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TheSchoolMonitoringandEvaluationSystem

SchoolMonitoringandEvaluationSystem
1.

Description

2.

Objectives

3.

Scope

4.

PerformanceMeasures

5.

SchoolMonitoringProcess

6.

ControlandAdjustmentPoint

7.

SchoolM&ETools

8.

DocumentsandReports

9.

TermsofReference

10. SettingUptheSchoolM&ESystem
11. SchoolManagementInformationSystem
12. IntegrateM&ESystem

SCHOOLM&ESYSTEM

1.0
INTRODUCTION

School M&E System

THENAKEDKING
Lon g ,lon g a g oin a la n d far,fa r a wa y, th ere live d th is r ich
a n d p ower fu l kin g . A g rou p of ta ilor s h ap pe n e d to v is ith is
p la ce an d told h im th ey we re s e llin g th e f in es t an d mos t
expe n s ive g ar me n ts on e ar th . The kin g a ske d to se e th e
g ar me n ts an d th e ta ilor s mad e s ome motion s wi th th e ir
ha n d s in th e a ir, as th ou g h theywere pu ll in g ou t a dres s.
Th e ta ilor s told th e kin g th a t th e g ar me n ts were so f in e a nd
lig h t th a tn ob od ycou ld s ee th e m. Th e kin g bou g h tth e
g ar me n ts an d pu tth e m on for a pu b lic ce le bra tion .
A s h e was wa lkin g down th e s treet, eve r yb od y cou ld s ee
th a tth e kin g was s tar kn ake d . H owever,b e ca u se of h is
powe r n ob od yd ared te ll h imop e n ly. Th e kin g 's cour tie r s
com p l ime nted h im on h owh a n d s ome he looke d in th e n ew
an d inv is ib le g ar me n ts . I t wa s notlon g be fore th e ch a ra de
wa s s ha tte re d bya s ma ll ch ild .
C h ild re n d onot know h owto h id e th e ir fee lin g s . Th e b oy
p ointe d a tth e kin g a n d s h outed , th e kin g is n a ke d , th e
kin g is n a ke d . . ..

1.0INTRODUCTION
1.1ImportanceofMonitoringandEvaluation(M&E)
ThestoryofTheNakedKingillustratesakeypointinmonitoringandevaluation,honesty.The
integrityofthemonitoringandevaluationsystemmustbeupheld.Importantdecisionsare
madebasedontheinformationandinsightsprovidedbythesystem.Peoplegetfired,
projectsareterminated,andjudgmentsarerenderedbasedonthereportsanddocuments
preparedbythemonitorandtheevaluator.Whentheintegrityofthesystemis
compromised,monitoringandevaluationwilldomoreharmthangood.Thenakedking
madethewrongdecisionbecausehisadviserswerenothonestanddidnotprovidehim
withtherightinformationandinsights.
Suchistheimportanceofmonitoringandevaluation.

1.2TheNeedforanM&ESystem
Schoolbasedmanagementisoneofthemostchallengingtasksasfarashumanresource
developmentisconcerned.Asamanager,theschoolheadmustbeabletobalancethe
competingrequirementsofschoolimprovements,teachersdevelopmentandtheprovision
ofqualityteachingandlearningprocess.Asanintegralpartoftheeducationsystem,the
schoolheadmustbeabletoadjusttotheneedsandexpectationsofstakeholders.The

School M&E System

schoolheadmustcontinuouslyimprovetomeetthedivergentandchangingdemandsof
learners,teachersandstakeholders.Inordertofaceuptothesechallenges,timelyand
correctinformationmustbeonhandtoenabletheschoolheadtomaketherightand
relevantdecisionsthatwillfacilitateappropriatemanagerialactions.Hence,theSchool
MonitoringandEvaluationSystem.

School Head
Managementofthe
teaching&learning
process

School
Management&
Instructional
Supervision

Self
managed
learning

Learners
Managementofthe
teaching&learning
process
School
Management&
Instructional
Supervision

Teachers

Scope of a School M&E System:


Major Players

TheSystemofferstheschoolhead,teachersandlearnerswithinformationandinsightsthat
willallowthemtoexamineandanalyzetheirefficiencyandeffectiveness.Itisameansto
supportthecontinuouslearningprocessesoftheschoolduringtheSIPimplementation.In
thisregard,theSchoolM&ESystemismainlyconcernedwiththeschool'sinternalaffairs.It
isdesigned,firstandforemost,tomeetthedecisionmakingrequirementsoftheschool
head,teachersandeventhelearners.
Andlastly,theSystemisdesignedtoprovidestakeholderswithaccurateandtimely
informationaboutthequalityandprogressofeducationservicesintheschool.Itprovides
insightstosupportandoversightunitsontheeffectivenessoftheeducationalpolicies,
programsandstandardsoftheDepartmentofEducation.TheSchoolM&ESystemisan
integralpartoftheQualityAssuranceandAccountabilitySystem.

1.3Definition
TheSchoolM&ESystemisamechanismforgathering,processing,analyzing,interpreting,

School M&E System

andstoringdataandinformationaboutthelearnersprogress,school'sprogramsand
projectsandschoolstakeholdersperformance.TheSystemsetsintomotionaseriesof
managerialactionsforthepurposeofascertainingtherealizationoftheschool's
objectivesasoutlinedintheSIP.
AcompleteSchoolM&ESystemshouldhavethefollowingcharacteristics:
Organizedgatheringandprocessing
AnalysisandInterpretation
Storingdataandinformation
Managerialactions
Realizationofobjectives

SCHOOLM&ESYSTEM

2.0
OBJECTIVESOFTHESCHOOLM&E

School M&E System

2.0OBJECTIVESOFSCHOOLM&E
ThemainobjectiveoftheSchoolM&ESystemistoprovidethenecessaryinformationand
insightsfortheschoolheadtoperformschoolbasedmanagementeffectivelyand
efficientlyandfortheteacherstomanagebasedonstandardstheteachingandlearning
process.
Specifically,theSchoolM&ESystemwillprovidethefollowinginformationandinsightson:
learners'progressandachievementofdesiredlearningcompetenciesand
potentialsoflearnerstomeettherequirementsofthenextlearninglevel
statusandeffectivenessofcurriculumimplementation,schoolprogramsand
projectsandtheoverallprogressofSIP/AIPImplementation
qualityoftheteachingandlearningprocessandthatthesemeetthestandardsset
bytheDepartmentofEducation
efficientmanagementoftheSIPimplementation
schoolstakeholdersrequirementsandexpectationsareinformedaboutthe
progressoftheimplementationoftheSIPonatimelymanner
difficulties,problems,issuesorrisksthathindersefficientimplementationofschool
basedmanagement.
TheSchoolM&ESystemwillallowtheschoolheadstomeettheinformation,reportingand
documentationrequirementsoftheDepED.Thiswillalsoprovidekeyinformationtothe
DivisionOfficeadjustsorimproveitstechnicalassistancetoschools.Also,the
documentationwillalsoprovidevaluableinputstoRegionalOfficeandCentralOfficeunits
improveitsprogramsandpolicies.

SCHOOLM&ESYSTEM

3.0
SCOPEOFTHESCHOOLM&ESYSTEM

School M&E System

3.0S C O P E O F T H E S C H O O L M O N I T O R I N G A N D E VA L UA T I O N

The3YearSchoolImprovementPlan(SIP)definesthescopeoftheschoolmonitoringand
evaluation.Theoutcomes,outputsandresourcesoutlinedintheSIPwillbeusedasbaseline
informationtotracktheeffectivenessandefficiencyoftheschool.
OverviewoftheSchoolM&ESystem
Outcome
Evaluation
Evaluating
School
Performance

Annual
Review
SchoolM&E
System

Post
Implementation
Review

Tracking
Intermediate
Results
Learner
Tracking

Assessment
Grading
Period

Curriculum
Implementation

Tracking
Staff
Performance

Instructional
Supervision

Performance
Appraisal

Utilizationof
Resources

Access/
Utilization

Progress
Monitoring
Managing
School
Resources

Monitoring
SIP
Implement

Review
Process
Qualityof Reviewofthe
SIP/AIP
SIPStartUp

Status&
Progress
Updates

Annual
Inventory

Annual
Financial
Reporting

3.1TypesofMonitoringandEvaluation
TheSchoolM&ESystemincludestheachievementoftheschooloutcomes,theinitialgains
orthelearners'progressandtheefficiencyoftheschoolinmanagingprogramsand
projectsoutlinedintheSIP.Specifically,theSchoolM&ESystemwillcoverthefollowing:

3.1.1Outcom es
PrimaryfocusoftheSchoolM&ESystemisonthelearners.Schooleffectivenessisbasedon
theperformanceofthelearnersinthefollowingareas:
Improvementinenrollmentorlearners'accessorparticipation
Completionorthenumberoflearnerswhoareabletocompletetherequirements
ofthebasiceducationsystem

10

School M&E System

Retentionorlearnerswhostayedinschool
Improvementinlearners'achievement.

3.1.2Interm ed iateResults
TheSchoolM&ESystemwillalsotracktheintermediateresults.Theseareleadingindicators
pertainingtoimprovementintheschool'sassistancetolearners.Theseinclude:
qualityoftheteachingandlearningprocess
improvementintheaccessoflearnerstolearningfacilitiesandlearningmaterials
learnersparticipationintheteachingandlearningprocessandschoolactivities
improvementintheSBMLevelofPractice
positiveperceptionofschoolstakeholders

3.1.3School Prog ress


Andlast,butnottheleast,theSchoolM&ESystemwillalsomonitortheschool's
implementationofschoolprogramsandprojectsoutlinedintheSIP,themanagementand
utilizationofresourcesandhandlingoffinancialresources.Specifically,progressmonitoring
covers:
school'simplementationofprogramsandprojectsbasedonquality,timeand
targetssetintheSIP
staffdevelopment,particularlytheimprovementintheskillsofteachers
useofschoolfacilitiesandotherresources,maintenanceandimprovementofthe
learningenvironment
fiscalmanagementvisavisphysicalaccomplishment.
Table1.SchoolM&EFrameworkoutlinesthescopeoftheSchoolM&ESystem.Itshowsthe
relationshipsoftheschoolobjectives,performanceindicatorsandmeansofverification.It
alsoprovidesinformationonthetypeofmonitoringandevaluationtheschoolwill
undertaketooperationalizetheSystem.

11

School M&E System

Table1.SchoolM&EFramework
Objectives

PerformanceIndicators

Meansof
Verification

TypeofM&E/
SchoolM&E
Process

Goal:
Toprovidebasic
competenciestoeveryoneto
achievefunctionalliteracyfor
all.Specifically,thisincludes
enhancingtheir
communicationskills,critical
problemsolvingskills,
sustainableuseofresources/
productivity,developmentof
selfandasenseof
communityandexpanding
one'sworldvision.

Toprovidebasic
competenciesandachieve
functionalliteracyforall:This
includes:
Communicationskills
Criticalproblemsolving
Sustainableuseof
resources/productivity
Developmentofselfanda
senseofcommunity
Expandingone'sworld
vision

Outcome:
1. Access:Toensurethatall
Increaseinenrollment
learnersofschoolageare Learnersenteringthe
inschoolandarereadyfor
schoolsystemareready
school

EnrollmentReport
SchoolReport
Card

2. Retention:Toensurethat
learnerswhoareinschool
willstayinschool

Increaseinnumberof
learnersretainedinthe
school(retentionrate)
Reductionindropouts
Reductionschoolleavers

SchoolReport
Card

3. Completion:Toensure
learnerswhoareinschool
willcompletethe
requirementsofthe
primaryandsecondary
level

Increaseinnumberof
learnersableto
completethebasic
educationrequirements
Improvegraduationrate

SchoolReport
Card

4. Achievement:Toensure
thatlearnersdemonstrate
thenecessary
competenciesateach
level

Improvementinthebasic
functionalliteracyskillsof
thelearners
Improvementinthe
academicperformance
oflearnersinallsubject
matter

LearnerReport
Card
Teacher
Assessment
National
AchievementTest
(2ndYear)
Regional

Outcome
Evaluation
Process:
Evaluationof
School
Performance

12

School M&E System

Objectives

PerformanceIndicators

Meansof
Verification

TypeofM&E/
SchoolM&E
Process

Improvementinthesocial
skills

AchievementTest
(3rdYear)

(1)Improvedperformanceof
oflearnersinsidethe
classroom

Increaseinattendance
Decreaseinabsenteeism
Demonstratedesired
learningcompetencies

StudentReport
Card
Testresults

Tracking
Intermediate
Results
Process:Learner
Tracking

(2)Improvedaccessof
learnerstolearningfacilities,
equipment,materialsand
otherschoolfacilities

Increaseinnumberof
hands(lab&equipment)
onhours
Classroomtolearnerratio
Textbooktolearnerratio
Improvementinthe
availmentoflibrary,
guidanceandhealth
services
Improvetoiletfacilities

SchoolReport
Card
Inspection

Tracking
Intermediate
Results
Process:
Managing
SchoolAssets

(3)Improvedpracticesof
schoolinschoolbased
management

ImprovementintheSBM
LevelofPractice
Improvementinthe
perceptionofstakeholders
intheschool
management

SBMAssessment
(SelfAssessment)

Tracking
Intermediate
Results
Process:
Evaluationof
School
Performance

(4)Improvedteachers
performanceinmanaging
theteachingandlearning
process

Improvementinmasteryof
subjectmatter
Improvementinthe
teachingskills
Improvementinlearners'
perceptionofthe
teachingskills

Classroom
Observation
TSNA
Survey

IntermediateResults:

Survey

Tracking
Intermediate
Results
Process:
Curriculum
Implementation
&Managing
Staff
Development

Outputs1:
OnAccess/Participation
Schoolprogramsand

%physicalaccomplishment
(numberofprogramsand

SchoolMonthly
Report

Progress
Monitoringand

1Scopeofoutputsvarydependingonthetargetoutcomes,needofthelearnersandcurrentcapacityoftheschool.
TheseitemsaredetailedintheSIP.

13

School M&E System

Objectives

PerformanceIndicators

Meansof
Verification

projectsonpromotions,
advocaciesandothersto
increaseenrollment

projectsimplementedversus
numberofprogramsand
projectplannedintheSIP)

CompletionReport

OnRetention,Completion&
Achievement
Enhancement&remediation
programsandprojectsof
theschool
Schoolprojectson
improvementoffacilitiesand
learningequipment

%physicalaccomplishment
SchoolMonthly
(numberoflearners
Report
completed
CompletionReport
enhancement/remediation
programsandprojectsversus
numberoflearnerstargeted
inenhancement/remediation
programsandprojectsinthe
SIP)

Onlearnershealthand
nutritionrequirements
Schoolprojectslikefeeding
programetc.

%physicalaccomplishment
(numberofprogramsand
projectsimplementedversus
numberofprogramsand
projectplannedintheSIP)

SchoolMonthly
Report
CompletionReport

OnSchoolInset
Trainingprograms
implementedforteachers
andnonteachingstaff

%physicalaccomplishment
(numberofstafftrained
versusnumberofstaff
targetedintheSIP)

SchoolMonthly
Report
CompletionReport

Onmanagingstakeholders
involvement
Programsandevents
involvingparents,lgusand
otherinstitutions

%physicalaccomplishment
(numberofprogramsand
projectsimplementedversus
numberofprogramsand
projectplannedintheSIP)

SchoolMonthly
Report
CompletionReport

Onimprovementofschool
environment
Schoolfacilitiesconstructed,
repairedandreplaced

%physicalaccomplishment
(numberofnewfacilities,
repairedandreplacedversus
targetnumberofnew
facilities,repairedand
replacedintheSIP)

SchoolMonthly
Report
CompletionReport
CertificateofTurn
Over

TypeofM&E/
SchoolM&E
Process
Evaluation
Process:
MonitoringSIP
Implementation

Others(pleaseadd)

Input
Managementofschool
MOOEandotherfinancial

Actualexpenditureversus
ApprovedBudget

SchoolFinancial
Report

Progress
Monitoringand

14

School M&E System

Objectives

PerformanceIndicators

resources

Meansof
Verification

TypeofM&E/
SchoolM&E
Process
Evaluation
Process:
MonitoringSIP
Implementation

3.2Prima r y Users oft he School M& ESystem


Firstandforemost,theSchoolM&ESystemissetupfortheschoolheadandteachers.Itis
aninternalsystemdesignedprimarilytorespondtothedecisionmakingrequirementsof
theschoolhead,teachersandtheschool'snonteachingstaff.TheSystemshouldsupport
themwithuptodateandaccurateinformationtheyneedinmakingdaytodaydecisions
toassurethebestcoursesofactionsareundertakenthatwillimproveperformance.
Andlastbutnottheleast,thelearnersareoneoftheprimaryusersoftheSystem.Asan
activeparticipanttothelearningprocess,theSystemmustalsofacilitatetherequirements
ofthelearnerstomeettheiruniquelearningmanagementrequirements.
Table2.SchoolM&EPrimaryUsers
Primary
User

AreaofInterest
SchoolBased
Management

School
Head

M&EConcern
Effectivenessofschool
programsandprojects

SchoolPerformanceIndicators

EfficiencyofSIP/AIP
implementation

ActualversusPlan
CostversusBudget

Stakeholderssatisfaction

Stakeholders'perception

PerformanceofTeachers

Teachingskills
Masteryofsubject

LearnersParticipationin
theteaching&learning
process

Attendance,Behavior

Userneedsand
requirements

Responsiveschoolserviceand
facilities

InstructionalSupervision

Teachers

Managingtheteaching
andlearningprocess
Learners'Academic
Performance

Non
Teaching
Staff

Continuousimprovement
ofschoolservicesand
facilities

InformationRequirements

Basicskills
Learnersdemonstrationof Masteryofsubject
competencies

15

School M&E System

Primary
User
Learners

AreaofInterest
Selfmanagedlearning

M&EConcern
StrongPointsandWeak
Points

InformationRequirements
Gradesandresultsofexams

16

SCHOOLM&ESYSTEM

4.0
PERFORMANCEMEASURES

School M&E System

4.0PERFORMANCEMEASURES

Performancemeasuresprovideanaccuratepictureofthestatusofaccomplishments
andachievementsoroutcomesattainedbytheschoolascontainedintheSIP/AIP.The
school'sperformancewillbeassessedinthefollowingareas:
Effectiveness.ReferstoachievementoftheSIPOutcomeLevelobjectives
Learners'outcomes
Efficiency.Pertainstotheschool'simplementationofprogramsandprojectsinthe
SIP
QualityofTeachingandLearningProcess.Focusonteachersperformanceand
capabilitytomanagetheteachingandlearningprocess.
QualityofSchoolService.Focusonlearners'accessorutilizationofschoolfacilities,
learningmaterialsandotherschoolservices
SatisfytheExpectations.Refertostakeholdersperceptionofthequalityofservice
beingprovidedbytheschool.
Theseschoolperformancemeasureswillserveasguideposttoschoolheadsinmaking
intelligentdecisionsandrelevantadjustmentsintheprogramsandprojectsoftheschool.

4.1Effectiveness
Schooleffectivenessismeasuredinfourareas.Theseare:

Learnersaccessorparticipation.Thefirstmeasureofschooleffectivenessisthe
abilityoftheschooltobringlearnersofschoolagetoschool.Theprimary
indicatorforaccessisincreaseintheschool'senrollment.

Retention.Schooleffectivenessismeasuredintermsofitsabilitytoencourage
learnerswhoareinschoolwillstayinschool.Theprimarymeasureofsuccessin
thisareaisretentionrate.Otherindicatorslikedropoutrateandschoolleavers'rate
willalsobeused.

LearnerscompletetherequirementsfromGrade1Grade6or1stYearHighSchool
to4thYearHighSchool.Anothermeasureofeffectivenessistheabilityoftheschool
toassistorcompelthelearnerstocompletetherequirementsattheelementary
leveloratthesecondarylevel.Theindicatortobeusedforthisareaiscompletion
rateandsupportedbyotherindicatorslikegraduationrateandcohortsurvivalrate
tohelpexplainthephenomena.

Learnersachievement.Thelast,butnottheleast,measureofschooleffectivenessis
thelearnersachievement.Thispertainstothelearnersdemonstrationofrequired

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School M&E System

competencies(ateverylevel)andtheirreadinesstopursuethenexthigherlevelof
learning.Learnersachievementisaprogressiveindicatorthatshowstheprogressof
learnersfromonecompetencytothenext.Measurestobeusedinachievement
includelearnergradepersubjectandthescoreinthenationalorregional
achievementtests.
Achievingthesefourperformancemeasuresisabigchallengeforschoolheads.Theseare
interrelatedmeasuresandthereforeschoolsmustbeabletobalancetheireffortsinthe
fourareas.Theachievementoftheseperformancemeasureswilldemonstratethe
effectivenessofprograms,projectsandotherschoolservices.
Thesemeasuresarecollectedandanalyzedeveryyearandwillbeusedasthemaininput
totheadjustmentorenhancementoftheschool'sprogramsandprojectslistedintheSIP
andtothepreparationofthenextcycleSIP.

4.2SchoolEff iciency
Schoolefficiencypertainstotheschool'sabilitytodelivereducationprogramsandprojects
accordingtotargetandtime.TheSIPoutlinestheprogramsandprojectstheschoolhas
identifiedtoachieveitsoutcomes.Therefore,itisnecessarythattheperformanceofthe
schoolsbemeasuredintermsofitsabilitytocompletetheseprogramsandprojectsthat
arecriticaltotherealizationoftheoutcomespromisedintheSIP.
Theperformancemeasureforschoolefficiencyare:

physicalaccomplishmentwhichplotsthetotalaccomplishmentoftheschool
(programsandprojectscompleted)versusthetotalplanortargets(planned
programsandprojects)onaperiodicbasis

costefficiencywhichplotstheschool'susageoffinancialresourcesversusthe
approvedbudget.

Theimmediatepositiveimplicationofusingschoolefficiencyasoneoftheperformance
measuresisitwillforceschoolmanagerstoplansensiblyandrealisticallyandusetheirSIP
andAIPasthemaindocumentforimplementation.Thiswillforceschoolmanagersto
submitafeasibleplanratherthansubmittocomplywiththerequirementsofthesystem.In
thiscontext,whenschoolheadssubmitarealisticplan,theSIP/AIPbecomesapowerfultool
formonitoringandevaluation.

4.3TeachersPerformance
Theteachersperformancewillplayamajorroleintheachievementofthelearners
outcomesandintheimplementationofschoolprogramsandprojects.Itis,therefore,
importanttoensurethatteachersmanagementoftheteachingandlearningprocess
meetstheexpectationsandstandardssetbytheDepartment.Schools'performancewill

19

School M&E System

bemeasuredbasedontheteachersabilitytodothefollowing:

Masteryofsubjectmatter.

Managementoftheteachingandlearningprocess.Thiswillincludelessonplanning,
classroommanagement,useofappropriateteachingmethods,useoflearning
materialsandstudentassessment.

UseofICTinenhancingtheteachingandlearningprocess.Includesteachers
basiccomputingskills,developmentofinstructionalmaterialsusingICT,andskillson
useoftheinternet.

4.4LearningEnvironment,LearningMaterialsandOtherSupportServices
Theschool'squalityofservicetolearnerswillbeassessedusingthefollowingindicators:
classroomtolearnerratio
textbookstolearnerratio
learnersaccesstoschoollaboratoriesandlearningequipment
accesstolibraryandhealthservices
accesstotoilets

4.5StakeholderPerception
Thelastbutnottheleastmeasureofperformanceforschoolsistheperceptionofthe
stakeholdersasregardsthequalityofservices,programsandprojectsbeingprovidedby
theschool.Stakeholdersincludethelearners,parents,communityandtheLGUs.Indicators
tomeasurestakeholders'perceptioninclude:
perceptionoflearnersontheteachingandlearningprocess
perceptionofstakeholdersonthequalityofservicesprovidedbytheschools
perceptionontheperformanceofschoolheadandteachers.
Performance
Area

School
Effectiveness

Description

Focusof
Measure

Focusofschoolperformanceisnot Learners
limitedto1aspectonly
(academic)butalsoincludesthe
school;scapabilitytowiden
accesstoeducation,andthe
holdingpoweroftheschools.

PerformanceMeasures
Participationoraccessto
school
Retentionorlearnersstay
inschool
Completionorlearners
compliedwiththe
requirements
Achievementorlearners

20

School M&E System

Performance
Area

Description

Focusof
Measure

PerformanceMeasures
demonstrationof
competencies

SchoolEfficiency

Theobjectiveistomeasurethe
school;scapabilitytodeliver
programsandprojectsas
promisedintheSIPandAIP;the
efficientdeliveryofsuchprograms
andprojectsincreasesthe
likelihoodofachievingthe4main
performanceindicators

Teachers
Performance

Theteachershavethemostdirect
influencetolearners;Teachers
performancewillserveasa
leadingindicatortolearners
performance

Learning
Environment,
Learning
Materialsand
OtherSupport
Services

Stakeholder
Perception

Physicalaccomplishment
CostEfficiency
School

Teachers

Masteryofthesubject
Managementofthe
teachingandlearning
process
UseofICTinteaching
andlearning

School

Classroomtolearnerratio
Textbookstolearnerratio
Accesstoschool
laboratoriesandschool
equipment
Accesstolibrary,
guidanceandhealth
services
Accesstotoilets

Schoolstakeholdersprovidean
externalviewoftheschool's
School
performance.Theschoolcanlearn
andgetalotofinformationto
improveschoolservices.

Perceptionoflearnersto
teachersperformance
Perceptionofthe
stakeholdersonthe
qualityofschoolservice
Perceptiononthe
performanceofteachers
andschoolheads

21

SCHOOLM&ESYSTEM

5.0
SCHOOLMONITORINGPROCESS

School M&E System

5.0SCHOOLMONITORINGPROCESS

TheSchoolM&ESystemiscomposedofsixprocessesthatwillprovidetheschoolheadwith
aholisticpictureofthestatusoftheschool'saccomplishmentandthestatusoftheschool's
progresswithregardtotheimplementationoftheprogramsandprojectslistedintheSIP,
Theprocesseswillsupplythedifferentinformationrequirementsoftheschoolheadthatis
neededtomakeaccurateandtimelydecisionsthatwillensureachievementoftheSIP
objectivesandmaintainqualityofservice.
Thesesixprocessesinclude:(1)MonitoringSIPImplementation,(2)InstructionalSupervision,(3)
MonitoringStaffDevelopment(4)ManagingSchoolAssets,(5)LearnerTrackingProcess,and
(6)EvaluatingSchoolPerformance.

5.1MonitoringSIPIm plementation
5.1.1Description
MonitoringtheSIPImplementationkeepstrackofthestatusoftheschoolprogramsand
projectsasdocumentedintheSIPortheAnnualImprovementPlan.Asthemain
beneficiaryofthedataandinformationgatheredfromundertakingthisprocess,theSchool
Headassumesfullresponsibilityforthistask.Theprocessallowstheschoolheadtoassess
onamacrolevelhis/herefficiencyinimplementingtheSIP/AIP.Asamanager,theprocess
providestheschoolheadatotalpictureoftheschoolintermsofprogramsandprojects
implementedandastohowfarornearistheschoolfromreachingitsdesiredobjectives.
Specifically,thisprocessprovidesinformationtotheschoolheadandstakeholders
concerningtheachievementoftargets,timelinessofoutputs,financialefficiencyand
determinesthequalityoftheschoolprogramsandprojects.Theschoolisabletocompare
theactualstatusandnumberofprogramsandprojectsimplementedagainstthenumber
andscheduleofthesameastargetedintheSIP.

5.1.2Objectives
Themainobjectiveofthisprocessistoprovidetheschoolheadwithaclearandaccurate
pictureoftheschool'sprogressonSIPimplementation.ThisM&Eprocesswillprovidethe
schoolheadwiththefollowinginformationon:
School'sPhysicalAccomplishment;Involvescomparingthenumberofschool
programsandprojectsimplementedversustheplanned/targetedprogramsand
projectsintheSIP
School'sexpensesversusbudget.Involvesmonitoringtheschoolsgenerationand
managementofitsfinancialresourcesvisavisthefinancialresourcesoutlinedin

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School M&E System

theSIP
Thequalityofprogramsandprojectsimplemented
Issuesandrisks.Theprocesswillallowtheschoolheadtoanticipateissuesandrisks
beforetheybecomeproblems.

5.1.3M&EActivities
MonitoringtheSIPProcessisamonthlyactivityspearheadedbytheschoolheadand
whichwillincludethefollowing:
Conductofteammeetingwithteachersandnonteachingstaffonthe
implementationofschoolprogramsandprojects
Updateontheimplementationchartandonthestatusofactivities,eventsand
outputscompleted
Discussionofproblemsthataffecteddeliveryofschoolservices.Problemsthatcan
besolvedattheschoollevelshouldberesolvedimmediately.Problemsand/or
issuesrequiringdecisionsorsupportfromtheDivisionOfficeshouldbeincludedin
theSchool'smonthlyreport.
Preparationofmonthlystatusreporthighlightingthephysicalaccomplishmentand
budgetutilization.Includestoriesbehindtheaccomplishments.
Communicationofaccomplishmentstostakeholders.

5.1.4Responsibilities
TheSchoolHeadismainlyresponsiblefortheMonitoringoftheSIPImplementation.Heis
alsothemainbeneficiaryofthedataandinformationgatheredfromundertakingthis
process.Theprocessshouldprovidehimwithuptodate,relevantinformationsohecan
maketimelydecisionsand/oradjustmentsintheimplementationoftheSIP/AIP.

5.1.5DocumentsandReports
Thisprocessrequiresthefollowingdocuments:
SchoolImprovementPlan.TheSIPshouldbeclearintermsofdeliverables,targets,
timingoftargets,budgetrequirementsincludingwhenitisneeded,andresource
requirements
AnnualImprovementPlan.TheAIPshouldreflectthemostupdateddeliverables
andtargets.
ThemainoutputofthisprocessisaSchoolMonthlyReportcoveringtheSchool's

24

School M&E System

accomplishmentsversusthetargetssetintheSIP/AIP.Thereportshallalsoinclude
discussionsoftheeffectivepracticesoftheschoolaswellasproblemsthataffectedthe
schoolandhowthesewereresolved,andissuesthatmayaffectfutureperformance.

5.2MonitoringCurriculumIm plementation
5.2.1.Description
MonitoringCurriculumImplementationisaqualitycontrolmechanismoftheschoolthatwill
ensurecorrectandtimelyimplementationofthecurriculumbytheteachingstaff.The
processallowstheschoolheadtotracktheprogressofcurriculumimplementationand
assessthequalityofinputsprovidedtolearners.Thishelpsassurethelearnersarereceiving
completeandqualityinputsthatwilldeveloptheircompetenciesandpreparethemfor
therequirementsofthenextlearninglevel.
Thisprocessprovidesinputinformationtotheschoolheadontheinstructionalsupport
strategiestoteachers.Thiswillallowtheschoolheadtoadjustorenhanceassistancetothe
teacher/saccordingtomonitoringresults.
MonitoringCurriculumImplementationalsogeneratesdataandinformationonthe
following:
responsivenessofthecurriculum
strengthsandweaknessesofteachersconcerningcurriculumdelivery
progressoflearners.

5.2.2Objectives
TheobjectiveofMonitoringCurriculumImplementationistoprovidetheschoolheadand
teacherswithanaccuratepictureofthefollowing:
scopeorcoverageofcurriculum
timespentpersubjectiswithinstandardset
qualityoftheteachingandlearningprocess.

5.2.3M&EActivities
Inordertoensurethequalityofcurriculumimplementation,thefollowingmonitoring
activitieswillbeimplemented:
curriculumsupervisionwhichincludesregularconductofclassroomobservation
feedbacksession
focusgroupdiscussionwithteachers

25

School M&E System

5.2.4Responsibilities
Theschoolheadismainlyresponsiblefortheconductofinstructionalsupervision.Subject
matterspecialistfromtheDivisionOfficemayreinforcetheprocess,providingathirdparty
perspectiveontheschool'smanagementofthecurriculum.

5.2.5DocumentsandReports
DataandinformationgeneratedfromInstructionalSupervisionaredocumentedina
documentcalledTLOC.Informationthatmaybeusefultotheenhancementofthe
curriculumandtotheStaffDevelopmentProgramoftheDivisionarecontainedinthe
School'sMonthlyReporttotheDivision.
Attheschool,theresultsofthisprocessareusedasinputtotheInstructionalSupervision
Planoftheschoolhead.Informationgeneratedfromthisprocesswillallowtheschoolhead
toadjustorenhancehisplantomakeitrelevant,timelyandeffective.

5.3TrackingStaffPerformance
5.3.1Description
Regulartrackingofteachersandnonteachingstaffperformanceenableschool
managerstorewardgoodperformersandhelpstaffinareastheyneedtoimprove.

5.3.2Objectives
Themainobjectiveoftrackingstaffperformanceistomaintainareadyandresponsive
humanresourcesthatwilldeliverschoolprogramsandprojectsefficientlyandeffectivelyto
learners.Specifically,theTrackingStaffPerformanceprocesswillprovidethefollowing
information:
contributionofstafftotheachievementofschoolobjectivesoutlinedintheSIP/AIP
gapsintheperformanceofteachersandnonteachingstaff
capabilitybuildingrequirements

5.3.3M&EActivities
Inordertoachievetheobjectivesoftheprocess,varioustrackingactivitieshavetobe
undertaken:
PerformanceAppraisalofteachersandnonteachingstaff
Needsanalysisandappreciativeinquirybasedontheperformanceofteachers

26

School M&E System

PreparationofTeacherDevelopmentPlanaddressingtheneedsandenhancing
thestrengthsofteachers
Regularteammeetingtodiscussperformance
Maintenanceofteachers'informationdatabase

5.3.4Responsibilities
Theschoolheadismainlyresponsiblefortheimplementingtheprocessschoolwide.In
largeschools,thetasksoftrackingteachersperformancemaybedelegatedtothe
DepartmentHeads.

5.3.5DocumentsandReports
Documentationofstaffperformanceareverifiedinthefollowingreports:
PerformanceAppraisal
Theresultsofthetrainingneedsanalysisprovidesbaselineinformationaboutthecurrent
capabilitiesofteachers.Thiswillbeusedinthevalidationofteachersperformanceand
theirimpacttolearnersachievementwhichwillbepartofthePostSIPImplementation
Reviewtobeconductedattheendofthe3yearSIPcycle.

5.4ManagingSchoolAssets
5.4.1Description
ManagingSchoolAssetsisamonitoringprocesswhichwillallowtheschoolheadtomatch
thelearners'learningneedsandteachersrequirementstodeliverlessonswiththeschool
resources.Informationfromthisprocesswillallowtheschoolheadtomaximizetheusageof
schoolfacilitiesandmaterialsandtoupgradeschoolresourcesinordertomeetthe
demandsoflearnersandteacherstoaccessuptodatefacilitiesandmaterials..
Schoolresourcesincludeclassrooms,booksandsupplementarymaterials,school
equipmentandothersupportfacilities.

5.4.2Objectives
Themainobjectiveoftheprocessistoensurelearnersandteachersaccesstofacilities
andresourcesrequiredtodeliverameaningfulteachingandlearningprocess.Thiswill
allowtheschoolheadtotrackthefollowing:

ratioofresourcestolearnersvisvisthestandardsoftheDepartment

learningenvironmentvisavischildfriendlyschoolrequirements

27

School M&E System

facilitiesandequipmentneedingrepairsandmaintenance

5.4.3M&EActivities
Inordertoachievetheobjectivesoftheprocess,thefollowingactivitieswillbeundertaken:
AnnualInventoryofFacilitiesandMaterials
Regularinspection
Monitorutilization
Regularmaintenanceand/orupgrading

5.4.4Responsibilities
Thefollowingindividualsareresponsibleforimplementingandmaintainingtheintegrityof
theprocess:
schoolheadforthemanagementandequitabledistributionofresources
propertycustodianfortheuseandmaintenanceofschoolfacilities
librarianforthemanagementoflearningmaterials
Teachersfortheutilizationandsafekeepingofschoolequipment
ICTCoordinatorforthemaintenanceandupgradeofICTLaboratory

5.4.5DocumentsandReports
Thefollowingdocumentsandreportswillhelpvalidatethemanagementofschoolassets
andresources:
SchoolReportCard.Preparedeverythreeyearscontainingthemajorperformance
indicatorsoftheschoolaswellasthestatusofschool'sresources.
AnnualInventoryReport.Endofyearreportontheexistingfacilities,laboratories,
equipmentandtextbooksandmanualsoftheschool.
UtilizationChecklist.Amonitoringformdocumentingtheusageofresourcesand
facilitiesbythelearnersandschoolstaff.
MaintenanceLog.Amonitoringformdetailingthemaintenance,repairand
improvementsundertakenwithregardtoschoolequipment,laboratoriesand
facilities.

28

School M&E System

5.5LearnerTracking
5.5.1Description
LearnerTrackingisaprocessdesignedtomonitortheparticipationandprogress
(academicandsocial)ofthelearners.Informationaboutthelearnersperformancewill
providevitalinformationontherelevanceandresponsivenessoftheschoolprogramsand
projects.Trackingwillinclude:
Performanceofthelearnersinsidetheclassroom(slow,averageorfastlearners
Attendance.Involvestrackinglearnerswhoareatriskofdroppingout
Informationonthehealthandnutritionalstatusofthelearners
Participationinschoolwideactivities.

5.5.2Objectives
Themainobjectiveofthisprocessistoprovidetimelyandimportantinformationaboutthe
improvementinthecompetenciesofthelearnersandtheirparticipationintheclassroom
andtheschool,ingeneral.Specifically,thisprocesswillallowtheschoolheadandthe
teacherstoperformthefollowing:
customizeoradjustschoolprogramsandprojectsaccordingtothepacingofthe
learners.Learningneedsandrequirementsoffastlearners,slowlearnersand
regularlearnersaremet.
identifypotentialproblemsand/orlearnerswhoareatriskofdroppingout
providestatusreportorprofileontheperformanceofeachlearner.

5.5.3M&EActivities
Inordertomonitorlearnersprogress,thefollowingactivitieswillbeundertaken:
Attendancecheck.
Homevisitationforlearnersatriskofdroppingouts
Groupactivities

5.5.4Responsibilities
Theschoolhead,whoismainlyresponsiblefortheLearnerTrackingProcess,mustensurethe
consistencyandintegrityoftheprocessinordertoensurecomparableassessmentof
learners'performance.
Teacherswillplayamoredirectroleinthetrackingoflearnersperformance,especially

29

School M&E System

theirclassparticipation.Teachersarealsoresponsibleindiagnosingthelearnersneeds.

5.5.5DocumentsandReports
Thisprocesswillproducethefollowingreportswhichwillprovideinterestingdetailsabout
thelearner'sperformanceandisalsoanindicativeoffutureperformance:Theseare:
Resultsofthereadinessassessment.Thiswillprovidebaselineinformationaboutthe
capacityofthelearnerbeforeenteringtheschool.Thisinformationismostusefulto
teachersintheformulationoflearningstrategiesandcustomizingassistanceto
learners.
Gradespersubjectarea.Providesinformationontheperformanceofthelearner
persubjectonaquarterlybasis.
LearnerProfile.

5.6MonitoringSchoolPerformance
5.6.1Description
MonitoringSchoolPerformanceprocessinvolvestrackingtheschool'sperformanceonthe
four(4)mainindicators:enrollment,retention,completionandachievement.
Theresultsofthisprocesswillbeusedtomanagethequalityofschoolprogramsand
projectspertainingto:
Learnersaccess/participation.Involvesschoolprogramsandprojectsthatwillbring
childrenofschoolagetoschooltoincreaseenrollmentandimproveparticipation.
KeyIndicator:Enrollment
Learnersstayinschool.Involvesschoolprogramsandprojectsthatwillensure
learnerswhoenrollwillstayinschool.Suchprogramsaredesignedtoreducedrop
outs.KeyIndicators:RetentionRateandDropOutRate
Completion.Involvesassessmentandevaluationofschoolprogramsandprojects
pertainingtomakinglearnerscompletethebasiceducationprocess(elementary
tohighschools).KeyIndicator:CompletionRate.
Achievement.Involvesassessmentandevaluationofschoolprogramsandprojects
thataredesignedtoensurethatthosewhostayedinschoolandthosewho
completedthebasiceducationrequirementshavemetthedesiredcompetencies
necessarytogotothenextlevel.KeyIndicator:Learner'sGradeandResultof
NationalAssessmentTest.

30

School M&E System

5.6.2Objectives
Themainobjectiveofthisprocessistodeterminetheeffectivenessofschool'sprograms
andprojectsandtheeffectivenessoftheSIP,ingeneral.Specifically,evaluatingschool
performanceaimstogeneratethefollowinginformation:
achievementofthefourmainperformanceindicatorsoftheschoolbasedonan
objectivemeasurement
factorsthatfacilitatedandhinderedschoolperformance
effectivepracticesoftheschoolsandidentifyfactorscriticaltosustainingbenefits
TheresultsoftheEvaluatingSchoolPerformanceprocesswillbeusedasinputtothedesign
ofthenextcycleSIP.

5.6.3M&EActivities
Evaluatingschoolperformancewillbeundertakenusingtwomainapproaches:the
measurementofinitialgainsandtheevaluationofoutcomesattheendoftheSIP.
Specifically,theprocesswillincludethefollowingactivities:
InitialGainsEvaluationisanannualassessmentoftheschool'sperformancebased
onthefourmainperformanceindicators.Theobjectiveistodeterminewhetherthe
schoolisprogressingtowardsthetargetedoutcomesbasedontheSIP.
OutcomeevaluationattheendofthethreeyearSIP.Theschooldetermines
whethertheobjectivesoftheSIPareachievedanddocumentsthefactorsthat
facilitatedorhinderedtheSIPimplementation.Outcomeevaluationresultswillbe
usedasinputtothenextcycleSIP.

5.6.4Responsibilities
EvaluatingSchoolPerformanceprocessinvolvestrackingtheschool'sperformanceonthe4
mainperformanceindicators:enrollment,retention,completionandachievements.

5.6.5DocumentsandReports
EvaluatingSchoolPerformanceprocessinvolvestrackingtheschool'sperformanceonthe4
mainperformanceindicators:enrollment,retention,completionandachievements.

31

SCHOOLM&ESYSTEM

6.0
SCHOOLQUALITYCONTROLANDADJUSTMENTPOINTS

School M&E System

6.0SCHOOLQUALITYCONTROL&ADJUSTMENTPOINTS

6.1QualityControl&AdjustmentPoints
AControlPointisatimebasedqualitycontrolactivitydesignedtoassurethatoutputsand
milestonesachievedwithinaperiodmeetthequalitystandardsandthatthesewill
ultimatelyleadtowardstheachievementof'outcomes.TheControlPointsprovidethe
transitionfromoneimplementationstageoftheSIP/AIPtothenextmilestones.
SchoolM&ESystem
ControlPoints

Control
Point

Jun

Jul

Control
Point

Aug

Sep

Oct

Control
Point

Nov

Dec

TheControlPointsrepresentthemonitoringandevaluationactivitiesoftheschoolhead
andtheteachers.AstheprimaryusersoftheSchoolM&ESystem,controlpointsprovide
valuableinformationandinsightsintheperformanceoftheirtasks.Theseinsightswillhelp
assuretheachievementoftheschool'stargetoutcomesandresults.Thesequalitycontrol
pointsaredividedintotwomajorareas:
SIPQualityControl&AdjustmentPoints.Thesecontrolpointsareusedtomanage
theSIPimplementationand/oradjustmentsintheAIP.Thesearestrategically
placedateverymajormilestonesintheSIPlifecycleandateveryimplementation
year.Thesecontrolpointsaremanagedbytheschoolhead.Controlpointsunder
SIPinclude:
(1) SIPReview
(2) ProcessReviewofStartUpStage
(3) AnnualImplementationReview
(4) PostImplementationReview
(5) QuarterlyProgressReview
LearnerPerformanceControlandAdjustmentPoints.Thesecontrolpointsare
implementedtotracktheprogressofthelearnersfromthestartoftheschoolyear,
toeverygradingperiod,andfromgrade/yearleveltoahigherlevel.Thesecontrol
pointsaredesignedtoensurethequalityoflearnersastheyprogressfromstageto
stage.Thesecontrolpointsaremanagedbytheteachers.Controlpointsunder

33

School M&E System

LearnerTrackinginclude:
(1) ReadinessAssessment
(2) QuarterlyAssessment
(3) Transition
(4) Achievement
ThemainobjectiveoftheControlPointsistodoadjustments.Itcouldbereinforcement,
remediationandnoactionatall.Theadjustmentprocessisembeddedinthe
implementationoftheControlPoint.

6.2SIPQualityControlPoints
6.2.1Description
TheSIPrepresentsthedirections(vision),aspirations(mission)anddesiredfuturesituation
(goalsandoutcomes)oftheschoolafterthreeyears.Itmapsouttheschool'sstrategies,
events,andactivitiesforthenextthreeyears.TheSIP,therefore,isthebesttooltousein
tracking,assessingandevaluatingtheperformanceoftheschool.ThedesignoftheSchool
M&ESystemispatternedaftertheSIPlifecycle.Thediagrambelowillustratesthe
relationshipoftheSIPLifeCycleandtheSchoolM&ESystem.
Prepare Next
Cycle SIP
Post
Implementation
Review

Review SIP &


Other Plans

Prepare
SIP

AIP Year 3
Implementation

Start Up SIP
Implementation

SIPLifeCycle&
SchoolM&E
Review AIP 2
Implementation

AIP Year 2
Implementation

Process
Review of Start
Up

AIP Year 1
Implementation

Review AIP 1
Implementation

34

School M&E System

6.2.2SomeGuidepostsinUsingtheSIPQualityControlPoints
Indeterminingthecontrolpointstobeused,considerthefollowing:
Managethe4coreareasofmanagement:quality,scope,timeandcost.
Duringstartup,watchoutforthefirst15%ofimplementation,ifaftersixmonthsthe
accomplishmentremainsat15%thereisterriblysomethingwrong.Ifaftersixmonths
andtheschoolisstillinthestartupmode,seekhelp.
AllthroughtheSIPImplementation,bewareofscopecreep.Minimizethemasmuch
asyoucan.Itwillhaveimplicationstoyourtargets,timeandresources.Annualand
Quarterlyreviewswillhelpminimizeunwantedactivities.
Inreportingprogress,alwaysstartwiththepercentphysicalaccomplishment.Then,
elaboratethereportedprogressorstatusofimplementationbydiscussingquality
concerns,scopeandcostconcerns.
Ifafter3reportingperiodandtherearenochangesorprogressinthe
accomplishments,somethingiswrong.Thisisthereasonformonthlyreporting,it
tracksprogress.
Trackanddocumenteffectiveschoolpractices.Useappreciativeinquiryto
determinethegoodpractices.
Attheendofimplementation,bewareofthe90%accomplishment.Thelast10%is
usuallythemostdifficulttoimplement.

6.2.3ReviewofSIP
Themainobjectiveofthiscontrolpointistoensureaqualityplan.Specifically,thereview
willallowtheschoolmanagertoassesstherelevanceandfeasibilityoftheschoolplans.
Reviewoftheplanningprocessalsoallowstheschoolheadtodetermineifthe
stakeholdersconcernarereflectedintheplan.
Focus:Participationofstakeholdersandqualityoftheplan
DataRequirements:SIPpreparationactivities
Timing.TheReviewistobeundertakenduringthepreparationoftheSIP
ProcessOwner:SchoolHead
M&ETool:SIPPreparationChecklist

6.2.4ProcessReviewoftheSIPStartUp
ProcessReviewControlPointallowstheschoolheadtoassessitsownreadinessto
implementtheacceptedSIP.Inthisprocess,theschoolheaddoublecheckthestartup

35

School M&E System

activitiesoftheschooltodeterminewhetherithassatisfactorilycompliedandsetupthe
systemsneededtojumpstarttheSIP.TheProcessReviewoftheStartUpalsoallowsthe
schoolheadtodetermineifitcomplieswiththerequirementsorstandardsoftheDivision
Office.
Focus:ReadinessoftheschooltofullyimplementthenewSIP
DataRequirements:StartUpActivities
Timing:TocoincidewiththeSIPStartUpStage
ProcessOwner:SchoolHead
M&ETool:StartUpChecklist
Document:AdjustedAIP(1stYear)

6.2.5AnnualImplementationReview
SchoolM&ESystem
AnnualImplementationReview

Annual
Improvement Plan

Apri
Jan

Feb

Mar

Assess initial
gains &
accomplishments

May

Jun

Year 2 AIP
Implementation

Year 1 AIP
Implementation

AcontrolpointinpreparationforthenextAIP.TheReviewcoversthetotalaccomplishment
oftheschoolbasedontheAIP,programsandprojectsaccomplished,identificationof
facilitatingandhinderingfactorsandinventoryofschoolresources.
Theschoolalsowillassesstheachievementoftheschoolregardingthe4performance
indicators:access,retention,completionandachievement.TheresultoftheAnnual
ImplementationReviewwillbeusedasinputtothenextAIP.
Focus:EfficiencyoftheSchool,achievementofinitialgains
DataRequirements:Physicalaccomplishment(actualversusplanned),School
PerformanceIndicatorsfortheyear(enrollment,retention,completionand
achievement)
Timing:EndofSchoolYearoraroundMarch&April.
ProcessOwner:SchoolHead
M&ETool:SBMLevelofPractice(selfassessment)AssessmentWorkshop,AIPGantt
Chart(actualversusplanned)

36

School M&E System

Document:SchoolAnnualReport

6.2.6PostImplementationReview
SchoolM&ESystem
PostImplementationReview

Next cycle
SIP

Post
Implementation
Review

SIP
Cycle
(current)
2008

2009

2010

2011

2012

2013

2014

ThisisareviewoftheSIPimplementationundertakenattheendofthirdyearoftheSIP.The
schoolevaluateswhethertheOutcomelevelobjectives(intheSIP)areachievedand
documentsthefactorsthatfacilitatedorhinderedtheachievementoftheSIPoutcomes.
Theschoolalsotakesstockoftheintermediateresultsintermsofchangesorimprovement
inthebehavior,practicesandskillsoflearners,teachers,andnonteachingstaffafterallthe
schoolprogramsandprojectsimplemented.Thefindingsandanalysisofthisreviewwillbe
usedasinputforthepreparationoftheschool'snextcycleSIP.
Focus:AssesseffectivenessofschoolintheachievementofOutcomeLevel
ObjectivesintheSIP
DataRequirements:Enrollment,DropOutsandRetention,Completionand
AchievementandScores(National/RegionalAssessment)
Timing:3rdYearofSIPImplementationJanuaryMarch
ProcessOwner:SchoolHead
M&ETools:AssessmentWorkshopandAIPGanttChart(actualversusplanned)
Document:SIPCompletionReport

37

School M&E System

6.2.7QuarterlyProgressReview
SchoolM&ESystem
QuarterlyProgressMonitoring

Quarterly
Review

Apr

May

Jun

Jul

Quarterly
Review

Aug

Sep

Oct

Quarterly
Review

Nov

Dec

SIP-AIP Implementation

Acontrolpointconductedeveryquarteroftheyeartokeeptrackoftheimplementation
progressanddetermineandsolvethedifficultiesorproblemsaffectingtheSIP
Implementation.ThisisundertakenthroughaSchoolTeamMeetingeveryquarter(June,
SeptemberandDecember).
Focus:Implementationprogressandconcernsthelast3months
DataRequirements:PhysicalAccomplishment(actualversusplanned),activities
implemented,problemsencounteredandissuesthatneedtoberesolved
Timing:1stweekofthemonth(July,Oct,Jan).
ProcessOwner:SchoolHead
M&ETools:SCurve,AIPGanttChart(actualversusplanned)
Document:StatusReportforthequarter

6.3LearnerPerformanceQualityControlPoints
6.3.1Description
TheLearnerTrackingControlPointisorganizedaroundtheprimaryobjectiveofimproving
learnerslearning.Thepurposeofthiscontrolpointistoprovidemechanismsthatwill
systemicallytracklearnersperformancenotonlyinsidetheclassroom,butalsowithinthe
schoolyear,whileinschoolandduringthevarioustransitionstagesinthelearnerslife.
Asthemainproductoftheeducationservice,itisnecessarytoestablishstrategically
placedcheckpointsinthelearnersdevelopmentcycleinordertoensurelearnersare
progressingandthattheyarereadytomeettherequirementsofthenextstage.
Theobjectivesofestablishingthecontrolpointsforlearnersare:
tosystematicallyprofileandtracklearners
toprovideinformationnecessaryintheremediationandenhancementprogramsif
theschool.Theassessmentswillprovidebaselineinformationaboutthelearners

38

School M&E System

capacitytobeusedasbasisforthedesignofremediationprograms
toprovidethevenueforseamlesstransitionoflearnersfromoneleveltoanother
level.

6.3.1SomeGuidepostsinPuttingUpControlPointsforLearners
Insettingupcontrolpointstotracklearnersprogress,thefollowingitemsmustbe
considered:
Learnershavedifferentlearningpace.Somearefast,averageandsomeareslow.
Assessinglearnersachievementattheendoftheyearmaybetoolate.Critical
controlmeasuresmustbeinplacedtotracktheirprogresswithintheyear.

6.3.2Elementary/HighSchoolReadinessAssessment
Alearnerdiagnosticproceduredesignedtoensurethatlearnersenteringtheelementary
levelorsecondarylevelpossesstherightattitudeandcompetenciesinorderforthemto
copewiththerequirementsofthesaidlevels.

6.3.3LearnersEvaluationperGradingPeriod
Mechanismthatwilltrackthelearnersaccomplishmentaftereverythreemonths.Theaim
istoensurethatlearnersaremeetingtherequirementsperlessonperquarter.Theresultsof
theLearners'QuarterlyEvaluationwillbeusedasinputtotheLearnerDevelopmentPlan

6.3.4Retention
Elementary/HighSchoolReadiness.
Learners'AssessmentperGradingPeriod.
ProfilingofLearners.Collectionofkeyinformationaboutthelearnersthatwillallow
theschoolandtheteacherstomakeaprofilebasedonselectedfactors.

39

SCHOOLM&ESYSTEM

7.0
MONITORINGANDEVALUATIONTOOLS

School M&E System

7. 0 S C H O O L M & E T O O L S
Management Actions per level
Is the Outcome
Realized?

4.0

Achievement of desired
outcome is used as a success
indicator of the process
implemented

4.0

Yes
No
Are Outputs
Provided/
Produced?

3.0

Outputs provided/ produced


as a result of the processes
employed

3.0

Yes

Are Processes
Followed?

2.0

Designated set of activities


that will ASSURE the quality of
outputs provided

No

2.0

Yes

1.0

Minimum set of resources


required to implement the
PROCESS

Are Inputs
Provided?

No

1.0

7.1Background

ThissectionenumeratesM&EtoolsandtechniquesthatwillhelptheSchooltake
managementactionsperlevel.Appropriatetoolsandtechniquesmustbeusedateach
levelsincetheinformationrequirementsanddecisionmakingrequirementsdifferperlevel.
Thetoolsaredividedinto:
Toolstoassesseffectiveness
Toolstodeterminetheachievementofleadingindicators
Toolstotrackefficiency

7.2EffectivenessTools

OneofthemajorinformationrequirementsoftheSchoolistheperformanceofthe
learners.Inordertogetinformationaboutlearnersperformance,thefollowingtoolsand
meansofverificationaresuggested:
NationalAchievementTestandRegionalAchievementTest
SchoolAssessment

41

School M&E System

7.3ToolsforDeterminingtheAchievementofLeadingIndicators
Leadingindicatorsrefertoresultsorsituationsthatwillleadtowardstheachievementof
thedesiredoutcomes.Thesearemeasuredtodetermine,duringtheimplementation,ifthe
Schoolisprogressingintherightdirection.
SBMScaleofPractice.Thisisaselfadministeredassessmenttoolfortheschool
head.TheassessmentcoversthesixdimensionsofSBMwhichincludesSchool
Leadership,InternalStakeholderParticipation,ExternalStakeholderParticipation,
ContinuousSchoolImprovementProcess,SchoolBasedResourcesandSchool
PerformanceAccountability.Theresultoftheselfassessmentwillbeusedasinputto
theadjustmentsintheAIPandthepreparationofthenextcycleSIP.
TeacherObservationGuide.Atoolusedtoanalyzeteachersmanagementofthe
teachingandlearningprocess.

7.4ToolstoTrackSchoolEfficiency
Schoolefficiencyismeasuredbycomparingtheactualimplementationprogressversusthe
plan.Trackingtheimplementationwillallowthe
SCurveorLineofBalance.Atoolusedtocomparetheapprovedoraccepted
targetsintheAIP/SIPversustheactualnumberoftargetscompleted.
GanttChart.Amatrixvisualizingtheactualimplementationversusplan.
Checklist.TodeterminetheSchool'scompliancetotheStandardQAprocesses.

42

SCHOOLM&ESYSTEM

8.0
DOCUMENTSANDREPORTS

School M&E System

8.0DOCUMENTSANDREPORTS

8.1Description
ManagementReportsaredataorganizedinaneasytounderstandformat.Thereports
providethestakeholderswithaholisticperspectiveontheaccomplishments,eventsand
periodthathaveelapsed.Itisessentialthatthereportprovidescompleteinformationof
thehappeningsinordertobeausefulinputtowardsdecisionmaking.Inordertobeuseful
andeffective,reportsshouldcontaininformationaboutthreeessentialareas:
Operationalinformationwhichdescribestheprogressorstatusofimplementation
happeningwithintheschoolandclassroom.Attheschoollevel,itincludesschool
programsandprojectsimplemented,qualityofoutputsdelivered,resources
generatedandtheexpendituresoftheschool.Attheclassroomlevel,thismay
includecompetenciesgainedbystudents,lessonscovered,andattendance.
Internalandexternalinformation.Internalinformationrelatestoallactivitieswithin
theschoolorclassroomandthestoriesbehindtheactivities.Thisincludesreporting
ofthemajoreventsandactivitiesthattookplaceinsidetheschoolandfactorsthat
facilitatedorhinderedtheactivities.Ontheotherhand,externalinformation
pertainstofactorsoutsidetheschoolthatmayhaveinfluencedoraffectedschool
performance.Informationoutsideprovidesgoodcomparativeinformationtoassess
itsownperformance.
Leadingandlagginginformation.Leadinginformationorleadingindicators
provideinsightorearlywarningintoafutureorevent.Someexamplesofleading
indicatorsareteachersperformance(predictingstudentlearning),frequent
absenteeism(leadstodroppingout),andgoodteachingandschoolbased
management(influencesenrollment).
Ontheotherhand,lagginginformationorhistoricalinformationprovidesuseful
insightstocurrentaccomplishments.Reportsprovideacomparisonofpast
accomplishmentstoaccomplishmentstodate.Example,inreportingdropout
rateforthisyear,dropoutratesofpreviousyearsarealsoreflectedinthereportto
providehistoricaltrend.

8.2SomeGuidepostinManag ementRepor ting


Thecontentofreportsshouldbedrivenbythedecisionmakingrequirementsoftheuserof
thereport,andnotbywhatdataisavailable.Avoidunnecessaryinformationaswellas
unnecessaryattachments.Thefollowingprovidessomeguidepostinpreparingareport
format:
Keepitshortandsimple.Readersmayhavelittletimetoreadavoluminousreport.

44

School M&E System

Keepitshortbutfullofrelevantinformation;
Usegraphsandtablesthatwillprovideimmediateinformationaboutperformance
andaccomplishments;
Followtheformatofyourplan.Whenusingcoding(C.1.1)followtheoneusedinthe
approvedplan.
Providestoriesbehindthenumbersbutkeepitsimpleanddirect.
Avoidambiguouswordsandlimitjargonthereadermaynotunderstand.
Attachdocumentsthatwilldirectlysupportorexplainfurthertheinformationinthe
mainreport.Andusethemostauthoritativesourceofdata.

School M&E System


Reports and Documents

Quarter
Report

May
Monthly
Report

Jun
Monthly
Report

Jul
Monthly
Report

Quarter
Report

Aug
Monthly
Report

Sep
Monthly
Report

Learner
Report
Card

Quarter
Report

Oct
Monthly
Report

Learner
Report
Card

Nov

Dec

Jan

Monthly
Report

Monthly
Report

Monthly
Report

Annual
Report

Feb
Monthly
Report

Mar

Apr

Monthly
Report

Monthly
Report

Annual
Implementation
Plan
Learner
Report
Card

Learner
Report
Card

School
Report
Card

8.3SchoolDocumentsandReports
Documentsandreportscontaininformationthatareneededinmakingaccuratedecisions.
Reportsarepreparednotbecausedataisavailablebutbecausedecisionsneedtobe
made.Theorganizeddatacontainedinareportwillprovidevaluableinputandinsightsto
theschoolheadonfutureactionstoundertake.Suchistheimportanceofmanagement
reports.
Theproblems,however,isnotthelackofreportsbuttoomanyreports.Therearetoomany
informationbutironicallyinformationarenotreceivedattherighttimebytherightpersons.
IntheSchoolM&ESystem,itisimportanttostreamlinethereportsandensuretimelyarrival
ofinformationthataschoolheadwouldneedinmanagingtheschool.Thefollowing
schooldocumentsandreportsareidentifiednotforreportingpurposesbutbecauseof

45

School M&E System

informationandinsightstheycontaininhelpingtheschoolheaddeterminethefuture
movesandactions.
8.3.1BaselineDocuments
Thefollowingdocumentsprovidebaselineinformationabouttheschool,learnersand
teachers.Thesebaselinedocumentswillbeusedasbasisfortheprogressor
accomplishmentsoftheschool.
Learners'Profile.Providesbaselineinformationaboutthebackgroundand
capabilityofthelearners.Maintainingalearner'sprofilewillprovidetheteachers
withthenecessaryinformationonhandlingthelearner.
Teachers'Profile.Providesbaselineinformationabouttheskillsorcompetenciesand
thecapabilitybuildingrequirementsoftheteacher
SchoolReportCard.Profileoftheschoolperformance,humanresource,learning
environmentandlearningresourcesandotherservices.
8.3.2ControlDocuments
Controldocumentsrepresenttheagreementsandseriesofdecisionsmadebytheschool,
communityandbytheDivision.Thesedocumentsareusedtocompareactual
performance,basisforanalyzingthedifferencesorimprovementsintheschoolorlearner
performanceandbasisfortakingtheappropriateactions.Thesearethemainreference
pointforreinforcementorremediation.
SIP.Containstheoutcomes,targetperformanceindicators,targetoutputsand
strategiesoftheschool.Thiswillbemostusefulinunderstandingthecontextofthe
problemsandissuesencounteredbytheschoolandtheopportunitiesavailableto
theschool.TheSIPwillbethemainreferencedocumentatthePostImplementation
Review.
AIP.Containsthescheduleofoutputstobedelivered,resourcesandbudget.This
willbeamajorreferencedocumentinassessingtheefficiencyoftheschoolin
managingorimplementingtheSIP.
8.3.3StatusReports
Statusreportsdescribewheretheschool,teacherandlearnerstandsataspecificpointin
time.Thesecontainstheaccomplishmentoftheschool(atagiventime)versustheplan
andprovidesananalysisandexplanationofthevariance.Italsocontainsdiscussionofthe
factorsthatfacilitatedtheaccomplishmentsaswellasexplanationsofthefactorsthat
affectedachievements.
SchoolMonthlyReport.ContainsthephysicalaccomplishmentoftheSchoolversus
theplan(AIP),shortdescriptionofprogramsandprojectsimplementedand
documentationofproblems,issuesandopportunitiesencountered.
QuarterlyProgressReport.Consolidationof3monthlyreportstobesubmittedtothe

46

School M&E System

Division.Itcontainsthephysicalaccomplishmentforthequarteranddescriptionof
programsandprojectsimplemented.Thereportmayalsocontainproblemsand
issuesencounteredbytheschoolthatneedstobeaddressedbytheDivision
SchoolAnnualAccomplishmentReport.Anendofyearreportcontainingthe
learners'outcomeattainedfortheSYcoveredbythereport,programsandprojects
delivered,problems,concerns,andopportunitiesthatfacilitatedandaffectedthe
AIPimplementation.Thisreportprovidestheinformationrequirementofthenext
AIP.
LearnerReportCard.Areportontheacademicperformanceofthelearnersper
gradingperiod.
8.3.4AccomplishmentReports
Accomplishmentreportsaredocumentspreparedandsubmittedaftereveryendof
programorprojectortheendofamajorundertaking.Accomplishmentreportsprovide
SIPCompletionReport.Anendofthreeyearreportcontainingtheachievementof
thelearners'outcomestargetedintheSIP.Italsoincludestheaccomplishmentsof
theschoolintermsofprogramsandprojectsdelivered,documentationofeffective
practicesandlessonslearned.Thecompletionreportalsoincludesthepreparation
ofaSchoolReportCardwhichdetailstheprofileoftheschoolafterthreeyears.The
samewillbeusedasinputtothepreparationofthenextcycleSIP.
SchoolProgram/ProjectCompletionReport.Areportontheaccomplishmentofa
program/projectincludingactivitiescompleted,

SchoolDocumentsandReports
Typeof
Document/
Report

Document/Report

Purpose

Timingof
Report

AsInputto

Baseline
Document

LearnersProfile

Adjustmentof
Toserveasbaselineinformation EndofMarchof programsand
aboutthelearners
eachyear
projectsinthe
AIP

Baseline
Document

TeachersProfile

Tohaveaprofileoftheschool;s
mostimportanthuman
resource

SchoolReportCard

Tobeusedasbaseline
informationtodetermine
improvementofschoolona
yeartoyearAIP
implementationandatthe3rd
YearofSIPimplementation

SchoolMonthlyReport

Toreportontheprogressof
implementation;
Documentationof
accomplishmentspermonth

Baseline
Document

StatusReport

Training
programsfor
teachers
Attachmentto
annualreport
EndofMarchof
andSIP
eachyear
completion
report

Endofthe
month

Adjustmentof
nextmonth's
activities
Performance
assessmentof
teachers

47

School M&E System

Typeof
Document/
Report

StatusReport

Document/Report

SchoolQuarterlyReport

Purpose

ToshowstatusofAIP
implementationafterevery3
months

Timingof
Report

Endofthe
quarter

AsInputto
Adjustmentof
nextquarter's
activities
Performance
assessmentof
teachers

StatusReport

SchoolAnnualReport

Marchofeach
Topresenttheaccomplishment
yearexceptthe
reportoftheschoolafter1
lastyearofSIP
year;
Implementation

Information
fromthereport
willbeusedas
basisto
adjust/enhance
thenextyear
AIP
Asbasisfor
measuring
efficiencyofSH

StatusReport

LearnerReportCard

Toprovideinformationabout
thelearners'performance

Quarterlyand
EOSY

Learning
Management
Plans

Accomplishment
SIPCompletionReport
Report

Toprovidedocumentationof
the3yearimplementation
whichwillincludelessons
learnedandkeypracticesof
theschool

January
Februaryof3rd
YearofSIP

NextCycleSIP

Accomplishment SchoolProgram/Project
Report
Report

Toprovidedocumentationof
EndofProgram/
program/projectaccomplished Project

Bestpractices

8.3.5OtherDocuments
OtherDocumentsincludeacknowledgementreceiptsorinventoryreceiptofproperty,
certificateofacceptance,memorandumreceipt.

8.4ReportingFlowandFrequency
Mostreportingflowfollowstheorganizationalstructure.Theteachersubmitreportstothe
departmentheadsandthedepartmentheadsreportstotheschoolhead.Assuchcritical
andvaluableinformationarereporteduptheladderbutarenotdisseminatedfastenough
totheotherfieldunitswhomaybeneedingtheinformation.Thisreportingflawshouldbe
reinforcediftheobjectiveistoprovidetimelyandrelevantinformationtostakeholdersor
usersofthereports.
Considernotonlytheverticalflowofinformationbutalsothehorizontalflowofinformation.
Horizontalflowofinformationencouragessharingofdata,informationandinsights.Itisa
muchfasterwayofpropagatingeffectivepractices.Forexample,englishteacherstoshare
informationaboutalearnertothemathandscienceteachersratherthangoingthrough
theprocessofreportingandsubmittinginformationtotheDepartmentHeadandtothe
SchoolHead.
Someguidelinesonthereportingflow:

48

School M&E System

Timing.Themostaccuratedataandinformationmayloseitsusefulnessifitis
receivedlate.
Notallinformationarereportedorsharedtotheotherlevels.Onlydataand
informationneededtomakedecisionsoradjustments.However,incaseswhere
additionalinformationisrequested,detailedinformationorbackupinformation
shouldbereadilyavailable;
Uniformorsimilarformatofreports.Thisistoensureeasierconsolidation,
comparisonandanalysisofinformationbeitverticalorhorizontalstructure.
Accuracyoverprecision

49

SCHOOLM&ESYSTEM

9.0
T ERMS OF R EFERENCE

School M&E System

9.0M&ET E R M S O F R E F E R E N C E

9.1Manifestations ofa neg lected M& ESys tem


TheM&Esystemisacknowledgedtobeoneofthemostimportantsystemsin
management.Itisanimportantmechanisminthedirecting,steeringandcontrolling
functionsofmanagement.Itprovidesinformationandinsightstomanagementtoensure
qualityproductsandservicesandtoensurecontinuousimprovementintheorganization.
Ironically,theM&Esystemisonethemostoftenneglectedsystemsinanorganization.Here
aresomeofthemanifestationsofanorganizationthatneglecteditsM&Efunction:
NobodyisinchargeofM&E.IfeverthereissomebodyassignedtodoM&E,a
juniorstaffisassignedtocollectdataandputthemtogetherinonedocument.
M&Esystemanditsrequirementsaresetupinthemiddleofanimplementation.
Nobodycanreallysaythestatusofimplementation.
Scopecreeps2.Therearetoomanyinterveningactivities,eventsoroutputsthat
leadtononimplementationofapprovedprogramsandprojects
Same(failed)programsandprojectscontinuetobeimplemented
Neverendingcollectionofdata.Fieldpersonnelareoftenburdenedwithrequest
fordataandinformationeventhoughthesehavebeenreportedalready
AsuresignofamissingM&Esystemiswhenthebasicdataelementsarenever
collected.

9.2Com m onMisconcep tions ab out M& EWork


Asaresult,theactualeffortsonM&Eisoftenlimitedtodatagathering,reportwritingand
reportsubmission.Suchwrongperceptionscontributedtothepopularbeliefthatthereisa
dichotomybetweenM&Eanddecisionmaking.
HerearesomeofthemisconceptionsabouttheworkinM&E::
M&Eisaboutsubmittingreports.Reportpreparationandsubmissionisjustoneof
themanyfunctionsinM&E.Itincludestheprocessofgatheringdataand
information,analyzingthem,writingandpresentingtheseinaformatthatwill
facilitatedecisionmaking.Thesereportswillbethebasisforfutureactionsand
futuredesignsofprogramsandprojects.
TheM&ESystemisoftenequatedtofillingupforms,tablesandmatrices.The

2A scope creep is an activity, event or an output undertaken (may be necessary) but is not part of the approved or agreed plan.

51

School M&E System

importantactivityofvalidatingthedataandinformationisoftenneglected.The
practiceoffillingupforms,tablesandmatricesleadtoerroneousdataand
information.
M&Eisaboutfieldvisitsanddatagathering.
AnotherwrongnotionaboutM&Eistomeettheinformationrequirementsofthe
external/highermanagementlevelunit.TheM&Esystemissetupandputinto
operationsinordertomeettheinformationrequirementsoftheinternalunits
especiallyindividualswhoareresponsibleforthedeliveryofoutputsandthe
achievementofoutcomes.
ThesemisconceptionsoftenleadtofalsenotionsthatM&Epeoplearejustspectators
watchingandobserving(spying)andwaitingforpeopletomakemistakes.Thentheyreport
thesemistakes.ThemisconceptionsabovearetheusualreasonswhypeopleshunM&E.

9.2TheM& EFunction
TheM&Efunctionisveryimportantindecisionmaking.Everyimplementer,fromtheschool
head,teachersandnonteachingstaffwillmakedecisionsaccordingtotheirown
accountabilities.Monitoringandevaluationactivitiesareundertakentoensurethat
accountabilitiesanddesiredresultsareachieved.Essentially,theM&Eisaboutadjustments.
Adjustmentcanconsistof:
nochanges.ifnoortolerabledeviationsfromtheplanareobserved;
changesinactivities,ifdeviationsfromtheplancanbecounteractedbyadjusting
resourcesandactivities;
adaptationoftheplan,ifthestrategydoesnotyieldtheexpectedresultsand
effects;
changesinthestrategyorterminationoftheplaniftargetpurposeturnouttobe
unachievableduetomisconceptionsandchangesinframeconditions.
9.3School M& E ToR
9.3.1SchoolH ea d
TheSchoolHeadistheprocessowneroftheSchoolM&ESystem.Asprocessowner,the
schoolheadmustensuretheintegrityandefficiencyoftheSystem.Thismeansproviding
accurate,correct,timelyandrelevantinformationtotheschoolstakeholders.Theschool
headwillalsobethemajorbeneficiaryofthelessonsandinsightsproducedbytheM&E
System.Specifically,thefollowingoutlinestherolesandresponsibilitiesoftheSchoolHead
onM&E:
Overall,theSchoolHeadprovidesthesteeringanddecisionmakingrequirements

52

School M&E System

ofschoolbasedmanagement.
TheSchoolHeadshallreportdirectlytotheSchoolsDivisionSuperintendentand
provideinformationontheprogressorstatusoftheSIP/AIPimplementation.The
SchoolHeadshallalsoraiseproblemsandissuesaffectingschoolbased
managementandrecommendareasforadjustments.
TheSchoolHeadshallinteractcloselywiththefollowingstakeholders:
DivisionOffice
PTCA
Community
LocalGovernmentUnit
LocalSchoolBoard
MonitorSIPPreparationandStartUp.Includes:
Communicatetotheteachers,nonteaching,parrents,community,theLGU
andotherstheDepEDpolicies,guidelinesandstandardsconcerningSIP
preparationandstartup
Provideinputonthetechnicaldirectionsnecessaryinthepreparationofthe
SIP.
EnsureactiveparticipationofstakeholdersduringtheformulationoftheSIP
GeneratesupportformtheDivision,Region,theLGUsandother
stakeholdersconcerningthefundingsupportorrequirementstoimplement
theSIP
OverallsupervisionoftheSIP/AIPimplementation.Theschoolheadistoensurethat
alltheprogramsandprojectsundertakenintheschoolareinaccordancewiththe
acceptedSIPandAIP,ontimeandwithinbudget
ProvideSuperviseteachersperformance.Provideinstructionalsupporttoteachers
intheimplementationofthecurriculumandinmanagingtheteachingand
learningprocess.Providefeedbackontheperformanceoftheteachers.
SchoolReviewandsubmitprogressreportswhichincludeSchoolQuarterlyReport
andAnnualReport
Conductregularmeetingsandworkshops
FacilitatetheconductofSIPPostImplementationReview
ReviewandendorsetheSIPCompletionReport.

53

School M&E System

9.3.2SchoolM&ECoordinator
TheM&ECoordinatorisresponsiblefortheoverallM&Estrategyandimplementationof
M&ErelatedactivitieswithintheSchoolandprovidetimelyandrelevantinformationto
schoolstakeholders.
TheM&ECoordinatorshallinteractcloselywiththefollowingstakeholders:
SchoolHead
Teachers
NonTeachingStaff
TheM&ECoordinatorshallreportdirectlytotheSchoolHead.TheCoordinatorshall
providetheSchoolHeadwithinterpretationandanalysisofM&Edata,raiseissuesand
problemsaffecting(ormayaffect)SIP/AIPimplementationandrecommendareasfor
adjustmentintheimplementationplan.Specifically,thefollowingoutlinestherolesand
responsibilitiesoftheSchoolM&ECoordinator:
AssistinthereviewandrevisionoftheSIPobjectivesandstrategies,particularlyin
theadjustmentsoftheOVIs(objectivelyverifiableindicators)andMOVs(meansof
verificationsreports,documents,datagatheringmethods)
AssistinthedevelopmentandadjustmentoftheSIPandAIP
AssisttheschoolheadinthesettingupoftheSchoolM&ESystem.Ensurethatthe
SchoolM&ESystemcomplieswiththeDivisionM&ESystem
CommunicatetoteachersandnonteachingstafftherequirementsoftheSchool
M&ESystemandtherolesandresponsibilitiesofstaffonM&E
PrepareconsolidateSchoolMonthlyReportfortheSchoolHeadinaccordance
withtheapprovedreportingformatsandschedule.Thisalsoincludesreviewingand
validatingthereportssubmittedbyschoolstaffanddocumentsreceivedfrom
outsidetheschool.
Assisttheteachersandnonteachingstaffinthepreparationoftheirprogress
reports.
RecordandreportthePhysicalAccomplishmentoftheSchoolasperSIP/AIP
Ensureproperdocumentationandsafekeepingofschoolreportsanddocuments
generatedduringprojectimplementation.
9.3.3SchoolPlanningCoordinator
TheSchoolPlanningCoordinatorisresponsibleforensuringreliabilityofschooldataand
otherinformationreportedbytheSchool.Specifically,thePlanningCoordinatoris
responsibleforthecollectionandvalidationofprojectdatareceivedfromtheteachers
andnonteachingstaffandwillprovideinitialstatisticalanalysesforthesame.

54

School M&E System

ThePlanningCoordinatorshallinteractcloselywiththefollowingstakeholders:
SchoolHead
SchoolM&ECoordinator
Teachers
NonTeachingStaff
ThePlanningCoordinatorshallreportdirectlytotheSchoolHeadandworksidebyside
withtheM&ECoordinator.ThePlanningCoordinatorshallprovideinitialinterpretationand
analysisofprojectdata.Specifically,thefollowingoutlinestherolesandresponsibilitiesof
theSchoolPlanningCoordinator:
AssistinthereviewandrevisionoftheSIPobjectivesandstrategies,particularlyin
theadjustmentsoftheOVIs(objectivelyverifiableindicators)andMOVs(meansof
verificationsreports,documents,datagatheringmethods)
AssistinthedevelopmentandadjustmentoftheSIPandAIP
AssisttheM&ECoordinatorinthepreparationofconsolidatedSchoolMonthly
Report
EnsureavailabilityofinformationfromtheSMISandtimelinessofdata.
Mainlyresponsibleforthecomputerentryofdatafromteachersandnonteaching
staffandprovidesomeinitialanalysisandinterpretation.Ensureintegrityand
accuracyofdata

ManageandmaintaintheSMIS.
9.3.4SchoolDepartmentHeads
TheSchoolDepartmentHeadsareresponsibleformonitoringandevaluatingthe
remediationandenhancementprogramsasoutlinedintheSIP/AIP.TheDepartment
HeadsCoordinatorsaredirectlyresponsibleforthedaytodaysupervisionoftheir
DepartmentsbasedontheSIP/AIP(orDepartmentImplementationPlanwhenavailable).
Asthefrontliners,theyprovidetechnicalassistancetoteachersonhowtoefficientlyand
effectivelymanagetheteachingandlearningprocess.
TheTeachersshallinteractcloselywiththefollowingstakeholders:

SchoolHead

Teachers

SchoolM&ECoordinator

SchoolPlanningCoordinator

TheDepartmentHeadsshallreportdirectlytotheSchoolHead.Theyshallprovidethe
SchoolHeadwiththeprogressorstatusofprogramsandprojectsoftheDepartment,

55

School M&E System

raiseissuesandproblemsaffecting(ormayaffect)teachingandlearningand
recommendareasforadjustmentintheSIP/AIP.Specifically,thefollowingoutlinestheroles
andresponsibilitiesoftheSchoolDepartmentHead:
Prepareprogramsandprojectsthatwillsupporttheteachingandlearningprocess
intheschool.
PrepareandsubmitMonthlyReportdetailingthestatusofprogramsandprojectsin
theDepartmentandfutureactivities
ConductDepartmentmeetingsandworkshopsrelatedtoM&Econcerns
Supervisedaytodayactivitiesofteachers.Monitortheteachingprocessandthe
coverageofthecurriculum
ParticipateintheSchoolOutcomeEvaluationespeciallyinassessingthe
effectivenessofschoolprogramsandprojects
9.3.4Teachers
TheTeachersareresponsiblefortrackingtheparticipationandprogressoflearners.The
Teachersaredirectlyresponsibleforthedaytodaymonitoringoflearnersperformance
insidetheclassroom.Theirprimarymonitoringresponsibilityistoprovidefeedbackto
learnersregardingperformanceandimplementorsuggestsremediationorenhancement
activitiesforthelearners.
TheTeachersshallinteractcloselywiththefollowingstakeholders:

Learners

SchoolHead

DepartmentHead

Parents

SchoolM&ECoordinator

SchoolPlanningCoordinator

TheTeachersshallreportdirectlytotheSchoolHeadand/orDepartmentHead.Theyshall
providetheSchoolHead/DepartmentHeadwiththescopeoflessonscoveredandthe
performanceofthelearnersonaperiodicalbasis.Specifically,thefollowingoutlinesthe
rolesandresponsibilitiesoftheTeachersonM&E:
Preparelessonplans
Monitortheperformanceoflearners.Thisincludesattendance,participationinside
theclassroom,qualitycontroloflearners'workandthedemonstrationof
competenciesoflearnersagainstexpectations
InformtheSchoolHead/DepartmentHead,otherDepartmentHeadsandNon
TeachingStaffaboutlearnerrelatedconcernstoensurepromptresponseto

56

School M&E System

problemsandissues
PrepareandsubmitMonthlyReportdetailingthestatusofprogramsandprojectsin
theDepartmentandfutureactivities
PrepareandsubmitanAssessmentReportonlearnersperformance
ParticipateintheSchoolOutcomeEvaluationespeciallyinassessingthe
effectivenessofschoolprogramsandprojects
9.3.4NonTeachingStaff
TheNonTeachingStaff(includesGuidanceCounselor,Librarian,SchoolNurseandothers)
areresponsibleforpromotingtheuseofschoolfacilitiesthatsupporttherequirementsof
teachersandlearners.
TheNonTeachingshallinteractcloselywiththefollowingstakeholders:

SchoolHead

DepartmentHead/Teachers

Learners

SchoolM&ECoordinator

SchoolPlanningCoordinator

TheNonTeachingStaffshallreportdirectlytotheSchoolHead.Theyshallprovidethe
SchoolHeadwiththeutilizationofthefacilitiesandtheenhancementrequirementsofthe
facility.Specifically,thefollowingoutlinestherolesandresponsibilitiesoftheNonTeaching
StaffonM&E:
Monitorrequirementsandneedsofteachersandfacilitiesregardinguseofschool
facility,laboratoriesandschoolequipment
Monitorutilizationofschoolfacilitiesandequipment
Providereportonthestatusandmaintenancerequirementsoftheschoolfacilities,
laboratoriesandschoolequipment
ParticipateinthePlanningandSchoolOutcomeEvaluationactivitiesoftheschool.
9.3.4M&ESupportStaff
TheM&ESupportStaffisanadministrativesupportstafftotheSchoolHead,SchoolM&E
CoordinatorandSchoolPlanningCoordinator.TheSupportStaffshallberesponsibleforthe
collectionofdata,encoding,filingandmaintenancerequirementsoftheSchoolM&E
System.

57

School M&E System

58

SCHOOLM&ESYSTEM

10.0
SETTINGUPASCHOOLM&ESYSTEM

School M&E System

10.0S E T T I N G U P A S C H O O L M&ES Y S T E M

10.1Introduction
TheSchoolM&ESystemisoneofthekeymechanismsofqualityassurance.Itmustbeable
toprovideaccurateandobjectivelyverifiableinformationtoschoolheadandstakeholders
inordertomakecorrectandtimelydecisionsthatwillfacilitateachievementoftarget
outcomes.Itisthereforecriticalthatthesystemmustbesetupproperlytobeusefulto
managers.Thesetupmustbeproperlyundertaken.
TheSchoolM&ESystemcanbesetupafterapprovaloracceptanceoftheSIP.TheSIP
providesthedirections,objectives,scopeofwork,indicatorsandcriteriaforsuccessthatare
veryimportantinmonitoringandevaluation.Theestablishmentorenhancementofthe
schoolM&EsystemistobeundertakenduringthestartupperiodofthenewSIP.Theschool
mustensurethattheelementsoftheM&Esystemsareinplacedandalready
communicatedtokeystakeholdersbeforemajorprogramsandprojectslistedintheSIPare
implementedbytheteachersandschools.

10.2RequirementsforanEffectiveM&ESystem
Effectiveschoolmanagementrequiresthatawellorganizedmonitoringandevaluation
systembedesigned,developedandimplementedsothatimmediatefeedbackcanbe
obtainedconcerningschoolperformanceandimmediateadjustmentsordecisionscanbe
madetoensureachievementofobjectivesandtargetsoutlinedintheschoolimprovement
plan.TherequirementsforaneffectiveM&Esysteminclude:
Commitmenttodomonitoringandevaluation.Theprimaryrequisitetoaneffective
schoolmonitoringandevaluationsystemisthecommitmentofallthestakeholders
schoolhead,teachers,students,communitystakeholdersandDivisionpersonnel.
Thiscommitmentismanifestedbythefollowing:(1)allhavethesameunderstanding
andappreciationofthescopeofmonitoringandevaluation;(2)acontinuing
commitmenttoexcellenceandimprovementofschooloutcomes,and;(3)
objectiveusedoftheinformationandresultsofmonitoringandevaluation.
Desiredschooloutcomesandobjectivesarerealistic,clearlydefinedandverifiable.
Thissimplymeansthatschoolimprovementplansarecorrectlydone.TheSIP
providesthescopeofthemonitoringandevaluation.Unlesstheschoolplanis
comprehensivelyandclearlypreparedtheconductofmonitoringandevaluation
willbedifficult..Theschoolplanmustprovideacleardescriptionoftheobjectives,
targetsandmilestonesthattheschoolwouldwanttoachieveinthenextthree
years.
Standardsarewellestablishedandcommunicatedtoallteammembers.
Standardsincludeexpectedlearnercompetenciesperlevel,curriculum,teaching

60

School M&E System

andlearningprocess,assessmentprocess,teachercompetencies,andresources.
Systemboundariesamongthedifferentlevelsareclearlyestablished.Thisincludes
cleardefinitionanddelineationoftherolesandresponsibilitiesinthedifferentlevels
oftheorganization.
Acleardefinitionoftheschoollifecycleframeworkisestablished.Theschoollife
cyclewillprovidethescopeoftheschoolmonitoringandevaluationsystem.Thiswill
alsoputintocontextthedecisionmakingrequirementsoftheschoolsinevery
phase,stageormilestonesintheschoollife.

10.3SomeGuidepostinSettingUptheM&ESystem
Thesetupprocessmustensurethefollowing:
Makesuretheschoolmanagers,teachersandotherstakeholdersunderstandthe
scopeoftheM&Esystem
Thereshouldbeagreementintheperformancemeasuresthatwillbeusedinthe
monitoringandevaluationoftheschool.Outcomesandintermediateobjectivesin
theSIP.
Ifyoucan'tmeasureit,youcan'tmanageit.Besureyourtargetsareobjectively
verifiable.
ConsiderthestandardsandpoliciesoftheDepEDbeforefinalizingthe
performancemeasuresandreportsinthesystem.
Inthedesignofthesystem,puttherequirementsoftheschoolandteachers.Itmust
meetthedecisionmakingrequirementsoftheschoolheadandteachersbefore
consideringormeetingtheinformationrequirementsofexternalstakeholders.
Keepthesystemassimpleaspossible.Minimizereports,mergeddocumentsand
reportswhenpossible.Identifythemostauthoritativereport.
Setupthesystemasquickaspossible.

10.4StepsinSettingU ptheM&ESystem
Ideally,theSchoolM&ESystemissetupduringthestartupstage3oftheSIP.Theschoolis
preparingtoimplementanewSIPforthenextthreeyears.BeforetheSIPisfully
implemented,theschoolshouldsetupitsM&Esystem.IncaseofanalreadyexistingM&E,
theschoolmaywanttoreviewandenhanceitsexistingsystemespeciallytheperformance

Start Up Stage is a three month period for the school to prepare for the implementation of the newly approved SIP. It includes
designing of internal systems, staff development, reorganization and other strategies the school may want to set up to implement
the SIP successfully. M&E is ideally set up and organized during that period. Start Up Stage is undertaken once every three
years.

61

School M&E System

measures,M&Estrategies,toolsandtechniques.
TheschoolmanagershouldtaketheleadinthesettingupoftheM&Esystemsincethis
systemwillbemostusefultohim/her.SomematerialsrecommendthecreationofaM&E
TeamthatwillsetupandimplementtheM&Ebutinthismaterialitisstronglydiscouraged.
M&Eshouldnotbeseenasaseparatesetofactivitynoratasklimitedtoaspecialgroupof
individuals.Allschoolstakeholders,notjusttheschoolmanageoraspecialgroup,are
responsibleforM&E.Allindividualsschoolheads,teachers,studentsareaccountableand
responsibleforcertainresults.Therefore,allmustdoM&E.
SinceallarerequiredtodoM&E,itisimportanttodesigntheschoolM&Esystem
systematically.Itisimportanttoconsiderthattheimplementationefforts,strategiesand
activitiesofonegroupwillaffectorinfluenceanothergroup.Themonitoringactivities,
evaluationeffortsanddecisionmakingtasksofalltheschoolstakeholdersmustinteract
andbenefiteachother.
ItmustbehighlightedthatacriticalelementnecessaryinsettingupaM&Esystemisthe
presenceofaclearandwellwrittenplan.Byclear,itmeanstheobjectives,indicatorsand
strategiesarewellunderstoodbyall(internalandexternalstakeholders).Awellwrittenplan
simplymeansitisdoableand/orfeasible.Theabsenceofthesequalitieswillnotmakethe
settingupdifficultbutmaybeimpossible.
Thefivestepprocessinvolvesthefollowing:(1)definethescopeoftheM&E;,(2)designthe
controlandadjustmentpoints,(3)determinetheinformationrequirementsofthe
stakeholders,(4)setupthemonitoringprocessand(5)communicatethesystem.
SettingUptheM&ESystem
5StepProcess

Define the Scope


of the M&E

Design the
Control &
Adjustment
Point

(1) Review and finalize


the SIP including
the objectives,
targets
(2) Define the
performance
measures
(3) Finalize the SIP/AIP

Baseline Plan
containing the
finalized targets,
performance
measures, schedules
and cost requirements

(1) Set up the


control and
adjustment
point global and
annual

Management Reviews

3
Determine
Decision-making
Requirements of
Stakeholders

(1) Determine decision


making
requirements of
internal
stakeholders
(2) Determine technical
support to be
provided by external
stakeholders

Information
Requirements

Set Up Monitoring
Process

Communicate the
System

(1) Define the


activities
(2) Identify reports
(3) Prepare TOR

(1) Kick-Off
Meeting

Monitoring Process,
report formats,
frequency, terms of
reference

Staff aware of the


scope, management
reviews, information
requirements and the
operating details of
M&E

62

School M&E System

10.4.1DefinetheScopeoftheM&E
ThemostimportantfirststepinsettinguptheM&ESystemistoclarifyanddefinethescope
oftheM&E.Thisinvolvesclarifyingtheobjectivesandtargetsoftheschool,definingthe
successindicatorsandperformancemeasures.
IndefiningthescopeoftheM&E,thefollowingguidequestionsmustbeanswered:
Whataretheoutcomestheschoolwantedtoachieve?
Whataretheprogramsandprojectsitintendstodeliver?Howmanyandwhen?
AretheindicatorsSMARTlyformulated?Cantheybeverified?
Whataretheresourcesneededtoimplementtheprogramsandprojects?
Theanswerstothequestionsabovearefoundintheschoolimprovementplan.ItistheSIP
thatprovidesthecoverageandboundaryoftheM&ESystem.Hence,itisveryimportant
thattheSIPisveryclearandaccuratewhenitcomestoobjectives,targets,programsand
projectsthatitneedstodeliverwithin3years.AlthoughtheSIPhavealreadybeen
reviewedandapprovedduringtheappraisalperiod,itisrecommendedthatthisagainbe
reviewedorrevisitedagainbeforefullimplementationisundertaken.
Thefollowingillustratesthe3stepprocessindefiningthescopeoftheschoolM&Esystem:
ThefirststepindesigningtheschoolM&Esystemistohaveagoodunderstanding
oftheobjectivestargetsandstrategiesoftheschoolascontainedintheSIP.This
meansreviewingand/orupdatingtheSIPFramework(Goalchart).TheseGoal
Chartobjectives(withtheirindicators)setsthecontextandscopeoftheM&E
System.
GoalChart(SampleOnly)
NarrativeSummary

ObjectivelyVerifiable
Indicators

Remarks

Goal:
Improvefunctionalliteracyinthe
province
Purpose:
Improvedschoolperformancein
termsof(1)studentachievement,(2)
dropoutrate,(3)completionrate
and(4)enrollment
Outputs:
(1)StudentAchievement
(1.1)Slowlearnerswhowerepoorin
readingcompletedsessionson
readingremediation
(1.2)Developedreadingmaterialsfor
usebystudentswithreading
deficiencies
(2)DropOutRate
(2.1)Visited#ofSARDOhomes
(2.2)DistributedmaterialsonEASEto

StudentAchievementincreased
from:Y145%,Y255%,Y370%
Decreasedinnumberofnon
readersfrom:Y130%,Y215%,Y30%

TheIndicatorsare
reviewedandfinalizedby
theschoolasa1ststep
todesigningtheM&E
System

301stYearstudentswhoareinthe
readingfrustrationlevelhave
completedthesessionson
readingremediationby1st
semesterofYear1.

TheIndicatorsare
reviewedandfinalizedby
theschoolasa1ststep
todesigningtheM&E
System;

Completedmeansstudentshave
attendedallsessionsandhave
achievedtherequiredreading

Theindicatorshaveto
clarifiedintermsof
quantity,targetgroup,

63

School M&E System

NarrativeSummary

ObjectivelyVerifiable
Indicators

selectedstudents
levelattheendofthesession.
(3)CompletionRate
(3.1)Improvedschoolfacilities
(4.)Enrollment
(4.1)Conductedhousetohouse
visitationstopromotebacktoschool
program
(4.2)Implementedbrigadaeskwela

Remarks
qualityandtime

Secondstepistoreviewandfinalizetheperformancemeasures4.Performance
measuresisoneofthecriticalelementsofM&E.Themeasuresmustprovidean
accuratepictureofthestatusofaccomplishmentsoroutcomes.Whenthe
performancemeasuresareclarifiedandadjusted,finalizethesetargetsand
freezethem.Thesewillbethebasisforthemonitoringandevaluation.
Carefulconsiderationsmustbedoneinchoosingaperformancemeasure.Some
guidelinesindefiningtheperformancemeasuresoftheschool:
Thefewerthebetter.Oneofthecommonpitfallsinevaluationisthenotion
thatthemoredatagathered,themoreperformancemeasuresused,the
better.Thisdoesnotalwaysfollow.Asarule,thefewertheperformance
measures,themoreaccurateisthepictureofthesituation.
Focusontherightthings.Ensurethattheperformancemeasuresselected
arethecorrectmeasuresforassessingthelearners,teachersandschool
head'sperformance.Bycorrect,itmeansdirectandexclusivelyusedforone
performanceonly.
Integratedwithothermeasures.Aperformancemeasureusedis
connectedtotheothermeasuresinordertoprovideamoreholisticpicture
oftheschool'saccomplishmentandachievement.
ThirdstepistofinalizetheSIPandpreparetheAIP(Year1)basedontheadjusted
targetsandschedule.
DefiningthescopeoftheM&EwillfacilitatethedesignandestablishmentoftheSchool
M&ESystem.TheSIPwithitsobjectives,targets,proposedstrategiesandactivitiesdefinethe
scopeoftheM&E.Itisimportantthatthesearerevisitedandfinalizedtoformalizedthe
scopeoftheM&E.Thiswillleadtothedesignofthemonitoringprocess,controlpoints,data
collectiontoolsandtechniquesandmanagementreports.

4 A performance measure is composed of a number and a unit of measure. The number provides the magnitude (how much) and
the unit of measure gives the number a meaning (what)

64

School M&E System

SettingUptheM&ESystem
5StepProcess

Define the Scope


of the M&E

Design the
Control &
Adjustment
Point

(1) Review and finalize


the SIP including
the objectives,
targets
(2) Define the
performance
measures
(3) Finalize the SIP/AIP

Baseline Plan
containing the
finalized targets,
performance
measures, schedules
and cost requirements

(1) Set up the


control and
adjustment
point global and
annual

Management Reviews

3
Determine
Decision-making
Requirements of
Stakeholders

(1) Determine decision


making
requirements of
internal
stakeholders
(2) Determine technical
support to be
provided by external
stakeholders

Information
Requirements

Set Up Monitoring
Process

Communicate the
System

(1) Define the


activities
(2) Identify reports
(3) Prepare TOR

(1) Kick-Off
Meeting

Monitoring Process,
report formats,
frequency, terms of
reference

Staff aware of the


scope, management
reviews, information
requirements and the
operating details of
M&E

10.4.2DesigntheControlandAdjustmentPoints
ThenextmajorstepinestablishingaM&Esystemistodesignthecontrolandadjustment
points.ThecontrolpointsrepresentthecorefeaturesoftheM&Esystem.Controland
adjustmentpointsaremechanismsforreviewtoassess,validateandadjust(whenneeded)
thequality,scope,timingandcostrequirementsofanimplementation.Alltheother
requirementsofM&E,fromreportstodatarequirements,willbebasedonthesecontrol
points.
SchoolControlandAdjustmentPointsaredeterminedbydrawingaroadmapoftheSIP
implementation.Theroadmapwillhelpillustratethecontextandtherelationshipbetween
theimplementation,controlrequirementsandtimingofthecontrol.Thiswillhelpestablish
thelinkbetweenthestagesofSIPimplementationandtheevaluationrequirements.This
approachwillprovidethecontextofthedecisions.Thisapproachwillharmonizethe
implementationstagesandtotheevaluationcontrolpointsoftheSIP.

ImplementationStageandControl&AdjustmentPoint
Astagerepresentsamajorsegmentintheimplementationphase,the
completionofwhichrepresentsamajormilestone.EachstageintheSIP
implementationrepresentsuniquerequirementsandinteractionsaswellas
uniqueproblemsandissues.Thestageapproachwillallowtheschoolheadto
havemorecontrolinmanagingtheSIPimplementation.Theunique
requirementsofeachprovidethecontextformonitoringandevaluation.
ControlpointsareM&Ereviewgateswhichwillallowtheschoolheadtoassess
theSIPimplementationpermilestones.Theresultsofthecontrolpointsareused
asbasisforadjustingtheSIPorenhancingtheimplementation.

65

School M&E System

ThemainreferencematerialintheestablishmentofcontrolandadjustmentpointsistheSIP
andAIP.Theimplementationplansprovidedetailsonthecriticalactivitiestobeundertaken
andthetargetedaccomplishmentdatesofoutputs.Thus,ithastobeensuredthatthe
SIP/AIParecorrectandadjusted.Thefollowingareitemsneedtobeconsideredinthe
identificationanddesignofControlandAdjustmentPoints:
Accomplishmentofanoutputormajormilestones.Oneofthemajor
considerationsinthesetupoftheControlandAdjustmentPointsaretheoutputsto
bedelivered.Outputsneedtobequalityassuredbeforeacceptanceand
ManagementreportingpracticesintheDepartment.Controlpointsarepatterned
afterthemanagementreportingpracticesoftheagency.Consideringthe
reportingpracticesoftheagencywillfacilitatebothrequirementsoftheschoolas
wellastherequirementsoftheDivision,RegionandNationalOffice.
Criticalpathorsegmentintheimplementationprocess.Criticalpathreferstoan
activityoractivitiesthatwillhavemajorimplicationstootheractivities,outputsand
decisionstobemadeinthefuture.
SettingUptheM&ESystem
5StepProcess

Define the Scope


of the M&E

Design the
Control &
Adjustment
Point

(1) Review and finalize


the SIP including
the objectives,
targets
(2) Define the
performance
measures
(3) Finalize the SIP/AIP

Baseline Plan
containing the
finalized targets,
performance
measures, schedules
and cost requirements

(1) Set up the


control and
adjustment
point global and
annual

Management Reviews

3
Determine
Decision-making
Requirements of
Stakeholders

(1) Determine decision


making
requirements of
internal
stakeholders
(2) Determine technical
support to be
provided by external
stakeholders

Information
Requirements

Set Up Monitoring
Process

Communicate the
System

(1) Define the


activities
(2) Identify reports
(3) Prepare TOR

(1) Kick-Off
Meeting

Monitoring Process,
report formats,
frequency, terms of
reference

Staff aware of the


scope, management
reviews, information
requirements and the
operating details of
M&E

10.4.3DeterminetheDecisionMakingRequirementsofStakeholders
ThethirdimportantstepinsettinguptheM&ESystemistodeterminethedecisionmaking
requirementsofthestakeholders.Alsoknownaskeyplayers,theserefertoindividualsor
groupwhocaninfluencetheschool'simplementationoftheSIP.
IntheschoolM&Esystem,itisimportanttoclassifystakeholdersintointernalandexternal
stakeholders.Internalstakeholdersrefertoschoolhead,personnel,teachersandstudents.

66

School M&E System

Thesearedirectlyinvolveonadaytodayoperationsoftheschool.Externalstakeholders
refertoindividualsorgroupswhomayinfluenceorprovidesupporttotheschool.
Forbothtypeofstakeholders,theSystemmustbeabletoprovidetimely,accurateand
relevantinformationinordertoensureeffectivemanagementandpromptdeliveryof
supportandassistance.Thedecisionmakingrequirementsofthestakeholderswilldictate
thetypeofinformationthatneedstobegeneratedbytheschoolM&Esystem.
Determiningthedecisionmakingrequirementsofstakeholdersisaccomplishedin4
sequentialsteps.Thesestepsassurethatonlythecriticaldecisionrequirementsofthe
stakeholdersareidentified.
Firstandforemost,theinformationrequirementsofinternalstakeholdersmustbe
identifiedbeforerespondingtotheinformationrequirementsofexternal
stakeholders.TheSchoolM&ESystemtobesetupistohelpschoolmanagersand
teachersimplementtheirprogramsandprojectsasefficientlyandeffectivelyas
possible.ThemainfeatureoftheSchoolM&ESystemmustrespondtothedecision
makingrequirementsoftheschoolinternalstakeholders.Thefollowingare
suggestedstepsinanalyzinginternalstakeholdersandtheirinformation
requirements,
(1)Identifythestakeholders.
Attheschoollevel,itmaybeimportanttoidentifytheinternalstakeholdersby
names(smallschool)especiallyattheleveloftheschoolhead,personneland
teachers.Inthecaseofstudents,identifyingthestudentspernameisnotpractical.
Heretheschoolmaywanttogroupstudentsaccordingtocertaincharacteristics
(demographics,behavior),likeslowlearnersandfastlearners,atriskofdroppingout,
yearlevel,genderetc.
(2)Profilethestakeholders
Theprofileofthestakeholderswillprovidevaluableinputtotheschoolindesigning
itsM&Esystem.Profileeachstakeholderbasedonthefollowing:
Functions(rolesandresponsibilities).Pertainstoboththedejure(mandated)
anddefacto(actual)functionsoftheindividual.
Informationrequirements.Pertainstodataandinformationneededbythe
stakeholderinordertomakeadecision.
Whenreferstotime/daytheinformationisneededbythestakeholder.
MoVreferstocurrentpracticesormodetoverifytheinformation.
Itisalsoimportanttotakenotethatthefunctionsandinformationrequirementsof
certainstakeholdersvarypertimeperiod.Inthisregard,refertotheM&EOperation's
Framework(macroannual)todeterminethekindofdecisionandinformationa
stakeholdermakes.

67

School M&E System

(3)Identifypossibledesignconsiderations
Thestakeholderprofileandinformationrequirementscanbeusedasinputtothe
contentofthereport,formatofthereport,howthereportswillbepresentedand
thetimingofthereports.
BelowisasampleStakeholderInformationMatrixforInternalStakeholders
StakeholderInformationRequirementMatrixInternalStakeholder5
Stakeholder
SchoolHead

Functions(roles&
responsibilities)
Overall
managementof
school

Information

When

Meansof
Verification

Implicationto
M&EDesign

Diagnostictest
Quizzes
Classroom
Observation
Periodicaltest
Achievementtest

Informationmust
begivento
TeacherbeforeSY
starts;
LinkM&Esystem
withelementary
school

Statusofschool Monthly
programs&
projects

Provideinstructional Teachers
supporttoteachers performance
1stYearMath
Teacher

Facilitatelearners
developmentin
algebra

Learners
competencies/
performanceat
theelementary
level

StartofSY
DuringtheSY
(periodical)
EndofSY

Teachertrainers

Trainteachers

Trainingneeds
ofteachers

Semesterbreak
andsummer
break

4thYearHigh
Performing
Students

Opportunities
outsideof
school

Selfassessment/
Student
Development
Plan

Second,identifytheinformationrequirementsoftheexternalstakeholders.
Externalstakeholdersareindividualsorgroupswhocaninfluenceand/orprovide
supporttotheschool.Thesegroupsmayrequireinformationfromschoolsinorderto
alignitsplans,programsandevenitspoliciestotheschoolrequirements.TheSchool
M&ESystemisalsodesignedtomeettheinformationneedsofthesestakeholders.
Unliketheinternalstakeholderswhoseinformationneedsareoperationalconcerns,
theinformationneedsoftheexternalstakeholdersaremoreonoutcomesand
results,informationthatareimportanttopolicyformulationanddesignoftechnical
assistanceprogramsforschools.
Normally,thesestakeholdershavetheirownM&Esystem.Thereportcontent,format
andtimingshouldbeconsideredasmuchaspossible.Hence,theneedto
configuretheSchoolM&ESystemtotheM&ESystemofthesestakeholders.The
suggestedstepsindoingaexternalstakeholderanalysisisalmostthesameasthat

Sample only. Intended to show the information to be gathered about the stakeholder. Additional stakeholder may be added
depending on the size or type of school. Example, big schools have department heads. Ideally, their requirements should also be
determined.

68

School M&E System

oftheinternalstakeholders.Theseinclude:
(1)Identifythestakeholder
Notallindividualsorgroupsoutsideoftheschoolmayqualifyasstakeholder.Inthis
context,externalstakeholdersarethosethatcaninfluenceorsupporttheschool's
implementationofitsprogramsandprojects.Influencemayincludechangesin
policies,technicalassistancesupportandfinancialassistance.
(2)ProfiletheStakeholder
Gathersomeinformationaboutthestakeholderintermsof:
Mandate.Pertainstorolesandresponsibilitiesoneducationasdetermined
bylaw.Oritmayalsopertainstothecharterorvision/missionofthe
organizationespeciallynongovernmentorganizationsorfoundations.
Possiblesupporttoschools.Includescurrentsupportandpotentialsupport
thatcanbeprovidedbythestakeholder.
Information.Referstothetypeofinformationthestakeholdermayneedto
makedecisionsthatwillcompelthestakeholdertosupportorassistthe
school.
When.Referstothetimeperiodtheinformationisneededbythe
stakeholder.
MeansofVerification.Thesearecurrentpracticesordocumentsthe
stakeholderisusinginitsownM&Esystem.
(3)DeterminetheimplicationtothedesignoftheSchoolM&ESystem.
ThedesignoftheSchoolM&ESystemmustbecloselylinkedtothedesignofthe
M&ESystemoftheexternalstakeholderswhoaremandatedtosupporttheschools,
liketheDivisionandRegionalOffices.Thereportcontent,formsandformatsmustbe
closelylinkedtothosebeingusedbytheDivision,RegionalandCentralOffices.
Forexternalstakeholderswhoarenotdirectlymandatedbylawtosupportthe
schoolsbutaresupportingtheschoolsontheirown,itisimportanttodetermine
theirplanningandbudgetingperiod.Thisperiodmaybethemostappropriatetime
toprovideinformationabouttheschoolandthesupportitneeds.
ThetablebelowprovidesanexampleofaStakeholderInformationMatrixExternal
Stakeholder.

69

School M&E System

StakeholderInformationRequirementMatrixExternalStakeholder6
Stakeholder

Mandate

Support/
Possible
Support

Information

When

Meansof
Verification

Implicationto
M&EDesign

DistrictOffice
DivisionOffice

Providetechnical
assistance
supporttoschool
heads:
onschoolbased
management;
onteachers
development;

StatusofSIP
Quarterly
implementation Astheneed
QualityofSIP
arise
Teachers
performance

Quarterly
Report
School
Managers
Meeting/
Conference
SchoolVisit

Schoolbreak&
Semestral
Needsanalysis
break
Classroom
observation

Regional
Office
BSE
LGUBarangay
LGUMunicipal
Etc

Theinformationrequirementsofthestakeholderswillhaveimplicationstothedesignand/or
contentofthefollowing:
dataelements.Thesearethemostbasicinformationaboutastatusofan
implementation.Usually,thesearerawdataandareimportantindeterminingor
computingfortheperformancemeasures.Thiswillalsodictatetheformsandtables
tobedeveloped.
formsandtemplate.Thesimplertheformsandthetemplates,thebetter.Theseare
themostfundamentalcollectiontooltobeusedindocumentinganeventandan
accomplishment.
reportformat.Thedecisionmakingrequirementsofthestakeholderswilldetermine
theformatofthereport.Itshouldcontainallthenecessaryinformationnumbers
andstoriesbehindthenumbersinorderforaschoolheadorateachermakethe
necessaryadjustmentsorimprovementsinthestrategiesimplemented.
reportingfrequency.Theneedofthestakeholderstomakedecisionswillalso
dictatethereportingperiods.Thereportswiththenumbersandstoriesmustbe

The list of stakeholder and their roles and responsibilities may vary from place to place.

70

School M&E System

receivedontimebythestakeholdersinordertoensuretimelyadjustments(if
needed)ordecisions.
evaluationfrequency.Evaluationpertainstoexternalassessmenttobeundertaken
tovalidatetheaccomplishmentsandstorieswritteninthereports.Usually,
evaluationisundertakenwhentheevaluationpartyistocomeupwiththeirown
plan.
Asaruleofthumb,whenthereareconflictbetweentherequirementsoftheinternaland
externalstakeholders,therequirementsoftheinternalstakeholdermustbemetfirstbefore
theexternal.Thedecisionmakingrequirementsoftheinternalstakeholderstheschool
headandteachersmustbegivenpriorityinordertohelpthemmakeimmediate
enhancementsorremediationsintheschoolinterventions.Thisperspectivewillalsoensure
thatM&Eismoreaboutmanagingandmakingdecisionsthanmeetingthereporting
writing.
SettingUptheM&ESystem
5StepProcess

Define the Scope


of the M&E

Design the
Control &
Adjustment
Point

(1) Review and finalize


the SIP including
the objectives,
targets
(2) Define the
performance
measures
(3) Finalize the SIP/AIP

Baseline Plan
containing the
finalized targets,
performance
measures, schedules
and cost requirements

(1) Set up the


control and
adjustment
point global and
annual

Management Reviews

3
Determine
Decision-making
Requirements of
Stakeholders

(1) Determine decision


making
requirements of
internal
stakeholders
(2) Determine technical
support to be
provided by external
stakeholders

Information
Requirements

Set Up Monitoring
Process

Communicate the
System

(1) Define the


activities
(2) Identify reports
(3) Prepare TOR

(1) Kick-Off
Meeting

Monitoring Process,
report formats,
frequency, terms of
reference

Staff aware of the


scope, management
reviews, information
requirements and the
operating details of
M&E

10.4.4SetUptheMonitoringProcess
ThenextstepinsettinguptheSchoolM&ESystemistodefinetheoperatingdetailsofthe
system.Theseincludedesigningthemonitoringprocess/esthatwilloperationalizethe
SchoolM&ESystem.Thisalsoincludesdatacollectionsystem,reportsandreportingprocess
andthefeedbackmechanism.
ASchoolM&EProcessisaseriesofactionsbytheschoolheadandteachersusedtotrack,
evaluateandanalyzetheschoolperformanceanditstargetgroups.Itisasupportprocess
undertakentoassurethequalityandrelevanceofschoolprogramsandprojects.These
processesoperationalizethedatacollectionandreportingactivitiesoftheschooland
integratesthesetothecontrolandadjustmentpointsofthesystem.Onceinused,the

71

School M&E System

SchoolM&EProcesswillsupplythedifferentinformationrequirementsoftheschooland
teachers.
DefinetheM&Eprocess.Thisincludesdefiningthecontrolpointsandeventsthat
willbeundertakenduringtheSIPimplementation.
Finalizedthereportingrequirementsanddisseminatethem.
FormulatetheM&ETermsofReference.Afterdetailingtherequirementsofthe
M&Esystem,thenextstepistodefinetherolesandresponsibilitiesoftheschool
head,teachersandstaffconcerningdatacollection,sharingofinformation,
reportingassignmentsandingivingfeedback.

SettingUptheM&ESystem
5StepProcess

Define the Scope


of the M&E

Design the
Control &
Adjustment
Point

(1) Review and finalize


the SIP including
the objectives,
targets
(2) Define the
performance
measures
(3) Finalize the SIP/AIP

Baseline Plan
containing the
finalized targets,
performance
measures, schedules
and cost requirements

(1) Set up the


control and
adjustment
point global and
annual

Management Reviews

3
Determine
Decision-making
Requirements of
Stakeholders

(1) Determine decision


making
requirements of
internal
stakeholders
(2) Determine technical
support to be
provided by external
stakeholders

Information
Requirements

Set Up Monitoring
Process

Communicate the
System

(1) Define the


activities
(2) Identify reports
(3) Prepare TOR

(1) Kick-Off
Meeting

Monitoring Process,
report formats,
frequency, terms of
reference

Staff aware of the


scope, management
reviews, information
requirements and the
operating details of
M&E

10.4.5CommunicatetheSystem
ThelaststepistheconductofaKickoffMeetingtosignaltheoperationalizationofthe
schoolM&Esystem.Infootball,akickoffrepresentsthestartofagamewhichmeansthe
rulesoffootballarenowenforce.ItisimportanttoconductaKickoffMeetingtoallowthe
teachers,nonteachingstaffandothersthattheSchoolM&ESystemisnowoperational.
Asidefromtheofficialstartoffpointofthesystem,theKickoffMeetingisalsothevenuefor
theschoolheadandteacherstounderstandthesystem.Beforeenforcingthesystem,itis
importanttoensurethatallschoolstaffhave/can:
(a) highawarenessofthescopeorcoverageoftheSchoolM&ESystem
(b) explainthecontextandrationaleofthedifferentM&Econtroland
adjustmentpoints
(c) awarenessofthesupportthatcanbeprovidedbythestakeholdersandthe

72

School M&E System

informationtheyneedtofacilitatethatsupport
(d) understandshis/herrolesandresponsibilitiesinM&E.

73

SCHOOLM&ESYSTEM

11.0
S CHOOL M ANAGEMENT I NFORMATION S YSTEM

School M&E System

11.0SchoolManagementInformationSystem(SMIS)

11.1Description
TheSchoolManagementInformationSystem(SMIS)isamanagementinformationsystem
applicationfortheschoolthatsupportsdecisionmakingrelatedtoschoolbased
management,teachingdelivery,learnerexperience,andlearningoutcomes.
TheSMISprovidesuptodateandtimelyinformationon:
LearnersPerformance
TeachersProfile
SchoolPlan
Curriculumapplication
Finance
School A ssets

11.2 Som eGuidep os ts in Using Technology


Theinformationtechnologyorganizationworksinpartnershipwiththerestofthe
organizationsharingacommon,easilyunderstoodlanguagetoensurethatmanagement
informationsystemssupporttheorganization'soverallneeds.Theapproachiscustomer
centric,notdataortechnologycentric.

11.2 Sub System s


11.2.1SchoolPerformanceManagementSystem
Involvesmonitoringtheschoolsperformanceonincreasingenrollment,ensuringstudents
areretained,completedthebasiceducationandimprovingstudentachievements.This
systemwillalsobeusedtoevaluatetheschools'programonimprovingenrollment,
reducingdropouts,completionandprogramsthatwillassureachievementoflearners(slow
learners,justrightandfastlearners.
Thissubsystemwillbeusedtomanagethequalityofschoolprogramsandprojects
pertainingto:
Learnersparticipation.Involvesschoolprogramsandprojectsthatwillbringchildren
ofschoolagetoschoolstoincreaseenrollmentandimproveparticipation.Key
Indicator:Enrollment
Learnersstayinschool.Involvesschoolprogramsandprojectsthatwillensure

75

School M&E System

learnerswhoareinschoolwillstayintheclassroom.Suchprogramsaredesignedto
reducedropouts.KeyIndicators:RetentionRateandDropOutRate
Improvecompletion.Involvesassessmentandevaluationofschoolprogramsand
projectspertainingtomakinglearnerscompletethebasiceducationprocess
(elementarytohighschools).KeyIndicator:CompletionRate.
Achievement.Involvesassessmentandevaluationofschoolprogramsandprojects
thataredesignedtoensurethatthosewhostayedinschoolandthosewho
completedthebasiceducationrequirementshavemetthedesiredcompetencies
necessarytogotothenextlevel.KeyIndicator:Studentachievements.

11.2.2StudentTrackingSystem
ASchoolM&ESubsystemthatwilltracktheparticipationandprogressofthelearners
insidetheclassroom.Thissubsystemwillbeusedbyboththeteachersandthelearnersto
chartandtracktheparticipationoflearnersandthelearningoflearnersonapersubject
matter.
Thissubsystemincludes:
Managementoflearning.Pertainstotheperformanceofthelearnersinsidethe
classroom,whethertheyareslowlearners,justrightandfastlearners.
Attendance.Involvestrackinglearnerswhoareatriskofdroppingouts.
HealthandNutrition.
Participationtoschoolwideactivities

11.2.3SIPManagementSystem
TheM&ESubsystemisdesignedtoensuretheefficiencyofschoolmanagementto
implementprogramsandprojectsoutlinedintheschoolimprovementplan.Italsotracks
theschools'abilitytogenerateresourcesandparticipationfromschoolstakeholdersthat
willbeusedasinputtoimplementschoolprogramsandprojects.
Thissubsystemprovidesaregularreviewandprogressoftheschoolintheimplementation
oftheSIP.Thisincludes:
SchoolOutputAccomplishment.Involvesmonitoringtheschoolsimplementationof
theSIPbasedontargets(quantity)andtime.
FinancialManagement.Involvesmonitoringtheschoolsgenerationand
managementofitsfinancialresourcesvisavisthefinancialresourcesoutlinedin
theSIP.
QualityofSIP.Involvesassessmentoftheschool'splanbasedonstandardsset

76

School M&E System

regardingSIP.

11.2.4CurriculumManagementSystem
Thissubsystemwillbeusedbytheschooltoensurecorrectimplementationofcurriculumin
theschool.Specifically,thissubsystemisdesignedtoensurethatschoolscoveredthe
(scope)thecurriculum,timespentpersubjectiswithinstandardset,theteachingand
learningprocessimplementedmeetstherequirementsofthesubjectmatter.

11.2.5StaffDevelopmentTrackingSystem
Thissubsystemwillbeusedasinputtothehumanresourcedevelopmentplanofthe
school.Thisincludestrackingteachersandnonteachersperformance,thecoursesand
trainingprogramstheycompleted/participatedandthetrainingneeds.

11.2.6AssetManagementSystem
A subsystemthatwillassisttheschoolheadmanagetheschoolresources,thereby
ensuringthelogisticrequirementsoftheteachersandlearnersaremet.Involvestrackingof
schoolresources(classrooms,booksandsupplementarymaterials,schoolequipmentand
othersupportfacilities)inconformancewiththestandardsoftheDepED.

77

SCHOOLM&ESYSTEM

12.0
I NTEGRATED M&E SYSTEM

School M&E System

12.0Integ ratedM&ESystem

12.1Over view
TheSchoolM&ESystemisnotastandalonesystem.Itispartofagranddesigntounifythe
M&EsystemsoftheSchool,Division,RegionandCentrallevel.Theschool,however,willbe
playingacriticalpartinintegratingthesystemandinsupplyingthedata,informationand
insightsfortheDivision,RegionandCentrallevelsbeabletoperformtheirrespective
accountabilitiesefficientlyandeffectively.

Vertical integration of operation

Planning
National
Planning
Program
development

Planning
REDP
Preparation &
DEDP
Appraisal

Planning
DEDP
Preparation &
SIP Appraisal

Planning
SIP / AIP
Preparation

Implementation
Formulation of standards
and policies
Staff development

Implementation
Technical and training
assistance to Division
Manage QA System

Implementation
Technical and training
assistance to school heads
& teachers

Implementation
School Management
Instruction Supervision
Teaching & Learning
Process

Evaluation
Impact evaluation
& evaluation of
policies

National
Level

Evaluation
Results Evaluation
Student
assessment

Region
Level

Evaluation
SIP evaluation
Performance
evaluation

Division /
District
Level

Evaluation
Learner
evaluation

School /
CLC
Level

Horizontal integration of
operation

12.2KeyPrinciples
TheIntegratedM&ESystemisbuiltontwomajorprinciples:systemsperspectiveand
systematicapproach.

12.2.1SystemsPerspective
TheSchoolM&ESystemispartoftheefforttostrengthentheentirebasiceducation
deliverysystemofDepED.Itsmainroleistoprovidetimelyandrelevantdata,information

79

School M&E System

andinsightstokeyinternalstakeholdersDivision,RegionandNationalOffices.Thesesame
data,informationandinsightswillbeusedtodevelopand/orenhanceeducationpolicies
andstandardsbytheCentralOfficesandRegion,strengthentheeducationprogramsand
projectsbytheRegionandDivision,andtoprovidetimelyandrelevanttechnical
assistancetoschoolheadsandteachersbytheDivision.
Settingupanintegratedsystemwillallowthefollowing:
Sharingofinformationandinsightsthroughouttheorganization.Bestpracticesand
lessonslearnedaredisseminated.Thiswillalsohelpavoidrepetitionoffailed
programsandprojects.
Earlydetectionofproblemsandissues.Anintegratedsystemwillbeableto
determinewhereandwhentheseproblemswilloccur.Thiswillallowimmediate
adjustmentsintheoperationsofunits.
Determinetheimplicationsintheshortcomingsof1unittotheotherunits
dependentonitsperformance.
Proactiveapproachtodecisionmakingandinmanagingproblemsandissues.
Morecooperationandcollaborationbetweenandamongunits.

Determine when
and why the
system is weak

Learning Center
Level

District
Level

Learner
Level

Classroom
Level

Division
Level
School
Level

Detect when and


where the system
is weak.
Identify potential
problems and its
implications

S
ta
ke
ho
ld
er
s

S
ta
ke
ho
ld
er
s

Determine strong
and weak points
of the system

Region
Level
Central Level

Proactive
approach to
managing issues
and concerns

s
er
ld
ho
ke
ta
S

Systems Consideration
Strengthening the link between levels

80

School M&E System

12.2.2System a tic App roach


TheM&ESystemineachlevelshouldbeapproachedinasystematicprocess.The
integratedsystemmustbeabletotracktheinputrequirementspermanagementlevel,
compliancetostandardprocesses,qualityoftheoutputsandtheoutcomes.
ThediagrambelowillustratesthemustfeatureoftheM&ESystem.
QA Process

Management Actions

Evaluation
Reports
Is the Outcome
Realized?

4.0

Achievement of desired
outcome is used as a success
indicator of the process
implemented

Results
Effectiveness

4.0

Yes

Yes
No

3.0

Outputs provided/ produced


as a result of the processes
employed

No

Are Outputs
Provided?

Performance
Efficiency
(Plan vs Actual)

3.0

Progress
Reports

Yes
Yes

Designated set of activities


that will ASSURE the quality of
outputs provided

No

Are Processes
Followed?

2.0

QA
Report
No

Checklist Compliance

2.0

Yes
Yes

1.0

Minimum set of resources


required to implement the
PROCESS

Are Inputs
Provided?

Checklist Standards

No

1.0

No
BEIS
Report

12.3School&DivisionM&EInteg ration

Division provides
technical support to
School in preparing a
quality SIP (relevance
& responsive)

Division ensures
the readiness of the
School to
implement the SIP

Provide technical
assistance to
School on skills
development,
management
support and
others to ensure
efficient
implementation of
the SIP/AIP

Provide technical
assistance to
School on skills
development,
management
support and
others to ensure
efficient
implementation of
the SIP/AIP

Evaluates
effectiveness of SIP

Division Level Quality


Control Points
SIP
Appraisal

1
SIP
Preparation

Start Up
Review

SIP Start Up
Implementation

Annual
Review

Annual
Review

SIP Year 1
Implementation

SIP Year 2
Implementation

Manages school
programs and
project and
ensures they are
on time, on target
and meet the
quality
requirements

Manages school
programs and
project and
ensures they are
on time, on target
and meet the
quality
requirements

SIP
Evaluation

SIP Year 3
Implementation

SIP Life Cycle


School M&E System
Ensures school
follows QA
Process on SIP
Preparation

Ensures school
follows QA
Process on Start
Up

Review Quality
of Plan

Assess own
readiness and
makes adjustment

Evaluates
effectiveness of
own
implementation
Documents
lessons learned
and effective
practices

81

School M&E System

12.4Prereq uisites toa successful M& E Sys tem


ThefollowingelementsarerequisitestoasuccessfulintegrationofM&ESystems:
IntegrationofDEDPandSIP.TheprogramsandprojectsoftheDivisionare
synchronizedwiththetechnicalassistancerequirementsoftheSchool.
EvaluationandadjustmentpointsoftheDivisionisintegratedwiththeevaluation
andadjustmentrequirementsoftheschool
DivisionandSchoolStaffhavethesameunderstandingoftheM&ESystem
requirements

82