School Monitoring Evaluation & Adjustment (SMEA) Processes
OBJECTIVES 1. Explain the the different processes involved involved in conducting conducting MEA at the school level; 2.Describe the process flow of MEA at the school level; and 3. Commit to implement MEA at the school level.
OBJECTIVES 1. Explain the the different processes involved involved in conducting conducting MEA at the school level; 2.Describe the process flow of MEA at the school level; and 3. Commit to implement MEA at the school level.
Feel Ko, Feel
“
Feel Mo?”
“Fill It!”
Directions 1. Group the pax by schools division. 2. Assign a leader and a reporter for each group 3. Let each group answer the following questions: (Division Experiences) a. What processes were involved to achieve data-based decision making? b. Who were involved in every process? c. What are the tools/instruments used (if there are any?
PROCESSES
PERSONS INVOLVED
TOOLS/ INSTRUMENTS USED
1. From the published output/s, which have you been regularly practicing? How did you feel about it? 2. Which have you not regularly practiced? What will you do? 3. What realization have you made?
School MEA Processes
1. DATA GATHERING
Data Gathering Initially, data gathering is done quarterly by internal M & E Team to Teachers, SHs, & project Implementers during the pre-work prior to SMEA proper.
Data Gathering Physical Outputs (PO) accomplished are identified from their work plans together with the standards if followed.
Data Gathering School Internal Monitoring and Evaluation Team (IMET) consolidates their accomplishments using PO template and prepares the MOVs to support the report.
Data Gathering Includes identification of issues, facilitating and hindering factors, lessons learned and good practices encountered by schools which are identified before the SMEA proper.
Obtaining QUANTITATIVE & QUALITATIVE Information
Quantitative Information Quantitative information includes the physical outputs, and the utilization of financial inputs. The progress is measured against a defined set of standards and/or what had been planned.
Quantitative Information Quarter and cumulative computation (performance visà-vis 3 years targets) is done to provide a macro view of implementation progress.
Quantitative Information Pre-work activities: 1. School Internal M & E Team (IMET) calls for quarterly progress M & E (AIP/M & E Based). Teachers, School Head, Project Implementers prepare accomplishment reports. 2. IMET collects data on quarter SIP Implementation 3. IMET prepares quarter M & E Report (M & E Report Form 1-A)
Qualitative Information (Issues) 1. Identifying significant issues that have affected delivery of outputs. 2. Categorizing issues 3. Examining issues and identify recommended resolutions
Qualitative Information (Lessons Learned)
1. Identifying hindering & facilitating factors 2. Drawing lessons learned from hindering & facilitating factors
2. DATA PROCESSING & ANALYSIS
Data Processing & Analysis
Data processing involves organizing the data for analysis . The quantitative data can be transformed into percentages, ratios, ranks or measures of central tendency. These are also presented in tables and graphs to show relationship between variables.
Data Processing & Analysis
The qualitative data, like issues and facilitating and hindering factors are processed by classifying them into categories. The use of probing questions will also be useful in determining what facilitated or hindered the accomplishment of outputs.
Suggested Steps
a. Agree on a set of Planning Standards
Suggested Steps
b. Review data and make initial conclusions
Making Initial Data Conclusions Looking into Trends Number of Classrooms Year 1 Year 2
25
27
Latest Year
30
The number of classrooms is increasing.
Making Initial Data Conlusions Comparing against Planning Standard Number of Classrooms Year 1
Year 2
Latest Year
25
27
30
Division Planning Standard Floor
Area: 7x9
sq.m. With 2 doors on both ends Windows(___) Lighting: 4 (40W) fluorescent lamps 20 out of 30 classrooms are not within the planning standard.
Making Initial Data Conclusions Cross-Referencing Number of Classrooms Year 1
Year 2
Latest Year
25
27
30
Year 1
Year 2
Latest Year
1185
2000
2250
Enrolment
Classroom Student ratio is 1:75 which is not within the planning standard of 1:45.
Suggested Steps
c. Write conclusions
3. FORMULATING RECOMMENDATIONS
Formulating Recommendations Recommendations are formulated based on unaccomplished physical outputs, unresolved issues, perceived lessons learned and good practices of the school.
Formulating Recommendations In crafting the recommendations, it is not mandatory that each unresolved issue will merit a recommendation.
Formulating Recommendations a. Summarizing of M & E results b. Streamlining issues, lessons learned and good practices
4. VALIDATION OF M & E RESULTS
Validation of M & E Results
Data validation is reviewing the entries in the M & E Results. This happens during the actual MEA at the school level.
Validation of M & E Results
In here, stakeholders will further analyze and decide on the issues, lessons learned, good practices and recommendations previously identified by the IMET.
Validation of M & E Results This is also to determine if identified accomplishments are based on standards and are duly supported by documents. Outputs not supported by MOVs cannot be credited or considered as such.
Validation of M & E Results MOVs are evidences of actual performance and these may include : Status and/or Accomplishment Reports Documentation of best practices Observation and Inspection Key Informant Interviews Minutes of Meeting Attendance Sheet Others
5. MANAGEMENT RESPONSE
Management Response
Reporting of M & E results by the school IMET be used to validate information during the actual MEA. These are mostly the summary of information on the accomplishments, issues, and lessons learned for resolution by management & stakeholders. This way information can be validated by the concerned and immediate resolutions can be offered.
Management Response
The school can maximize the time in providing comments and suggestions to resolve the issues raised. Proper protocol is observed during reporting of information to safeguard the integrity of reports.
6. ADJUSTMENT OF PLAN
Adjustment of Plan Adjustment of SIP is undertaken to take care of unaccomplished outputs of the various groups.
Adjustment of Plan This can be in terms of modifying the earlier strategies used, rescheduling of activities, aligning available resources, making decisions on discontinuing the projects, etc.
School MEA Process Flow
School MEA Process Flow
SMET School Monitoring & Evaluation Team
SIP-AIP SPPD
IPPD Competencies covered Classroom Mgmt Learner performance
SMET Call for Progress M&E Quarterly
Teacher prepares & submits quarter report on accomplishment and learner performance Teacher’s
Accomplishment Report (Qtr)
Data Analysis Processing School M&E Report for the Quarter
Supervisory Plan, MOOE
Liquidation , etc.
Programs and Project Action Plans
School MEA Process Flow
SH prepares & submits quarter report on school performance
Program implementers prepare & submit quarter report on program/project accomplishments
School Accomplishment Report (Qtr)
Program/Project Accomplishment Report (Qtr)
IMET collects and analyzes data and prepares M&E report School M&E Report for the Quarter
Validate report with stakeholders in SMEA Validated School M&E Report
Finalize School M& E Report
Reporting of MEA Recommenda results to tions Management/
DISRICT
Quarter School M&E Report
Quarter School M&E Report
Adjust AIP
Actual SMEA
Data Validation Gathering
Adjusted AIP
Adjustments of Plans and Strategies
School MEA Implementers School Head School Planning Team SIP Implementing Team School M&E Coordinator Teachers
Big School – Department Chairs or Grade/Year Coordinators Small Schools – (3-10 teachers) - all teachers
District Work plan/AIP District receives SME Report
District IMET (PSDS, Central School Principal, 2 SSHs, ICT staff) consolidates School M&E Reports
Consolidated M&E Data of Schools & Dist
Data Processing Analysis
Instructional Supervisory Plan Physical Output Matrix
Data Validation V Gathering alidation
Instructional Technical Supervisory Assistance Plan Plan
Consolidated M&E Data of Schools and the District
District IMET analyzes data and prepares M&E Report Consolidated District M&E Report
Actual MEA
PSDS prepares & submits quarter report on accomplishment
Consolidated Schools & District M&E Report
District IMET validate Reports with School Heads, PSDS & District Staff
School Heads & PSDS report their physical accomplishments, issues and lessons learned in providing Technical Assistance
District IMET prepares District M&E Report and submit to the DMET
Validated District M&E Report
Validated District M&E Report
Reporting of Recommen MEA results to Management/ District M&E dations Report (Quarter) stakeholders District M&E Report (Quarter)
DISTRICT CLUSTER/
Division
Note: If the schools division is a small division, there is no need for a district cluster MEA. Hence, after doing the District M&E, District M&E Reports will be consolidated by the DMET.
DISTRICT MEA IMPLEMENTERS PSDS Distri District ct M&E M&E Team Team ( Central Principal, 2 Secondary SH, ICT Teacher) School Heads of the District
District Cluster MEA Process Flow District M&E Report Cluster receives DsMEA Report
A
District M&E Report
DsCMET (EPSs assigned to the DC headed by a DMET member — AO, Planning Officer or M&E Coordinator) consolidates District Cluster M&E Reports (Schools & District) Consolidated District Cluster M&E Reports
District Cluster M&E Report
Consolidated District Cluster M&E Reports
DsCMET analyzes data and prepares M&E Report District Cluster M&E Report
DCMET validates District Cluster M&E Report with PSDSs
Supervisory Plan Physical Output Matrix
PSDSs report physical accomplishments, issues and lessons learned in providing Technical Assistance to schools based on Supervisory Plans and the schools M & E Reports
DsCMET prepare District Cluster M&E Report and submit to the DMET
Validated District Cluster M&E Report
Validated District Cluster M&E Report
District Cluster M&E Report (Quarter) District Cluster M&E Report
DIVISION
Districts Cluster-MEA Implementers DO Area Supervisor PSDS of Cluster District Cluster M&E Team
District M&E Reports
s s e c o r P A EData Data M Analysis Processing Output n Physical Matrices o i s Actual i DMEA v i D
District M&E Reports
DMET receives DsMEA and DsCMEA Reports
DEDP/AIP
Action Plans for Programs and Projects Work Plans of Planning, Admin, Budget
Work Plans on Curriculum Implementation
Work Plans of Teams (T&D, QAA,
Supervisory/TA Plans of EPS
Validated Validated Division M&E Division Report M&E Report (Quarter)
(Quarter)
DMET consolidates District/District Cluster M&E Reports
DMET collects and summarizes the physical accomplishments, issues, lessons learned, and recommendations of the DO (TA providers, teams, units/sections, and implementers of programs and projects)
DMET collects analyzes data and prepares field-based Division M&E Reports & DO Units Reports
DMET validates Field-based Division M&E Report and Summary of Physical Accomplishments, Issues, Lessons Learned and Recommendations of the DO with EPSs, PSDSs, and section heads of the DO Units DQMT & DMET presents Validated Quarter M&E Report to the Division Management
District Cluster M&E Reports
District/District Cluster M&E Reports
Consolidated District or District Cluster M&E Reports
Consolidated District or District Cluster M&E Reports
Data Summary of the Physical Validation Gathering Summary of the Physical
Accomplishments, Issues, Lessons Learned and Recommendations of the DO
Field-based Division M&E Report and Division Units M & E Reports
Division Management Response to the Division M&E Report
Accomplishments, Issues, Lessons Learned, and Recommendations of the DO
Adjustment Field-based Division M&E s of Plans and Division Units M & E Report and Strategies Adjusted Adjusted DEDP/AIP and action/wor k/ TA plans
Reporting of Recommen MEA results to Management/ dations stakeholders
DEDP/AIP and action/work / TA plans
REGION
Adjust DEDP/AIP and action/work/ TA plans
DMEA IMPLEMENTERS Division M&E Team Division Education Program Supervisors All PSDS Division Administrative Officer Division Budget & Finance Officer
Schools Divisions M&E Reports
RMET receives DMEA Reports
REDP/AIP Work Plans of RFTACT
Work Plans of FDs
Schools Divisions M&E Reports
Region MEA Process
RMET consolidates Schools Divisions M&E Reports
RMET collects and summarizes the physical accomplishments, issues, lessons learned, and recommendations of the RO Divisions and RFTACT
Consolidated Schools Divisions M&E Reports
Consolidated Schools Divisions M&E Reports
Data Data Gathering Summary of the Physical Summary of the Validation Physical Accomplishments, Issues, Lessons Learned and Recommendations of the RO Divisions
Accomplishments, Issues, Lessons Learned, and Recommendations of the RO Divisions
Work Plans of BFD
DataWork Plans of Admin Data Analysis Processing
RMET analyzes data and prepares RO Divisions M&E Reports & DO Units Reports
RMET validates RO Divisions and Schools Divisions M&E Report, Summary of Physical Accomplishments, Issues, Lessons Learned and Recommendations with SDS, ASDS and Chief, ESPS of the DO Divisions
Actual RMEA Validated Validated Region M&E Region M&E Report Report (Quarter)
(Quarter)
RMET presents Validated M&E Report to the Regional Management
RO Divisions and Schools Divisions M&E Report
RO Divisions and Schools Divisions M&E Report
Reporting of MEA Recommendat results to Management Adjusted Response to the Management/ REDP/AIP ions Region M&E and Work/ stakeholders Report TA plans
Adjustment s of Plans and Strategies
Adjusted REDP/AIP and Work Plans/TA Plans
Adjust REDP/AIP and Work/TA Plans
RMEA IMPLEMENTERS The Quality Assurance and Accountability Division (QAAD) in the region is the lead unit to conduct RMEA. The QAA Division Chief leads in the planning of RMEA activities prior to the actual conduct of RMEA oversees the conduct of RMEA presents recommendations to the regional management for actions
RMEA IMPLEMENTERS Regional QAAD Specialists orient regional personnel on the RMEA strategy prepare M&E tools to be used for RMEA sessions and the venue facilitate the RMEA sessions consolidate, process and analyze data gathered from RMEA validate and integrate findings of all M&E results in the region prepare RMEA report for the period
RMEA IMPLEMENTERS Internal M&E personnel (designated in every Functional Division/RO Unit)
gathers physical outputs of the unit to be submitted to the QAAD
Chiefs of Functional and Support Divisions ensure the availability of MOVs for the physical outputs of the unit review the accomplished PO Matrix of the IME
RO Education Supervisors/Support Personnel representatives of Admin/BFD
participate in group sessions during the conduct of RMEA
RMEA IMPLEMENTERS REXECOM ( composed of the regional top management RD, ARD and the chiefs of the functional divisions/units)
discuss the recommendations gathered in the RMEA and propose actions for policy and technical assistance
Assistant Regional Director
review the regional issuances for implementation of policy actions for submission to RD
Regional Director
signs the regional issuances to concerned entities
Let’s do this…
Sharing of Insights
What insights / important learning you have gained from the session?
SMEA Processes
