Educational Planning and Control

EDUCATIONAL PLANNING & CONTROL

Monitoring and Evaluation of Plans

Chapter 20

Riza R. Oxiano Presenter

In the 1980’s, a project management team had been commissioned by the government to review the project management systems of the Ministry of Education, Culture and Sports (MECS). The team, headed by Ernesto Franco prepared a monitoring and evaluation system for project development and implementation. Virgilio Fuerte of the Fund for Assistance to Private Education (FAPE) and Franco prepared this plan.

Ministry of Education and Culture Project Monitoring and Evaluation System Phase II Program/Project Review

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Background

A project monitoring and evaluation system has identified aa essential management mechanism to ensure the effective implementation of program and projects under Phase II of the MEC Program/Project Review (PPR II).

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PPR PHASE II ORGANIZATION

Management LevelMinistry ------------------------------Management Team(Monitors)--------------------------------------Program (Program Directors)------------------------------------Project(Project Officers)--------------------------------------Milestone /Activity

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Management Office Functions

Per Office Order, the Management Office had the following functions:

3.1 formulate a work plan for the implementation of projects per PPR priorities.3.2 Identify the office/agency that should implement these projects.3.3 oversee and coordinate the implementation of the projects; and3.4 regularly monitor and evaluate the implementation of these projects.

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Management Office Functions

The scope of the review included:

- Analysis of project milestones accomplished and determine reasons for variance from plan of any.- Confirmation of activities/milestones for the coming review period.- Statement of issues and problems concerning the program/project.

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Functions of Program Task Forces and Projects Managers

Program level

– The Program Director shall prepare a Program Terms of Reference and a comprehensive work plan organized into a set of interrelated projects directed towards the attainment of program goals and objectives.

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Functions of Program Task Forces and Projects Managers

Project

– The Project Officer shall prepare a Project Terms of Reference and a detailed work plan organized into a set of interrelated activities directed towards the attainment of project goals and objectives. Upon approval, a project is activated and implemented by the Project Officer.

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Program/Project Documentation

The Terms of Reference for each project or project included:

5.1 Program/Project Title5.2 Name of Program Director or Project Manager 5.3 A rationale supporting the need for such an effort, including the context5.4 A statement of goals and objectives 5.5 Outputs and key results5.6 Implementing strategy, tactics or steps5.7 Schedule 5.8 Organization5.9 Budget

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Objectives and Monitoring System

To acquire the capability to:

6.1 integrate project plans into a master network, and6.2 monitor and evaluate the implementation of PPR Phase II programs and projects.

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PPR II Monitoring and Evaluation System

Management and control are applied to assure project performance. It assists the Program Directors and Project Officers by standardizing documentation and implementation status reporting.

The monitoring and evaluation system would be used to assist the Management Office to carry out their specified functions. Specifically, the system would enable the Management Office to integrate project plans onto a master network and to marshal the implementation of on-going projects and programs.

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Forms

CPSF – Capsule Project Specification FormMAR – Milestone Accomplishment ReportPAC – Project Accomplishment ChartPAR – Program Accomplishment ReportPTR – Project Termination Report

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Capsule Project Specification From

The CPSF presents a brief and concise description of a project. It would be the basis upon which future accomplishments are compared against specified targets.

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Milestone Accomplishment Report (MAR)

At reporting intervals (bi-weekly), the MAR is prepared for each on-going project by the Project Officer.

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Project Accomplishment Chart (PAC)

The PAC provides comparison of the planned with the actual accomplishment.

INFO

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Program Accomplishment Report (PAR)

The PAR provides comparison of the planned with the actual accomplishment on a cluster of projects presented in table format.

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Project Termination Report (PTR)

The PTR serves:

a. to provide the basis for administrative review of program/ project accomplishment b. as the format for terminal reporting to the Management Office for completed projectsc. project recycling and re-planning

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Control Forms

Control forms will be used by the Secretariat to keep track of the activities outside of the project execution. The set of control forms includes:

a. Status of Program Terms of Reference Developmentb. Status of Project Terms of Reference Developmentc. CPSF and MAR Control Sheet

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INFO

Project Formulation and Definition of Concepts

- ADB emphasize that there is need to have some general guidelines on project formulation, focusing in particular on the definition and use of basic concepts such as objectives, scope, components, inputs, outputs and benefits. - A clear distinction should be made between general project objectives which tend to coincide with the broader sub sectoral goals, and specific project objectives which should indicate, to the maximum extent possible, measurable or operational targets.

Project Formulation and Definition of Concepts

- There is a need to be clear as to what the project scope really is. The scope indicates the boundary of the project objectives. - The relationship between benefits and project inputs and outputs should clearly emerge from any appraisal process.

Checklist for Economic Analysis

An international development agency uses this checklist for the evaluation of educational project.

I. Harmony Between Policy and Project GoalsII. Review of the Education System (es) and Assessment of its (Past) PerformanceIII. Role of the GovernmentIV. Assessment of Needs/Manpower Planning (MP) External Efficiency Aspects V. Social Impact/Target Groups/Beneficiaries/ Distribution Impact

Checklist for Economic Analysis

An international development agency uses this checklist for the evaluation of educational project.

VI. Financial Considerations/AnalysisVII. Cost Benefit AnalysisVIII. Cost Effectiveness Approach IX. Qualitative Risk AnalysisX. Important Sections Treated Explicitly in Appraisal XI. Miscellaneous Issues

Thanks for your attention

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