Appendix 8

WELCOME

IMPLEMENTATION MONITORING AND EVALUATION DIVISION (IMED)

Appendix 8

Result-Based National Planning Framework

This is in general the function of Planning Commission.

The Govt. has approved a five year strategic plan (SP) for IMED.

The SP was prepared with the technical assistance of ADB.

Appendix 8

Result-Based National Planning Framework Contd.

The SP emphasizes on the following issues to institutionalize RBME –Guidelines for development management

frameworks to be included in the development project proposals.

Guidelines for project rating system on the basis of performance of projects & produce analytical reports to the NEC/ECNEC

Appendix 8

Result-Based National Planning Framework Contd.

Decentralizing IMED up to division/district level

Establishing specialized research unit in IMED

Establishing partnership with civil society, voluntary agencies, educational institutions & associate professional academicians with the M&E studies

Formulating communication strategy to disseminate evaluation findings to media, public, civil society & development partners

Appendix 8

Services Provided by IMED

Preparation & Submission of :- Monitoring and Field Inspection Reports of on-going projects

- ADP Implementation Progress Reports for Review

- Terminal and/or Impact Evaluation Reports of completed projects

Prepare & Deliver Comments:- on proposal for time extension & cost rationalization of projects

- on issues related to PPA, 2006 & PPR, 2008

- for PEC/SPEC/TEC and other inter-ministerial meetings

- for CCGP and Economic Affair’s Committee- for CCGP and Economic Affair’s Committee

Appendix 8

• Providing: - Training on Public Procurement

- Public Procurement Experts through training

- Consultants for in-depth monitoring & evaluation of selected projects

- Secretarial Services to the Review Panel for disposal of procurement related complaints

- Secretarial Services to the Committee for appointment & transfer of PD & other important Project Personnel

Publishes in 2 websites: www.imed.gov.bd and www.cptu.gov.bd

- Public Procurement Advertisements above Tk. 1 crore

- All up-to-date information on IMED and CPTU

Services Provided by IMED Contd.

Appendix 8

How IMED Contributes to Development Work

Provide Comments on Project Proposals in:

• Project Evaluation Committee (PEC), Special PEC (SPEC) Meetings in the Planning Commission, and,

• Departmental PEC/SPEC Meetings in the development Ministries,

where project proposals are initially reviewed and examined

A. Pre-project Phase (Project Approval Process):

Appendix 8

B. Implementation Phase : Implementation Monitoring

Collection of information/data through IMED Formats, 2003 (Revised) on a regular basis and submission of reports to the National Economic Council (NEC) where major implementation problems are presented for necessary decision

Field Inspections/Spot Verifications of high priority projects, projects targeted for completion and completed projects, aided and sick projects and report to appropriate authorities for necessary decisions

Participate in monthly ADP Review Meetings and other Meetings (e.g. Steering Committee, TEC, Wrap-up, etc) organized by concerned project authorities

Managing database to process and preserve collected project information

Contributions to Dev. Work (contd.)

Appendix 8

C. Post-Implementation Phase

IMED prepares project completion evaluation reports on each project completed in each fiscal year highlighting implementation problems and prospect for future

Providing recommendations on future course of actions to be taken by the Government towards streamlining development activities

Contributions to Dev. Work (contd.)

Appendix 8

D. Outsourcing of Consultants

• IMED has been conducting in-depth monitoring and impact evaluation of some large/technically complex/country-wide spread on-going projects by engaging individual consultants/consulting firms

• Disseminate findings to the stakeholders, prepare recommendations, and provide feedback to concerned agencies/authorities

On an average, IMED is conducting such in-depth monitoring and impact evaluation for 10 projects in each year

Contributions to Dev. Work (contd.)

Appendix 8Institutional Mechanism for Monitoring Progress (four-tier

monitoring system)

a) Monitoring at Project Levelb) Monitoring at Agencyc) Ministry Leveld) Monitoring at Central Levela) Project LevelProject Director sits with his field staff and

consultants and discuss day to day progress.Reports submitted by consultants/Contractors

are also closely monitored by PD office.

Appendix 8

B/C) Agency and Ministry level:Ministries /Agencies hold review

meetings every month. These meetings review the physical,

financial progress especially on procurement, land acquisition and project management issues.

Ministries officials are required to make field visits frequently to ensure quality of project implementation.

Institutional Mechanism Contd.

Appendix 8

Institutional Mechanism Contd.

d) Central Level :IMED plays role at pre-implementation,

implementation and post implementation phases IMED is mandated to facilitate country’s

development through coordination, M&E of projects & program policies. This requires all ministries to report to the IMED on implementation progress.

IMED's formats duly filled in and regularly received (monthly,quarterly and annually) from the field as well as from the Ministries /Agencies form the main basis of project Monitoring and Evaluation.

Appendix 8

Institutional Mechanism Contd.Regular visits to the project sites by the

IMED officials to gather adequate information of the project activities on the ground.

Inspection reports are sent to the concerned Ministries/Agencies/PD's and other related concerns for necessary actions.

IMED officials along with other members attend monthly review meetings that are held in the Ministries.

Appendix 8

Limitations of Present Monitoring System

Huge number & larger sophisticated projects pose challenge for the monitoring officers having general qualifications

Lack of capacity to conduct impact evaluation & excessive vacancies at the desk level form tremendous challenge

Low quality of project planning & no planning wings in some ministries/divisions pose another kind of challenge for IMED

Appendix 8Data Collection System and Process-

Project Monitoring Information System (PMIS) PMIS is the active part of IMED business. It is about a project database containing information of all development projects under the Annual Development Programme (ADP).

Appendix 8IMED PMISProject Information Collection

Appendix 8IMED PMIS

Appendix 8IMED’s PMIS SystemsIMED’s PMIS Systems

IMED LANIMED LAN

Review Meetings/ Various

Authorities

IMED Sectors (Monitoring

Officers) Enter ADP/RADP

Published by Planning

Commission

Prime Minister/

ECNEC/NEC

IMED PMIS Server

Planning

Minister

Projects’ M

onth

ly

Prog

ress

Pro

jects’ Q

uarte

rly

Pro

gre

ss

Ministries/

Divisions/

EA’s/PD’s

Sen

ds

IME

D F

orm

ats

retu

rns

to

Pro

jects’

Allo

catio

nM

onth

ly E

xpendit

ure

R

eport

Quart

erl

y/M

onth

ly

Exp

endit

ure

Report

Requested various analyses

IMED Website

Genera

ted

Report

s

ADP Review Meetings/ IMED

Inspection Visits

BTTB

P.C. P.C. LANLAN Projects’

Information/Progress

Appendix 8

Limitations of PMISSubmission of IMED formats containing data

which feeds the PMIS. Presently collection & entry of format is less than 80%. But the data base shares the consequence of all the projects

Officials has no technical knowledge and also due to available information to make reports & answer queries from highest level forum

Monitoring officers don’t widely use it to review project information

MIS of different EAs are not dedicated to IMED related data

Appendix 8

Analysis, Reporting & Use of Performance Information M & E Reports Produced by IMEDM & E Reports Produced by IMEDSl. No

Reports Contents Submited to

Periods Follow-up

1. Monthly Progress

Financial Progress, Observations, etc.

ECNEC Weekly

2. Quarterly Progress

Financial & physical Progress, Early Problems & Recommendations

ECNEC Every Quarter End

3. Annual Progress

Financial and Physical Progress, Analysis of time and cost overrun of declared completed projects, etc.

NEC End of a Financial Year

Next Annual Review Meeting

Appendix 8

Reporting Contd.

4.

Completion Evaluation

Lessons & sustainability

Planning Minister

Every Year

Summary of the Findings are sent to the Concerned Ministries.

5.

Procurement Progress (10 big ministries)

Progress of the Annual procurement plan

ECNEC Weekly, MonthlyAnnually

Summary of the Findings are sent to the Concerned Ministries.

Appendix 8

Reporting Contd.Sl. No.

Reports Contents Submitted to Periods Follow-up

6. Progress of large 10 Ministries/ Divisions

Financial Progress

ECNEC & Taskforce Meetings

Monthly,Quarterly, Annually

Summary of the Findings are sent to the Concerned Ministries.

7. Impact Evaluation

Socio Economic Impacts on some Selective Completed Projects

Concerned Ministries, Planning Commission after Dissemination Workshop

Year End Recycling in the next Planning Process.

Appendix 8

Reporting Contd.

8. In depth monitoring

Progress of 5-10 Sophisticated Large Projects

IMED, line Ministries

Every year

Actions are taken by the concerned Ministries/Divs.

9.

10.

Project Inspection

Cost Rationalization

Work Progress and its quality

Rationalized cost statement

Secretary, IMED

P.CConcerned Ministries

Every Month

do

Recommendations presented in the Monthly Review Meetings.

-

Appendix 8

Result based monitoring

(i) Monitoring inputs(ii) Monitoring outputs(iii) Monitoring outcome – where possible(iv) Monitoring Impacts – where possible .

Problems(v) Some projects document have

little/unspecific results, inputs/outputs(vi) Problem of getting reliable data (vii) Problem of required manpower(viii) Lack of efficient Project Director(ix) Paucity of manpower in the Planning

Wing of Ministries and Agencies.

Appendix 8

Weakness/Problems of IMED Lack of required manpower: In 1975 approved

manpower-88, in 2010-manpower are-61, Allocation in 1974-75 was 525.00crore but allocation in 2009-10 are 30500.00 crore.

One third vacant post. Very little implementation of recommendation given in

the inspection reports. No Research facilities No Laboratories for testing materials/ quality of work No Logistic support/vehicles for inspection No required space for office, keeping files etc. No opportunity for higher degree on M/E Paucity of foreign professional training Lack of required Experts/Professionals. Monitoring and Evaluation of small number of projects-

not all projects.

Appendix 8

Suggestions for improvement Filling vacant postSanctioned required manpowerIMED may be under prime Minister’s

SecretariatInstall Research facilitiesInstall Laboratories with skilled manpowerProvide Logistic supportsGiven opportunity for Higher studies/TrainingConstruct separate Building for IMEDStrengthening Planning Wing of

Ministries/Agencies

Appendix 8

Opportunities/Strengths of IMED

Well known Established Organization It is a separate Division of the Government.Some experienced and skilled officers are

here.Member of all committees related to

government development projects/programsPower and Authority to inspect/evaluate any

development projectsIMED worked with all Ministries/Agencies of

the Country.Can show all the development

scenario/position to the government.

Appendix 8

Future Plan of IMED

Decentralization up to old - Process is going on districts

Strengthening of IMED - DoElectronic Tendering - DoOwn Office Building - Searching for

landTake T.A and Investment - Initiative has

been Projects taken

Thank you all