Program Manager

The Program Manager under the Creche Initiative will act as an anchor. He/she will be responsible for overseeing the entire program from the beginning. A Program Manager may be full-time or part-time depending on the number of creches and the need. He/she can either be an existing employee of the partner organization or newly hired. The Key responsibilities of the Program Manager will look like (but not be limited to) the following:

A. Pre-Setup Phase
i. Building comprehensive understanding of the Creche Initiative (if existing)
ii. Participate in the required Human Resources recruitment (only when the person is an existing member of the organization and will be the PM—part time or full time).
iii. Coordinate and make necessary arrangements for the Pre-Service Orientation (to be done by the Foundation)
iv. Ensures regular coordination and discussions with the Foundation Point Person.
v. Interact and build rapport with the functionaries and inform and brief them about the initiative.
vi. Collect some basic and necessary information about the villages and the children in the given geography.
vii. Build a collaborative team culture through regular interactions and meetings

B. Setup Phase
i. Make a plan of initial interventions based on the secondary data received from the ICDS.
ii. Co-visit and demonstrate community engagements, including Gram Sabhas, caregivers’ selection, etc.
iii. Coordinates with other personnel in the team on various matters like vendor identification, Shishu Ghar application, Anthro equipment, and other necessary requirements.
iv. Coordinates with the Foundation for Caregivers’ Pre-Service Training and ensures necessary arrangements are in place.
v. Regularly follows up with the team on the progress and guides the team wherever necessary.

C. Operational Phase
i. Makes plan with the team for regular creche visits and handholding at the operational centers.
ii. Co-visits with different cadres to demonstrate, observe, guide and support supportive supervision.
iii. Creates systems and structures for all creche operations, like logistics requirements ranging from requisition to delivery, review and capacity-building mechanism, claim reimbursement processes, etc.
iv. Keeps a track of creche operations using Shishu Ghar App or Portal and guides team members on the desired path.
v. Regularly meets the functionaries and keeps them updated about the progress.
vi. Submits monthly report to the Foundation and coordinates on monthly call and in-person meetings with the team.

Cluster Coordinator

A Cluster Coordinator is responsible for the complete creche operations of 40 creches (One Unit). It is possible that initially many partner organizations may start with less than 40 creches, say 10 or 20 which may gradually increase after satisfactory operations of the first phase of creches. The Cluster Coordinator will play a central role in coordinating, demonstrating, observing, supporting, and managing all aspects of the creche operations from the very beginning in sync with the Program Manager.

In cases where Program Manager is not part of the program, the Cluster Coordinator may have to play the role of a Program Manager as well, as may be decided by the organizations. The roles and responsibilities of a Cluster Coordinator cannot be very different from a supervisor. The only difference is that a supervisor who is responsible for 10 creches will be a lot more deeply involved in all creche operations whereas a Cluster Coordinator will be responsible for 40 creches (maximum) and hence slightly less deeply involved. Apart from this a Cluster Coordinator would also be responsible for the 4 supervisors of his unit and their well-being, growth and development. The primary roles and responsibilities of a Cluster Coordinator may revolve around the followings:

A. Pre-Setup Phase
i. Supports in the necessary arrangements and coordination for the Program Team Orientation or Pre-Service Training.
ii. Co-visits with the Program Manager to meet the functionaries of the block.
iii. Analyses and uses ICDS data received to make village intervention plan and shares the same with the supervisors and other cadres.

B. Set-up Phase
i. Based on the community intervention plan, identifies villages and leads the community interventions
ii. Coordinates with the PRIs, Anganwadi and ASHA workers in conducting small group meetings and Gram Sabhas.
iii.Leads efforts for Space Identifications, its modifications and readiness.
iv. Supports the Supervisors in Line Listing and co-visits houses for interactions.
v. Takes the lead in conducting Gram Sabhas, Caregivers’ selection and supports necessary documentation processes.
vi. Audits space (in absence of safety coordinator) on safety parameters as per the checklist.
vii. Together with supervisors, ensures safe spaces for the creche centers.
viii. Coordinates with Logistic Coordinator for necessary materials and resources for the centers.
ix. Coordinates with the team for Caregivers’ Pre-Service Training and supports in ensuring necessary arrangements.
x. Leads and supports in the Center Set up for operations.

C. Operational Phase
i. Makes a plan for the Day of Operations and community mobilization.
ii. Supports child enrolment and home visits.
iii. Makes a weekly plan and supports the supervisors in doing the same.
iv. Regularly visits the centers and supports the caregivers and supervisors by demonstrating the practices and extending handholding.
v. Identifies need for capacity building and support through daily observations for each supervisor and makes necessary plans to support.
vi. Demonstrates and supports in Growth Monitoring regularly.
vii. Conducts weekly review and planning meetings with the team.
viii. Assesses safety and security of the creches regularly.
ix. Uses the Shishu Ghar application on mobile for check-ins and relevant updates and uses data for effective review and planning.
x. Ensures smooth creche operations through regular visits, observations and monitoring.
xi. Documents necessary and relevant observations for references and meaningful uses.
xii. Regularly visits home and supports in referrals wherever needed.
xiii. Coordinates with the key frontline personnel for health interventions and support.
xiv. Organizes and attends CMC and other community meetings regularly.

Training Coordinator

A Training Coordinator plays an essential role in need identification, module design, making a plan of execution, and creating platforms and opportunities for continuous capacity building of the team members, including caregivers. Like Logistic Coordinator, a Training Coordinator is responsible for many creches (more than 100). A Training Coordinator will be ably supported by other cadres like Program Manager and Cluster Coordinator in discharging his/her responsibilities. A Training Coordinator will start playing his/her part from setup phase starting with Caregivers’ Pre-Service Training. The major roles and responsibilities of a Training Coordinator will look like the followings:

A. Pre-Setup and Setup Phase
i. Builds self-understanding around the creche operations by reading and referring to existing modules and documents for references.
ii. Co-facilitates, supports, or observes the Caregivers’ Pre-service Training in the first phase executed by the Foundation and conducts training for the next batches together with the team members.
iii. Participates in all the community engagement meetings with the team members to build a comprehensive understanding of the creche initiative.
iv. Plays a central role in creche setup.

B. Operational Phase
i. Demonstrates, supports, and handholds key practices in the initial phase of creche operations.
ii. Regularly visits centers to observe and identify the need for handholding and capacity building and create support mechanisms for centers, caregivers, coordinators and supervisors.
iii. Designs, plans and conducts regular team capacity building including caregivers in service trainings.
iv. Attends, co-facilitates and handholds CMC and Caregivers’ Review Meetings.
v. Keeps track of the observations and, based on the need, plans team engagements and supportive supervision mechanisms.
vi. Makes weekly plan of interventions in sync with the team’s plan and need.

Logistics Coordinator

Logistics are the backbone of any operation, particularly so for this Creche Initiative. A logistic Coordinator, therefore, plays an integral role in ensure the setup and operations of the creches properly. He/she is responsible for a bunch of activities ranging from the identification of vendors to the delivery of quality products and materials at the centers. It is important that the Logistic Coordinator studies the organization policies well and goes through the list of materials needed for the creche operations.

During the exposure visit to a running center, it is desirable and advisable that the person observe the set of materials at a running centers to gain an insight into what all are needed and of what quality. A Logistic Coordinator is ideally responsible for many creches (100 or more), but it is only prudent to see the limit to which he/she can stretch. In case of any such limits, it is good to discuss with the point person from the Foundation to take the necessary steps. The major roles and responsibilities of a Logistic Coordinator are as follows:

A. Pre-Setup Phase
i. Understand organizational policies on various aspects of logistics requirements.
ii. Support in the logistics of the Team Orientation (if possible)

B. Set Up Phase
i. Identifies vendors for one-time materials, groceries, toys, measuring equipment, safety gates, fencing, electricity, solar, gas connection, and other required materials for the creche and necessary materials for the office setup as well.
ii. Supports the field team with required necessary materials and resources for getting the space ready.
iii. Timely procures and supplies all creche materials for creche setup as per the list.
iv. Collects and checks related quotations, bills and vouchers associated with the procurements.
v. Supports and facilitates travel claim settlements of the team members.
vi. Makes and supports with necessary arrangements for creche inaugurations.

C. Operational Phase
i. Ensures regular and timely collection of material requisitions from the supervisors.
ii. Places orders post internal processes for procurement of creche groceries and supplies.
iii. Audits, samples and checks of items on a regular basis.
iv. Ensures delivery of the creche items every month as per the decided dates.
v. Visits creches at the time of delivery to ensure safe and accurate delivery and check that items delivered matches the weight and quality.
vi. Coordinates with the account and finance person for timely payment of the bills and vouchers to the vendors.
vii. Keeps track of the monthly requisitions, analyses and finds trends for meaningful interventions along with utilization and balances for timely actions.
viii. Ensures timely delivery of eggs at the centers at an appropriate frequency as per the season.
ix. Regularly checks for FIFO and expired materials at the centers along with generic upkeep of the groceries and other materials.
x. Documents and maintains necessary records and uses them regularly for effective planning and execution.
xi. Ensures timely cash in the hands of the caregivers/supervisors for the purchase of vegetables.

MIS Coordinator

An MIS Coordinator is primarily responsible for all the technical and digital support to the team. A mobile and web-based Shishu Ghar application has been created for the collection and use of daily relevant data from the field. An MIS person first needs to understand the application, its functions and modules, types of data entered, and the various reports that can be used at various stages of the operations. The major roles and responsibilities of an MIS Coordinator would be:

# Pre-Setup and Setup Phase
i. Developing understanding of the applications and the modules built.
ii. Handhold, support and orient the team members on the phase wise modules built as per the need. In this phase around Line Listing, co-visits to understand and support.
iii. Orient the team members on the data collected and how to use them for planning.

# Operational Phase
i. Orient and handhold on check-ins enrolment and the attendance process and how to do them.
ii. Demonstrate Growth Measurement data entry processes and frequency.
iii. Performs regular data analysis, sharing and discussions around the trends and gaps.
iv. Identifies children for case studies, visits centers, collects relevant information and prepares case studies/success stories.
v. Plans his engagements, participates and contributes to the review meetings with insights and findings and visits field for data validation.
vi. Builds understanding around various app modules and conducts regular orientation of the team members.

Safety Coordinator

*Pre-Set and Set Up Phase *
i. Builds understanding around the safety protocols based on the guidelines.
ii. Sees identified places from the lens of safety parameters established in the guidelines and orients the team members on the same.
iii. Takes complete responsibility for the modifications and repair of the centers fulfilling the safety measures
iv. Ensures installation of safety gates and fencing at each center before opening.
v. Ensures all safety parameters are met at each centers and fills the audit forms based on the checklist given in the guidelines.
vi. Organizes and ensures Fire-Safety training for caregivers and team members before starting any creche.

Operational Phase
i. Regularly visits the centers and evaluates them on the given safety parameters and does monthly safety audits.
ii. Keeps track of all the centers on types of houses, facilities available and status of the safety measures as mentioned in the checklist and guidelines and keeps it updated.
iii. Conducts regular capacity building of the team members including caregivers on essential safety parameters including fire safety.
iv. Overall responsible for safety at creches and coordinates with team members and stakeholders to ensure the same.
v. Keeps track of the expiry dates of the fire extinguishers and does the needful.

Creche Supervisors

Pre-Setup and Setup Phases
i. Based on the ICDS data, identifies villages for interventions.
ii. Visits villages, meets stakeholders (PRI Members, Anganwadi workers, ASHA workers, and community
members, etc.) to understand the village, community and explore possibilities of a creche there.
iii. Conducts various community meetings, including Gram Sabha, to introduce the idea of creche and check feasibility. Participates in caregivers’ selection.
iv. Identifies a suitable space and conducts Line Listing.
v. Involves community members in getting the space ready.
vi. Coordinates with the team members for various support needed.
vii. Ensures setting up of the creches with all necessary materials and facilities.
viii. Attends and participates in caregiver's pre-service training.

Operational Phase
i. Enrolls, and measures the children within a week of opening of a creche.
ii. Handholds, support caregivers and demonstrate practices regularly at the creches.
iii. Marks and enters all necessary information in the application and registers.

iv. Measures children as per the Anthro Protocol and enters them in the app
v. Uses app for data insights and makes weekly plan of interventions
vi. Regularly visits houses of children and follows up on health status and regularity.
vii. Captures creche visit observations, documents and uses them for caregivers' capacity building and support mechanism.
viii. Conducts, attends and facilitates regular meetings, including CMC, Gram Sabhas, etc.
ix. Attends VHSND regularly and refers children and parents as per the need.
x. Identifies children with severe health conditions and SAM and follows referral procedures.
xi. Ensures regular calibration and upkeep of the Anthro Equipment.
xii. Records and maintains documentation including attendance registers, child cards, stock registers, cashbook, visitor’s registers, etc.

Creche Caregivers

Creche Caregivers are central to the creche operations. They play a critically important role in driving the creche operation daily. It is therefore important that we illustrate their roles and responsibilities comprehensively to accommodate all aspects of creche operations and make it a reference for them and other cadres to base their interventions around.

The Caregivers roles and responsibilities have been captured in the form of work and actions (we will refer to them as practices) they will be performing daily starting from the opening of the creche in the morning to the closing of the creche in the evening. Kindly refer to the Caregivers’ Practices Section to gain an insight into their roles and responsibilities.