1. DEPARTMENT OF ELEMENTARY EDUCATION
HIMACHAL PRADESH
PAB MEETING

2. 1. IMPLEMENTATION OF MID DAY MEAL SCHEME
The department of Elementary Education is the nodal department for implementation of MID DAY MEAL in the State.
Deputy Directors Elementary Education have been designated as Nodal Officers at District level.
HP State Civil Supplies Corporation is the nodal transport agency for transportation of rice in the State.
Government of India reimburses transportation charges equivalent to the rates as prevalent under PDS to the State.
Hot cooked Meal of high calorific value and protein content, prepared & served in the school premises.
The School Management Committees (SMC) constituted for every school.
The School Management Committee has been empowered for overall implementation of the scheme.
The School Management Committee has been authorized to:
Decide the weekly menu.
Engagement of cook-cum-helper
Overall supervision of the scheme.

4. Food-grain flow chart Government of India
Distribution centers of Food corporation of India
Wholesale Godowns of HPSCSC
Fair price Shops/PDS depots
Govt. Primary/EGS /Upper Primary Schools

5. FUND FLOW CHART Government of India. Govt. of Himachal Pradesh
(Centre share)
Govt. of Himachal Pradesh
Govt. of Himachal Pradesh (State Share)
Department of Elementary Education
Dy. Director / Block Elementary Education officers
School Management Committee of concerned school

7. Performance of State during 2013-14

8. Latest Status of implementation of Mid Day Meal Scheme in H.P.
Detail of Schools
S.N.
Stages
Number of Institution
Total Enrollment 1
Primary
10,694
3,64,957 2
Upper Primary
4,503
2,60,537
Total
15,197
6,25,494
Stages
Number of school days
as per AWP ( )
Meals served
( )
Primary
200
188
Upper primary

9. Coverage of children 2013-2014 Stages PAB APPROVAL Coverage (Average)
PRIMARY
3,70,000
3,46, (94%)
UPPER PRIMARY
2,50,000
2,47, (99%)

10. STATUS OF MEAL (fig in lacs)
Stages
Meals approved by PAB
( to )
Meals served
( to )
PRIMARY
714.10
(92%)
UPPER PRIMARY
482.50
(97%)

11. Status of Rice STAGES ALLOCATION UTILIZATION (01.04.13 to 31.12.2013
PRIMARY
MTs
MTs (73%)
UPPER-PRIMARY
MTs
MTs (76.23%)

12. Payment to FCI (as on 31-12-2013 )
Allocation of Funds
Bills raised by FCI
Payment released
Rs lacs
Rs lacs
Rs lacs
Note :- In addition to above an amount of Rs Lacs has also been released to FCI, which includes bills raised till Feb Thus, total amount of Rs lacs has been released against the MTs of foodgrains till date.

13. Cooking cost (Rs. in lacs)
Stages
Allocation for FY
UTILIZATION (31/12/2013)
Primary
(72.71%)
Upper Primary
(75.62%)

14. Cook-cum-Helper (Pry+Upr Pry)
No. of cook-cum-helper approved by PAB
Engaged
Female
Male
24738
23784
(80%)
(20%)

15. HONORARIUM (as on 31-12-2013 Rs. in lacs)
ALLOCATION
UTILIZATION
(76%)

16. Health check-up of cook-cum-helper:
State has made policy/guidelines for engagement of cook-cum-helper under MID DAY MEAL SCHEME. It has been made mandatory to get the medical check-up of cook-cum-helper from medical authorities before first appointment and subsequently twice in a year.

17. Transportation Charges (As on 31-12-13 Rs.in lacs)
ALLOCATION
UTILIZATION
271.97
117.40
Note:- In addition to above an amount of Rs lacs has been distributed till date to the blocks/HPSCSC. Thus total amount of Rs lacs has been utilized under this component.

19. Status of Kitchen-shed
Sanctioned
Completed
In-progress
Not started
14959
(89%)
1195 (8%)
461 (3%)

20. Status of Kitchen-shed

21. Status of Kitchen-shed

22. Management Monitoring Evaluation Funds (MME) (Rs. in lacs)
ALLOCATION
UTILIZATION
Lacs
39.79 Lacs
Note:- Till date lacs has been distributed and is under process of utilization.

23. Grievance Redressal Mechanism (GRM)
State has established grievance redressal mechanism under MID DAY MEAL SCHEME. Following officers have been nominated following officers as nodal officers at the State/ District /Block/School level :-
State level : Additional Director (Administration)
District level : Deputy Director (Ele. Education)
Block level : Block Elementary Education Officer
School level : Centre Head Teacher
The State / District nodal officer sends the complaints received in respect of district / block/school to the concerned nodal officer on the next working day and concerned nodal officer take necessary action on the next working days.

24. Provision of on- line registration of grievances :-
Toll Free number :-
Toll free number has been established in the Directorate on The complaints/ grievance are being attended on every working day between am to 3.00 pm.
During (April 2013 to Dec 2013) 93 complaints has been received out of which 18 were inquired and solved and 75 were solved telephonically .
Provision of on- line registration of grievances :-
There is also a web application software, e_samadhan on the web portal of HP Government . Public can register their grievance online. The grievances received through e_samadhan are monitored regularly by the department as well as by the Government.

25. Gist of complaints received
Sr. N
Nature of complaints
Number of complaints 1
Food grain related issue 5
Delay in supply of rice. 2
Delay in fund transfer
Funds not received by the School in time. 3
Non payment of honorarium to cook cum helpers
Delay in payment of Honorarium to cook-cum-helpers 4
Caste Discrimination
Discrimination by cook-cum-helpers during serving of meals.
Quality and quantity of MDM.
Food quality not good. 6
Mode of cooking /Fuel related
Due to irregular supply of LPG cylinder from the agency. 7
Non Distribution of medicines of children
Regarding Students falling ill after taking iron folic acid tablets. 8
Inspection related
Inspection not conducted. 9
Misappropriation of funds
Total 18

26. LPG based cooking in 84% schools
Scheme is being regularly monitored by SMC, HT, CHT, BEEOs and Deputy Directors.
Students are encouraged & trained to wash their hands with soap before & after meal.
SDMs, Tehsildars , C.D.P.Os. , T.W.Os, Representatives of Local Self Government agencies have also been authorised to carry out inspection.
The inspection proforma in this regard has been prepared and circulated to field offices and same are also available at the departmental website :

27. Status of Management Information System (MIS)
The Government of India has developed & launched web based Management Information System (MIS) . Data entry of :-
1) Annual Data The information is to be entered once in a year .
It contains basic data of school such as type of school , enrollment , infrastructure available in the school etc.
The Department has completed the data entry of annual data.
2) Monthly Data The data entry in respect of monthly detail is required to be entered every month.
It contains data such as meal served , expenditure funds & foodgrain (rice) received during the month , incurred on cooking cost & honorarium etc. during the month .
The Department has completed 98% Monthly data entry up to December 2013.

28. Status of Management Information System (MIS) Annual Data Entry 2013-14
Sr. No.
District
Total Schools
Completed 1
Bilaspur
843 2
Chamba
1573 3
Hamirpur
765 4
Kangra
2514 5
Kinnaur
270 6
Kullu
1004 7
L & s
273 8
Mandi
2437 9
Shimla
2292 10
Sirmaur
1385 11
Solan
1075 12
Una
771
Total:-
15202

29. School Monthly Data Entry Report
Sr. No.
District
T.Schools
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec 1
Bilaspur
843 2
Chamba
1573
1572 3
Hamirpur
765
763
748
723 4
Kangra
2514 5
Kinnaur
270 6
Kullu
1004
1003 7
L & s
273
216
212
210
209
140 71 8
Mandi
2437 9
Shimla
2292
2291
2202 10
Sirmaur
1385
1384
1351 11
Solan
1075 12
Una
771
Total
15202
15145
15141
15139
15136
15050
14832

30. ATR on Observation made by PAB
Sr.no
Observation made by PAB
Action taken by Department i
Coverage of institutions
GOI has express their satisfaction regarding the coverage of institution thus no further action is required to be taken . ii
Low coverage of children
The low coverage of children in the identified districts has considerably improved during this year which is as under:-
Primary Stage:- District: Solan, Sirmour, Hamirpur and Lahual & Spiti
Primary Stage:
Upper primary Stage:-Sirmour, Una, Kullu and Lahual & Spiti
Distt.
Enl( )
Coverage ( to ) %
Solan
33529
32114 96
Sirmour
40027
38651
Hamirpur
18159
17958 99
L&S
1604
1339 83
Upper Primary Stage
L &S
925
753 81
26062
25202
Una
19246
18349 95
Kullu
20199
18259 90
iii
Number working days MDM served
Targeted number of working days i.e 242 have been achieved by the state during Number of working days covered during 1st three quarters=193 and during the 4th Quarter=52 days.
Number of working days approved for first three quarter was 193 but state has served MDM 190 days.

31. iv
Delay in release of Central assistance at state level:-
Delay in central Assistance 2-3 months at State level.
The funds are released to the schools after the receipt of administrative and expenditure sanction from the State Govt. However matching contribution of the State is released with annual budget which is sufficient for three months approximately. In addition to this from the next financial year the state has made budget provision for centre share which will expedite the fund release procedure.
Instructions have been issued to the blocks that they should release the funds in advance to the schools through e-transfer on monthly or quarterly basis keeping in view the enrolment and demand from the school.
Honorarium should be paid to the Cook-cum-helper regularly on monthly basis. To facilitate timely release of payment to the CCH, bank account has been opened by approximately 60% Cook-cum-Helpers.

32. v
Engagement of Cook-cum-Helpers
Engagement of Cook-cum-Helpers in 81 newly opened schools
The matter was taken up with the Govt. of India vide dated with the submission that there was no requirement of Cook-cum-Helpers in these schools. vi
Utilization of Transportation Assistance:
The foodgrains should be delivered by the lifting agency to schools because GOI provides the 100% transportations assistance to the state to lift foodgrains from FCI to schools.
The transportation charges are provided to the lifting agency i.e. HPSCSC from FCI godown to PDS and SMCs lift rice from PDS to schools for which transportation charges are paid to SMCs.
vii
Utilization of MME
For effective implementation of the scheme the state is submitting proposal in the plan to deploy 50 Data Entry Operator through outsourcing at block level.
viii
Constriction of Kitchen-cum-Store
Out of Kitchen –cum-stores construction work of have been completed are under progress and 461 have not been stated due to non availability of land/ schools running in rented/ rent free accommodation .

33. Weak internal control / monitoringix
Procurement of Kitchen Devices
The GOI has released Rs lakhs for Kitchen Devices during
Out of which an amount of Rs328.87lakhs has been utilized and balance amount of Rs lakhs is taken up with the GOI for re-appropriation from ST to Gen. component. x
Findings of the Monitoring institutes and
Findings of External Evaluation by Department of Economic and Statistics for six districts:-
Delay in release in funds
Display of Menu and food norms
Weak internal control / monitoring
Low participation of public
Instructions have been issued vide letter dated
That the funds should be released to advance to the school preferable through E-transfer and cook-cum-helper should be paid honorarium regularly on monthly basis.
that Menu and food norms be display at visible place in the schools
For effective monitoring of the scheme besides SMC, CHT, HT, BEEO, Dy. Directors , District Coordinators have been authorized to monitor the scheme. SDMs, Tehsildars , C.D.P.Os. , T.W.Os, Representatives of Local Self Government agencies have also been authorised to carry out inspection.
Public has been made aware by issuing direction to schools to paint logo of MDM food norms and cooking cost norms so that stakeholders are aware of the scheme . Mothers have been mobilized regarding the scheme. Toll free number has been established in the Directorate on The complaints/ grievance are being attended on every working day between am to 3.00 pm.

34. xi
Management Information System (MIS):
The data entry has been completed for the year The work of annual data entry work has been completed and monthly data entry has been completed by 99% up to December, 2013.
Incomplete monthly data entry because official are not trained.
xii
Coverage under School Health programme
The Director Health have been requested to conduct regular health check up of student.
In HP free ambulance services are operational any one can avail this facility free of cost by simply dialing a Toll Free No. 108 irrespective of day, time and place.

35. Coverage under School Health programme

36. Action Taken Report on the observation of Joint Review Mission
Sr. N
Observation
Action taken i
Delay in the release of funds to Schools
It has been observed by the JRM that funds in r/o cooking cost and honorarium are released to the schools after interval of two to three months.
The funds are released to the schools after the receipt of administrative and expenditure sanction from the State Govt. However matching contribution of the State is released with annual budget which is sufficient for three months approximately. In addition to this from the next financial year the state has made budget provision for centre share which will expedite the fund release procedure.
Instructions have been issued to the blocks that they should release the funds in advance to the schools through e-transfer on monthly or quarterly basis keeping in view the enrolment and demand from the school.
Honorarium should be paid to the Cook-cum-helper regularly on monthly basis. To facilitate timely release of payment to the CCH, bank account has been opened by approximately 60% Cook-cum-Helpers. ii
Standard Operating procedure for the flow of foodgrains
Instructions for raising the demand for foodgrains have been circulated so that regularity of rice supply is maintained and there is no shortage or wastage of rice .
The funds for the proper storage of rice and other ingredients have been made and are being provided to the schools in a phased manner.
The rice should be demanded on the monthly or quarterly basis depending upon the requirement and storage capacity of the school.

37. iii
Food Norms, Menu etc.
Instructions are issued regularly every year and this year also vide letter dated that Mid day meals should be prepared as per prescribed food norms. Menu is decided by the SMC of the School keeping in view the liking and taste of the students. iv
Administrative Structure at State/ District/ Block Level
The proposal was submitted to GOI in AWP&B for deploying trained staff at Block level by outsourcing which required additional funds. The state Govt. requested to increase the ceiling of MME charges from % to 3 %. But GOI suggested that till the time MME charges are increased the state should try to complete monthly Data Entries in to MIS portal by optimizing financial and human recourses. Therefore the sate Govt. decided to train the CHTs for making data entries by paying Rs. 20 per format. v
Monitoring of the Scheme
The Steering-cum-Monitoring Committees have been constituted at District and Block level as per the MDM guidelines of the GOI.
The functions of the Committees is to conduct its meeting monthly and inspect the schools for effective implementation of the scheme.
Instructions have been issued to conducted regular meetings to monitor the scheme and orientate the SMC members regarding the norms of the scheme especially food and cooking cost norms and maintenance of record.

38. vi
Behavioural Orientation for Senior Secondary School Teachers
Instructions have been issued that the teachers and Headmasters /Principals of the Higher /Sr. Sec. Schools should follow the instructions of the MDM Scheme in letter and Spirit to comply with directions of the Supreme Court of India.
JRM observed that MDM Scheme is better implemented in the Primary schools as compared to Upper primary schools, who are under the control of Director, Higher Education. There is a need to orientate Headmasters/Principals of the High/Sr. Sec. Schools regarding the implementation of MDM Scheme.
vii
Nutritional Profile JRM observed that some children are under weight and under nourished and anemic as well.
Instructions have been issued that undernourished children should be given special attention after proper identification, during MDM and during the visit of Health checkup of students by the health Departments.
Viii
Convergence with School Health Programme
The matter has been taken up with the Health Department for regular health checkup of students and to maintain health cards of the students.

39. ix
(a)
Provision of funds for Kitchen Devices
The GOI has released Rs lakhs for kitchen Devices during
Out of which an amount of Rs lakhs has been utilized and balance Rs lakhs is taken up with the GOI for re-appropriation from ST to Gen. component.
(b)
Provision of funds under MME funds
50% Funds under MME component of MDM Scheme are provided to the schools for replacement/ repairs/ maintenance of cooking devices, utencils in a phased manner.
(c)
Capacity building of all stakeholders
SMC members/ stake holder are made aware of the MDM scheme for which instructions have been issued to display menu, cooking cost and food norms at a conspicuous place in the school. Monthly roster for mothers has also been maintained in the schools to supervise the MDM Scheme.
(d)
Display of MDM Logo Toll Free Number and weekly Menu
Funds under MME component have been provided to the institutions for painting MDM logo, display of menu in the schools at a conspicuous place in the school. Instructions have been issued in this regard.
(e)
Participation of the community
SMC and Mothers have been mobilized to supervise the MDM scheme process. Instructions have been issued in this regard.

40. (f)
Constitution of State Review Mission
The process of constitution of State Review Mission is under progress.
(g)
Adoption of best practice of other state
Measures for adopting best practices of other states could be adopted after the visit of other states.
(h)
MIS entry
100% MIS Monthly Data Entry has been completed for the financial year
(i)
Provision of suggestion box
Instructions have been issued that a suggestion box should also be kept in the school on some conspicuous place to ensure the public participation for the betterment of the Scheme.

41. 2. APPROVAL OF ANNUAL WORK PLAN & BUDGET FOR THE YEAR 2014-15
Government of India has informed that cooking cost is to be enhanced by 7.5 % for the year The average per child per school day conversion/cooking cost proposed by the Government of India for the year in respect of Primary and Upper Primary stage is as under :
Year
Primary
Upper primary
Centre
State
Total
2.51
0.83
3.34
3.75
1.25
5.00
2.69
0.90
3.59
4.03
1.34
5.37

42. Proposal for the 2014-15 S.N Particular Primary Upper Primary Total
Number of Institutions
10694
4503
15197 2
Enrollment
364957
260537
625494 3
Average Beneficiaries
346904
247752
594656 4
Number of school days
236 5
Quantity of food grain MT MT 6
Cost of food grain
Rs lacs
Rs lacs
958.09 7
Cooking/ conversion cost
Rs lacs
Rs lacs 8
Transportation cost
Rs lacs
Rs lacs
300.76

43. Requirement for the year 2014-15 (contd)
S.N.
Additional cost of LPG
Rs lacs 9
Honorarium
Rs lacs 10
MME
Rs lacs
Kitchen devices
Rs lacs 11
Replacement of Kitchen devices 7163*5000
Rs lacs
TOTAL
Rs lacs
Centre
State
Total 12
Cost of foodgrain (Rice)
958.09 13
Coking/ conversion cost 14
Transportation
300.76 00 15
Addl. Cost of LPG**
331.51
110.50
442.01 16
596.75 17
136.82 18
Replacement of kitchen devices
358.15 19
kitchen devices
13.00
Rs lacs
Rs lacs
Rs lacs

44. Management Monitoring and Evaluation Plan for 2014- 15
Department has proposed to carry out following activities:
To engage & provide manpower (Data Entry operator) at Block level
Providing computer hardware at State and District level
Providing funds for replacement/ repair/ maintenance of cooking devices, utensils etc.
Capacity building :
Officials /Manpower engaged under MDM
Centre Head Teacher
Cook-cum-helper
SMC/ mothers for monitoring
Publicity; Awareness campaign.
Printing of manual, guidelines etc.
External Evaluation

45. MME Financial Proposal
S.N.
PARTICULAR
Amount 1
Deployment of manpower
Rs lacs 2
Activity proposed to be under taken
Rs lacs 3
Ancillary expenditure
Rs lacs 4
Total
Rs lacs
In addition to above SMS based daily real time data (Rs per school*1000no. Of schools*12months)
Rs lacs
GOI is being requested to hike the allocation of funds under MME component from 1.8 % to 3.5% of the project cost for IVRS/SMS/Hike in the emoluments of outsourced staff.

46. Issues of concern (Problem Areas)
1. LPG:- The process to provide subsidized LPG cylinders should be discontinued and all the cylinders required for MDM should be made non subsidized .
REASONS:-
Linkage with Aadhar Card.
Involvement of manpower for un-necessary calculations of subsidized and non subsidized cylinders (School wise), thereby wastage of time, money and energy.
Easily availability of non subsidized LPG cylinders.

47. Issues of concern (Problem Areas) contd.
2. SEPARATE PROVISION FOR LPG CYLINDERS:-
The budget provision for fuel/LPG cylinders should be kept under separate component from cooking cost.
REASONS:-
It is not feasible for the low enrolment school to meet the cost of LPG cylinder from the existing cooking cost keeping in view the price escalation.
3.Revision of cooking cost for low enrolment:-
It is getting very difficult to meet the cooking cost in the schools, where the enrolment is low i.e between Therefore cooking cost needs to be revised in such cases.

48. Issues of concern (Problem Areas) contd.
4. Component wise release:-
Some times the amount in one component remains in excess but Govt. finds it difficult to pay the inevitable Payment under the other component(s).
Administrative Department may be given the power and flexibility to decide the component/ category wise release. Flexibility should be given to state for re-appropriation from one category to another.
5. Enhancement in the honorarium of Cook-cum- helpers from Rs. 1000/- per month as it has not been enhanced since February 2010.

49. 6. ANY OTHER ISSUE WITH THE PERMISSION OF CHAIR

50. Thank-you