4 m&e of programs and projects 2

8/11/2019 4 M&E of Programs and Projects 2

1/43

Monitoring & Evaluation

of

Programs and Projects

Nov 5, 2013


2/43

Setting up an M&E System


3/43

1. Agree on your M&E

Framework

What is M&Edefines the significantterms

What is M&E for - determines theoperational objectives

What principles govern M&E

What will M&E focus onidentifies theareas of concern needed for decisionmaking

What information are neededidentifies the appropriate period forgathering

The

foundationused for

designing

the M&Emechanism


4/43

M & E

is the continuing and systematic process of

INFORMATION

relevant to planning, implementation, andevaluation of programs and projects

in support of decision making of management and

key stakeholders to improve delivery of outputs

and outcomes.

Collectingdata

Analyzingdata

Reporting


5/43

Purpose of M&E

The M & E seeks to establish a systematicand continuous process for gathering,

processing, interpreting, analyzing and storing

data for management decision towards

continuous improvement of the

delivery of education services

organizational performance


6/43

M&E Objectives:

Provide education management with information on the

implementation status of the Projectfor purposes of making

decisions in order to improve its efficiencyand effectiveness

Make information available to school and division

management to be able to adjustthe approaches and

strategies being utilized in implementing the project

Establish information on the achievement ofproject objectivesand its contribution to attainment of school performance

indicators

monitoring

adjustment

evaluation


7/43

Operational Objectives

Provide the division management information on the

delivery of education services as basis for Technical

Assistance.


implementation of programs and projects


optimal use of Education Resources for districts and

schools.

Provide the division management information on

division organizational health/ performance to

improve organizational effectiveness and organizational

resource support.


8/43

Governing principles

Quality of informationappropriate, sufficient and Accurate Efficiency- Results are achieved with minimum input resources but

not compromising quality and timeliness of information

Transparency of Information to Key Stakeholders - timely

disclosure of information and methodology to stakeholders Synergy- encourages participative and collaborative decision-

making processes among the different

M&E for Learning and Accountability - providesopportunities for continuous improvement of

practices/performance

Focus - calls for careful planning and purposive prioritization ofactivities


9/43

M&E FOCAL AREAS IN THE REGION

M&E Content

Areas

Support forthe Delivery

of BasicEducation

Programs and Projects

Educational Resource

DivisionOrganizational

Health &Performance

Organizational Effectiveness

Organizational Resource

Support


10/43

M&E FOCAL AREAS IN THE DIVISION

M&E ContentAreas

Delivery ofEducational

Services

Technical

Assistance

SBM Implementationand Assessment

Curriculum

Implementation

Teaching Learning

And Assessment

EducationalPrograms and

Projects

Educational

Resources

DivisionOrganizational

Health &Performance

OrganizationalEffectiveness

Organizational

Resource Support


11/43

Project Life Span

M 1 M 2 M 3 M 4 M 5 M 6 M 7 M 8 M 9 M

10

M

11

M

12

Start End-of

Project

WHAT DOES THIS SUGGEST?


12/43

Hierarchy of M E Task Levels

M&E TaskLevels

Progress M&E

Inputs Outputs

Result M&E

IntermediateResults

Outcomes


13/43

Adequacy of

Resources Needed

to implement the

program

e.g. Parents,financial, time,

No. of

pupils

who

benefit

theprogram

Percentage of

Increase in

Nutritional

Status ofPupils

Percentage of

:

Increase

/decrease of:

Drop-outFailure

NAT


14/43

INTEGRATION OF M&E

CONTENT AREAS ANDTASK LEVELS


15/43

Scope of M & E for a

Project/Program

EFFICIENCY EFFICIENCY/EFFECTIVENESS EFFECTIVENESSRELEVANCE

SUSTAINABILITY

FORMATIVE SUMMATIVE


16/43

Why monitor project/program implementation?

implementation?Why monitor?

(M&E Objective)

What to monitor?

(Content / Focal area)1. Provide management with

information on the status of

implementation to improve its

efficiency

Efficiency of implementation

Are outputs accomplished as

planned during the quarter

Are funds utilized as budgeted ?

2. Obtain information forimplementers to make adjustment

Efficiency/ Effectiveness What are the implementation

issues?

Is the project improving SBM level

of practice?

3. Establish information on the

achievement of project objectives

and sustainability of outcomes

Effectiveness/ Relevance/

Sustainability

Are the project objectives

attained?

Does the project improve school

performance indicators?

What sustainability measures wereapplied?


17/43

M&E Task Levels & Focus

Focus

FORMATIVE SUMMATIVE

ResultsProgress

Efficiency

Status of implementation

(quantity and time)

- Rate of Fund Utilization

- Issues & concerns

Effectiveness

Attainment of Project objectives

End-of-year accomplishments

Improved SBM level of practice

Relevance Alignment of results to SIP Objectives;EFA / BESRA Performance indicators

Sustainability

Sustainability measures applied in the implementation of SBM-Grant

project

Lessons learned to sustain SBM-G Implementation


18/43

Translating them to M&E questions (SBM-Grant)

Focus Progress Results

Efficiency

Are the project activities

implemented as planned?

Are the funds spent as

proposed?What are the implementation

issues?

Effectiveness

Are the proposal objectives

attained?

Did the project help advance SBM ?

RelevanceDid the project contribute to SIP

objectives? EFA/BESRA goals

SustainabilityWhat strategies were employed to sustain the project?

What good practices from the project can be mainstreamed?


19/43

M&E System: What it requires

PROCESSES

STRUCTURE-

TOOLS

Technologies/methodologies ( datacollection, processing & analysis,

reporting, etc)

People who will execute theprocesses

Instruments/ Templates that will assist

the concerned personnel perform theprocesses


20/43

Setting Up an M & E System

Step 1Organize

Division M&ETeam and clarify

terms of

reference

Step 2DM&E to identify

the scope of theM&E (Content Areasand Tools) as givenin the framework.

Step 3Specify theinformation

requirementsand set-up the

monitoring plan


21/43

TA Plan TA Plan

SUGGESTEDM&E STRUCTUREANDCOMMUNICATION

FLOWFORSBM GRANTIMPLEMENTATION

Reporting & Feedbacking

School

QMT

School

QMT

School

QMT

School

QMT

RO

Results & Recommendations

Division

QMT

( EPS + M&E Team)

TA Team( EPS s)

District QMT District QMT


22/43

M&E Tools


23/43

School M&E Tools

Template 1: Physical and Financial Output Tracking Form

(Quarterly)

Template 2: Log sheet for Issues; (Quarterly)

Template 3: Project M&E Results Frame And Status (Annual /

End of Project)


24/43

TEMPLATE DATA ELEMENTS IN THE

TEMPLATE

USE OF THE TEMPLATE

Template 1: Overall Project

Objectives/ Outputs

Planned quantity &

MOV of outputs for

the period (e.g.

quarter)

Accomplishment

(quantity) for the

reporting period

This template is meant to assist the

project M&E team with tracking the

progress of achievements (physical

outputs).

It can be used as checklist of

deliverables, processing of collected

information regarding progress and

recording of results.

Physical

Output

Tracking

Form

(Quarterly)


25/43

PROJECT/OUTPUT

PHYSICALOUTPUT FINANCIALTARGET

TARGET ACTUAL % BUDGETEXPENDITU

RE%

NOTE: Write only those outputs with

physical and financial targets.

LEGEND: % - Percentage of Accomplishment = (Target

divided by Actual) x 100

School: District:

Month/Year: School Year:


26/43


TEMPLATE

USE OF THE TEMPLATE

Template 2: Challenges/ Issues

encountered

Actions Taken To

Resolve The Issue

And

The AccountableUnit/Person That

Resolved The Issue

Lessons Learned

(From Facilitating &Hindering Factors)

Sustainability

Measures Taken

The objective of this template is to

record periodically the following:

Issues encountered and plan of

action to resolve the issue;

Lessons learned during the

implementation period; and

Measures taken to ensuresustainability of the initiatives

Log sheet

for

Issues;

Lessons

Learned;Sustaina-

bility Log

(Quarterly)

LOG SHEET FOR ISSUES


27/43

CHALLENGES/ ISSUES ENCOUNTERED By CategoriesActions taken to

RESOLVE the Issue:Unit/Person

STRATEGIESORTECHNIQUESUSEDTO

IMPLEMENTPROGRAMORPROJECT

( TECHNICAL)

WORKINGRELATIONSHIPSBETWEENAND

AMONGTHEIMPLEMENTATIONTEAMS

(INSTITUTIONAL)

GENERATIONANDUTILIZATIONOFFUNDS/

RESOURCES(FINANCIAL)

STAKEHOLDERS PARTICIPATION

( SOCIAL)

Other factors outside of school

Environment

( Political / Environmental)

LOGSHEETFORISSUES


28/43


TEMPLATE

USE OF THE TEMPLATE

Template 3: Overall Project

Objectives: Goal,Purpose, Objectives Per

Component; And

Outputs Per

Component

Indicator/s (of SuccessPer Objective)

Accomplishments per

indicator

Facilitating Factors

Hindering Factors

This template is used to articulate

the desired results of the projectand summative status of the project

implementation. It also documents

the factors that helped reach results

and/ or made the achievement of

results difficult.

Project M&E

Results Frame

and Status

(Annual / End

of Project)


29/43

1

FACILITATINGFACTORS

2

HINDERINGFACTORS

3

LESSONSLEARNED

INSTRUCTIONS:

Write in Column 1those experiences/factors which have influenced the

successful implementation of the project.

In Column 2, indicate those which have caused delay or unsuccessful delivery of

the planned target.

In Column 3, write the Lessons Learned derived from both facilitating and

hindering factors. Lessons learned from facilitating factors are stated as values/

good practices/ principles. Lessons learned from hindering factors are stated as

what could have beenA

Lessons Learned


30/43


TEMPLATE

USE OF THE TEMPLATE

School Tools

4: This template is intended to guide the schoolswrite their terminal report upon completion ofthe project.

The report provides useful information :

for evaluating the project, for

communicating the successes of the school,

for sharing their good practices and lessons

learned

and as a data-driven source of feedback for

planning the technical assistance of divisions

to schools.

Project

Completion

Report

(Annual / End

of Project)


31/43

Sections in the PCR What to Write

Project Title Title of the SBM-Grant Fund project as stated in the approved project

proposal

Project Location Name of School and address

Project Summary This is mainly drawn from the approved project proposal and may include:

-Background or context of the Project (includes relevance of the Project to

problems identified in the SIP)

- Project Objectives

- Project description (i.e., technical, organizational, leadership, logistics,

human resource, etc)

- Strategies and methods utilized

-

Project beneficiaries- Project cost and financing arrangement

- Intended significance of the results of the Project to the School

Actual Results or

Outcomes of the

Project

Describe the changes by comparing the conditions of project beneficiaries

before, during and after the project implementation. Changes may be in

quantitative or qualitative terms or a combination of both (i.e, improvement

in learning achievement rate, reduction in dropout rate, change from

negative to positive behavior, change from restraining to facilitating learning

environment, etc.)

Compare the intended significance of the Project with the actual results and

explain the variance, if any

Cite critical incidents, if available

Problems

Encountered andSolutions

Describe the problems encountered and their context in the different stages

of project implementation, the solutions applied and the results of theapplication of each solution


32/43

Division Tools

Template 5: Division Consolidation of School Project

Accomplishments and Issues

Template 6: Division Log on Issues and Lessons Learned

Template 7: Division Report on SBM Implementation


33/43

Division Tools

Template 5:

Division

Consolidation of

School Project

Accomplishments

and Issues

School

Type Of Municipality

No. Of Physical

Outputs

% Of Accomplished

Outputs As Of

Reporting

Major Issues Resolved Action Taken

Issues/Challenges

Needing DO Assistance

This template shows the aggregation of

the project accomplishments of and the

implementation issues encountered by the

schools coming from their M&E reports.

Information generated from this

consolidation provides Division

management the status of projectimplementation of concerned schools and

how the schools could be assisted in

strengthening SBM implementation.


34/43

SCHOOLTYPE

OF

MUN.

PROJECT TITLE

No of

Physical

Output

s

% of

Accomplishe

d Outputs as

of Reporting

Period

Major Issues

Resolved

Action taken Issues/Challenges Needing

DO Assistance

Total=

Min.

%=

Max

%=

Template 5: Division Consolidation of School Project Accomplishments and

Issues


35/43

Division Tools

Template 6:

Division Log on

Issues andLessons Learned

Major issues /concerns

encountered by the

Division in managingSBM implementation

The technical assistance

needs of the division

from the Region tostrengthen its capability

to further help schools

implement SBM

Factors that have helpedfacilitate SBM

implementation in the

Division.

This is a reflection sheet for the

issues and challenges

encountered by the division asthey manage the implementation

of SBM in schools and the

technical assistance they need

from the region. This can be part

of the Division Report to besubmitted to the Region.


36/43

Template 6: Division Log on

Issues and Lessons Learned
http://localhost/var/www/apps/conversion/tmp/scratch_5/SBM%20M&E/SBM%20M&E%20Operational%20Plan%20and%20Tools.docxhttp://localhost/var/www/apps/conversion/tmp/scratch_5/SBM%20M&E/SBM%20M&E%20Operational%20Plan%20and%20Tools.docx


37/43

Division Tools

Template 7:

Division Report on

SBMImplementation

This report template guides the

Divisions in preparing their

quarterly/annual report to the Regionon matters related to SBM

implementation.

Contents of the report focus on the

major findings obtained from M&Ereports of schools and their analyses

in order to arrive at recommendations

for advancing SBM implementation in

the division.


38/43

Consolidation Tools for the

Region


39/43

Template 7: Division Report

on SBM Implementation
http://localhost/var/www/apps/conversion/tmp/scratch_5/SBM%20M&E/SBM%20M&E%20Operational%20Plan%20and%20Tools.docxhttp://localhost/var/www/apps/conversion/tmp/scratch_5/SBM%20M&E/SBM%20M&E%20Operational%20Plan%20and%20Tools.docx


40/43

Template 8:

Consolidation

of DivisionIssues and

Challenges

Division

Type Of Division

Issues And

Concerns (bytype):

a. Technical

b. Institutional

c. Financiald. Political

e. Environment

al

f. Social

This template shows the

aggregation of the

implementation issues

encountered by the divisions asreflected in their M&E reports

and on how they could be

assisted in strengthening SBM

implementation by the Regionand Central Office .


41/43

Template 9:

Regional

Report on SBM

Implementation

This report template guides the

Regions in preparing their

quarterly/annual report to the

Central Office on mattersrelated to SBM

implementation. Contents of

the report focus on the major

findings obtained from M&Ereports of divisions and their

analyses to provide input to TA

planning of the Region to the

Divisions and

recommendations to Central

Office for improving policy

guidelines /issuances on SBM.


42/43

Lessons

M&E must have a purpose! (Objective)

NOT a hit and miss activity

M&E must have focal areas depending on purpose!

Focus defined by stage of implementation

e.g. Efficiency vs Effectiveness

M&E is not data gathering alone!

Analysis of data needed to arrive at information!

Information to be communicated to relevant units

M&E supports decision making for QA, TA , planadjustment, policy development


43/43

Maraming Salamat Po!

4 m&e of programs and projects 2

Documents