School Monitoring Evaluation & Adjustment (SMEA) Processes

OBJECTIVES
1. Explain the different processes involved in 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 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 vis-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 Latest Year

25

27

30

The number of classrooms is increasing.

Making Initial Data Conlusions

Comparing against Planning Standard
Number of Classrooms
Year 1 Year 2 Latest Year Division Planning Standard

25

27

30

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 25 Year 2 27 Latest Year 30

Enrolment
Year 1 1185 Year 2 2000 Latest Year 2250

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
IPPD Competencies covered Classroom Mgmt Learner performance SPPD Supervisory Plan, MOOE Liquidation , etc.

Programs and Project Action Plans

School MEA Process Flow

Data Gathering Validation

SMET Call for Progress M&E Quarterly

Teacher prepares & submits quarter report on accomplishment and learner performance

SH prepares & submits quarter report on school performance School Accomplishment Report (Qtr)

Program implementers prepare & submit quarter report on program/project accomplishments Program/Project Accomplishment Report (Qtr)

Teachers Accomplishment Report (Qtr)

DISRICT

Data Analysis Processing

School M&E Report for the Quarter

IMET collects and analyzes data and prepares M&E report

School M&E Report for the Quarter

Quarter School M&E Report

Quarter School M&E Report

Adjust AIP

Actual SMEA

Validate report with stakeholders in SMEA

Validated School M&E Report

Finalize School M& E Report

Adjustments of Plans and Strategies

Adjusted AIP

Reporting of MEA Recommenda results to tions Management/ stakeholders

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 receives SME Report

District IMET (PSDS, Central School Principal, 2 SSHs, ICT staff) consolidates School M&E Reports

PSDS prepares & submits quarter report on accomplishment

District Work plan/AIP

Instructional Supervisory Plan Technical Data Assistance Plan Gathering Validation

Consolidated M&E Data of Schools & Dist

Consolidated M&E Data of Schools and the District

Data Processing Analysis

District IMET analyzes data and prepares M&E Report

Consolidated District M&E Report Consolidated Schools & District M&E Report

Actual MEA
Instructional Supervisory Plan Physical Output Matrix

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

Validated District M&E Report

District IMET prepares District M&E Report and submit to the DMET

Reporting of Recommen MEA results to Management/ District M&E dations Report (Quarter) stakeholders
District M&E Report (Quarter)

Validated District M&E Report

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 District M&E 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

District M&E Report

DsCMET (EPSs assigned to the DC headed by a DMET memberAO, Planning Officer or M&E Coordinator) consolidates District Cluster M&E Reports (Schools & District)
Consolidated District Cluster M&E Reports Consolidated District Cluster M&E Reports

District Cluster M&E Report

DsCMET analyzes data and prepares M&E Report

District Cluster M&E Report

DCMET validates District Cluster M&E Report with PSDSs

PSDSs report physical accomplishments, issues and lessons learned in providing Technical Assistance to schools based on Supervisory Plans and the schools M & E Reports
Validated District Cluster M&E Report

Supervisory Plan Physical Output Matrix

Validated District Cluster M&E Report

DsCMET prepare District Cluster M&E Report and submit to the DMET

District Cluster M&E Report (Quarter) District Cluster M&E Report (Quarter)

DIVISION

Districts Cluster-MEA Implementers DO Area Supervisor PSDS of Cluster District Cluster M&E Team

District M&E Reports

District M&E Reports

District Cluster M&E Reports

District/District Cluster M&E Reports

Division MEA Process

DMET receives DsMEA and DsCMEA Reports

DMET consolidates District/District Cluster M&E Reports

DEDP/AIP Action Plans for Programs and Projects Work Plans of Planning, Admin, Budget Work Plans on Curriculum Implementation

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)

Data Summary of the Physical Validation Gathering Summary of the Physical

Accomplishments, Issues, Lessons Learned and Recommendations of the DO

Consolidated District or District Cluster M&E Reports

Consolidated District or District Cluster M&E Reports

Accomplishments, Issues, Lessons Learned, and Recommendations of the DO

Data Data Supervisory/TA Plans of Analysis EPS Processing

Physical Output Matrices

Work Plans of Teams (T&D, QAA,

DMET collects analyzes data and prepares field-based Division M&E Reports & DO Units Reports

Field-based Division M&E Report and Division Units M & E Reports

Adjustment Field-based Division M&E s of Plans and Division Units M & E Report and Strategies
Adjusted DEDP/AIP and action/wor k/ TA plans

Actual DMEA
Validated Validated Division M&E Division Report M&E Report (Quarter)

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

Division Management Response to the Division M&E Report

Adjusted
DEDP/AIP and action/work / TA plans

Adjust DEDP/AIP and action/work/ TA plans

(Quarter)

Reporting of Recommen MEA results to Management/ REGION dations stakeholders

DMEA IMPLEMENTERS
Division M&E Team Division Education Program

Supervisors All PSDS Division Administrative Officer Division Budget & Finance Officer

Schools Divisions M&E Reports

Schools Divisions M&E Reports

Region MEA Process

Data Data Gathering Summary of the Physical Summary of the Validation Physical
Accomplishments, Issues, Lessons Learned and Recommendations of the RO Divisions

RMET receives DMEA Reports

RMET consolidates Schools Divisions M&E Reports

Consolidated Schools Divisions M&E Reports

Consolidated Schools Divisions M&E Reports

REDP/AIP Work Plans of RFTACT Work Plans of FDs Work Plans of BFD

RMET collects and summarizes the physical accomplishments, issues, lessons learned, and recommendations of the RO Divisions and RFTACT

Accomplishments, Issues, Lessons Learned, and Recommendations of the RO Divisions

DataWork Plans of Admin Data Analysis Processing

RMET analyzes data and prepares RO Divisions M&E Reports & DO Units Reports

RO Divisions and Schools Divisions M&E Report

RO Divisions and Schools Divisions M&E Report

Adjustment s of Plans and Strategies

Adjust REDP/AIP and Work/TA Plans

Actual RMEA
Validated Validated Region M&E Region M&E Report Report (Quarter)

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
RMET presents Validated M&E Report to the Regional Management

Reporting of MEA Recommendat results to Management Adjusted Response to the Management/ REDP/AIP ions Region M&E and Work/ stakeholders Report TA plans

Adjusted
REDP/AIP and Work Plans/TA Plans

(Quarter)

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

Lets do this

Sharing of Insights

What insights / important learning you have gained from the session?

SMEA
Processes

Thank you!

Good Luck!