They will be providing us the details of the School Names,
Principal’s Name, Contact Number, No of students etc. (Format will be shared by Email at the
time of announcement)
 Inform the schools and the students about the campaign and its objectives.
 To select Region/Division wise Activity SPOC.
 To Schedule training of trainers.
 Awareness PPT, Banners, one paggers, brochures will be shared via email
 To Intimate about the itenary of the event, and the stock by HO
 To communicate with the vendor for the requirement of stock before 15 days of the scheduled
event.
 To maintain MIS of the existing stock and distribution of fans, and collect the feedback from the
school principals by Regional CSR SPOC. After feedback calling, the greetings message related to
the activity needs to be sent from HO regarding the same.
 The same feedback must be analyzed by the HO SPOC and final report must be submitted to
Management.
B) To do list of BRANCHES
 To paste the banners provided by HO in the disbursement area.
 To aware the schools about the activity, communicate the message with the help of concered
SPOCs.
 To ensure weather the stock has came to their branches.
 To maintain stock in stock register as well as excel sheet and the details needs to be shared with
concerned Regional CSR SPOCs.
 Branch trainer has to be informed about the location and the stock details of the event.
 The same data needs to be converted into excel and then sent back to the concerned SPOCs by
the branch trainers via email.
  To maintain MIS of the stock and distribution of the fans at branch level and share the details to
the Regional CSR SPOCs.

To do list of the Regional CSR SPOC:

 To collect the data from the branches about the targated schools as per attached format.
 To ensure weather the training is properly done trainers and ensure their participation.
 To ensure weather the content is delivered to the locations correctly.
 To ensure the banners and posters are displayed appropiately.
 To ensure the activity will be conducted on time.
 To collect the feedback from both the locations and the branches.
 To collect the photographs and video clips shared by trainers.

Process Note: - for Organization

Step – 1: Roll on Activity Schools will be identified for “Fan Distribution Event”and Intimation will
be shared from HO

Trainers/ SPOCs will be identified from each branch, who will be

Step – 2: Identification of responsible for the whole process of fan distribution. They will coordinate
Trainers/ SPOCs with the schools, ensure stock arrangement, verification, and preparation
of MIS.

Proper training will be conducted for the Trainers/ SPOCs to guide them
Step – 3: Training of
through the entire process, to coordinate with the authorities and
Trainers/ SPOCs
distributing the fans.

After the distribution of fans, the feedback collection will be conducted by

Step – 4: Feedback
Regional CSR SPOCs. The feedback collected will be analyzed, and a report
Collection
will be prepared and presented to the management for future planning.

The concerned Regional CSR SPOC will be responsible for stock related
Step – 5: Stock
activities and coordinating with the Branch SPOCs.
Arrangement

Step – 6: Distribution of Fans The distribution of fans will take place during the activity on the proposed
date & time by the Trainers/ SPOCs.

After collecting feedback from the Regional CSR SPOCs, an observation

report will be prepared, highlighting the event's impact and effectiveness.
Step – 7: Observation Report
Budgeting: The report will be presented to the management for further planning and
decision-making.
 Duty Roaster Chart:-
Sr. Responsible
Region Particulars Name of the SPOC
No. Dept.

Reporting Formats: The CSR SPOC will share the details with HO SPOC. Consolidate Report
of “….” (Midland Foundation) will be shared by the HO SPOC to the Management.

Consolidate Report of “
Sr.
Particulars Status
No.

1 State

2 Region Name

3 Name of Branch

4 Name of Village

5 Name of Centre

6 Name of School
7 Yes
Call connected
8 No

9 Call Connected but wrong number

Poor (1)

Satisfactory (2)
Did the fan distribution campaign benefit
10
your school
Good (3)

Very Good (4)

Poor (1)

Satisfactory (2)
How would you rate the quality of the fans
11
distributed by Midland Microfin
Good (3)

Very Good (4)

Yes
12 Are the fans useful for the students?
NO
13 Is any fan seemed nonfunctionl or needs a YES
repair?

NO

14 How often do you use the fan during school Regularly (1)
hours?

Occasionally (2)

Rarely (3)

15 How can Midland Microfin improve its fan Provide more fans (1)
distribution campaign in the future?

Provide better quality fans (2)

Expand the campaign to more

schools (3)

Other (please specify) (4)