Program Management-Key Issues:
Policy and Procedures: In order to establish good governance, the organization gives significant importance on the implementation of various rules and procedures that include.
- Human Resource and Administrative Manual
- Program implementation Manual
- Accounting and Financial Procedures and Rules
- Purchase and Procurement Procedures as described in the following table.
|Name of the document/ Manual||Purpose||Remarks|
|Program Implementation manual||Smooth and uniform operation Updated as and when necessary of the Microcredit program everywhere||Updated as and when necessary|
|Financial Operation and Accounting Rules||Transparent, effective and easy Updated as and when necessary Finance and Accounting system||Updated as and when necessary|
|Purchase and Procurement Rules||Efficient and transparent purchase and procurement system||Updated as and when necessary|
|Administrative Rules & Procedure||Effective and efficient management and control of human resources||Updated as and when necessary|
Seven (7) different committees are functioning with cross-functional departments to develop greater cohesion and integration towards achieving the goals of the organization. The committees are:
- Recruitment and Promotion Committee
- Purchase Committee
- Committee for HQ Building Construction
- FDR Investment Committee
- FDR Follow up Committee
- PF Investment Committee, and
- Fixed Assets Disposal Committee.
Program Structure and Management:
CDIP is mainly structured in 2 distinct tiers which are (1) Head Office in Dhaka and (2) Field Offices in the rural Bangladesh which are again structured in 3 levels of management and operations.
CDIP operates its programs through 90 branches in 13 districts of Bangladesh. A branch is managed by one Branch Manager, one Branch Organizer, one Accountant, and 3 to17 Field Officers (FOs)/Junior Field Officer (JFO).
To develop smooth functional mechanism for program implementation, 14 Regional officers have been established at field level with a Regional Manager for each regional office. The key responsibility of the Regional Manager is to monitor, supervise and facilitate 5-8 branch offices. Regional Managers are supervised by Zonal Managers. There are 6 Zones in 13 districts. One Zonal Manager supervises 2 to 5 Regional Offices, depending on geographical dispersion and many other factors.
Program Composition and Monitoring:
CDIP believes in decentralized management and accordingly most of decision making authority are decentralized in different levels of field offices and management.
Branch acts as its own cost and profit center which ensures efficient use of all its resources.
Responsibility lies on the branch to achieve the most of its cost as far as possible. A daily revenue stream in the form of loan repayments from clients allow each branch to disburse loans. The branches have the freedom to carry out all these activities as long as these conform to Operations Manuals.
Each Branch has one Branch Manager (BM), one Accountant (usually in big branches) and 4-6 Field Officers (FO) on average.
Each FO is responsible for overseeing on average 18 groups, comprising of 300-360 members. Depending on the number of FOs working in a branch, each branch usually can have 1,200-1,800 members.
Most of the activities of branches can be done and approved by the branch office itself, as long as it conforms to the ceilings, specified in the working manual/operation manuals which changes every 2 year to keep all relevant variables up to date.
Each branch prepares its own annual work plan with fiscal targets and cash flow projection. After money comes in from daily collections (savings and loan installments; at approximately noon time each day), the branch calculates how much it needs for daily accounts or expenditures and then deposits the rest in the bank.
When a branch needs more money – for example, when collection is not enough, it draws money from its bank account. If the branch cannot cover all its payments from its own receipts, it can then request money from headquarters.
Thus, funds are distributed evenly through the entire CDIP network of branches.
Zonal & Regional Level:
Each Zone has a team of Regional Managers (RMs), supervised by a Zonal Manager (ZM). The RM looks after 5-8 branches on average. The Zonal Manager and Regional Managers operate sitting in a branch in their own jurisdiction located within their respective Zone and Region, having extra space to accommodate them. There is no separate secretariat for either RM or ZM.
A Zone usually consists of 12-20 branches. The Zonal office is in a centrally located branch of the zone with an extra desk for each of the Zonal Manager (ZM) and Regional Manager (RM) sit in the different geographically important branches.
RMs and ZMs always supervise and monitor all the field level activities. They move from branch to branch on a motorcycle provided to them on loan by CDIP.
Head Office Structure and Management:
The Executive Director directs the personnel of different sections, like: Human Resource (HR), Program Operation, Finance Management, Management Information System (MIS) Section, IT Section, Accounts Section and Audit Section which constitute the head office. Under the chairmanship of Executive Director, apart from many special meetings, a regular senior management meeting on every week (usually Thursday- the last day of the week) is held with the participation of the heads of all above mentioned functional sections and departments. All functions, activities and their implementation status and progress are critically reviewed in this meeting and necessary decisions are made accordingly to move forward.
Human Resources Development and Staff Strength:
Regular training for all level of staff is a normal activity in CDIP for which a considerable investment is made every year for the development of its human resources. As of June, 2013 a team of 785 dedicated staff have been working for the Credit Program while another 96 regular staff and 2,325 teachers are engaged in the Education Support Program (ESP) of the organization.