Monitoring & Evaluation

of
Programs and Projects
Nov 5, 2013
Setting up an M&E System
1. Agree on your M&E
Framework
What is M&E defines the significant
terms
What is M&E for - determines the
operational objectives
What principles govern M&E
What will M&E focus on identifies the
areas of concern needed for decision
making
What information are needed
identifies the appropriate period for
gathering
The
foundation
used for
designing
the M&E
mechanism
M & E
is the continuing and systematic process of








INFORMATION

relevant to planning, implementation, and
evaluation of programs and projects

in support of decision making of management and
key stakeholders to improve delivery of outputs
and outcomes.

Collecting
data
Analyzing
data
Reporting
Purpose of M&E
The M & E seeks to establish a systematic
and continuous process for gathering,
processing, interpreting, analyzing and storing
data for management decision towards
continuous improvement of the
delivery of education services
organizational performance
M&E Objectives:
Provide education management with information on the
implementation status of the Project for purposes of making
decisions in order to improve its efficiency and effectiveness

Make information available to school and division
management to be able to adjust the approaches and
strategies being utilized in implementing the project

Establish information on the achievement of project objectives
and its contribution to attainment of school performance
indicators

monitoring
adjustment
evaluation
Operational Objectives
Provide the division management information on the
delivery of education services as basis for Technical
Assistance.
Provide the division management information on the
implementation of programs and projects
Provide the division management information on the
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.



Governing principles
Quality of information appropriate, 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 - provides
opportunities for continuous improvement of
practices/performance
Focus - calls for careful planning and purposive prioritization of
activities


M&E FOCAL AREAS IN THE REGION
M&E Content
Areas
Support for
the Delivery
of Basic
Education
Programs and Projects
Educational Resource
Division
Organizational
Health &
Performance
Organizational Effectiveness
Organizational Resource
Support
M&E FOCAL AREAS IN THE DIVISION
M&E Content
Areas
Delivery of
Educational
Services
Technical
Assistance

SBM Implementation
and Assessment
Curriculum
Implementation
Teaching Learning
And Assessment
Educational
Programs and
Projects
Educational
Resources
Division
Organizational
Health &
Performance
Organizational
Effectiveness
Organizational
Resource Support
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?
Hierarchy of M&E Task Levels
M&E Task
Levels
Progress M&E
Inputs
Outputs
Result M&E
Intermediate
Results
Outcomes
Adequacy of
Resources Needed
to implement the
program
e.g. Parents,
financial, time,
No. of
pupils
who
benefit
the
program
Percentage of
Increase in
Nutritional
Status of
Pupils
Percentage of
:

Increase
/decrease of:
Drop-out
Failure
NAT
INTEGRATION OF M&E
CONTENT AREAS AND
TASK LEVELS
Scope of M & E for a
Project/Program
EFFICIENCY EFFICIENCY
/EFFECTIVENESS
EFFECTIVENESS
RELEVANCE
SUSTAINABILITY
FORMATIVE SUMMATIVE
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 for
implementers 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 were
applied?
M&E Task Levels & Focus
Focus
FORMATIVE SUMMATIVE
Results Progress
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
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 ?
Relevance
Did the project contribute to SIP
objectives? EFA/BESRA goals
Sustainability
What strategies were employed to sustain the project?
What good practices from the project can be mainstreamed?
M&E System: What it requires
PROCESSES


STRUCTURE -


TOOLS
Technologies/methodologies ( data
collection, processing & analysis,
reporting, etc)

People who will execute the
processes

Instruments/ Templates that will assist
the concerned personnel perform the
processes

Setting Up an M & E System
Step 1
Organize
Division M&E
Team and clarify
terms of
reference
Step 2
DM&E to identify
the scope of the
M&E (Content Areas
and Tools) as given
in the framework.

Step 3
Specify the
information
requirements
and set-up the
monitoring plan
TA Plan TA Plan
SUGGESTED M&E STRUCTURE AND COMMUNICATION
FLOW FOR SBM GRANT IMPLEMENTATION
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
M&E Tools
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)





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)
PROJECT/OUTPUT
PHYSICAL OUTPUT FINANCIAL TARGET
TARGET ACTUAL % BUDGET
EXPENDITU
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:
TEMPLATE DATA ELEMENTS IN THE
TEMPLATE
USE OF THE TEMPLATE
Template 2:

Challenges/ Issues
encountered

Actions Taken To
Resolve The Issue
And
The Accountable
Unit/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 ensure
sustainability of the initiatives
Log sheet
for
Issues;
Lessons
Learned;
Sustaina-
bility Log

(Quarterly)
CHALLENGES/ ISSUES ENCOUNTERED By Categories
Actions taken to
RESOLVE the Issue:
Unit/Person
STRATEGIES OR TECHNIQUES USED TO
IMPLEMENT PROGRAM OR PROJECT
( TECHNICAL)



WORKING RELATIONSHIPS BETWEEN AND
AMONG THE IMPLEMENTATION TEAMS
(INSTITUTIONAL)




GENERATION AND UTILIZATION OF FUNDS /
RESOURCES (FINANCIAL)



STAKEHOLDERS PARTICIPATION
( SOCIAL)

Other factors outside of school
Environment
( Political / Environmental)

LOG SHEET FOR ISSUES

TEMPLATE DATA ELEMENTS IN THE
TEMPLATE
USE OF THE TEMPLATE
Template 3:


Overall Project
Objectives: Goal,
Purpose, Objectives Per
Component; And
Outputs Per
Component
Indicator/s (of Success
Per Objective)
Accomplishments per
indicator
Facilitating Factors
Hindering Factors
This template is used to articulate
the desired results of the project
and 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)
1
FACILITATING FACTORS
2
HINDERING FACTORS
3
LESSONS LEARNED






INSTRUCTIONS:
Write in Column 1 those 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
TEMPLATE DATA ELEMENTS IN THE
TEMPLATE
USE OF THE TEMPLATE
School Tools
4:


This template is intended to guide the schools
write their terminal report upon completion of
the 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)
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 and
Solutions
Applied
Describe the problems encountered and their context in the different stages
of project implementation, the solutions applied and the results of the
application of each solution
Lessons Learned
(including best
practices and
lessons)
Describe what lessons may be learned by the school/other schools/DepED
from the results of this Project, with particular attention to best practices.
The description should be supported by documentary evidence, if possible,
such as written report, still photos or video takes. The following are some of
the sample areas where lessons learned may be written;
- Pedagogy of teaching-learning;
- Project implementation organization;
- Selection of project implementers;
- Project leadership (i.e., directing, motivating, coordinating, controlling,
etc.);
- Breadth and depth of stakeholders participation;
- Logistics and school facilities support;
- Beneficiary selection;
Negative experiences may also be written so that others may learn from
them. This will give the lessons on what not to do the next time around.
Recommendations
for
Dissemination
and
Sustainability
Describe:
Strategies for sustainability
Who and what will assure technical, organizational, human resource and
financial sustainability
What and how will best practices be disseminated to other schools of similar
situation
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





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 project
implementation of concerned schools and
how the schools could be assisted in
strengthening SBM implementation.
Sections in the
PCR
What to Write
1. Project Title Title of the SOBE Fund project as stated in the approved project
proposal
1. Project
Location
Name of School and address
1. 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
1. 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
1. Problems
Encountere
d and
Solutions
Applied
Describe the problems encountered and their context in the
different stages of project implementation, the solutions applied
and the results of the application of each solution
1. Lessons
Learned
(including
best
practices
and lessons)
Describe what lessons may be learned by the school/other
schools/DepED from the results of this Project, with particular
attention to best practices. The description should be
supported by documentary evidence, if possible, such as written
report, still photos or video takes. The following are some of the
sample areas where lessons learned may be written;
- Pedagogy of teaching-learning;
- Project implementation organization;
- Selection of project implementers;
- Project leadership (i.e., directing, motivating, coordinating,
controlling, etc.);
- Breadth and depth of stakeholders participation;
- Logistics and school facilities support;
- Beneficiary selection;
Negative experiences may also be written so that others may
learn from them. This will give the lessons on what not to do the
next time around.
1. Recommend
ations for
Disseminati
on and
Sustainabilit
y
Describe:
Strategies for sustainability
Who and what will assure technical, organizational, human
resource and financial sustainability
What and how will best practices be disseminated to other
schools of similar situation
SCHOOL
TYPE
OF
MUN.
PROJECT TITLE
No of
Physic
al
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
Division Tools
Template 6:
Division Log on
Issues and
Lessons Learned
Major issues /concerns
encountered by the
Division in managing
SBM implementation

The technical assistance
needs of the division
from the Region to
strengthen its capability
to further help schools
implement SBM

Factors that have helped
facilitate SBM
implementation in the
Division.
This is a reflection sheet for the
issues and challenges
encountered by the division as
they 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 be
submitted to the Region.
Template 6: Division Log on
Issues and Lessons Learned

Division Tools
Template 7:
Division Report on
SBM
Implementation
This report template guides the
Divisions in preparing their
quarterly/annual report to the Region
on matters related to SBM
implementation.

Contents of the report focus on the
major findings obtained from M&E
reports of schools and their analyses
in order to arrive at recommendations
for advancing SBM implementation in
the division.
Consolidation Tools for the
Region
Template 7: Division Report
on SBM Implementation

Template 8:

Consolidation
of Division
Issues and
Challenges
Division
Type Of Division
Issues And
Concerns (by
type):
a. Technical
b. Institutional
c. Financial
d. Political
e. Environment
al
f. Social
This template shows the
aggregation of the
implementation issues
encountered by the divisions as
reflected in their M&E reports
and on how they could be
assisted in strengthening SBM
implementation by the Region
and Central Office .
Template 9:
Regional
Report on SBM
Implementatio
n
This report template guides the
Regions in preparing their
quarterly/annual report to the
Central Office on matters
related to SBM
implementation. Contents of
the report focus on the major
findings obtained from M&E
reports 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.
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 , plan
adjustment, policy development
Maraming Salamat Po!