Manual for monitoring the REAPs, LEAPs and SAPs - general presentation

Material produced under Phare 2006 financial supportPhare TVET RO 2006/018-147.04.01.02.01.03.01

Project financed under Phare

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Manual for monitoring the REAPs, LEAPs and SAPs

- general presentation



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CONTENT OF THE MANUAL

1. Introduction to Manual2. What is monitoring?3. Monitoring System4. Log on matrix and monitoring5. Monitoring process6. Basic data collection7. Monitoring visit8. Monitoring report9. Assessment of results of monitoring of REAP by the Advisory group

panel10. Peer learning visits11. Expected results of monitoringAnnex 1 Monitoring report formAnnex 2 Questionnaire for peer learning visits



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• Monitoring is a key component of the strategic planning process.

• While the planning process helps identify the achievable objectives and the activities to be carried out, the monitoring process helps to identify whether the implementation process goes accordingly and the results are satisfactory to reach the objectives proposed by planning.

• monitoring must be performance of measuring processes and an important source of information for the updating/revision process during the planning activity.

Planning Cycle

I nf ormation

Analysis

PlanI mplementation

Monitoring

Evaluation

Feedback

Statistics Partial inf ormation

What is monitoring?



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Monitoring system

• is a way in which information related to the progress of plan is collected

• is an instrument to make decisions regarding management and communication flow between the responsible stakeholders and all actors involved

• The essential components of a monitoring system are:1. Selection of indicators for each plan - objectives 2. collecting data regarding indicators -templates3. Data analysis4. Presenting the information in a corresponding format –

monitoring report5. Use of information to improve activities - recommendations



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Log-on Matrix analysis and monitoring

• Identifies more easily whether the objectives observe the SMART principles, are specific, measurable, achievable, realistic, and time bound.

• Contributes to a clearer and correct identification of indicators.• Identifies the data source for indicators.• Clearly identifies the framework to obtain and check the sources of

information.• Covers with the chosen group of indicators the necessary requirements of

the information management process both on short and long term (input and output data) as well as to measure performances (outcomes and impact).

• Realizes a more consistent indicator structure as compared to the way in which the expense budget is structured

• Realizes a more consistent structure of indicators as related to the monitoring process.



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Monitoring process of REAP/LEAP

Phase Tool Result Actor

1. Collection of basic data

Updated templates

Data of objectives and their indicators

RC / LDC

DATA ANALYSES First draft of the monitoring report

Monitoring team

2. Monitoring visits (external)

Monitoring sheet and report

Data collected of assessment of success and bottlenecks

Monitoring team of RC / LDC to another RC/ LDC

DATA ANALYSES Monitoring report

Monitoring team

3. Assessment of results

Advisory group panel

Recommendations for further development

RC Stakeholders



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Basic data collectionThe list of the templates:1. TVET supply for the current school year and proposals for the next school year –

regional level and local (county) level2. Detailed data related to TVET supply for the current school year by schools and

qualification 3. TVET supply of Phare TVET schools4. Partnership map (partnership between schools and employers) 5. Rehabilitation of schools buildings6. Learning condition in TVET schools7. Endowment of schools with IT logistics and internet connection 8. Management training courses for schools directors 9. Training courses for teachers in the fields: elaboration SAPs, student-centered

teaching, quality assurance 10. Career guidance and counselling for students11. Graduates transition rate to the next level of qualification 12. Schools and programmes for adults training



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Monitoring visit• to every RC and LDC will be made by another RC and LDC. • so called external monitoring• to get to know the best practises and the bottlenecks of

educational development in the specific region. • to learn from the experiences of another region, transfer the

experiences and also to make comparisons. • The indicators to be monitored are formed according to the

objectives• monitoring sheet with Log-on matrix analyses format • Monitors are the members of RC forming monitoring team • fill in monitoring sheet by checking the objectives and indicators

with the RC people they are visiting • Overall assessment of the objective is done with the scale: 0= no progress 1=delayed progress 2= satisfactory progress 3= good

progress



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Pairs of monitoring regions

• North East – South East

• Centre – North West

• South – Bucharest

• West – South West



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Monitoring report • comprises the method by which the monitoring process was carried out• a result of the monitoring process, showing the evidence of the monitoring

what is done• it reports the results of the monitoring for the further use and for the different

levels of actors and stakeholders about the development of TVET sector.• the certain monitoring report form

Monitoring report form has two parts:1. a general part of the monitoring process, which will be filled in by the

monitoring team together2. second part is a monitoring sheet which includes the assessment by each

objective

• The monitoring team divide the objectives they are going to assess between the members of the team.

• The final result there will be one monitoring sheet and in extent monitoring report from the entire monitoring visit.



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Revising plans

• The revision of LEAP is based on the monitoring reports,

• the updating of REAP will have a further step i.e. advisory group panel



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Advisory group panel

• RC should be enlargened with the other stakeholders, such as– Parents – Employers & trade unions– Authorities

• enlargened RC meeting after the monitoring reports are ready

• The data collected in phases 1 and 2 and reported on the Monitoring report is discussed and assessed by the advisory group panel

• Effects to the content for revising the educational plans



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Peer learning visits - SAP

The aim of the peer learning visits is to strengthen the grass-root contact for the

regional TVET network and to learn the monitoring process for the future purposes.

School representatives will report of the results which will be analysed at RC.

The peer learning visits will be utilized in the process of next SAPs.

Agenda of a peer learning visitI Presentation of the SAP by the host school

principal/representativeII Presentation of viewpoint about• partnership network by an employer• school provision and quality by parents• school provision and quality by local

authoritiesIII School visitIVa filling in the questionnaireIVb providing feedback in the form of discussion

between hosting and visiting groups

The groups for peer learning visitsMembers in a group are considered to be peers

because each is equal in helping themselves and others to share ongoing support, feedback, materials and accountability to get things done and learn at the same time.

Participants of the host school will be representatives of:

• Teacher’s council• Administrative board• Employers• Partnership organization• Parents • Local authoritiesParticipants of the visiting group will be

representatives of:• Monitors of RC• Members of local development committee

(minimum 1 visit per each)• Principals of PHARE 2001 schools• QA person of PHARE 2001 schools



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Expected results of monitoring

• When the system of monitoring is established, there will be a database of information formed by the monitoring reports as an updated information about the implementation of regional and local educational plans. It can be used for the revision of plans.

• and be used for the further decisions for the TVET sector by the Ministry and other public bodies in planning of educational system!



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Annex 1 Monitoring report form



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Annex 2 Questionnaire for peer learning visits



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Bucuresti

Nord-Est

Sud-Est

Sud

Sud-Vest

Vest

Nord-Vest

Centru

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Manual for monitoring the REAPs, LEAPs and SAPs - general presentation

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