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Interim Monitoring and Evaluation Guideline Consultative Meeting with Program and Project Implementers 17 August 2016


Rationale • Systematically and objectively monitor the output, outcomes, and strategic impacts of the DICT initiatives •

Provide direction in terms of implementation and funding of current and future programs, activities, and projects (PAPs)

• M&E system is an essential part of a good program/project management and accountability


Rationale

A timely and reliable M&E shall provide information to: • support to the implementation of the program/project by providing an accurate, evidence-based reporting that informs Management and facilitates decisionmaking to guide and improve project/program performance; • contribute to organizational learning and knowledge sharing by reflecting and sharing experiences/lessons that should be implemented by program/project implementers; • uphold accountability and compliance to the requirements and standards of the Management and oversight agencies; and • highlight DICT’s accomplishments and achievements.


Scope • This M&E Guideline shall be strictly implemented to the DICT Central Office and its attached agencies • All PAPs handled by DICT project managers for other national government agencies should conform to the format and schedule by the agency concerned, provided that all information are applicable to the DICT Monitoring Template.


Framework • Mixed Mode Framework: Balanced Scorecard and Results Based Management • Balanced Scorecard (BSC) defines the major areas where organizations MUST focus in order to attain targets and seeks to provide continued relevance and alignment. These areas are composed of the clients, management processes, learning & growth, and finance. • The Results-Based Management (RBM) provides a systematic framing of objectives and measurable indicators to attain effective and efficient targets or goals. It is a system that shows how to define and measure the outcomes.


Roles and Responsibilities PAP Implementer • Submit the Physical Monitoring Form to SMPDD based on the calendar schedule • Ensure that all Performance Indicators are consistent with the approved Performance Measurement Framework (PMF) • Ensure proper coordination with SMPDD in compliance with the monthly, quarterly, and annual accomplishment report • Ensure that all data indicated in the reports are true and accurate


Roles and Responsibilities

Finance Division • Submit the Financial Monitoring Form to SMPDD based on the calendar schedule • Ensure that all financial obligations/data are reflected in the report • Ensure proper coordination with SMPDD in compliance with the submission of monthly, quarterly, and annual accomplishment report


Roles and Responsibilities Strategic Management and Programs Development Division • Submit a Management Exception Report based on the Monitoring Calendar for the Management’s proper action • Ensure that all details submitted by the PAP implementer and Finance are processed analyzed, and consolidated • Ensure the veracity and accuracy of the data • Coordinate with the Management and oversight agencies of the submission of Monitoring and Evaluation reports required from DICT


Monitoring  Guide


Monitoring Calendar PAP Implementer Month

Day

Period Covered

Report to be  Submitted

July

24

July

Monthly Physical  Accomplishment

August

25

August

Monthly Physical  Accomplishment

September

26

September

Monthly Physical  Accomplishment

October

25

October

Monthly Physical  Accomplishment

November

25

November

Monthly Physical  Accomplishment

December

20

December

Monthly Physical  Accomplishment


Monitoring Calendar Finance Division Month

Day

Period Covered

Report to be  Submitted

August

1

July 

Monthly Financial  Report

September

1

August

Monthly Financial  Report

October

3

September

Monthly Financial  Report

November

4

October

Monthly/Quarterly  Financial Report

December

5

November

Monthly Financial  Report

January (2017)

5

December

Monthly/Quarterly/Yearl y Financial Report


Monitoring Calendar Strategic Management and Programs Development Division Month

Day

Period  Covered

Report to be Submitted

August

10

July 

Consolidated Monthly Report and  Exception Report

September

12

August

Consolidated Monthly Report and  Exception Report

October

10

September

Consolidated Monthly Report and  Exception Report

November

10

October

Consolidated Monthly/Quarterly  Report, and Exception Report

December

12

November

Consolidated Monthly Report and  Exception Report

January (2017)

10

December

Consolidated  Monthly/Quarterly/Yearly Report, and  Exception Report


Monitoring Templates

Monthly Accomplishment Report • The performance indicators and physical targets should be consistent with the Performance Measurement Framework approved by the Management for the current fiscal year • Use DICT Form 1


Monitoring Templates DICT Form 1


Monitoring Templates Monthly Accomplishment Report (cont’d.) •

SMPDD shall only accept and process all data indicated in Form 1. Other formats of accomplishment reports shall not be accepted, unless otherwise advised by the Management or the oversight agencies.

New performance indicators/physical targets shall be accepted. However, SMPDD shall require a justification of the changes.

Form 1 should be submitted to [smpd@dict.gov.ph]. Submission of the Form to individual staff shall not be processed.

Program/project implementers should also provide a signed copy of Form 1 and should be submitted to SMPDD in both print and digital format.

Please refer to the fill-up instructions indicated in Form 1.

You can download Form 1 at [www.dict.gov.ph/forms].


Monitoring Templates Financial Report •

The financial report should be consistent with the General Appropriation Act, eGovernment Fund, and other funding source allotted for DICT

SMPDD shall only accept and process all data indicated in Form 2. Other formats of financial reports shall not be accepted, unless otherwise advised by the Management or the oversight agencies.

Financial reports should be consistent with the physical accomplishment reports.

Form 2 and 3 should be submitted to [smpd@dict.gov.ph]. Submission of the Forms to individual SMPDD staff shall not be processed.

The Finance Division shall also provide a signed copy of Form 2 and 3 and should be submitted to SMPDD in both print and digital format.

Please refer to the fill-up instructions indicated in Form 2.

You can download Form 2 and 3 at [www.dict.gov.ph/forms].


Monitoring Templates The Diagnostics/Evaluation of PAPs and Financial Performance •

The Strategic Management and Programs Development Division of the National ICT Governance Service is tasked to gather data and provide analysis of the results gathered.

•

SMPDD shall consolidate all the accomplishment and financial reports submitted by the program/project implementers and Finance Division. The information/data shall be cascaded by the SMPDD to the reports required by the Management and oversight agencies such as DBM, COA, DENR, and NEDA.


Monitoring Templates

eports submitted to oversight agencies (cont’d.) Agency DBM

Type Budget Accountability  Report (BAR) 1: Quarterly Physical  Report of Operation

DBM

Budget Accountability  Report (BAR) 2: Quarterly Financial  Report of Operation

Nature

Frequency

Reflects the  agency’s actual  accomplishments  in terms of the  performance  measures  indicated in its  PFP.

Quarterly

Reflects  agency’s actual  obligations  corresponding to  the reported  physical  accomplishment  for the quarter

Quarterly


Monitoring Templates

eports submitted to oversight agencies (cont’d.) Agency

Type

Nature

Frequency

COA

Accomplishmen t Report

Requires the report of  accomplishment reports  and financial reports of all  PAPs of DICT. The  Accomplishment Report  also includes the  justification/remarks for  non­accomplishment of  targets and the effects of  non­accomplishment to  the stakeholders

Quarterly,  annually

NEDA

Comprehensive  Integrated  Infrastructure  Program (CIIP)  Report

Includes both ongoing and  proposed public  infrastructure projects of  all government  agencies/instrumentalities

Quarterly,  annually


Monitoring Templates

eports submitted to oversight agencies (cont’d.) Agency

Type

Nature

DENR

Cluster on  Climate Change  Adaptation and  Mitigation  (CCAM)

Requires the  accomplishment reports of  its climate change  adaptation and mitigation  program/projects

Frequency

Quarterly,  annually


Monitoring Templates Diagnostics/Evaluation of PAPs and Financial Performance (cont’d.) •

Coordinate with the oversight agencies regarding the additional reports needed for DICT and cascade it to the program/project implementers and the Finance Division

Provide a diagnostics/exception report, as a result of the analysis of the reports submitted to SMPDD

Check the veracity of the information reflected in accomplishment reports. SMPDD has the liberty to ask supplemental documents to the program implementers, if necessary. Supplementary documents include, feedback from clients/stakeholders, event reports, and inspection reports among others.


Evaluation  Guide


Bases for Evaluation In order to come-up with a sound diagnostics/exception report the SMPDD shall use the following documents as bases of analysis: • • • • • • • •

Accomplishment Reports; Feedback from clients/stakeholders; Performance Measurement Framework/Targets; Work Plans; Annual Plans; Strategic Plans; Major Final Outputs (MFOs); and Key Result Areas (KRAs).


Performance Trending

• The Trending of Performance is based on the performance of the PAP for the past three years as indicated in the Annual Work Financial Plans and PMF. • It evaluates the rate of the accomplishment based on the targets, objectives, and mandates of the PAP.


Findings and Recommendations

• The evaluator through the development of an exception report shall provide its findings and recommendations based on the areas of on the overall physical and financial performance of the PAP and its alignment with its targets and mandates. • The Report shall be submitted to the Management for their decision-making of the implementation of the PAP.


Thank You


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