region monitoring & evaluation system · region monitoring & evaluation system technical...

Sect ion 5Qua l i t y Cont ro l & Ad ju s tment Po in t #3

M a n a g i n g t h e P r o g r e s s M & E P r o c e s s Region Monitoring & Evaluation System

Technical Working GroupQuality Assurance & Monitoring and EvaluationB A S I C E D U C A T I O N S E C T O R R E F O R M A G E N D A

Section 5 Progress Monitoring and Evaluation

Part A . Concepts and Principles

1. What is Progress Monitor ing and Evaluat ion (PME)?

Progress Monitoring and Evaluation is a systematic and objective assessment of an ongoing implementation of a plan, program or project. Its aim is to steer implementation as efficiently as possible based on empirical facts determined through a systematic observation and documentation process and through a verifiable assessment process. Specifically, Progress M&E measures physical progress against plans and work schedules and financial progress against cash flow and budget allocations. It is a mechanism established to assess the quality of outputs delivered, early warning signs for implementation problems and to identify external factors affecting delivery of outputs.

2. Object ives of Progress M&E

PME is undertaken during the implementation stage. It is an integral part of the plandesignactcontrol cycle. Its main objective is to provide timely and accurate information to decision makers to steer implementation as efficiently as possible. Specifically, the PME enables decision makers, managers and staff to:

(1) compare planned and actual performance.

actual accomplishment versus planned targets

efficiency in use of resources

actual expenditures versus budget

(2) assess quality of services and products delivered

(3) detect and minimize scope creep.

(4) appraise staff performance based on outputs delivered

(5) make corrective actions and adjustments on the targets, time/schedule, resources and budget.

Region M&E Sys tem of 25

Inputs

Outputs

Intermediate Objectives

Outcomes

Goal

Progress Monitoring & Evaluation

Initial Gains Evaluation

Results Monitoring & Evaluation

Impact Evaluation

Activities

Hierarchy of Objectives

Type ofM&E

Measure efficiency of implementation: focused on scope,

quantity, quality, time and cost

Measure effects of intervention during implementation; improvement in

performance, behavior and practices

Measure benefits to target groups after all interventions are

completed

Measure Impact to Goal

Objective

Figure 1. Types of M&E


3. Performance Metr ics

The performance of the Region in managing implementation will be assessed using the following performance metrics:

(1) Performance at a point in time:

Outputs delivered using Progress (actual) versus Plan (target).

(2) Managing resources

Efficiency in use of resources using Cost (actual) versus Plan (budget)

(3) Number of issues and risks

(4) Initial results which includes achievement of Purpose level objectives

4. Progress Monitor ing and Evaluat ion Pr inciples

The following are some key principles to remember in designing and implementing Progress Monitoring and Evaluation Process.

The plan is the standard. The scope of work detailed in the plan represents the standard by which implementation will be compared or measured against.

Very rarely things will go as planned. There has to be a mechanism that will provide implementers with early warning signal that things will not happen as planned.

Timing is important in progress monitoring. The timing of decisions must be timed with the progress of implementation. Therefore, the monitoring mechanisms must be timed strategically during periods where critical decisions are made.

Adjustment is a major component of progress monitoring and evaluation. Activities, resources, time and cost are adjusted in order to steer implementation towards the desired outcomes.

Scope creeps are inevitable. Scope creeps are activities and/or events undertaken that are not part of the approved plan. The monitoring system must be able to manage the effects to the approved plan, in general, or to the desired outcomes in particular.

Is the implementation on the right track? Continuous improvement will work only when there is regular review or evaluation of implementation.

Recurring problems are symptoms of a poorly functioning monitoring system. A regular review is undertaken to, once and for all, solve the problem and prevent it from happening again.



The progress monitoring and evaluation process is a review of an ongoing implementation. Monitoring activities are undertaken to assess the following:

Quality of products and services provided

Compliance to quality standards

Accomplishments based on scope and time

Cost efficiency based on budget and time

Frame conditions or external factors beyond the control of the implementers that may affect achievement of targets

5. Some Guideposts in Progress M&E

In implementing a progress monitoring program, consider the following:

Track and manage the 4 core areas of management: quality, scope, time and cost.

Beware of scope creep. Minimize them as much as you can. It will have implications to your targets, time and resources. Annual and quarterly reviews will help reduce unwanted activities.

In reporting progress, always start with the percent physical accomplishment. Then, elaborate the reported progress or status of implementation by discussing quality concerns, scope and cost concerns.

If after 3 reporting period and there are no changes or progress in the accomplishments, something is wrong. This is the reason for monthly reporting: it tracks progress.

Monitoring and evaluation does not wait for problems to occur. It provides a systematic and proactive venue for avoiding and mitigating issues and problems.

Track and document effective practices. Use appreciative inquiry to determine the good practices.

At the end of implementation, beware of the 90% accomplishment. The last 10% is usually the most difficult to implement.



Part B. Overview of the Progress M&E Process

6. Progress M&E Process

The Region Progress M&E is primarily designed to ensure efficiency in the operations of both the Region and divisions. It is a systematic and deliberate process for tracking, evaluating and steering implementation towards the target management results and education outcomes. Steering or adjustments is an integral feature of the Region Progress M&E.

The scope of the Region Progress M&E includes:

(1) Monitoring the DEDP Implementation. The Region will track and observe the divisions implementation of programs and projects in the DEDP. The data and’ information will be used to adjust the Region s scope and quality of assistance per’ division. Specifically, monitoring the division s progress includes:’

accomplishment of divisions using the Plan versus Actual

efficiency in the utilization of financial resources using the Plan versus Actual and,

divisions management of physical and human resources.’

(2) Quality Assurance Compliance to DepED Policies and Standards.– The Region will monitor compliance to policies and standards specifically on how these are utilized, areas for improvement and documentation of best practices. Specifically, the progress monitoring includes:

quality of management support and technical assistance the divisions are providing to schools;

adherence of divisions to quality standards.

(3) Monitoring the Region s provision of management and technical support’ services to divisions. The Region PME is also an internal efficiency mechanism. Through this process, the Region tracks its own efficiency based on:

accomplishments of Region programs and projects based on plan (Plan versus Actual)

quality of management and technical support;

tracking performance and efficiency of Region staff; and,

efficiency in the use of resources.

7. Objectives of the Progress M&E

The main objective of the Progress M&E Process is to enable the Region to immediately adjust and/or respond to issues or opportunities affecting the quality of its services to the divisions. Specifically, the implementation of Progress M&E will allow the Region to:



Assess its efficiency in providing management and technical support programs and projects to divisions.

Assess the efficiency of the divisions in delivering its support programs and projects to schools and learning centers.

Get immediate feedback on the quality of management assistance and technical support provided to Divisions and Districts.

Document the experiences of the Region in providing technical support to Divisions. This includes effective practices and lessons learned. And,

Immediately address issues and risks that may affect future performance of the Regions and Divisions.

8. Major Act iv i t ies of Progress M&E Process

The Region Progress M&E is primarily designed to ensure efficiency in the operations of both the Region and divisions. It is a systematic and deliberate process for tracking, evaluating and steering implementation towards the target management results and education outcomes. Steering or adjustments is an integral feature of the Region Progress M&E.

The 4 major activities include:

(1) Monitor progress. One of the main monitoring activities of the Region is to keep track of the programs and projects the Region s are implementing and the’ programs and projects the Divisions are implementing. Based on plan, the Region’ monitors the progress of implementation, i.e. per target, on time and cost.

The following areas are monitored regularly:

Quality of Services. Is the Region delivering the services it promises to


PME

Monitor Progress

Quarterly Assessment

Prepare Annual

Plan

Mid Term

Review

Implemen t at ion S t age

Annual Implementation Review

Annual Implementation

Plan

11

22

33

44Next

Cont r ol P oin t

Cont r ol P oin t 3 . P r ogr es s Mon it or ing & E valuat ion

P r ogr es s M& E P r oces s F low

1 . Monitor Progres s

2 . Quar ter ly As s es s ment

3 . Annual Implementation Review

4 . Prepare and adjus t next year plan

Out put : Annual P lan

Next P r oces s : Mid Term R eview

Figure 2. Progress M&E Process Flow


deliver based on plan?

Scope (Targets) and Schedule. Is the Region progressing or delivering the outputs according to schedules?

Scope (Targets) and Cost. Is the Region spending or using resources visavis targets or outputs?

Monitoring progress is primarily done via progress reports.

(2) Quarterly Assessments. Quarterly assessments are status review session. These are indepth review (instead of the usual progress reports) of accomplishments through management meetings. A dialogue occurs between the Region and Division to discuss the accomplishments per quarter and the concerns and issues to be addressed for the succeeding quarters.

The Region and Divisions prepares quarterly progress reports containing the accomplishments versus targets, implementation issues and opportunities.

(3) Annual Implementation Review. This is a review of the accomplishments of the Region and Divisions based on the annual plans. It also includes assessment of the initial gains generated after one year of implementation. The review will essentially focus on two major concerns: (1) what went well?, and (2) what went wrong. The outputs of the annual review will be used as inputs to the next annual plan and to improve the management and technical services of the Region to the divisions.

The results of the annual review will be documented in the annual report of both the Region and Divisions.

(4) Adjustment of Plans. The major output of the Progress M&E process is the adjusted or enhanced plan for the succeeding years.

9. Focus of Progress M&E

The Progress M&E Process focuses on management of the following areas:

Scope. Monitoring is undertaken to ensure all programs and projects listed in the agreed plans are implemented and delivered based on schedules. Monitoring also includes tracking for unplanned or unscheduled programs or projects.

Quality of services (processes). Determines whether the services provided meet the standards

Resource utilization. Track resources in order to gain maximum use or benefits

Time. Monitors implementation of programs and projects based on schedules as per implementation plan.

Operational issues and concerns. Identify issues and factors that affect or may affect the scope, quality of services, strain resources and may delay implementation. The existence of these issues are commonly caused by poor progress monitoring system.



Table 1 below provides a list of issues that must be tracked and captured by the Progress M&E. Poor handling of theses issues will have serious implications on the ability of the Region/Division to achieve the desired outcomes in the plan.

Table 1. Tracking Issues

Focus of Progress M&E Tracking Issues Possible Causes Implications

Scope (Actual versus Target)

Targets too high

Too many unprogrammed activities undertaken

Unrealistic planning. Management concerns not included in the plan

Poor management of scope. Managers do not know the scope of work

Nonaccomplishment of targets will likely result to nonachievement of desired outcomes

Too many unprogrammed activities will compete in the limited resources of the organization; this will also lead to nonaccomplishment of PLANNED targets

Time (Actual schedule versus Plan)

Delays

Delay in one component

Resources arrive late.

Overlapping activities

Staff are overloaded with work

Delays will put heavy pressure on the resources human and financial which may– lead to further delays (in other areas)

Managing Resources

Very limited resources

Resources were used in other programs and projects

Poor estimation of requirements

Resignation or retirement of some staff

Unprogrammed work

Accomplishments in some project may be high but some programs and projects will suffer

Quality of service or outputs will suffer

Cost Late arrival of funds

Budget estimates too small

No cash flow requirements

Estimation of resources too small

Late arrival of funds will cause delays in implementation

Desired quality will not be achieved

Quality of services

Desired quality not met due to shortening of duration; slash in budget; no expertise

No clear standards

Miscommunication or misunderstanding on work to be undertaken

Changing requirements

Quality not clarified at all. Policies and standards are vague

Rejection of outputs

The team may end up repeating the outputs which will be more costly and cause further delays

10. Means of Verification

The Progress M&E Process will be implemented using the following Means of Verification (MoV):

(1) Progress or Status Reports. The main source of verification of progress or accomplishments are the status reports. This may include the Monthly, Quarterly Reports and the Annual Reports.

The Progress or Status Reports shall contain the following data and information:

Accomplishment to date. Status reports show a comparison of actual accomplishments versus targets as per plan;

Description of programs and project delivered. Description includes time, title of program/project, number and/or list of participants and objectives;

Implementation difficulties and issues, and;



Next steps for the next month, quarter and year.

(2) Checklists. The checklists provide listing of items/areas and questions pertaining to implementation of a process that will serve as guide to the monitoring team.

(3) Division and/or school visits. Unscheduled division and/or school visits are undertaken especially for programs and projects that are experiencing plenty of difficulties and challenges. During the visits, the monitoring team may employ different verification techniques like interviews, focus group discussion, inspection and observation.

The following instruments will be used to determine the status or progress of implementation:

(1) Annual Plan Monitoring Sheet. This a copy of the Annual Plan (Gantt Chart) but utilize for tracking accomplishments against the plan or target. Sample Monitoring Sheet is found below.

(2) Simple Progress Completion Chart (SCurve Plan versus Actual). A management tool used to illustrate and compare the actual implementation against the baseline plan.

The table below shows the link between reference documents (baseline plan) with the M&E instruments and the Means of Verification (reports) to be generated in the conduct of Progress M&E. Specifically, it contains listing of activities for tracking the implementation of both the Region and divisions, list of reference documents necessary for Progress M&E, instruments to be used for reporting accomplishments and the outputs of the Progress M&E activities.

Table 2. Means of VerificationProgress M&E

Major Activities Activities Reference Document for Activity Instruments Progress M&E Outputs

Preparations for Progress M&E

Baseline or freezing the“ ” plan

Annual Plan containing indicators, targets, timeline and cost

submitted.

Annual Plan Monitoring SheetSimple Progress

Completion Chart (S Curve Plan) for

Outputs and Budget

Orient Region staff on scope, performance measures and possible issues to watch out during progress tracking

Annual Plan

Monitoring Progress (monthly)

Regular submission of Monthly Monitoring Report

Annual Plan

Simple Progress Completion Chart (S Curve Actual) for Outputs and

Budget

Monthly Progress Report

Team meetings (within region only) for updates and discussion of issues affecting implementation

Annual Plan and submitted Monthly

Report


Region and divisions updated and submitted their Quarterly Progress Report Annual Plan


Budget

Quarterly Progress Report (Region &

Divisions)

Quarterly meeting attended by both Region and divisions' representative to discuss issues affecting implementation

Annual Plan and submitted Quarterly

Progress Report



Progress M&E Major Activities Activities Reference Document

for Activity Instruments Progress M&E Outputs

Documentation of results and agreements of quarterly meeting.


Region and divisions updated and submitted their Annual Accomplishment Report Report

Annual Plan


Budget

Annual Report (Region & Divisions)

Conduct of Regionwide annual review. Includes presentation of accomplishments, and annual achievements

Report Card Agreements on major issues

Plan AdjustmentPreparation and submission of next year implementation plan

REDP and DEDP Annual Plan (next year)



Part C. Sett ing Up the Progress M&E

11. Setting Up Requirements

The Progress M&E Process is set up, together with the other Quality Control and Adjustment Points, during the Start Up or Mobilization Stage of the Region. The Progress M&E Process is the most demanding of all the M&E processes. Demanding in terms of efforts, scope of work and time. The Progress M&E process must be able to meet the urgent and shifting requirements of management to make decisions on a weekly, monthly, quarterly and yearly basis. The inability to make sound decisions or adjustments during the implementation stage will have repercussions to the desired outcomes.

Table 2 list down the down the preparations and requirements necessary to implement a Progress M&E. This will guide the Region M&E Staff on how to implement the Progress M&E Process.

Table 3. Progress M&E Setting Up Requirements

Requirements Description Use

Annual Plan The Annual Plan defines the scope of the Progress M&E. Specifically, the annual plan itemizes the targets, targets per month/quarter, resource requirements per month/quarter and the budgetary requirements per month/quarter.

If the Annual Plan does not itemizes these things, conducting a Progress M&E is difficult if not impossible.

The Annual Plan provides the baseline for monitoring and evaluation. The Annual Plan shall serve as the Standard by which the Region and the Division will be assessed in terms of efficiency.

AP Monitoring Sheet (submitted during Start Up and every year)

The AP Monitoring Sheet is used to track the progress of the Region/Division in implementing the AP.

The Annual Plan Monitoring Sheet is an essential instrument in Progress M&E. The Monitoring sheet will be used to compare the targets (Plan) and the actual (Accomplishments)

Simple Progress Completion Chart (SCurve Plan)

The SCurve Plan is a graphical presentation of the ouputs/targets to be accomplished in a year s’ time.

The SCurve Plan provides the standard of the plan

The SCurve Plan will be used as basis for determining the deviations in the actual implementation.

Checklists The Checklists provide a guide for implementing the progress monitoring.

Provide Region staff with listing of requirements and actions to be undertaken in progress monitoring and evaluation

M&E Plan of Region (included in the Region annual plan)

The M&E Plan puts into context the Progress M&E activities of the Region. It provides the Region with a road map on how to go about tracking the Divisions.

Defines the activities and resources of the Region on Progress Monitoring

Progress Reports The Progress Reports contain the latest information about the accomplishments of the Region and divisions during a specific reporting period. It also contains the lessons learned and proposed next steps.

Rule of thumb, the content of the Progress Report should be useful to the implementer

The Progress Reports are the most authoritavie document about the accomplishment of the Region/Division.

Decisions or future decisions will be made on the data and information contained in the reports.

Terms of Reference of Region on M&E

Contains the roles and responsibilities of Region staff on monitoring and evaluation. As a rule of thumb, every program manager or project manager is responsible for monitoring and

Ensure there is no finger pointing in“ ” monitoring and evaluation



Requirements Description Use

evaluation.

M&E Unit The M&E Unit to ensure the integrity and responsiveness of the M&E process to the operations of the Region

The Unit will be responsible for collecting, collating and integrating the reports from different units and divisions in the Region.

Ensures compliance of Region units and divisions to the requirements of the system

Reviews and enhances the M&E systems

Knowledge of staff on scope of the plan

The Region staff who will be involved in tracking progress of divisions should be knowledgeable of the scope and content of the divisions plan as’ well as the Region plan

Limit the conduct of unplanned interventions or scope creep



Part C. Region Progress M&E Process Flow

12. Progress M&E Activ i ty #1. Monitor ing Progress

The Monitoring Progress represents the daily, weekly and monthly efforts to track and improve the delivery of services by Region to divisions.

The data, information and insights collected in this process are immediately used for adjustments, to solve issues and problems and to ensure the implementation progress is on track within scope, time and cost. –

The Monitoring Process also covers observing, measuring and documenting events in the external environment.

Focus of Monitoring:

quality and status of Region programs and projects.

Region's Physical Accomplishment (SCurve). Involves comparing the number of Region programs and projects implemented versus the planned/targeted programs and projects in the REDP.

Expenses versus budget (Cost SCurve). Involves monitoring the Region's generation and management of its financial resources vis a vis the financial resources outlined in the REDP.

Questions to Ask:

What is the total physical accomplishment to date?

What are the status of programs and projects outlined in the REDP and annual plan?

Are we within target? Is implementation on time or delayed?

What went well? What are the factors (internal and external) that contributed to achieving targets on time?


P r ogres s M&EP r ocess F low

Monitor ing P r ogres s (Monthly)

Tracks implementation:

AccomplishmentsQualityResource Management

Is sues & Difficulties

Mont hly P r ogr es s S t atus Repor t

Quar t er ly Asses sment

Assess accomplishments and next s teps :

AccomplishmentsQualityResource Management


Quar t er ly P rogres s S t at us Repor t

Annual Implement at ion R eview

Achievements & Accomplishments

Initial Gains% Phys ical Accomplishments


Annual Accomplishment Repor t

P repar e Annual P lan

Adjus t and/or Enhance

ScopeQualityCostT ime

Annual Implementat ion P lan (Next Year )

(1 ) (2 ) (3 ) (4 )

Figure 3. Progress M&E Process Flow


What went wrong? What are the factors (internal and external) that hindered the implementation?

How much resources have been spent? Howe much resources do we need?

Performance Measure:

Physical Accomplishments. Comparison of actual outputs delivered versus plan.

Decision or Actions:

No actions. When the deviation to plan is minimal and will have less adverse effect to overall implementation.

Adjustment in activities, schedules and resources. When there is deviation from the plan but can be mitigated by adjusting activities, schedule or resources.

Adjust strategies. If the programs and projects employed are not generating the desired results, change the strategies.

Terminate program or project. When the monitoring shows the program or project is very much delayed and would require more resources than planned; when initial results of implementation are very poor consider terminating the program or project.

Monitoring Activities:

(1) Preparation of Monthly Status Report. The report highlights the accomplishments of the Region visavis REDP targets. The report also includes comparison of budget versus actual resources utilized in the implementation of programs and projects.

(2) Conduct of team meeting with Region staff on the status of Region programs and projects. The Region Monthly Status Report will be used as reference documents in the conduct of the team meeting. The status reports will be used as trip wire to determine issues and concerns that requires immediate“ ” attention by the respective Region units.

(3) Discussion of problems that affected delivery of Region assistance to Divisions.

(4) Updates on the implementation chart and on the status of activities, events and outputs completed.

(5) Communication of accomplishments to internal stakeholders.



Means of Verification:

Monthly Progress Reports by Units/Offices within the Region.

Completion Reports for events and training programs conducted within the reporting period.

Monitoring Instruments:

Region Annual Plan Monitoring Sheet. This a copy of the Annual Plan (Gantt Chart) but utilize for tracking accomplishments against the plan or target. Sample Monitoring Sheet is found below.

Simple Progress Completion Chart or SCurve Plan versus Actual. This tool provides an overall status of accomplishment. It shows (in a diagram) the actual accomplishments of the Division and schools versus outputs according to plans.


S a m p l e : R e g i o n A n n u a l P l a n M o n i t o r i n g S h e e t

C o d e O u t p u t s I n d i c a t o rT a r g e t sJ a n F e b M a r A p r M a y J u n J u l A u g S e p O c t N o v D e c T o t a l J a n F e b M a r A p r M a y J u n J u l

1 C a p a c i t y B u i l d i n g o n M & E

1 . 1C a p a c i t y b u i l d i n g o n Q M S 5 0 0 0 0 1 0 2 0 0 2 0 0 0 0 0 0 5 0 0 0 0 1 0 2 0 0 2 0

0 0 0 1 0 3 0 3 0 5 0 5 0 5 0 5 0 5 0 5 0 0 0 0 1 0 3 0 3 0 5 0

0 . 0 0 % 0 . 0 0 % 0 . 0 0 % 2 0 . 0 0 %6 0 . 0 0 %6 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 % 0 . 0 0 % 0 . 0 0 % 0 . 0 0 % 2 0 . 0 0 % 6 0 . 0 0 % 6 0 . 0 0 % 1 0 0 . 0 0 %

1 . 2 2 8 0 2 8 0 0 0 0 0 0 0 0 0 0 2 8 0 2 8 0 0 0 0 0

0 2 8 2 8 2 8 2 8 2 8 2 8 2 8 2 8 2 8 2 8 2 8 0 2 8 2 8 2 8 2 8 2 8 2 80 . 0 0 % 1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 % 0 . 0 0 % 1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %

1 . 3 1 0 0 0 0 2 5 0 0 2 5 0 0 2 5 0 0 2 5 1 0 0 0 0 2 5 0 0 2 5 0

0 0 2 5 2 5 2 5 5 0 5 0 5 0 7 5 7 5 7 5 1 0 0 0 0 2 5 2 5 2 5 5 0 5 00 . 0 0 % 0 . 0 0 % 2 5 . 0 0 %2 5 . 0 0 %2 5 . 0 0 %5 0 . 0 0 %5 0 . 0 0 %5 0 . 0 0 %7 5 . 0 0 %7 5 . 0 0 %7 5 . 0 0 %1 0 0 . 0 0 % 0 . 0 0 % 0 . 0 0 % 2 5 . 0 0 % 2 5 . 0 0 % 2 5 . 0 0 % 5 0 . 0 0 % 5 0 . 0 0 %

0 . 0 0 %3 3 . 3 3 %4 1 . 6 7 %4 8 . 3 3 %6 1 . 6 7 %7 0 . 0 0 %8 3 . 3 3 %8 3 . 3 3 %9 1 . 6 7 %9 1 . 6 7 %9 1 . 6 7 %1 0 0 . 0 0 % 0 . 0 0 % 3 3 . 3 3 %4 1 . 6 7 %4 8 . 3 3 %6 1 . 6 7 %7 0 . 0 0 %8 3 . 3 3 %

# o f E S c o m p l e t e d t r a i n i n g

T r a i n i n g o f P l a n n i n g O f f i c e r o n M a n a g i n g A p p r a i s a l P r o c e s s

# o f P l a n n i n g O f f i c e r c o m p l e t e d t r a i n i n g

T r a i n i n g o n O u t c o m e E v a l u a t i o n


Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

0%

10%

20%

30%

4 0%

50%

60%

70%

80%

90%

100%

Region xxxOverall Accomplishment To Date

Months

Pe

rce

nt

Ac

co

mp

lish

me

nt


Accomplishment to Date. This table provides a comparison between actual % accomplishments versus % targets as per plan.

Tab le 4 . Accompl i shment to Date

Contributory Objectives (Programs and Projects)

Region/Division Office xxx Accomplishment To Date As of EO Quarter 2 2005

Plan % to Total

Actual % to Total

Slippage

Overall Accomplishment 54.00% 45.00% 9.00%

1. Program A 60.00% 60.00% 0.00%

2. Program B 60.00% 60.00% 0.00%

3. Program C 60.00% 60.00% 0.00%

4. Program D 45.00% 25.00% 20.00%

5. Program E 45.00% 25.00% 20.00%

Accomplishment for the Quarter. Table # provides a comparison between targets for the quarter and actual accomplishments for the quarter. This will provide information on the efficiency of the Region/Division to accomplish or deliver outputs in a quarter..

Table 5. Accomplishment for the Quarter

Contributory Objectives (Programs and Projects)

Region/Division Office xxx Accomplishment for Quarter 2 2010

Plan % to Total

Actual % to Total Slippage

Overall Accomplishment 100.00% 78.00% 22.00%

1. Program A 100.00% 80.00% 20.00%

2. Program B 100.00% 80.00% 20.00%

3. Program C 100.00% 80.00% 20.00%

4. Program D 100.00% 75.00% 25.00%

5. Program E 100.00% 75.00% 25.00%



13. Progress M&E Activ i ty #2 . Quarter ly Meeting

Quarterly meeting is one of the major activities in evaluating the progress of implementation. It provides an opportunity for the Region and divisions to interact, share accomplishments and have a common venue to discuss issues and/or difficulties in delivering the basic education services in the Region/Division.

The quarterly meeting will serve both as a status reporting mechanism and an improvement clinic. As a status reporting mechanism, the activity will provide a total overall implementation of the REDP and DEDP of all divisions. It provides information and feedback to Region on divisions progressing based on plans and divisions experiencing difficulties.

As an improvement clinic, the activity allows the Region to assist divisions on their implementation difficulties and concerns. The Region will provide technical assistance to selected programs and projects of the divisions.

The quarterly assessments also provide opportunities for both the Region and divisions to discuss management issues.

Focus of Quarterly Assessment:

Accomplishment to date as regards the REDP and DEDP implementation.

Problems and issues that must be resolved at the Region level

Technical assistance on program and project implementation.

Questions to Ask:

What is the total physical accomplishment to date per division? Region?

What are the accomplishments of the divisions and Region at the end of the quarter?

Which divisions are on track? Which divisions are delayed?

What are the causes of their delays?

What adjustments can be made?

What assistance the Region can provide to divisions?


Physical Accomplishments. Comparison of actual outputs delivered versus plan at the end of a quarter.


No actions. When the deviation to plan is minimal and will have less adverse effect to overall implementation.

Provide technical assistance. When deviation arises from difficulties involving capability concerns, provide technical assistance to divisions.

Suggest revision in strategies. Despite programs and projects implemented,



initial results or feedback are very poor.

Quarterly Assessment Activities:

(1) Consolidate Monthly Report to Quarterly Status Report. The report highlights the accomplishments of the Region visavis REDP targets in a quarter.

(2) Conduct of Quarterly Meeting of Region and Division Superintendents. This is a halfday meeting on the status of accomplishments per division. Includes updates on the implementation chart and on the status of activities, events and outputs completed.

(3) Discussion of problems and issues that affected accomplishments and discussion of potential problems that may affect the divisions operations. ’

(4) When needed, conduct validation visits.


Quarterly Accomplishment Report by Region and divisions. Includes information on the accomplishments of the Region/division for the last three months. A Quarterly Accomplishment Report will have the following outline and content:

(a) Overall Region/Division Accomplishment (to date). Report on the accomplishment of the Region versus plan. Accomplishment is expressed in percentage format (percent accomplishment representing actual accomplishment over plan) and presented using a chart (scurve chart).

(b) Accomplishment Per Unit/Office (to date). Program and projects delivered by each Region/Division Unit or Office as of the reporting period.

(c) Region Accomplishment for the Quarter. Includes programs and projects delivered in the last 3 months.

(d) Accomplishment Per Unit/Office (to date). Program and projects delivered by each Region/Division Unit or Office as of the reporting period.

(e) Listing and description of programs and projects implemented within the quarter. Includes participating staff, divisions, schools etc.


Quarterly Review

Quarterly Review

JunJun JulJul AugAug SepSep OctOct NovNov DecDec

Region Progress M&EQuar ter ly Assessment

AprApr MayMay

Quarterly Review

MarMarJanJan FebFeb

Figure 4. Quarterly Assessment


(f) Problems and Issues needing resolutions

(g) Next Quarter Plan


Region Annual Plan Monitoring Sheet. This a copy of the Annual Plan (Gantt Chart) but utilize for tracking accomplishments against the plan or target. Sample Monitoring Sheet is found below.

Simple Progress Completion Chart or Line of Balance (as of Quarter). This tool provides an overall status of accomplishment. It shows (in a diagram) the actual accomplishments of the Division and schools versus outputs according to plans.


S a m p l e : R e g i o n A n n u a l P l a n M o n i t o r i n g S h e e t

C o d e O u t p u t s I n d i c a t o rT a r g e t sJ a n F e b M a r A p r M a y J u n J u l A u g S e p O c t N o v D e c T o t a l J a n F e b M a r A p r M a y J u n J u l

1 C a p a c i t y B u i l d i n g o n M & E

1 . 1 C a p a c i t y b u i l d i n g o n Q M S 5 0 0 0 0 1 0 2 0 0 2 0 0 0 0 0 0 5 0 0 0 0 1 0 2 0 0 2 0

0 0 0 1 0 3 0 3 0 5 0 5 0 5 0 5 0 5 0 5 0 0 0 0 1 0 3 0 3 0 5 0

0 . 0 0 % 0 . 0 0 % 0 . 0 0 % 2 0 . 0 0 % 6 0 . 0 0 % 6 0 . 0 0 % 1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 % 0 . 0 0 % 0 . 0 0 % 0 . 0 0 % 2 0 . 0 0 % 6 0 . 0 0 % 6 0 . 0 0 % 1 0 0 . 0 0 %

1 . 2 2 8 0 2 8 0 0 0 0 0 0 0 0 0 0 2 8 0 2 8 0 0 0 0 0

0 2 8 2 8 2 8 2 8 2 8 2 8 2 8 2 8 2 8 2 8 2 8 0 2 8 2 8 2 8 2 8 2 8 2 80 . 0 0 % 1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 %1 0 0 . 0 0 % 0 . 0 0 % 1 0 0 . 0 0 % 1 0 0 . 0 0 % 1 0 0 . 0 0 % 1 0 0 . 0 0 % 1 0 0 . 0 0 % 1 0 0 . 0 0 %

1 . 3 1 0 0 0 0 2 5 0 0 2 5 0 0 2 5 0 0 2 5 1 0 0 0 0 2 5 0 0 2 5 0

0 0 2 5 2 5 2 5 5 0 5 0 5 0 7 5 7 5 7 5 1 0 0 0 0 2 5 2 5 2 5 5 0 5 00 . 0 0 % 0 . 0 0 % 2 5 . 0 0 % 2 5 . 0 0 % 2 5 . 0 0 % 5 0 . 0 0 % 5 0 . 0 0 % 5 0 . 0 0 % 7 5 . 0 0 % 7 5 . 0 0 % 7 5 . 0 0 % 1 0 0 . 0 0 % 0 . 0 0 % 0 . 0 0 % 2 5 . 0 0 % 2 5 . 0 0 % 2 5 . 0 0 % 5 0 . 0 0 % 5 0 . 0 0 %

0 . 0 0 % 3 3 . 3 3 %4 1 . 6 7 %4 8 . 3 3 %6 1 . 6 7 %7 0 . 0 0 %8 3 . 3 3 %8 3 . 3 3 %9 1 . 6 7 %9 1 . 6 7 %9 1 . 6 7 %1 0 0 . 0 0 % 0 . 0 0 % 3 3 . 3 3 %4 1 . 6 7 %4 8 . 3 3 %6 1 . 6 7 %7 0 . 0 0 %8 3 . 3 3 %


T r a i n i n g o f P l a n n i n g O f f i c e r o n M a n a g i n g A p p r a i s a l P r o c e s s

# o f P l a n n i n g O f f i c e r c o m p l e t e d t r a i n i n g

T r a i n i n g o n O u t c o m e E v a l u a t i o n


Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

0%

10%

20%

30%

4 0%

50%

60%

70%

80%

90%

100%

Division of xxxOverall Accomplishment To Date

Months

Pe

rce

nt

Ac

co

mp

lish

me

nt

Figure 5. Simple Progress Completion Chart


14. Progress M&E Activ i ty #3 . Annual Implementat ion Review

Annual Implementation Review (AIR) is a quality control mechanism conducted after 1 year of implementation. The review focuses both on the annual achievements of Divisions (initial gains/outcomes) and accomplishments based on plan.

The annual review is undertaken to assess the achievements of divisions after 1 year of implementation. It is a mechanism to track the achievement of outcomes (Region and Divisions) on a year to year basis. It is also a mechanism for assessing the efficiency of Region and Division in delivering the programs and projects outlined in the REDP and DEDP.

The Annual Implementation Review is designed to generate information and insights that will be useful for continuous improvement and in solving recurrent problems. The Review will also serve as inputs to the adjustment or enhancement of next year s plans. ’

Focus of the AIR:

Programs and projects that produced positive and/or encouraging (initial) results. The review will enable the Region and Divisions to reinforce on programs and project that generated encouraging results and to improve the design of programs that produced negative results.

Technical assistance processes or practices (of the Region) that need further enhancements.

Accomplishment to date. An annual review provides an overall status of accomplishment since the implementation started.

Factors that facilitated implementation as well as factors that adversely affected delivery of services and assistance.

Questions to Ask:

Did the programs and projects generate the desired outcomes?

What went well? What went wrong?

What is the total physical accomplishment of the division at the end of the year? Region?

What adjustments or enhancements can be made to next year s plan.’


Physical Accomplishments. Comparison of actual outputs delivered versus plan at the end the year.


R eg i o n P r o g r e s s M & E A n n u a l Im p l em en t a t i o n R e v i e w Annual

Improvement Plan

Year 1 Implementation

Assess initial gains &

accomplishments

Year 2 ImplementationOctOct NovNov DecDec

JanJan FebFeb MarMar

Figure 6. Annual Review: Transition From Year to Year



No major deviations from REDP/DEDP. When outcomes and outputs are generated as planned, continue implementing programs and projects outlined in the REDP/DEDP.

Assist the divisions in replanning. When outcomes generated does not meet expectations, consider revising the plan for next year.

Determine capability building requirements of divisions. When divisions have very poor percent physical accomplishment or programs and projects outlined in the plan, consider training support needed by division staff.

AIR Activities:

The Review is undertaken at the end of 1 implementation year.

(1) Consolidate reports. At the end of the year, the Region and divisions will be completing their annual report. Annual reports should describe the achievements (initial gains) and accomplishments (target versus actual) of the Region and divisions.

(2) Analyze achievements and accomplishments. This is a preassessment (workshop) activity. The main task is to sort out the achievements and accomplishments of divisions and put into one cohesive document called the Region Performance Report.

To facilitate the analysis, an AIR Implementation Guide is developed. It contains the important areas to analyze (in an annual review) and provides process questions that will help the Region to analyze and formulate recommendations for the next implementation year.

(3) Assess implementation. Using the outputs of activity 1 and 2, the Region will conduct a one to two day assessment workshop. This will be attended by Region and Division staff. The objective of the workshop is to assess and identify factors that facilitated the achievements and accomplishments and to collectively identify issues and external factors that contributed to difficulties in implementation.

Depending on the requirements, size and other factors, the assessment may be undertaken in several options:

A regionwide assessment and planning workshop. The Region will conduct only 1 workshop to be attended by all divisions.

Assessment per Division or cluster of divisions. Simultaneous conduct of assessment and planning workshop to be facilitated by Region.

The assessment workshop will focus on the following areas:

Year end accomplishment as per Annual Plan. Need to identify the factors that contributed to the efficient delivery of programs and



projects in the plan and/or factors that hindered the delivery of programs and projects.

Initial gains per division. The assessment will include discussion and analysis of the performance indicators (enrollment, retention, completion and achievement). During the workshop, discussion will focus on programs and projects to continue, documentation of lessons learned and propagation of effective practices.

Region/Division operations. Assessment of Region/Divisions application of processes (standards) and practices.

The results of the assessment will be used as input to the finalization of the Division Annual Report and input to the preparation of the next Division Annual Plan.


Region Annual Report. Contains the achievements and accomplishments of the Region in one year. The report also contains discussion of factors that facilitated the provisions of management assistance and technical support to divisions. It also includes discussion of issues and difficulties experienced by the Region and Divisions.

To be attached in the report is the Region Annual Performance Report Card.

Division Annual Report. Contains the achievements and accomplishments of the Division in one year. The report also contains discussion of factors that facilitated the provisions of school based management assistance and technical support to schools and learning centers. It also includes discussion of issues and difficulties experienced by the Division, schools and learning centers.

To be attached in the report is the Division Report Card.


Report Cards

SCurve or Line of Balance (End of Year). This tool provides an overall status of accomplishment. It shows (in a diagram) the actual accomplishments of the Division and schools versus outputs according to plans.

AIR Implementation Guide. A guide for Region on how to go about the process of implementing the AIR. It contains a list of important activities to be undertaken during an annual review.



15. Progress M&E Activ i ty # 4. Adjust ing the Plan

The last and major activity of Progress M&E is the adjustments or enhancements in the implementation plans for next year.

Focus of the Adjusting the Plan:

Programs and projects that produced positive and/or encouraging (initial) results. The review will enable the Region and Divisions to continue and reinforce on programs and project that generated encouraging results and to improve the design of programs that produced negative results.

Technical assistance processes or practices (of the Region) that need further enhancements.

Questions to Ask:

What programs and projects to continue? What do we stop?

What adjustments do we need in the current programs and projects?

What new programs and project need to be designed and implemented?

Activities for Adjusting the Plan:

(1) Prepare next year implementation plan. Using the results of the assessment (Activity #3), the Region and divisions revisit their next year plans for adjustments or enhancements.

(2) Document next year implementation plans. The Annual Plans will be documented. These will be submitted to the Region Planning Office for documentation and basis for the monitoring implementation progress in the next year.


DEDP Annual Plan (next year). Based on the achievements and accomplishments in the previous year, the Division prepares or adjusts the next year DAP.

REDP Annual Plan (next year). Based on the achievements and accomplishments in the previous year, the Division prepares or adjusts the next year DAP.


Progress Monitoring and Evaluation


Sample: Region Annual Plan (Detailed Implementation Plan)

Code Outputs Indicator Targets Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Total

1 Capacity Building on M&E

1.1 Capacity building on QMS 50 0 0 0 10 20 0 20 0 0 0 0 0 50

1.2 28 0 28 0 0 0 0 0 0 0 0 0 0 28

1.3 100 0 0 25 0 0 25 0 0 25 0 0 25 100

2 0

45 0 0 0 0 0 0 0 45 0 0 0 0 45

15 0 0 0 0 0 0 0 0 0 5 5 5 15

3 Outcome Evaluation

Evaluated schools on SBM 75 20 20 15 0 0 0 20 0 0 0 0 0 75

Evaluated schools on SBM 200 40 40 20 0 0 0 40 40 20 0 0 0 200

400 0 0 0 0 0 0 50 50 100 100 50 50 400

800 0 0 0 0 0 0 100 100 200 200 100 100 800

50 10 10 10 10 10 0 0 0 0 0 0 50

Prepare evaluation reportreport 1 0 0 0 0 0 0 0 0 0 0 0 1 1

# of ES completed training

Training of Planning Officer on Managing Appraisal Process

# of Planning Officer completed training

Training on Outcome Evaluation

# of ES completed training

Technical Assistance on Planning

Oriented Division on Region Appraisal Process

# of Division staff oriented on appraisal

Assisted Divisions on appraisal

# of DEDP appraised

# of secondary schools# of elementary schools

Assessed performance of teachers’ teaching skills

# of high school teachers

Assessed performance of teachers’ teaching skills

# of elementary teachers

Assessed performance of facilitators’ teaching skills

# of ALS facilitators


The table below lists documents and instruments to be used on progress tracking. Specifically, it contains listing of activities for tracking the implementation of both the Region and divisions, list of reference documents necessary for Progress M&E, instruments to be used for reporting accomplishments and the outputs of the Progress M&E activities.

Table 6. Documents and InstrumentsProgress M&E

Major Activities Activities Reference Document for Activity Instruments Progress M&E Outputs

Preparations for Progress M&E

Baseline or freezing the“ ” plan

Annual Plan containing indicators, targets, timeline and cost

submitted.

Annual Plan Monitoring SheetSCurve Plan for

Outputs and Budget

Orient Region staff on scope, performance measures and possible issues to watch out during progress tracking

Annual Plan

Monitoring Progress (monthly)

Regular submission of Monthly Monitoring Report

Annual Plan SCurve Actual for Outputs and Budget

Monthly Progress Report

Team meetings (within region only) for updates and discussion of issues affecting implementation

Annual Plan and submitted Monthly

Report


Region and divisions updated and submitted their Quarterly Progress Report

Annual PlanSCurve Actual for

Outputs and Budget

Quarterly Progress Report (Region &

Divisions)

Quarterly meeting attended by both Region and divisions' representative to discuss issues affecting implementation

Annual Plan and submitted Quarterly

Progress Report

Documentation of results and agreements of quarterly meeting.


Region and divisions updated and submitted their Annual Accomplishment Report Report

Annual Plan SCurve Actual for Outputs and Budget

Annual Report (Region & Divisions)

Conduct of Regionwide annual review. Includes presentation of accomplishments, and annual achievements

Report CardAgreements on major

issues

Plan AdjustmentPreparation and submission of next year implementation plan

REDP and DEDP Annual Plan (next year)

Progress MonitoringTechnical Working Group Quality Assurance and Monitoring & Evaluationfilename: Section 5. Region Progress Monitoring Processreymac as of sept 25, 2009
