AICO
Archdiocesan Institutions’ Central Office is the administrative office for “Ernakulam Archdiocesan Social and Charitable Trust” formed on May 22, 2009. This Trust was formed in order to have a better coordination among the social, educational, pastoral and charitable institutions directly under the auspices of the Arch-eparchy of Ernakulam – Angamaly. A central office for the institutions is a new concept. A consensus to establish such an office was arrived at the meeting of the Directors and Executive Directors of all the Archdiocesan institutions held on August 24, 2012 under the chairmanship of George Cardinal Alencherry, the Major Archbishop. This office catering to the administrative needs of these institutions also helps to maintain their evangelical relevance and significance.
The office began its functioning in the Catholic Centre, Broadway, Ernakulam in 2013.
President: Archbishop Mar Antony Kariyil
Director: Rev. Fr. Xavier Thelakkatt
Administrator: Mr. Jolly Antony
Address : Archdiocesan Institutions’ Central Office (AICO) , II Floor, Catholic Centre , Broadway , Ernakulam – 682 031, Phone: 0484-2352300, 4012076
Archbishop Antony Kariyil
Mar Antony Kariyil was born on 26th March 1950 in Chalil, Cherthala, Archdiocese of Ernakulam- Angamaly. He made his first profession in the CMI Congregation on 16th May 1967 and was ordained a Priest on 27th December 1977. Mar Antony Kariyil was professor and later Principal of Christ College (now Christ University), Bengaluru from 1978 to 1997. He was Principal of Rajagiri College of Social Sciences, Kalamassery from 1997 to 2002 and from 2011 to 2015 Director of Rajagiri College of Social Sciences, Rajagiri Business School and Rajagiri School of Engineering and Technology, Kochi. Mar Antony Kariyil was the Prior General of the CMI Congregation from 2002 to 2008 after which he served as the Provincial Superior of Sacred Heart Province, Kochi till 2011. Mar Antony Kariyil who holds Diploma in Kannada (Bengaluru University), Bachelor of Theology (Dharmaram Vidya Kshethram, Bengaluru), Licentiate in Philosophy (Jnana Deepam Vidya Peetam, Pune) and Ph. D in Sociology (Pune University), has several publications to his credit including three books: “Church and Society in Kerala: A Sociological Study”, “Thiruvayassu” and “Suvarna Chinthakal”. He was ordained bishop on 18th October 2015. On 30 August 2019 the Holy Father has granted to Bishop Antony Kariyil CMI, The title of Archbishop, elevating to the same rank pro hac vice (for this occasion) the titular see of Macriana Maggiore, which has been assigned to him.Vision
SERVE IN TRUTH AND JUSTICE
Mission
To empower, support, inspire and innovate the Archdiocesan Institutions to become centres of excellence in the respective field of activity, with deep routed commitment to Serve in Truth and Justice.
Constitution
Constitution: Charitable Trust – ‘Ernakulam Archdiocesan Social and Charitable Trust’
TAN: CHNE02100A
PAN: AAATE4436A
12AA Registration: Obtained
Organization Chart
NOTE :
- The Archdiocesan institutions will be enlisted in three lists namely Cluster I, Cluster II and Cluster III for effectively supporting their requirements.
- DGM (P&D), DGM (Finance) and DGM (Audit) will act as facilitators for the institutions in Cluster I, Cluster II and Cluster III respectively in every aspect of their functioning.
- Facilitators of various clusters will obtain guidance in specialised functions from the following functionaries: o Human Resource Management—Administrator o Planning & Development- DGM ( P&D) o Finance Management- DGM( Finance) o Audit Management- DGM( Audit)
The Historical Evolution of AICO
The Archdiocese of Ernakulam Angamaly was first established as a Vicariate by the Papal Bull “Quae Rei Sacrae” of Pope Leo XIII on July 28, 1896. Under the able guidance of the first Vicar Apostolic Mar Aloysius Pazheparambil the vicariate began to grow and flourish. Mar Augustine Kandathil who assumed charge of the Vicariate on December 18th, 1919 worked hard following the progressive policies of his illustrious predecessor and opening up new avenues of Christian apostolate in keeping with the changing times. This led to the foundation of various schools, hospitals and homes for the poor and the orphans besides parish churches. The importance of medical, educational and other charitable institutions was deeply felt.
The Syro Malabar hierarchy was established in 1923 and Ernakulam was raised to the status of an Archdiocese and developmental activities continued at all levels with greater zeal. On 20th July 1956 Mar Joseph Parecattil became the Archbishop of Ernakulam. During his tenure as Archbishop various institutions like Hospitals, Colleges and Schools, Vocational Training Centres, Publications and Printing Presses sprang up in the Archdiocese. Lisie Hospital Ernakulam, LF Hospital Angamaly, Social Hospital Kalamassery, Bharata Mata College Thrikkakara, Welfare Centre Vaikom, Mar Louis Memorial Press Ernakulam, Viani Printings Ernakulam etc. established during these years began to do great service to the people of God. According to the needs of the times newer institutions were started and they prospered under the patronage and guidance of His Eminence Cardinal Joseph Parecattil.
The Archdiocese continued its growth under the leadership of prelates like Antony Cardinal Padiyara and Varkey Cardinal Vithayathil. That growth was also manifested in the increase in number and prestige of the great institutions in the Archdiocese. Most of these institutions were spread out in the Archdiocese and managed by Priests and Religious. From the point of view of governance there emerged three different types of institutions in the Archdiocese; (1) those owned and managed by religious communities (2) those owned and run by the parishes of the Archdiocese and (3) those under the direct supervision and control of the Archbishop.
The last category of institutions owned and managed directly by the Archdiocese had grown in number and some of them called for greater attention simply because of their size and the variety of their areas of service. The Major Archbishop Varkey Cardinal Vithayathil felt this need and asked his Auxiliary Bishop Most Rev. Dr. Thomas Chakiath, Vicar General and Proto Syncellus to be directly in charge of these institutions. The issue of having a better co-ordination among the social, charitable and educational institutions in the Archdiocese was discussed at different levels. As a result, on May 22, 2009 a Trust was formed to control, evaluate and assist these institutions with the Vicar General of the Archdiocese as its President. The Trust was called “Ernakulam Archdiocesan Social and Charitable Trust” and its objectives were clearly laid out in the Trust Deed. Eventually a team of experts was formed under the supervision of the Vicar General and an office began to function in the Archbishop’s House.
A Central Office for the Archdiocesan institutions was a new concept. A meeting of the Directors and Executive Directors of all the Archdiocesan institutions was held on August 24, 2012 under the Chairmanship of Cardinal George Alencherry. A consensus was arrived at this meeting to establish a Central Office for the Archdiocesan institutions. Mar Thomas Chakiath and Mar Sebastian Adayanthrath were present at this meeting. A core committee was set up to discuss the modalities of this Central Office. This committee had two sittings under the chairmanship of Mar Sebastian Adayanthrath. Thus “Archdiocesan Institutions’ Central Office” was formed as the administrative office for “Ernakulam Archdiocesan Social and Charitable Trust”. Bishop Sebastian Adayanthrath was the Chairperson and Fr. Jose Puthenveettil the Director. In 2013 this office began to function in the Catholic Centre. Fr. Jose Puthenveettil was ordained Auxiliary Bishop on 21st September 2013 and he continued as the Director of AICO. During a brief period that followed, it was the Procurator of the Archdiocese Fr. Joshy Puthuva who signed all the documents as Director of AICO. In February 2016 Msgr. Sebastian Vadakumpadan was appointed Syncellus with responsibility for all the Archdiocesan institutions. Thus he became the Director of AICO. The spacious and well-furnished office at the Catholic Centre added professionalism to the various areas of AICO’s operations. In February 2018 Msgr. Sebastian Vadakumpadan left the position through a transfer and Fr. Xavier Thelakkatt was appointed to replace him.
OBJECTIVES
The objectives of the “Ernakulam Archdiocesan Social and Charitable Trust” are as follows:
- To co-ordinate the activities of various Social, Educational, Medical, Professional and Charitable Institutions, Trusts and Societies promoted by the Archdiocese and various Educational, Social, Medical, Professional and Technical Institutions working under the Archdiocese of Ernakulam- Angamaly
- To give academic assistance and technical advice to various Educational, Social, Medical, Professional and Technical Institutions working in association with this Trust.
- To pool the funds available with such institutions and utilize them in the most effective manner after considering the needs of the Society including starting of new Educational, Social, Professional or Technical Institutions or by undertaking development of the existing institutions.
- To undertake Medical services to the public by establishing and/ or managing and assisting Dispensaries, Hospitals, Medical, Paramedical and Nursing Educational Centres, Terminal Care Centers, Mobile Clinics, Health Education Centers, Convalescence Homes, Hospice for Aids, Cancer and Leprosy patients and Home for persons rejected and unwanted in the society.
- To establish, manage and/or assist educational institutions such as Schools, Colleges, Professional Institutions, Professional Training Centers, Hostels, and Boarding Houses etc. To establish training Centres for the physically handicapped and mentally challenged, Vocational and Technical Training Centres, Crèches, Nursery Schools, Guidance and Counseling Bureaus, Adult Education Centres, Non-Formal Education Centres etc.
- To establish and manage Cultural Centres, Social Centres, Art and Music Training Centres, Human Resource Development Centres etc., and co-ordinate the activities of such institutions.
- To conduct Cultural Programmes, Youth festival, Sports Meets etc., for the students in various Educational Institutions associated with this Trust.
- To establish scholarships and awards to eligible students and institutions to recognize and motivate them.
- To Establish and Manage or Assist Research Centres, Management Institutes, Libraries and Higher Educational Institutions to give better facilities for bright students.
- To Print, Publish and distribute journals, periodicals, books, cassettes, CD and other gadgets for the diffusion of knowledge and spread the Christian message of love, peace and compassion.
- To engage in any other Educational Charitable, Medical or Social activity as circumstances warrant.
ACTION PLAN
Accordingly an Action Plan for AICO was formulated with the following functions:
- Reviewing the Mission and Vision of each of the institutions and renew them in tune with the ever changing realities in the Social, Economical, Technological field, of course in consultation with the Board, Curia and other experts recommended by the Curia.
- To prepare ‘Organization Chart’ for all institutions and fix appropriate delegation for various functionaries in various institutions.
- Give guidance to various institutions to comply with the formalities of issuing Appointment Orders to the members of staff and to prepare and give Job Descriptions to them.
- Introduce a scientific Performance Management System for the members of staff to ensure proper capabilities in the system.
- Ensuring Statutory Compliance of all the labour related matters.
- Involve in determining the financial objectives, designing and implementing Systems, Policies and Procedures to facilitate internal financial control of the Archdiocesan Institutions.
- Conceptualising need-based business plans, evolving strategies for maximizing output and revenue generation by introducing professionalism in financial management using the available resources in the most effective and efficient manner and thereby actualising goals of the individual Institution in tune with the Archdiocesan goals and objectives.
- Helping and guiding the institutions in formulating budgets and conducting variance analysis to determine difference between projected figures and actual expenditure and implementing corrective measures.
- Facilitating the timely preparation & maintenance of statutory Books of Accounts, Financial Statements and Annual Reports of the institutions, to comply with prescribed accounting standards.
- Evolving and implementing effective costing systems for determining product costs, monitoring various overheads and achieving optimum cost control.
- Introduce uniform Accounting Policy and Practice in the institutions and Implement uniformity in the account heads.
- Designing and implementing policies for payroll administration and monitoring the administration function involving computation of salaries, preparation of salary statements, filing of statutory returns and disbursement of salaries.
- Making uniform accounting Practice and Procedures for all the institutions.
- Bringing uniformity in the coding of heads of account heads in the institutions
- Guiding to prepare tax plans and ensuring timely assessment and filing of direct and indirect tax returns in compliance with statutory Tax Acts/Rules.
- Giving proper advice to institutions in their tax matters like Income Tax, Sales Tax (VAT), Service Tax, GST etc.
- Helping institutions in the finalization of their Annual Accounts.
- Coordinating with Auditors for conducting internal, Statutory and Tax Audits; evaluating internal control systems to highlight shortcomings and implement necessary recommendations.
- Keep liaison with Tax and other Govt. authorities to get proper guidance and also to get the problems of the institutions solved as and when they arise.
- Appearing before regulatory Tax Authorities for assessment work, handling appeals before the various courts and authorities in consultation with legal advisors.
- Assist institutions in drawing a realistic Performance Budget (both in financial and operational areas) and Action Plan based on the past performance and changing market and economic conditions.
- Conduct System Study of the institutions on a continuous basis and suggest improvements wherever required. Ensure financial discipline of the institutions.
- Developing a well-defined Management Information System (MIS) jointly with the Planning and Development Department to suit the institutions and its implementation and monitoring.
- Collect monthly MIS reports from each institution, analyse the same and advise the institutions on corrective measures, if needed.
- Analyse deviations from the budget and ensure that corrective actions are taken by each institution.
- Ensure efficient Fund Management to avoid unnecessary blockage of funds to generate maximum income and ensure availability of funds wherever it is required.
- Ensure proper management of loan portfolio and monitoring bank accounts of each institution to ensure uniformity of interest rates, service charges and other charges in all the institutions as far as possible.
- Regular monitoring of receivables to help prompt and timely follow up.
- Conduct regular Internal Audit and advice appropriate corrective measures. Also bringing to the attention of the higher authorities the serious lapses or doubtful transactions incurring financial losses and actions done against the interest of the institution damaging the goodwill of the institution and the Archdiocese, as well. Streamline managerial functions pertaining to designing and implementing Systems, Policies and Procedures to facilitate effective internal control of the Archdiocesan Institutions.
- Streamline managerial functions involving the objectives, designing and implementing Systems, Policies and Procedures to facilitate effective internal control of the Archdiocesan Institutions.
- Guide and advise to prepare quarterly and Annual Budgets and Action Plans of the Institutions.
- Conducting quarterly Performance Evaluation.
- Liaise and negotiate with banks and financial institutions for raising fund and non-fund based facilities to meet working capital requirements of the institutions and monitor such loans to ensure uniformity in the interest rates and other charges among various institutions.
- Give proper guidance for Import and Export operations including finalisation of contracts with transporters, C&F Agents & external agencies, arrangement of LC, Forward Covers, etc.
- Manage credit administration function involving evaluation of credit proposals of the Institutions and take measures to advice on timely receipt of payments and recovery of bad debts.
- Look after the statutory obligations of the institutions registered under Travancore – Cochin Literary, Scientific and Charitable Societies Registration Act 1955 and keep liaison with the Registrar of Societies.
Duties and Responsibilities of AICO
- Professionalization of all the functions of the Archdiocesan Institutions.
- Standardization of policies of similar institutions.
- Bringing the institutions under a system.
- Consultancy and guidance wherever required.
- Compliance with the Pastoral Orientation / Vision and Mission.
Departments at AICO
FUNCTIONS OF VARIOUS DEPARTMENTS IN A NUTSHELL
A. Human Resources Management Department
- Defining ‘Vision and Mission’ statement for all the institutions.
- Introducing Organization Chart for all the institutions.
- Preparing Job Description for all the functionaries.
- Introducing HR Manual comprising the following:
- Employee Service Rules.
- Recruitment Policy.
- Compensation Policy.
- Promotion Policy.
- Career path and Succession plan.
- Employee Welfare Policy.
- Performance Management System.
- Compliance of the provisions of various labour laws.
Major Labour laws:- The Employees’ Provident Fund and Miscellaneous Provisions Act, 1952.
- The Employees’ State Insurance Act, 1948.
- The Contract Labour (Regulation & Abolition) Act.
- The Industrial Disputes Act, 1947.
- The Industrial Employment (Standing Orders) Act, 1946.
- The Payment of Gratuity Act.
- The Payment of Minimum Wages Act.
- Implementing Performance Management System for all the institutions.
- Initiating Employee Welfare Activities.
- Introducing Human Resources Information System (HRIS).
- Training and Development.
HR Department is facilitating in smooth implementation of all the above HR functions in our institutions. All the concerned members of staff are to be given orientation programmes so that they are convinced of the renewed concepts and they will implement the same in their institutions whole heartedly.
B. Planning And Development Department
- Facilitating annual/quarterly Action Plan and Performance Budget.
- Periodical review of their Financial and Operational Performance.
- Guiding the institutions to prepare quarterly Performance Evaluation.
- Conduct System Study of the institutions wherever required.
- Collect periodical MIS reports.
- Analyse deviations from the Budget and ensure that corrective actions are taken.
- Helping the institutions to purchase Capital items by inviting quotations and preparing Work Orders.
- Intimation of quarterly Board decisions to the institutions.
- Follow up of the Action Taken Report on the Board’s decisions.
C. Finance Department
- Advise the institutions to manage funds efficiently to generate better earnings.
- Monitor the loan portfolio of the institutions to ensure uniform and lowest rate of interest.
- Involve in determining the financial objectives, designing and implementing Systems, Policies and Procedures to facilitate internal financial control of the Institutions.
- Helping the institutions in formulating financial budgets and conducting variance analysis.
- Facilitating the timely preparation & maintenance of Statutory Books of Accounts.
- Introducing uniform Accounting Policy and Practice in the institutions and Implement uniformity in the account heads.
- Give proper advice to institutions in their Tax matters like Income Tax, GST etc. and ensuring Statutory Compliances.
- Helping institutions on finalization of their Annual Accounts.
- Coordinating with Auditors for conducting Internal, Statutory and Tax Audits.
D. Internal Audit Department
- Conduct regular Internal Audit and advise appropriate corrective measures if any required.
- Report to the higher authorities serious lapses or doubtful transactions, if any, incurring financial losses to the institutions.
- Report actions, if any, done against the interest of the institution damaging the goodwill of the institution and the Archdiocese.
- Give suggestions to streamline managerial functions pertaining to designing and implementing Systems, Policies and Procedures to facilitate effective internal control of the Archdiocesan Institutions.
- To conduct the Internal Audit as per the Internal Audit Manual at periodic intervals prescribed for each institution based on the volume of transactions.
E. Engineering Department
- Supervision of the construction projects of our institutions from concept to completion.
- Give assistance in appointing Architects and to prepare the Agreement to be signed with the Architect.
- Prepare Tender Documents for Technical and Commercial Bids and/or scrutinising these documents prepared by the Architect.
- Open and process Technical Bids in the presence of Construction Committee appointed by the Board.
- Ensure that the Drawings and Structural Plans are in order.
- Ensure that the estimates submitted by the Architect are reasonable.
- Assist in the selection of Contract agencies to execute the work based on a process of prequalification.
- Assisting in inviting competitive sealed Quotations with sufficient publicity.
- Draft the Agreement/Work Order to be issued to the Contracting Agency.
- Formulate Standard Procedures based on the Rules and Regulations and Procedures for Building Construction/ Maintenance & Accounting for engineering works.
- Ensure timely completion of the works to avoid cost escalation and the opportunity loss due to the delay.
- Provide site supervision and visit the institutions frequently to monitor the progress of works.
- Verify the measurements related to the work submitted by the Contractor as per standard engineering practice.
- Verify and certify the Bills submitted by the Contractor.