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Monitoring & Evaluation
of
Programs and Projects
Nov 5, 2013
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Setting up an M&E System
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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
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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
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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
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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
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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.
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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
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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
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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
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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?
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Hierarchy of M E Task Levels
M&E TaskLevels
Progress M&E
Inputs Outputs
Result M&E
IntermediateResults
Outcomes
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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
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INTEGRATION OF M&E
CONTENT AREAS ANDTASK LEVELS
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Scope of M & E for a
Project/Program
EFFICIENCY EFFICIENCY/EFFECTIVENESS EFFECTIVENESSRELEVANCE
SUSTAINABILITY
FORMATIVE SUMMATIVE
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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?
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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
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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?
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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
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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
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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
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M&E Tools
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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)
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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)
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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:
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TEMPLATE DATA ELEMENTS IN THE
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
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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
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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 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)
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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
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TEMPLATE DATA ELEMENTS IN THE
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)
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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
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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
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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.
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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
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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.
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Template 6: Division Log on
Issues and Lessons Learned
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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.
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Consolidation Tools for the
Region
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Template 7: Division Report
on SBM Implementation
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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 .
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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.
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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
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Maraming Salamat Po!
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