Module 4 - F: County work plan group formation component

Topic 1: Preparatory steps in developing the country work plan

Activity 1: Tasks and functions of the field worker reviewed

Activity 2: Planning organization of women's groups

Activity 3: Preparations, documentation and procedures for loan applications.

Activity 4: Group financial records

Topic 2: Developing the county work plan

Activity 1: Developing the county work plan

Module 4 - F: County work plan group formation component

Module 4 - F: County work plan group formation component

MODULE 4 - F: VISUAL AIDS, CASES AND FORMS

VISUAL AIDS
M4 - F- 1	Field Worker's Task Functions
M4 - F- 2	Steps: Loan Application and Agreements
CASES
4 - 1 Task	Planning Number of Groups to Be Organized
4 -1 Output	Planning Number of Groups to Be Organized
FORMS
Form M4 - F- 1	Group Loan Application (Parts 1, 2, 3, 4)
2	Individual Loan Application
3	Loan Agreement (with group members)
4	Township Evaluation Report on Loan Application
5	Loan Agreement (loans to WG)
6	Evaluation Report On Loan Applications
7	Summary: Applications for Approval of Governing Body
8	Summary: Purpose of Loans
GMF1	Individual Savings Records
GMF2	Individual Loan Record
GF1	Group Savings Record
GF2	Group Loan Record
GF3	Group Repayment Record
GF4	Group Cash Record
GF5	Group Statement of Savings and Loan Operation

MODULE 4 - F: COUNTY WORK PLAN

Background/Rationale

There are two Module 4 in the Manual. One is for Field Workers (4 - F) and the other one is for Women's Groups (4 - W). This particular Module is for Field Workers (4 - F). Work Plan and Action Plan have the same meaning. We use different terminologies for convenience purposes.

Note that there are two Topics in this Module. Topic I contains the preparatory steps before the County Work Plan is to be developed. This has 5 Activities, including the Synthesis. Topic 2 is the Development of the Work Plan proper.

1. The relationship of the Field Worker Work Plan and the Women's Groups Action Plan.

The Field Worker's Work Plan is only a component of the total County Work Plan, since it covers only the activities related to Group Formation and Maintenance. During this workshop, what the Field Workers are asked to develop is a Work Plan for only 6 months. This is by design, so that the Field Worker can: (a) gain experience in developing and executing a Work Plan and use her experience to develop a more relevant one for the next 6 month period; (b) synchronize their Work Plan with the WG groups 6-month period Action Plan; (c) and most importantly, the Field Worker and WG would need to consult with one another by about the fifth month to develop the succeeding 6 - month Work Plan and Action Plan respectively.

This format is intended to establish a system of Work Plan and Action Plan for the project. Note that the Field Worker's Work Plan is a response system to the Action Plan of the WG. Women's Groups activities therefore in large measure determine the Field Worker's Work Plan.

2. What needs to be Reviewed before developing the Field Worker's Work Plan

There are major considerations before Field Worker participants actually develop their own county-specific Work Plans. They are the following:

2.1. Field Worker's Tasks

Our philosophy in the WPD project is one of "partnership" between project management and the rural women in WG. Based on this philosophy each party therefore has obligations and commitments. The Field Worker Tasks and Functions are part of the commitments and obligation of project management.

Before the development of the Work Plan therefore, the Field Worker needs to review these Tasks and Functions.

2.2. Planning Number of WG to be Organized

There are considerations in the planning for the organization of WG. For example, the pre-qualification workshop takes 6 0 - 70 hours per group. Considerations for funds allocation from the revolving fund limits the number of groups to what funds are available. Considerations of the timing of repayments (when funds will be available) in relation to when to schedule workshops for succeeding groups of women. Etc.

23. Preparations for Application for Group Loans

Time sequence considerations need to be made as to when and for what periods would Field Workers need to start and follow through the Applications for Loans from Women's Groups.

2.4. Establishing Financial Records

The Field Workers need to establish the system of recording the financial transactions at WG level. This means training on-the-job for the pertinent officers of the WG.

2.5. Monitoring and Provision of Technical Services.

Field Workers are to monitor and provide technical assistance for WG. This needs to be done at least once a quarter. Field Workers check and assist the members of the WG in the activities which they have committed themselves to in their Action Plan. Major among these are:

(a) Group Savings and Loan operation

Field Workers are to monitor the WG operation of their savings mobilization process and their loan operation. Details and record system as found in Activity 4 in Topic 1 in this Module will help the Field Worker undertake a systematic monitoring of these operations.

(b) MCH/FP operations

The regular scheduling MCH/FP education and services - at least once a quarter for educational sessions and once a year for medical check-up; the motivational activities among members; activating the village clinic so that services are provided, using SDF funds.

(c) Functional Literacy operation

The inventory of those who are illiterate; sessions are regularized; books and materials are provided; SDF funds used as needed; establishing peer group support for study.

(d) Technical Skills Training

The inventory of desired technical skills; coordination with other agencies so that the pertinent and competent extension workers are made available to train the women.

(e) Folk Media

Encouraging women to organize and/or develop their own presentations for special feasts or for their own entertainment; giving ideas which could be useful to women; giving ideas about gender issues which could be used for folk media presentations.

(f) Establishing an Activity Room

Assist the women to secure a room in the village for their use.

(g) Group Organization Development

Using the Project prototype of the " Organizational Development Framework" (ODF). Field Workers will from time to time discuss with the women their progress in attaining their targets set in the ODF.

(h) Group Organizational Functioning

Field Workers need to attend at least 3 group meetings per group a year, especially at the early stages of group development to assist them in the monthly meetings. The WG Standard Agenda provided in Module 2 of this Manual, should be used. This will help systematize the meetings of the WG.

Output Objectives

By the end of 6 - 7 hours participants would have:

1. A clear idea of the considerations in developing their 6 - month county Work Plan as outlined in the above areas of considerations;

2. Developed a 6 - month county specific Work Plan.

Topic 1: Preparatory steps in developing the country work plan

Activity 1: Tasks and functions of the field worker reviewed

Time:	30 Minutes
Methodology:	Discussion/Open Forum
Steps:

Preparations:

Visual Aid M 4 - F - 1

Materials:

marker pens; newsprint

Instructions for Facilitator (1)

1. Introduce this Activity by presenting the Output Objectives of this Module.

2. In orienting the participants to the Activities in the Module, use the "Background/ Rationale" as notes.

Task Instructions

3. Facilitator uses Visual Aid M 4 - F - 1: Task Functions of Field Workers. Post on the wall.

4. Facilitator forms sub-groups of 5 - 7 persons. Group discussion for 15 minutes on the Visual Aid.

Task Guide

(On Newsprint)

Study Visual Aid M 4-F - 1 and list down areas which are not clear to you. We will have an open Forum after 15 minutes.

Instructions for Facilitator (2)

5. Facilitator conducts Open Forum to clarify questions from the participants. She clarifies the Tasks of Field Workers. No synthesis needed. Assure participants that some of these will get clearer as we go through the Activities in this Module.

Visual Aid 4 - F -1

Field Worker's Task Functions

Our philosophy in the WPD project is one of "partnership" between project management and the rural women in Women's Groups (WG). Based on this philosophy each party therefore has obligations and commitments. The Field Worker Tasks and Functions are part of the commitments and obligation of project management.

Major task areas of Field Workers are:

1. Conduct pre-qualification workshop (60 - 70 hours) for WG;

2. Assist WG in Application for funds from the revolving fund;

3. Ensure the repayment of the said funds;

4. Assist WG to establish Financial Records and Activity records systems

5. Monitoring and Provision of Technical Services at least once a quarter for each WG with particular emphasis on:

(a) Group Savings and Loan operation

Field Workers are to monitor the WG operation of their savings mobilization process and their loan operation. Details and record system as found in Activity 4 in Topic 1 in this Module will help the Field Worker undertake a systematic monitoring of these operations.

(b) MCH/FP operations

The regular scheduling MCH/FP education and services - at least once a quarter for educational sessions and once a year for medical check-up; the motivational activities among members; activating the village clinic so that services are provided, using SDF funds.

(c) Functional Literacy operation

The inventory of those who are illiterate; sessions are regularized; books and materials are provided; SDF funds used as needed; establishing peer group support for study.

(d) Technical Skills Training

The inventory of desired technical skills; coordination with other agencies so that the pertinent and competent extension workers are made available to train the women.

(e) Folk Media

Encouraging women to organize and/or develop their own presentations for special feasts or for their own entertainment; giving ideas which could be useful to women; giving ideas about gender issues which could be used for folk media presentations.

(f) Establishing an Activity Room

Assist the women to secure a room in the village for their use.

(g) Group Organization Development

Using the Project prototype of the " Organizational Development Framework" (ODF), Field Workers will from time to time discuss with the women their progress in attaining their targets set in the ODF.

(h) Group Organizational Functioning

Field Workers need to attend at least 3 group meetings per group a year, especially at the early stages of group development to assist them in the monthly meetings. The WG Standard Agenda provided in Module 2 of this Manual, should be used. This will help systematize the meetings of the WG.

Activity 2: Planning organization of women's groups

Time:	30 minutes
Methodology:	Discussion/ Case Analysis/Task Group Work/Lecture
Steps:

Preparations:

Case 4 - 1 Task: sufficient copies for each participant or on newsprint

Case 4 - 1 Output: on newsprint

Materials:

marker pens; newsprint

Instructions for Facilitator (1)

1. Facilitator introduces this Activity by telling participants that there are 3 important elements for successful management of the Project Revolving Fund. She writes these on the blackboard.

1.1. Planning of the number of groups and women who have to be organized to avail of the next repayments.

1.2. Preparation and decision-making on loan applications.

1.3. Monitoring of the use of loans and repayments.

2. Facilitator further explains that the Project Monitoring System includes records for Disbursement and Payment of the Revolving Fund and Social Development Fund. In Activity 4 of this Module, other major issues in monitoring are discussed.

3. In the next two Activities we will focus on the

First Step: The Planning of the Number of Women and WG

Second Step: Procedures for Loan Applications.

4. Since groups are required to save at least 6 months before the loan can be released, it is necessary to plan well ahead of time. If this is not planned well, there will be delays in disbursements. The County Work Plan therefore should be carefully planned against this consideration.

Task Instructions

5. Copies of Case 4 - 1 Task is distributed or presented on newsprint. Participants are asked to carry out the task individually. Give 10 minutes for this task.

6. Ask one participant to present her task output. Ask others to comment. Check whether this is correct against the Case 4 - 1 Output.

Instructions for Facilitator (2)

7. Synthesize the Activity by emphasizing points below. Write on the blackboard as you go along in your short lecture.

7.1. The amount of revolving fund that is available for loans to women's groups at a certain date

7.2. The estimated monthly savings of the women members

7.3. The average number of members per group

7.4. The requirement that loans to women's groups are maximum 8 times the group savings

7.5. The requirement of minimum 6 months savings before release of loans to groups, which means that groups have to be organized at least 6 months before the repayments are scheduled.

Case 4-1 (Task)

Planning Number of Groups to be Organized

Repayments are scheduled on the following dates:

1886, January:	100,000 Rmb
1896, September	250,000 Rmb

Groups on average have 20 members, who save 15 Rmb/month.

Task

Fill in the Planning Form below.

Repayments
Year	Month	Amount repayments due
1995	1
1995	2
1885	3
1995	4
1885	5
1985	6
1895	7
1895	8
1895	9
1995	10
1895	11
1885	12
1896	1
1896	2
1896	3
1996	4
1986	5
1986	6
1988	7
1896	8
1986	9
1996	10
1988	11
1988	12

Group Formation
Groups trained and saving		Target numbers in next generation		Output/Remarks
Year	Month	Groups	Women
1994	7
1994	8
1984	9
1994	10
1994	11
1994	12
1995	1
1995	2
1995	3
1985	4
1995	5
1995	6
1995	7
1995	8
1995	9
1995	10
1985	11
1995	12
1896	1
1996	2
1996	3
1896	4
1896	5
1886	6

Case 4 - 1 (Output)

Planning Number of Groups to be Organized

Repayments
Year	Month	Amount repayments due
1995	1
1995	2
1995	3
1995	4
1995	5
1995	6
1995	7
1995	8
1995	9
1995	10
1995	11
1995	12
1996	1	100,000
1996	2
1996	3
1996	4
1996	5
1996	6
1996	7
1996	8
1996	9	250,000
1996	10
1996	11
1996	12

Group Formation
Groups trained and saving		Target numbers in next generation		Output/Remarks
Year	Month	Groups	Women
1994	7
1994	8
1994	9
1994	10
1994	11
1994	12
1995	1
1995	2
1995	3
1995	4
1995	5
1995	6
1995	7	7	139
1995	8
1995	9
1995	10
1995	11
1995	12
1996	1
1996	2
1996	3	17	347
1996	4
1996	5
1996	6

Computation:

On average each woman saves 15 rmb/month times 6 months is 90 rmb.

On average each woman is entitled to a loan of 8 times 90 rmb is 720 rmb 100,000 rmb is available. This is for 100,000 divided by 720 is 139 women

On average groups have 20 members, so 139 divided by 20 is 7 groups have to be organized

Activity 3: Preparations, documentation and procedures for loan applications.

Time :	1.5 hours
Methodology:	Discussion/ Case Analysis/ Task Group work/Lecture
Steps:

Preparations:

Visual Aid M 4 - F - 2;

Form M 4 - F - 1	Group Loan Application (Parts l, 2, 3, 4)
2	Individual Loan Application
3	Loan Agreement (with group members)
4	Township Evaluation Report on Loan Application
5	Loan Agreement (loans to WG)
6	Evaluation Report On Loan Applications
7	Summary: Applications for Approval of Governing Body
8	Summary: Purpose of Loans

Materials:

marker pens; newsprint

Instructions for Facilitator (1)

1. Facilitator introduces the Activity by telling participants that as soon as groups have undergone the Pre-Qualification Workshop in Group Formation and have started to do their monthly savings for 2 to 4 months, the WG can start preparing their Application for the Project Loan.

At the Pre-Qualification Workshop on Group Formation, members would have already developed initial ideas as to the micro-enterprise they would want to undertake. In addition, they would have acquired some basic skills in preparing a Business Plans. But we must realize that what they have acquired are very preliminary skills. They therefore need assistance from Field Workers, especially in:

building up business consciousness and skills in business planning;

getting market information;

arranging for technical training and advisory services;

2. In this Activity, we will focus on the procedures and required documentation for processing of loan applications.

Task Instructions

3. Facilitator uses Visual Aid M 4 - F - 2: Steps: Loan Application and Agreements. Post on the wall.

4. She hands our Forms M 4 - F -1 to 8.

5. Facilitator points out that the Forms should be considered as samples and can be adjusted according to the actual situation and policies of a WG, township or county.

6. It is assumed that the township plays an active role in preparing and processing of loan applications. It is further assumed that they provide assistance to WG in accomplishing these applications. These Forms are meant therefore to clarify and systematize the requirements of the project.

7. Facilitator explains the steps one at a time, as she refers to the pertinent Forms for each step.

Instructions to Facilitator (2)

Facilitator's Notes

8. Facilitator uses the following Notes:

8.1. Step 1: WG Level: Documentation Required for Loan Application

Group Loan Application Part 1

Four lines are available in the payment schedule. This is to make it clear that social development fund is deducted upon release.

If there are any guarantee arrangements, these can be added on this sheet.

Group Loan Application Part 2

The 1: 8 ratio of savings and loan only applies to group loans, not to individual loans. WG may can decide to take turns i using the funds. Some of the members take out loans right after release from Project Management and others are to wait for the first repayments from these loans within the group. . Needless to say, group consensus on such a decision is needed.

Duration of loan to individuals must not be more than 12 months.

Group Loan Application Part 3

For each type of business, a description of the kind of enterprise should be given, e.g. if 12 members are involved in production, the number of members in the second column after Production is 12.

In the first column a further specification then follows, e. g.: sheep raising (3), tobacco growing (7), silk worm raising (2). This listing can be used by both the WG and the Project. Office to determine priorities for technical training, advisory service and other assistance.

Group Loan Application Part 4

The sections which requires information on "Areas for Improvement" in the Application Form, could help the group in identifying areas where they need assistance. It is also useful for the Project Office/ Governing Body in planning inputs and coordinating with relevant bureaux.

Ideas in this form may consist of training needs or other activities or assistance, such as provision of books, drying or storage facilities in the village, etc.

Individual Loan Application

The repayment schedule has many lines, so that payment in installments (e.g. monthly, quarterly) can be registered.

Any guarantee arrangement can be added to this sheet.

Loan Agreement: To WG as Whole

Guarantors can be added as signatories, other agreements can be added.

Most essential in preparing the documentation is that all members participate in the decision-making process.

8.2. Step 2: Township Project Office/ Leading Group Level Processing/Documentation, Approvals/Disapprovals and Follow Through:

The process consist of two phases: (a) the processing and documentation phase which should lead to a decision to approve or disapprove the Loan Applications; (b) follow through with assistance needed. Both phases are equally important.

The Township Project Office/Leading Group has the following responsibilities in processing the loan applications:

Assessment of the loan applications (Tools: Work Sheet 2);

Planning and coordination of needed assistance;

Preparation of required documentation;

Timely submission of the required documentation to the county project office.

Township Project Office Evaluation Process

In general, Field Workers are expected to have been very much involved in the preparations at group level. In such a case, preliminary assessment of the Business Plans would have been done, before the group submits its formal application. At this stage therefore the Field Worker should have no difficulty in accomplishing Work Sheet 2 as well as Part 3 and 4 of the Group Application Form. This part of the documentation helps decision-making at the Township/Leading Group level. This becomes part of the documentation for the Township Evaluation Report.

Documentation submitted to the County Project Office:

Township Evaluation Report on Loan Application Attachments:

(a) Draft Loan Agreement (for loans to WG);

(b) Complete documentation of the WG application.

Facilitator reviews the Township Evaluation Report and the Draft Loan Agreement with the participants. Facilitator emphasizes that the Evaluation Report has three major components:

1. Approval and recommendation of the loan application;

2. Follow Through Technical Assistance

Decisions of Township Leading Group on follow through actions as to the needed assistance for the groups in the implementation of their business plans.

3. Governing Body additional actions

Suggestions for the Governing Body for additional action.

8.3. Step 3: County Project Office/County Governing Body Level Processing/Documentation, Approvals/Disapprovals and Follow Through

The process of Evaluation and approvals/disapprovals at the County level is similar to what was explained previously at township level. In addition, the County level management, takes care of the management of the release of the loan.

The County Project Office has the following responsibilities to support the process of decision-making by the Governing Body:

(a) Verify and assess the loan applications and documentation submitted by the township;

(b) Prepare the documentation for decision-making by the Governing Body;

(c) Timely submission of the required documentation to the County Governing Body

The time needed for verification and assessment of loan applications by the County Project Office will depend on the skills, experience and performance of the Township Project Office and the Township Leading Group.

Documentation submitted to the County Governing Body Form Township Level:

Evaluation Report on Loan Applications

Attachments to the Evaluation Report:

Summary of Applications for Approval Governing Body

Summary of Purpose of Loans

Draft Loan Agreements per group (township)

Township Evaluation Reports .

The Summary of Applications:

This enables the Governing Body to judge whether the applications are in line with the project's policies and procedures for group loans as well as for planning purposes;

The summary of purpose of loans:

This is useful for the Governing Body to plan inputs from the relevant bureaus in assisting the women entrepreneurs and for policy making purposes, e. g. strengthening of relevant bureaus, addressing constraints in certain sectors (e. g. marketing, processing, transportation, facilities required, etc.).

Visual Aid 4-2

Steps: Loan Application and Agreements

Step 1: Preparation by the WG

The first step is the preparation of the loan application by the WG with assistance of the Field Worker. The group prepares the following documentation for submission to the township or county project office:

Group Application Form:

Part 1: Application Summary

Part 2: Allocation of Loans to Members

Part 3: Summary of Purpose of Loans

Part 4: Areas for Improvement

Attachments to Group Application Form:

Individual Application Summary

Individual Business Plans or Basic Information

Draft Loan Agreement (for loans to group members)

Step 2 : Processing/documentation, approvals/disapprovals at Township level and follow through with technical assistance.

Assessment of the loan applications (Tools: Work Sheet 2); Planning and coordination of needed assistance; Preparation of required documentation; Timely submission of the required documentation to the county project office..

Documentation submitted to the County Project Office:

Township Evaluation Report on Loan Application Attachments:

(a) Draft Loan Agreement (for loans to women's groups);

(b) Complete documentation of the WG application.

Summary of Applications for Approval Governing Body

Summary of Purpose of Loans

Draft Loan Agreements per group (township)

Township Evaluation Reports

Step 3: Processing/documentation, approvals/disapprovals and Follow through for Technical Assistance at County Level

Documentation Required for Decision-Making:

Those listed under the section under Township level.

FORM M 4 - F- 1:

GROUP LOAN APPLICATION Part 1

1. Name of Group:___

2. Address:___

3. Number of Members:___

4. Monthly Savings per Member:___

5. Total Savings at date:___

6. Total Amount Group Loan Application:___

(To be used as specified in part 2 of this statement)

7. Payment Schedule

Year/Month	Loan Repayment	Social Development Fund
	xxx
		xxx

Our group meets the qualifying criteria for project loans to women's groups, because:

- all members have undergone training group formation

- all members have undertaken monthly savings for 6 months

- our group has established a proper book keeping and financial management system

- our group has elected officers with designated officers

- our group conducts monthly meetings and makes decisions democratically

- each applicant has submitted a business plan

- our group has reviewed the loan applications carefully

On behalf of all members, the signatories of this application certify that the above information is true and that the group accepts full liability for repayment of the loan.

Signatories:		Date:___
(Group President)	(Group Treasurer)	(President Loan Committee)

GROUP LOAN APPLICATION Part 2

The total amount of the Group Loan will be disbursed to the members according to the following specification.

Name Member	Amount of Loan (rmb)	Duration of Loan (months)	Monthly Interest (%)	Type of * business	Purpose ** of Loan

* Indicate the type of business: production, processing, trade or service

** Specify the kind of business: pig raising, vegetable production, beancurd processing, trade garmentsd, grocery shop, hair dressing, transportation

Form M 4 - F - 1: Group Loan Application (Part 3)

Summary of Purpose of Loans

Total No. of Members:

Description	No. of members	% of members	Description	No. of members	% of members	Description	No. of members	% of members	Description	No. of members	% of members
Production			Processing			Trade			Services

GROUP LOAN APPLICATION Part 4

Areas for improvement

Our group has identified the following priority areas for improvement (describe what is needed, why it is needed and give suggestions on how it can be arranged: by the group themselves, with assistance from other villagers, the project, bureau, etc.)

Technical skills training:
Technical advisory services:
Market Information:
Entrepreneurial skills:
Other:

Form M 4 - F - 2: INDIVIDUAL LOAN APPLICATION

1. Name of applicant:___

2. Address:___

3. Type of business:___

4. Monthly savings:___

5. Total amount of savings:___

6. Purpose of Loan:___

7. Amount of Loan Application:____

8. Repayment Schedule

Year/Month	Amount Loan Repayment	Amount Interest

I pledge to use the loan in accordance with the attached planning for my business and the principle of self-reliance. I accept full liability for repayment of the loan to the group.

Date:___

Signature:___

Attachments: Complete Business Plan or Basic Plans for Investment, Production, Marketing and Management

Form M 4 - F - 3: LOAN AGREEMENT

(for loans to group members)

The president and treasurer, representing women's group___ (name), hereafter called Party A, and group member___ (name), hereafter called Party B. agree to the following.

1. Party A shall provide a loan in the amount of___ rmb to Party B on (year)___, (month)___ , (day)___.

2. Party B shall use the loan solely for the purpose stated in the Loan Application and its attachment.

3. Party B shall repay the loan with interest according to the schedule below. In case of default a penalty of 10 % per month of delay will be charged.

4. Party B shall submit an Income Statement to Party A after the first production cycle.

5.___ (any other agreements, eg. guarantor, collateral, etc.)

Repayment Schedule

Year/Month	Amount Loan Repayment	Amount Interest

Party A:	Party B:
(Group President)	(Applicant Group Member)
(Group Treasurer)	Date:___

Form M 4 - F- 4: TOWN/SHIP EVALUATION REPORT ON LOAN APPLICATION

1. Assessment of Group Application

(Include comments on group performance, decision making and management skills, commitment, individual skills, type of business, viability of proposed enterprises, contribution to achieving the project goals regarding self-reliance and improved status, etc.)

2. Decisions on Follow Through Assistance

(Based on worksheet 2 and 3, and the Group Application Form Page 3 and 4, list the weaknesses and constraints and the action that will be taken by the township/village to address these limitations. Identify areas which require attention of the Governing Body. The headings below cover the most common needs for assistance.)

· Training needs (technical skills, entrepreneurial skills)

· Technical advisory services

· Marketing and other external constraints

· Other

3. Specification Loan Agreement

(Explain the contents of the Loan Agreement, ea. guarantee arrangements)

Date:___

Signature:___

(Township Governor)

Form M 4 - F - 5: LOAN AGREEMENT

(for loans to WGs)

The County (Township) Governor___ (name), hereafter called Party A, and the president and treasurer representing women's group___ (name) in___ (township, village), hereafter called Party B. agree to the following.

1. Party A shall provide a loan in the amount of___ rmb to Party B on (year)___ ,(month)___ , (day)___

2. Party B shall use the loan solely for loans to its members for the purposes stated in the Group Loan Application and its attachments.

3. Party B shall repay the loan and the contribution to the Social Development Fund according to the schedule below.

4. Party B shall submit the required quarterly reports on its financial status to the project office..

Payment Schedule

Year/Month	Loan Repayment	Social Development Fund
	xxx
		xxx

Party A:	Party B:
(County or Township Governor)	(Group President)
Date:___	(Group Treasurer)
Annexes:

Form M 4 - F- C: EVALUATION REPORT ON LOAN APPLICATIONS

1. Introduction of proposed approvals

(Refer to planning of number of groups and women to avail of repayments, the attached summaries of applications and purpose of loans to introduce the proposals for approval.)

2. Summary of Township Evaluation Reports

2a. Assessment of Applications and Recommendation for approval

2b. Township commitments for follow through action

2c. Township suggestions for action Governing Body

3. Conclusions and Recommendations

The points listed below can serve as a check list for defining conclusions and recommendations of the report:

· Approval/disapproval and reasons

· Assessment township performance, action needed

· Action plan for training (technical and entrepreneurial skills)

· Action plan for provision of market information

· Recommendations for technical advisory services

· Recommendations for addressing external constraints

· Specific conditions of Loan Agreements

· Other

Date:___

Signature:___

(Head Project Office)

Form M 4 - F - 7: Summary: Applications for Approval of Governing Body

		Date training oup formation		Saving			Loan
Name Group	No. of members	First session	Last session	Starting date savings	Recording date total savings	Total amount savings	Total application	Proposed amount for approval	Amount approved	Approval date	Disbursement date

Form M 4 - F - 8: Summary: Purpose of Loans of Individual Applications:

of Individual Applications:___

Description	No. of members	% of members	Description	No. of members	% of members	Description	No. of members	% of members	Description	No. of members	% of members
Production			Processing			Trade			Services

Activity 4: Group financial records

Time:	1 hour
Methodology:	Discussion/ Case Analysis/Task Group Work/Lecture
Steps:

Preparations:

GMF1	Individual Savings Records
GMF2	Individual Loan Record
GF1	Group Savings Record
GF2	Group Loan Record
GF3	Group Repayment Record
GF4	Group Cash Record
GF5	Group Statement of Savings and Loan Operation

Materials:

marker pens; newsprint

Instructions for Facilitator (1)

1. Facilitator introduces this activity by saying that when WG are undertaking savings and loan operations, they need a good financial record keeping system for their fund management. The records are not only important to keep track of the funds, but also to maintain trust among the members. All members have their savings in the group and hence all members should participate in decision-making on the use of the funds. They are the owners of the fund.

2. Facilitator further tells the participants that at the start of the WG operation, they will need assistance from Project Officers in setting up the record system. In this Activity we will therefore discuss the basic records for the WG.

Task Instructions

3. Facilitator then asks participants to list down what kind of information and records are needed. Give 15 minutes for discussion and ask them to present their outputs on newsprint.

Instructions for Facilitator (2)

4. After presentation and discussion of the outputs, Facilitator hands out the a set of the sample of Group Financial Records. Facilitator then writes the list of records below on the black board and checks with participants discussion outputs whether they match with this list.

GROUP FINANCIAL RECORDS

GMF1	Individual Savings Record
GMF2	Individual Loan Record
GF1	Group Savings Record
GF2	Group Loan Record
GF3	Group Repayment Record
GF4	Group Cash Record
GF5	Group Statement Savings and Loans Operations

5. Facilitator then explains the forms one by one, using the points below. Facilitator should be aware that for some participants this is the first time they see these records. Facilitator uses the Forms as she has listed on the blackboard. Explain slowly and clearly, give examples, and check from time to time whether participants understand.

Notes for Facilitator

GMF1: Individual Savings Record

Each member has a record like this, as evidence of her savings in the group. After depositing her monthly savings the treasurer signs on this as a receipt or record.

GMF2: Individual Loan Record

This record contains all the details about loans. Both the group accountant and the member have this record, so that no misunderstanding can occur on the conditions of the loan. See the attached Sample GMF2 for an example on how to fill in this record. Note that these forms are countersigned. After each payment, the accountant signs the member's record as the member's evidence that she has paid. The member signs the accountant's record to certify that her payment is recorded properly by the accountant.

GF1: Group Savings Record

From the group savings record the members of the group, at all times knows exactly how much the total savings is. It also is a tool to review the members' performance in that it shows clearly whether the pledged amount has been deposited on time. It is advisable for Groups to post this record in their Activity Room as a reminder of their progress. All members have a right to know the group's financial status and members can check whether their deposits have been recorded properly.

GF2: Group Loan Record

Transparency of decision-making on loans to members is important to maintain trust among the members. This record therefore should be public for review by the members at all times, e.g. by posting it on the wall in the Activity Room. This form can be the basis for Project Officers to discuss the groups policies, such as duration of loans, amount of loans and interest rate. It also can be used for planning of technical skills training and advisory services for the group.

GF3: Group Repayment Record

The group accountant needs to keep track of timely repayment of loans. In addition to GMF2: the Individual Loan Record, she makes a monthly summary of the payments due and the actual performance. Note that this is a rather complicated record. Give participants time to study the attached Sample on how to fill in this record. In every meeting this record should be presented for each month including overdue balance.

GF4: Group Income and Expenditure Record

By keeping an Income and Expenditure Record, the treasurer will always know exactly how much cash is available. The sum total of the Cash Balance plus the Balance on the Group's Bank Account should be the amount of money which the group has available for loans to members. In the monthly meeting the treasurer reports.

GF5: Group Statement Savings and Loans Operations

The Group Statement of Savings and Loan Operations summarizes the performance of the group as recorded in the previous Group Financial Records. Groups should discuss this. this is submitted quarterly to the County Project Office through the township officer. This Statement facilitates timely detection of problems by the Field Worker, such as low savings discipline, little activity in loans, bad repayment performance, etc. Action can then be taken in a timely manner.

6. Facilitator ends the Activity by saying that the records which we have just and analyzed are samples which can be used to assist WG Finance Officers in setting up their own system. If they prefer another format, they can adjust.

GMF1 Individual Savings Records

(Part 1 Member's Passbook)

Name:___

Date	Amount Deposit	Cumulative Balance	Signature Group Treasurer	Group Seal

Note 1: Each member holds this record as evidence of her savings in the group

Note 2: The group treasurer signs after each deposit.

GMF2: Individual Loan Record

(Part 2 Member's Passbook)

Name:___

Total Number of Loans from dart d group until starting date of this record:___

Total Amount d Loans from start of group until starting date d this record:___

Repayment schedule

Repayment Performance

Loan no

Purpose Loan

Date Loan

Amount of Loan

Installment No

Date

Amount

Amount Interest

Date

Amount

Amount Interest

Amount Penalty

Balance Over due

Checking Date

Signature

Note 1: Both the member and the group accountant keep this record

Note 2: Both records are to be countersigned. meaning that the member signs the accountant's copy, and the accountant signs the member's copy

GF1: Group Savings Record

Name Group:___

Name Member	Total savings at* beginning this year	Year: Month												Total savings this year	Total savings since stars group	Signature Treasurer
		1	2	3	4	5	6	7	8	9	10	11	12
Total

* Total savings at the beginning of this year is the total savings from the start of the group until the beginning of this record Note that this is the Cumulative Balance of the Individual Savings Record

GF2 Group Loan Record

Name group:___

Total Number of Loans members from start of group until starting date of this record:___

Total Amount of Loans to members from start of the group until starting date of this record:___

Date	Loan No*	Name Member	Purpose Loan		Amount Loan	Duration Loan (months)	Monthly Interest (%)	Remarks
			Code**	Description

* For example, if until now 21 hens have been granted to members, start on this record with number 22

** Codes for purpose of loan:

1 = production type of enterprise	description e.g.: silk worm raising, sheep raising, cotton planting, vegetable growing
2 = processing type of enterprise	description e.g.: mat weaving, starch or oil processing, bakery
3 = trading type of enterprise	description e.g.: buy/sell walnuts, buy/sell garments
4 = service type of enterprise	description e.g.: restaurant hairdressing, transportation, dancing hall

GF3: Group Repayment Record

Name Group:___

For repayments due in Month:___

	Payments due in this month				Payments made
Name Member	Installment No	Day	Amount	Amount Interest	Date	Amount	Amount Interest	Amount Penalty	Balance Over due	Remarks (reason default, action taken)
Total

Note 1: The accountant uses GMF1 (Individual Loan Record) to up-date this record monthly

Note 2: The accountant reports about the repayment performance in the monthly meetings

GF4 Group Cash Record

Name Group:___

Beginning Balance (Cash Status)		Amount:
Cash In		Cash Out		Remaining Balance
Item	Amount	Item	Amount	Amount	Date

The Remaining Balance shows how much cash is available for loans to members

GF5 Group Statement of Savings and Loan Operation

(for submission to county project office)

Name Group:___	Signature Group Treasurer:___
Number of members: ___	Signature Group Accountant: ___
Date Statement: ___	Signature Group Auditor: ___
Period Statement (quarterly): month___ to month _

Item	Status at beginning of statement period	Status at end of statement period	Change	Explanation
1. Remaining Balance RF Loan
2. Average Savings/member/month
3. Total Savings
4. Total Number of Loans to Members
5. Total Amount of Loans to Members
6. Total Balance Overdue of Loans
7. Cash Balance
8. Balance Bank Account

Explanation:

Use Group Savings Record (GF1) for Item 3:	Average Savings per member per month
	Total Savings
Use Group Loan Record (GF2) for Item 4 and 5:	Total Number of Loans to Members
	Total Amount of Loans to Members
Use Group Repayment Record (GF3) for Item 6:	Total Balance Overdue
Use Group Cash Record (GF4) for Item 7:	Cash Balance

Topic 2: Developing the county work plan

Activity 1: Developing the county work plan

Time:	1.5 hours
Methodology:	Group Work with assistance from Staff
Steps:

Preparations:

One set of FORM M 4 - F - WP for each participating County.

Task Instructions

1. Facilitator instructs participants as follows:

(a) We will distribute a set of Forms for you to use to accomplish your County Work Plan;

(b) Note that the set of Forms has some sample entries in them. These are examples.

(c) Remember what you have learned from the previous Topic;

(d) You are given 45 minutes to draft your Work Plan;

(e) After 45 minutes, each County will present their Work Plan as follows:

We form ourselves into 4 sub-groups, A, B. C, D.

Group A and B will present to each other.

Groups C and D to each other.

(f) We should give each other comments and suggestions.

(g) The Staff will be available and will make their own comments and suggestions.

Instructions For Facilitator

At the end of the presentations, Facilitator asks participants to submit their final Work Plan to the workshop staff for final comments. She gives them a specific deadline for submission. She reminds them that this Work Plan will need to be discussed with the County WPD Project Manager.

Facilitator thanks the participants for working very hard.

Form M 4 - F- WP: Six Month Country Work Plan

(Group Formation Component)

From:___	To:___
(month/year)	(month/year)
Name of County:___	Number of Villages Covered:___
Dab Prepared:	Number of WG:___
Number of Field Workers to be Trained:___	Estimated No. of Women:___

Activities

Place

No. of Days

Year

Responsible Persons

Support Persons

Output

1

2

3

4

5

6

7

8

9

10

11

12

1. Preparation of Materials and other administrative requirements

2. Identification/Designation of Additional Country and Township Personnel

3. Workshop on Formation of WGs:

A Theoretical Phase

B. Practicum Phase

II. Formation of Women's Groups

- Village 1:

-Village 2:

- Village 3:

- Village 4:

- Village 5:

Etc

5. Group Pays 4% (SDF) Social Development Fee(amount:___ for year 1)

6. County Releases Group Loan from Project Revelving Fund

7. Group Officers (Loans Committee) release Individual Loans

8. Individuals Pay 4% SDF for County and 1% for Group

III. MCH/FP Activities

1. Assess equipment/supply needs etc of Village Stations Clinic

2. Make Proposal to County for Funding from County SDF

3. Village Station Clinic Operational for Members of Group and Others in Village

4. Yearly Medical Check Up for Women and Children

5. Quarterly MCH/FP Education

6. Organized provision of MCH/FP Services/Referrals (UD insertion; pills etc)

- Services in Village

- Referrals to Township or County Hospitals

7. Organize Group Child Care on Kindergarten Facilities

(B) WG MCH/FP Activities

1. Assist WG in Determining Village Station Clinic Needs for Operation and Preparation of WG Proposal to County for Funding from County SDF

2. Assist WG planing and implementation of Yearly Medical Check Up

3. Assist WG in Planing and Implementation of Quarterly MCH/FP Education; Provision of Services

4. Facilitate Referrals to Township on County Hospitals

5. Assist WG in Planning and Implementation of Organized Child Care on Kindergarten Facilities

(C) WG Functional Literacy Activities

Assist WG in planning and implementation of functional literacy activities for WG and Village::

1. Oversee Planning

2. Check Examination Process/Result

3. Check members helping students

(D) WG Folk Media Activities

Assist WG in planing and implementation of WG Folk Media Activities:

1. Oversee Plans

2. Check messages for presentation

(E) WG Other Activities

1. Oversee Plans

2 Assist WG with village leaders and other leaders

(F) WG Meetings

Assist WG in starting and maintaining the standard set at the Workshop

- Village 1:

- Village 2:

- Village 3:

Etc

Note: Field Workers need to assist in at least the first 3 monthy meetings of WGs.

IV. County-Level Activities

1. Survey of Social Needs as basis for use of SDF (Form:)

2. SDF Proposals Submitted to County Governing Body

3. Set-up Records System

4. Reports:

(A) Gather Data From Groupe/Townships

(B) Submit Report to Governing Body

(Quarterly) - Group Financial Status of Capital Fund and Project Revolving Fund

(Quarterly) - Activities

(C) Submit Report to DOFTEC

(Monthly) - Financial (Form:___)

(Yearly) - Activities (Form:___)