SMART –SOP Highlights

Scope & Applicability

• This SoP is applicable to all the PIP SMART Projects being run by Implementing agencies across locations.
• Aims to :
a. To bring uniformity and standardization in the functioning of the SMART
b. To guide for all the partner organizations in implementation of the SMART Program
c. To support TMF team in proper Monitoring of the SMART Program

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 Roles & Responsibilities – TMF Team
Location Manager/Head
• Head of Operations for one or multiple City/Cities (or as decided by the CEO)
• Review of proposals received for the SMART program and make necessary recommendations to the CEO &
Program Head
• Conduct performance review of all the projects in the City/Cities including SMART-MIS and report to the Program
Head
• Orientation and induction of new team members

*Detailed roles & responsibilities for other team members are available in Guidelines document SMART associates
available in PMS
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 Location Associate
• Responsible for managing the SMART Program in a particular City
• Identification of NGOs & inviting proposals from NGOs for implementation of the SMART Program
• Review of proposals and Submission of final version of the reviewed proposals to the Location Manager.
• Orientation and induction about the SMART Program to all the stakeholders of SMART including the beneficiaries.
• Implement & Monitor SMART Program through Partner NGOs
• Provide necessary operational support to the SMART NGO Partners
• Regular monitoring of SMART-MIS data with respect to the authenticity. Also, ensuring data is updated timely in MIS.
• Conduct student & Placement Verification & Take students’ feedback
• Attend performance reviews on SMART Program with the Manager
• Other activities as entrusted by the Manager & CEO

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 Roles & Responsibilities – Implementing agency
NGO Partner
• Responsible for setting-up SMART Centre
• Recruitment of Project Staff
• Conduct Orientation & Induction to the Centre Level Project Staff jointly with the TMF Location team
• Organize Capacity Building Programs for the Project Staff jointly with TMF
• Monitor day-to-operations of the SMART Centre including MIS and report to TMF
• Participate in the review meetings with TMF
• Participate in the capacity building programs organized for the Partner NGOs

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 Centre Manager
• Responsible for day-to-day operations of the SMART Centre/s & reporting to the NGO Partner and TMF location team
• Orientation & Induction of the Centre Level Project Staff and Students
• Provide necessary operational support to the remaining Project Staff in the day-to-day operations of the SMART Centre
• Responsible for maintenance of all the documents/records as per the SOP/MoU/Annexure and data compilation and
reporting to NGO Partner & TMF as per the requirement
• Update SMART-MIS on regular basis

*Detailed roles & responsibilities of CM & other Project staff are available in Annexure X (A).
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 Centre Manager
• Conduct Performance Review of all the Project Staff and report to NGO Partner & TMF
• Monitor completion of recommended curriculum and assessments in the classrooms on regular basis
• Responsible for upkeep of Assets and ensuring the centre has requisite SMART signages, posters displayed
prominently, as per branding guidelines.
• Participate in the capacity building programs organized for the Project Staff
• Participate in the review meetings with TMF

*Detailed roles & responsibilities of CM & other Project staff are available in Annexure X (A).
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 Process
A. Proposal Submission:
i. New Proposal : - Includes any new project being started with a new/old NGO Partner.
- Process includes Due diligence, Pre Proposal and proposal through PMS

ii. Renewal Proposal – Proposal from existing NGO Partner for renewal of the already ongoing
project submitted through PMS

B. MoU
Within 15 days from signing of MoU, NGO Partner should recruit staff as budgeted. Details for Recruitment available in HR
Guidelines Annexure IX.

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 Setting up the centre
• NGO Partner in consultation with the TMF Location team should identify a suitable & centrally located training
facility in the area proposed for the project.
• Refer the Infrastructure guidelines as shared in Formats & guidelines in the PMS for setting up of center.
• All centers have to follow the Branding guidelines as shared in Annexure VIII C in PMS.
• SMART Posters shared as part of Formats & guidelines in PMS should be prominently displayed in center.

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 Induction & Orientation of the Project Staff
• NGO Partner & the Project team should be inducted & oriented about the SMART Program, SOP’s and MIS
by TMF location team within 10 working Days from recruitment about the SMART Program.
• Project teams from 1 or more centers can be inducted together.
• In case, any staff member joins mid-way through the project, it is the responsibility of the NGO Partner &
the centre manager to ensure their induction and orientation. If needed, TMF location teams can be
requested for such support.

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 Mobilization
• NGO Partner in consultation with the Project staff and TMF location team can define their own mobilization strategy to
reach out to the community for SMART Program.
• During the Mobilization, the Project Staff are expected to provide necessary information to the aspirants such as:
a. About SMART Program
b. Courses offered
c. Eligibility Criteria
d. Contact details of the SMART Centre
e. Training Start Date
f. Selection Process
g. Documents required for Registration etc.

• NGO Partner along with the Project team can design & print collaterals needed for mobilization. Standardised designs
issued by Foundation as part of branding guidelines should be used for these collaterals.
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 Registration of candidates
• Basic details (Name & contact number) of the mobilised candidates should be updated in SMART MIS.
• If using SMART Mobilization app, data will get synced automatically.
• Link for Mobilization app: https://play.google.com/store/apps/details?id=com.dhwaniris.tmfmobileapp
• Before registering a candidate, CM should ensure:
a. Candidate has all information about SMART
b. Eligibility of the candidate
c. Their interest in SMART Program
d. Willingness to join job after course

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 Candidate selection
• CM in association with other project staff has to decide on the date and time of selection process. The same has
to be communicated to the registered candidate via SMS/call/mail.
• Apart from mandatory one on one interview with the candidate, NGO Partner is free to adopt any selection
process of their own for selecting eligible candidates for training.
• CM should maintain all documentation w.r.t the selection process.
• Completed admission form should be maintained & filed for all the students with explanation for selection or
rejection of candidate (same to be updated in application)
• All the candidates should be informed of their selection status via call/SMS along with details of training
commencement for selected candidates.
• CM/Concerned project staff should update the status of aspirants who attended the selection process,
not attended selection process, selected, not-selected in the SMART-MIS depending on the status level of
the aspirant.
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 Training Commencement - Schedule
• CM along with concerned project staff should decide on the training calendar with details of batch start date, end date,
classroom sessions & OJT & display it on notice board.
• CM along with concerned project staff should create time table for each batch based on the training hours defined for
all the domains & display the same on notice board for entire course duration.
• In case of any change in training calendar/timetable, it should be done in consultation with CM & approval from Location
TMF Team.
• Centre Manager has to ensure that hard copies of the necessary SMART Curriculum and other collaterals are available
at the Centre Level i.e. both in Office and with the Trainers.
• CM has to make sure that all the latest curriculum is being followed in the centre.
• All the batches along with actual start date and end date and batch timings should be updated in SMART MIS.

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 Candidate enrolment
• CM must ensure that all the eligible candidates join the centre within 3 working days from commencement of
batch after verification of all the documents.
• Enrolled and joined candidates profile must be updated in MIS & candidate must be allocated to the batch within
15 days from batch start date. (same has to be updated in application form)
• In case eligible candidates do not join the training, reason for the same should be updated in the admission form of
the student and replacement of that candidate should be found by the CM/Concerned project staff.
• No further admissions are made in any training batch after 15days from the date of commencement of the
training for that particular batch.
• CM must ensure that all the enrolled candidates have SMART ID Card as per template given in Formats & guidelines
in PMS with TMF ID generated from SMART MIS.

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 Student Induction

• CM along with concerned staff should conduct an Orientation session for the students during the first
three days of the training, inducting them about TMF, SMART Program, Training course and future
prospects associated with the course. Refer orientation document available in PMS.
• TMF Location teams should try and be part of these induction sessions either in person or virtually.

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 Attendance
a. Project staff
Separate attendance register for the SMART project staff should be maintained at the centre and the
records should be made available as and when needed for the audit purpose.

b. Students
• Log register should be maintained at the centre to log entry and exit time of the students & trainees
must be instructed to sign the same at the time of entering or leaving the centre.
• Separate attendance register should be maintained in the classroom for each training batch. Attendance
must be consolidated on monthly basis.
• Overall attendance for the entire training duration must be consolidated and updated in SMART MIS.

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 Certificates
• Certificates will only be generated from MIS after training completion on updating the attendance.
• Min. requirement to generate certificate is 70% of overall attendance(barring the last 15 days of the
training).
• Certificates should be duly signed by Partner organization & TMF location head only after verifying the
attendance percentage in MIS with Physical register.
• Centre should maintain a certificate register with acknowledgment from students on receiving the
certificate.
• NGO Management should make arrangement for distribution of the certificates.

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 Assessments
• Trainers should conduct periodic assessment of the candidates as per the SMART Curriculum & Time
table & share the outcomes of each Assessment with the Placement Coordinator which will help him/her
in identifying job opportunities matching the skills of the trainees.
• Record of assessments must be maintained in assessment register along with necessary
documentation.
• In the case of Typing Skills, typing speed has to be recorded and to be displayed .
• TMF may conduct offline/online assessments for students/facilitators directly/through Joint initiative.
CM should ensure participation of all the concerned people in such assessments as communicated to
them.

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 Placement
A. ORIENTATION
i. Employers: Placement coordinator must reach out to potential employers, briefing them about SMART
Program & map opportunities available along with required qualifications & skills.
ii. Trainers & Trainees: Placement coordinator should conduct orientation sessions with trainers & trainees
atleast once s week about the Job Market, various sectors in the job market, various job opportunities,
required skills, career planning etc.
• Basis this modifications should be made in training plan with approval from the TMF location team to ensure
smooth transition of students in job market
B. Skill assessment & mock interview
Placement coordinator along with concerned project staff should conduct Skill assessment for job mapping and mock
interviews for the candidates for each batch and share the outcomes with students.

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 Placement Offer
• Placement coordinator should:
a. Identify suitable employers and opportunities for students
b. Share the details of the Job offer/s with the trainers and trainees with complete details
c. Identify eligible candidates for the job and send them for interview
d. Check the list of selected candidates & joining status of the candidate and share the details with the trainers & Centre
Manager.
e. Concerned project staff should collect the evidence of employment & file for future use (includes salary details)
f. CM must ensure that the placement details are updated in MIS if a candidate has completed 15 days in his job
g. CM along with Placement coordinator should visit the employer & take feedback about the student & SMART center on a
letter or over the mail & file them.

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 Post Placement Follow Up
• After the candidate is placed, CM/Concerned project staff should follow up with students as per below
mentioned schedule & update the same in MIS:
i. After 1 month from the date of joining
ii. After 3 months from the date of joining
iii. After 6 months from the date of joining
iv. After 1 year from the date of joining

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 Events/Exposure Visits/Guest Lectures etc.:

a. Events/Exposure Visits: All events and exposure visits have to be well recorded with photographs
and reports. The same should be shared with the TMF team by the Centre Manager.
b. Guest Lectures: Centre Manager should maintain a register for Guest Lectures and record the
details in it as when guest lecturers visit and conduct sessions for the students/staff.
c. Visitors: Centre Manager should maintain a register for Visitors (Visitor’s book) to record the
details of the Visitors from time to time.

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 EXIT CRITERIA

• Expiry & Non-renewal of the MoU with the Partner for running the concerned SMART centre.
• All other clauses as mentioned in the MoU signed between the Foundation and the Implementing agency.
• All documents pertaining to exit will be submitted through PMS.
Exit Procedure:
• TMF will have right to exit from project anytime during MoU period, in case of violation of mutually agreed
terms or if TMF feels the project outcomes are not met as per agreed terms.
• NGO partner also has the right to exit from project during MoU period, However, it is mandatory to
complete training and placement of students undergoing training at that point of time.
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 Key MoU Clauses
• The number of youths to be trained and placed shall only be reflected in SMART MIS. CM should add the Target trained
and target placed students in MIS as per signed MoU. This will then be approved by Location associate.
• The partner shall not avail any funding from any govt or private agencies for the youth trained under the program, nor
shall the implementing Agency will reflect/show the number of trained youths in any other portal, MIS other than the
Foundation under this MOU.
• The partner shall not run any skill development project with in a 2 km radius (largely within the same community) of
their own or supported by other funding agency.

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 Fee Collection
• In projects where fee is being collected, it should be received preferably in account through cheque/DD/Online.
• In case student is unable to pay fee online, cash payment should be accepted.
• On receiving the fee, fee receipt should be given to the student with details of student TMF ID, name and mode of payment. The
fee receipt should only have name and logo of the partner organization.
• Center team should share thwith the accounts team mapping fee received with student TMF ID which will then be accounted
for in the accounting software on the same day of receipt of fees. (Note – It is mandatory to book separate entry for each
individual Student instead of passing one consolidated entry)
• All cash collected as Student Fees must be deposited into the bank account within 1 – 5 working days. Maximum time allowed
to deposit cash into the bank account is 5 working days. Entry for the same should be made in the accounting software.

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 Others

A. Accounting Guidelines & other annexures : In addition to the SOP Document, NGO Partner must follow the Accounting Guidelines and
other annexures shared along with MoU.
B. Asset Register: Refer Asset Policy for details. All assets to be updated in TMF’s Project Management System
C. Monitoring by TMF:
• TMF Location Associate should visit the SMART Centres as per the local requirement and take necessary action in case of any deviation
noted.
• For effective monitoring, TMF Executive may make use of the guideline document.
• TMF associate must regularly monitor the SMART MIS to ensure timely data updation and take necessary actions in case of any noted
deviations.
• TMF associates or person entrusted by TMF shall have all rights to assess beneficiary data and do field verification of facts through
various sources.

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 Others
D. Field Visits:
Project Staff making any field visit must record the same. For this purpose, they may make use of Field Visit Format provided in the Guidelines.

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 REFERENCES/CHECKLISTS
A. Monitoring Criteria
• Number of students registered
• Number of students attended selection process
• Number of students selected
• Number of students joined
• Number & % of Girl students joined
• Number of pass outs
• Number & % of dropouts
• Number & % of students placed
• Average salary of the students
• Retention %
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 REFERENCES/CHECKLISTS
Annexures
1. MoU: MoU signed between the Foundation & NGO Partner
2. Annexure I: SMART Proposal Format + Budget sheet
3. Annexure II: Utilization Certificate
4. Annexure III: Accounting Standards
5. Annexure III.A: Asset Booking and disposal Policy
6. Annexure IV: Software & Internet usage policy
7. Annexure V: Child Protection Policy
8. Annexure VI: POSH Plus Policy
9. Annexure VIIIC: Branding Guidelines
10. Annexure IX: HR Guidelines
11. Annexure XA : SMART SOP Documents
12. Annexure XI : NDA

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 REFERENCES/CHECKLISTS

Formats
• Student Admission form: SMART
• POSH Reporting format
• CPP Format (If applicable)
• Staff Consent form
• ID Card design
• Signage Design

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 REFERENCES/CHECKLISTS
Guidelines for Partners & TMF Executive
• SMART Collaterals/Posters
• SMART Infrastructure Requirements of SMART Centre
• SMART Event Report
• Field Visit Format
• Note on SMART Exchange
• Orientation of team members
• SMART PPT

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 REFERENCES/CHECKLISTS
Checklist: Registers/Files
• Mobilization Register
• Student Admission Forms (Batch-wise)
• Project Staff File & register
• Staff & Student Attendance Register
• Student Assessment Register
• Visitor’s Book/Register
• Guest Lecture’s Register
• Event/Exposure Visit File
• Certificate Distribution Register
• Student Offer Letters File
• Employer Feedback File
• Asset Register in PMS
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 THANK YOU

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