11. Monitoring Procedures PMC (Bacoor).pptx

NEDA monitoring procedures

1. Operation & Implementation 1

2. 61 Monitoring Procedures

3. RPMES Monitoring Procedures Planning, Programming, Scheduling of M&E activities: Work & Financial Plan Monitoring & Evaluation Plan Monitoring & Evaluation Work Program Monitoring Activity Problem-Solving Session

4. Document Description Work & Financial Plan Covers various activities of PMC during calendar year Technical assistance Seminars/Meetings/Training To be endorsed for adoption by the development council Funding: Region: RDC GAA Fund c/o NEDA) Local: c/o LGUs funding sources Documents to be Prepared

5. Documents to be Prepared (cont’n) Document Description Monitoring & Evaluation Plan List of programs & projects (P/Ps) to be covered by PMC during the year Monitoring list/Evaluation List Desk Monitoring Plan Field Monitoring Plan To be prepared by the PMC Secretariat To be approved by the PMC

6. Basis: LPMC Annual Monitoring Plan President’s Priority Projects Priority Projects of the Province High Impact Projects/Great No. of Beneficiaries High Funded Projects Public Investment Program Provincial Development Plan (PDPFP) Problematic Projects (≥10% negative slippage) Projects that demonstrate best practices/replicability Projects just started, at the middle, nearing completion 65 P/Ps to be covered by PMC

7. Documents to be Prepared Document Description Monitoring & E v alu a t i on W ork Program Serves as operational checklist on sequential activities required to achieve the objectives of M&E Will contain adequate information & shall specify particular programs & projects for monitoring project brief, project profiles, etc. Documents to be Prepared (cont’n)

8. Monitoring Activities Desk Project Monitoring Project Field Inspection Problem-Solving Session 67

9. Project Field Inspection Select Project for Field Inspection Coo r din at e conduct of project moni t oring Prepare Project Br i e f er/S t a tus Field Ins p ection Proper Post- Mo n i t or i ng Meeting Submit Report to Next Higher Level PMC

10. 1. Select Project for Field Inspection Project visits are conducted by the PMCs when verification & validation of reports are needed > 10% negative slippage problematic best practices projects just started, at the middle, nearing completion For prioritization purposes , PMCs to provide their own criteria NEDA-MES alert mechanism – as reference

11. 2. Coordinate - Project Field Inspection Memo/Letters + Itinerary PMC members Implementing Agency Confirmation of attendance Email Phone call

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14. 3. Prepare Briefer Project Briefing Kit Project Brief Form Project title Description & Location Project Cost & Funding Source Implementation Period Status as of 2023 Physical Financial Implementation Issues & Action Taken/Being Taken

15. Sample Project Brief Form 15

16. Project Monitoring Team (PMT) Meeting Meeting between PMC & all concerned stakeholders/actors of project to be visited Expectation setting Firming up of itinerary Coordination activities (courtesy call, focals, security, etc.) 16

17. Validate status of projects & reported problems/findings interview w/ project engineer, laborers, barangay official & reputable residents of locality Compare reported accomplishments against project schedules Investigate deviation from approved conditions, plans & specifications Change Order, Extra Work Order or Suspension Order 5. Field Inspection Proper 17

18. Assess quality of work accordance w/ established engineering standards, quality control standards, or within level of acceptability Verify reported anomalies/irregularities obtain feedback from laborers, local official & concerned citizen Prepare report (findings & recommendations) to development council or its Executive Committee for deliberation/resolution/action 5. Field Inspection Proper (cont’n) 18

19. Courtesy LPMC ≠ Fault Finder Sandwich approach monitoring (the good, the bad, the good) Take photos of Project (e.g. issues) Establish network 19 5. Field Inspection Proper (cont’n)

20. General assessment of previous monitoring activity The good and the bad Improvement on conduct of project field inspection (efficiency, quality, etc.) Prepare & Report Project Inspection Findings to development council for a/a Next steps (assignment, follow-ups) 20 6. Post-Monitoring Meeting

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24. PMCs will submit their regular report to next higher PMC 6. Submit Report to Next Higher Level PMC NPMC RPMC PPMC MPM C CPMC Levels of Project Monitoring Committees N PMC

25. Problem-Solving Session 25

26. Problematic projects that needed further discussion & deliberation Shot-gun approach Meeting between LPMC & all concerned stakeholders Next steps (assignment, follow-ups, updates) Problem Solving Session 26

27. Problem-Solving Mechanism To operationalize the primary objectives of RPMES, regular Problem-Solving Session (PSS) should be conducted Problem-Solving Mechanism

28. Problem-Solving Mechanism Mandate to intervene: (EO No. 376, Section 1). The RPMES primarily aims to expedite project implementation and DEVOLVE project facilitation, problem-solving, monitoring and evaluation to the regions and sub-regional levels particularly to the PROVINCIAL and CITY/ MUNICIPAL levels Problem-Solving Mechanism (cont’n)

29. Problem-Solving Mechanism To elevate unresolved issues and problems at these levels to the Cabinet or the President for resolution and final actions. (EO 376, Section 1, item b) Problem-Solving Mechanism (cont’n)

30. Problem-Solving Mechanism Who can intervene? Sub-regional level: Local PMC and Development council Regional Level: RPMC and RDC National Level: NPMC, Cabinet and President Problem-Solving Mechanism (cont’n)

31. Project Field Inspection Identify Project for PSS Coo r d i n at e conduct of PSS Prepare Project Bri e f er/S t a tus PSS proper PSS Report - d e v elo p me n t council Submit Report to Next Higher Level PMC Problem-Solving Session

32. Problem-Solving Mechanism Identify Project for PSS Sources of Information Project Profile/Status Project Implementers Project Monitoring Committees NGOs Private Citizens

33. Problem-Solving Mechanism Identify Project for PSS (cont’n) When problems / issues identified impede project implementation that need remedial action at the regional, and sub-regional levels If problems are not resolved at their level, these will be elevated to the higher level.

34. Problem-Solving Mechanism Identify Project for PSS (cont’n) When problems / issues identified impede project implementation that need remedial action at the regional, and sub-regional levels If problems are not resolved at their level, these will be elevated to the higher level.

35. Coordinate – Problem Solving Session Memo/Letters + Program PMC members Implementing Agency Concerned stakeholders Confirmation of attendance Email Phone call

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38. Problem-Solving Mechanism Roles of PMCs: discuss project implementation issues & actions needed impartial 3 rd party & facilitative mediators acceptable resolutions to issues or concerns raised help parties understand each other’s issues & interests & explore options submit recommendations to Development Council or its ExeCom Problem-Solving proper (cont’n)

39. Report to Development Council Role of Development Council or its Execom: to discuss & resolve the issues during its meeting refer unresolved problems to next higher development council

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41. PMCs will submit their regular report to next higher PMC Submit Report to Next Higher Level PMC NPMC RPMC PPMC MPM C CPMC Levels of Project Monitoring Committees N PMC

42. General assessment of previous monitoring activity The good and the bad Improvement on conduct of problem- solving session (efficiency, quality, etc.) Prepare & Transmit PSS Report to Concerned Agencies Next steps (assignment, follow-ups) 102 PMC Secretariat