The advantages of data management charts are the level of detail that they contain, and the logical way in which the responsibilities of all stakeholders in terms of the six data management processes are described. The disadvantages of data management charts are that the level of detail that they contain may be daunting for some stakeholders, especially policy makers or decision makers who only want a quick overview, without all the details. Example 3: Regular flow chart (of the same routine monitoring system illustrated in example 1) Follow up with schools that have not submitted the form Start
Complete the Daily Attendance Register for Teachers (Form 1), and the Daily Attendance Register for Classes (Form 2)
During every PTA meeting, complete the Attendance Register for PTA meetings (Form 3)
By the 5th day of the following month, collect all Forms 1,2, and 3
Prepare a Monthly District Summary Report using the data from Forms 3 within15 days of the following month
Conduct trend analysis to understand trends over time
Archive the Forms 3 once the Monthly District Summary Report has been prepared
Validate the Monthly District Summary Report, make a copy of own records, and submit it
Complete the Monthly School Participation Summary Reporting Form (Form 4) by adding up the data from Forms 1 to 3
Present the data to teachers
Discuss low attendance at the quarterly meeting of school principals
Agree on which schools to supervise
Follow up with districts that have not submitted the Monthly District Summary Reports
Capture all district level data onto the national database
Archive all the Monthly District Summary Reports received Are there problems? If NO
Congratulate school
Supervise low-performing schools and agree on remedial actions
Once a quarter, prepare a National Education Attendance Report
If YES Disseminate the National Education Attendance Report to all education stakeholders Agree on remedial actions to address low attendance Agree at management meeting on which districts to supervise, based on attendance data
Record that Form 3 has been received from the school
Supervise low-performing districts, agree on and implement remedial actions
Source: Authors
Routine Monitoring
279
Chapter 7
Validate Form 4, sign it, make a copy for own records,and submit it before the 10th of following month
Record all Monthly District Summary Reports received