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3 MONITORING!An ongoing largely routine process!continuous and critical surveillance of the implementation process!can help managers recognize and identify implementation problems and can signal the need for appropriate corrective action.

4 EVALUATION!Discrete timebound events requiring considerable analytical work!intended to provide analytical inputs into the decisionmaking process to assist and improve the implementation of projects and the programme, to analyze the costeffectiveness of projects and the programme, and to plan for the future of the programme.

5 Key Differences between M & E MONITORING EVALUATION 1. Keeps tract of ongoing activities, identifies trends 2. Accepts objectives and targets stipulated in workplans 3. Checks progress towards target outputs 4. Emphasizes tracking of projects and activities 1. Takes longrange view, analyzes outcome and relevance of activities 2. Questions the validity of these targets 3. Measures progress and explains reasons for results 4. Emphasizes achievement of objectives 5. Focus on planned project elements 5. Reviews planned elements and looks for unplanned change, searches for causes, challenges assumptions made. 6. Reports on current progress at short intervals. 6. Provides indepth assessment of performance and achievement, and reports on lessons learned.

6 The 5 key questions concerning a project s success 1. Efficiency Whether the results produced have been done within a reasonable level of resources (eg budget or staff time). 2. Effectiveness The degree to which the services or results delivered by the project have enabled the beneficiaries to achieve the intended benefits (or purpose) 3. Impact The degree to which the project purposes and overall objectives have been achieved, as well as any unplanned impact whether positive or negative. 4. Relevance The extent to which the project purposes are still relevant to the beneficiaries in terms of the overall objective of the project and the beneficiaries problems which led to the project being identified. 5. Sustainability The degree to which the benefits of the project continue after external support for the project has ended.

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8 " Designed to integrate with the CBME thru various types of joint UDP community events " System uses a set of common indicators the data for which will be collected in a standardized manner for all programmecovered communities. " Information will be complemented with other information such as the communities own analysis coming from their own M & E work. " Outputs of the PLME will be analyzed by province and municipality to produce summary data ( averages, frequency by distribution, etc) and this information could be fed back to the beneficiary communities thru periodic meetings.

9 " Seen as basic approach to be used by the beneficiary communities in the planning, monitoring & evaluation of their overall community watershed development programmes. " Approach taken is to allow the CBME an entirely communitydeveloped and controlled process where no programmedeveloped success indicators are imposed on the community groups. " UDP/LGU team will facilitate community determined planning, monitoring and evaluation. " Once communities have specified the objectives of their CWP, they will then be supported to identify and choose those indicators they think will best indicate success. " Supported by facilitators, community will develop a plan for collecting the informations needed for monitoring these indicators.

10 REGULAR COLLECTING OF DATA RELATING TO THE FOLLOWING: Implementation of projects/activities and in comparison to plans (physical progress) Quality of activity and project implementation (physical progress) Level of programme (and counterpart) expenditure in relation to budget (financial progress) Level of achievement of specific component results (output) Level of achievements of planned major logframe results (outputs) Level of achievement of intended programme impact (impact)

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12 MIS Defined In General View Management Information System provides valuable tools for organizing information and using it to gain insights and understanding that can lead to effective problemsolving and rational decisionmaking People transform these information systems into useful tools people create the applications, provides the data and manipulate the hardware and software They must be able to interpret the results of analyses accurately, and use those results in their daytoday decisionmaking MIS recognizes people as the most important aspect of any information system

13 UDP MIS Defined A collection of manual procedures, policies and computerbased database systems that record and process data to convert into more meaningful information and make available for the management upon which to base decisionmaking System architecture, software, hardware, peopleware and communications were established and formed as integral components of the UDP s TECHNOLOGY PLATFORM

14 UDP s Technology Platform System Architecture System Architecture Clientserver architecture running under a local area network (LAN) provides UDP an enabling computing and operating environment that integrates the defined application systems. The clientserver architecture allows the centralized storage and management of data files, thus making data available to authorized network users simultaneously. The LAN platform links the information resources of the MIS from the database created, text information, work flow and document management through the use of a custombuilt program interfaces.

15 UDP s Technology Platform (continuation) Software a fullfledge 32bit clientserver LAN capable operating system is supporting the MIS. It supports file, print, directory, security, messaging, localarea connectivity, internet and management services. With the LAN, a host of operating system was established and running using Windows NT 4.0, which meet all of the above requirements. Windows 98 second edition is the official workstations operating system, Microsoft Internet Explorer is the default browser. MS Access is the RDBMS for the internal databases. Rapid application development tools of Microsoft (Visual Basic 6.0) was used as the systems development platform, while MS Office 2000 as the basic office applications software of UDP

16 UDP s Technology Platform (continuation) Hardware MIS is designed and supported by 1 file server and regular PCs in the case of the Provincial Projects Offices (PPOs). The workgroup configuration consists of a file server, number of workstations, dedicated and departmental printers. All computers in the network are connected by an unshielded twisted pair cable and network interface cards capable of data transmission of up to 100 mega bits per second (100 mbps). On the minimum the system in the PMO has 25 nodes while in each PPO system has 9 nodes where 1 acting as the files server in a peertopeer type of LAN setup.

17 UDP s Technology Platform (continuation) Communications Network communications supports the native TCP/IP as well as the Internet communications. A telephone line using 56K modems are used in establishing communications with the Internet through a local service provider (ISP). The internet connection is distributed and shared across the LAN through TCP/IP and manage by Win Route software.

18 Diagram 1.0 Local Area Network Structure Project Management Office Ground Floor Legend: LAN File Server Network Switch/Hub Workstation (PC) Color Printer LaserJet Printer 4050 LaserJet Printer LAN cable source LAN cable connections Workstation number Zipdrive (backup device) 2 Flatbed scanner CoDirectors Office devices connection PMED 10 Finance & Admin Warehouse

19 Diagram 2.0 Local Area Network Structure Project Management Office 2nd Floor Legend: LAN File Server Network Switch/Hub Workstation (PC) Color Printer LaserJet Printer 4050 LaserJet Printer 1100 LAN cable source LAN cable connections Workstation number Zipdrive (backup device) Flatbed scanner devices connection

20 Legend: LAN File Server Network Switch/Hub Workstation (PC) Color Printer LaserJet Printer 4050 LaserJet Printer Dial up Connection LAN cable connections Workstation number Zipdrive (backup device) 2 Flatbed scanner CoDirectors Office PMO Server 6 devices connection PMED 10 Finance & Admin PMO Illustration of Internet Sharing 13 Warehouse

21 Local Area Network (LAN) Structure PPO1 Nabunturan, Comval Province 1 MO PPO Manager FAS Fas Chief & Clerk 2 4 PMES 5 REFERENCES: 16port Network Hub Desktop computer Workstation Iomega Zip Drive 100MB Clerk Data Controller Planning Officer HP 1100 DeskJet printer 3 HP 630C color printer GIS HP Design Jet 500 Plotter TOU RM Officer Digitizing table PostHarvest Engr. & CIDE officer Agribusiness & RF Officers TOU Chief & Agriextension officer 9 HP Flatbed scanner Assigned Workstation number NOTE: In cases where several devices have to be attached in a single computer, please check the possibility of connecting other devices using USB cable. Each computer has only one PARALLEL port and most of the devices can only be connected by using parallel port (LPT or printer port). However, each computer has 2 USB ports available for installing devices which supports USB type of connection. In purchasing computer devices, always look for the availability of USB connection to avoid the problem. All computers should belong to one workgroup name PPO1 and each computer will be assigned with Workstation numbers. UTP CAT5 LAN cable Office and sections: MO Manager s Office TOU Technical Operations Unit FAS Finance & Admin Section PMES Planning, Monitoring & Eval. Section

22 1 Local Area Network (LAN) Structure PPO2 Mati, Davao Oriental MO PPO Manager FAS Fas Chief & Clerk 2 REFERENCES: 16port Network Hub Desktop computer Workstation Iomega Zip Drive 100MB HP 1100 DeskJet printer GIS RM Officer 3 Clerk Planning Officer 5 HP 630C color printer HP Design Jet 500 Plotter 9 TOU Chief & Agriextension officer TOU PMES Digitizing table 6 Agribusiness & RF Officers PostHarvest Engr. & CIDE officer Data Controller HP Flatbed scanner Assigned Workstation number NOTE: In cases where several devices have to be attached in a single computer, please check the possibility of connecting other devices using USB cable. Each computer has only one PARALLEL port and most of the devices can only be connected by using parallel port (LPT or printer port). However, each computer has 2 USB ports available for installing devices which supports USB type of connection. In purchasing computer devices, always look for the availability of USB connection to avoid the problem. All computers should belong to one workgroup name PPO2 and each computer will be assigned with Workstation numbers. UTP CAT5 LAN cable Office and sections: MO Manager s Office TOU Technical Operations Unit FAS Finance & Admin Section PMES Planning, Monitoring & Eval. Section

23 Illustration of LAN & Internet Connection sharing PPO3 Digos City TOU PMES REFERENCES: 16port Network Hub Desktop computer Workstation GIS Iomega Zip Drive 100MB 9 Agribusiness & RF Officers TOU Chief & Agriextension officer PostHarvest Engr. & CIDE officer Planning Officer Data Controller HP 1100 DeskJet printer RM Officer HP 630C color printer FAS Fas Chief HP Design Jet 500 Plotter MO 1 2 Dial Up Connection PPO Manager HP Flatbed scanner Assigned Workstation number NOTE: Manager computer will assigned to access Internet Service provider (ISP) act as a server. All computers should belong to one workgroup name PPO3 and each computer will be assigned with an Internet Protocol (IP) Address to allow Internet sharing. UTP CAT5 LAN cable Office and sections: MO Manager s Office TOU Technical Operations Unit FAS Finance & Admin Section PMES Planning, Monitoring & Eval. Section

24 Illustration of LAN & Internet Connection Sharing PPO4, Sarangani Province 3 TOU Chief & Agriextension officer TOU Agribusiness & RF Officers PostHarvest Engr. & CIDE officer REFERENCES: 16port Network Hub Desktop computer Workstation Iomega Zip Drive 100MB HP 1100 DeskJet printer HP 630C color printer 1 MO PPO Manager FAS Fas Chief & Clerk 2 PMES Data Controller 4 Planning Officer 5 Gis RM Officer 9 HP Design Jet 500 Plotter Dial up Connection HP Flatbed scanner Assigned Workstation number UTP CAT5 LAN cable NOTE: Manager computer will assigned to access Internet Service provider (ISP) act as a server. All computers should belong to one workgroup name PPO4 and each computer will be assigned with an Internet Protocol (IP) Address to allow Internet sharing. Office and sections: MO Manager s Office TOU Technical Operations Unit FAS Finance & Admin Section PMES Planning, Monitoring & Eval. Section

25 Illustration of LAN & Internet Connection Sharing PPO5 Marbel, South Cotabato FAS Fas Chief 2 3 Data Controller 4 PMES Planning Officer 5 6 TOU Chief & Agriextension officer TOU PostHarvest Engr. & CIDE officer 8 7 Agribusiness & RF Officers REFERENCES: 16port Network Hub Desktop computer Workstation Iomega Zip Drive 100MB HP 1100 DeskJet printer HP 630C color printer HP Design Jet 500 Plotter MO PPO Manager NOTE: Manager computer will assigned to access Internet Service provider (ISP) act as a server. All computers should belong to one workgroup name PPO5 and each computer will be assigned with an Internet Protocol (IP) Address to allow Internet sharing. 1 GIS RM officers 9 Dial up Connection HP Flatbed scanner Assigned Workstation number UTP CAT5 LAN cable Office and sections: MO Manager s Office TOU Technical Operations Unit FAS Finance & Admin Section PMES Planning, Monitoring & Eval. Section

26 The MIS Databases Logframe Results OVIs Progress Monitoring AWP & Budget (Projects, Training & Other Activities Implementation Monitoring) Accounting Database Agribusiness Profiling Database Documentary Database Picture Library Database Area (Sitio( Sitiobased) Profiles Database Beneficiary Matrix Database

27 Overview of the Logframe Results OVIs Progress Monitoring The tool is simply a collection of preformatted electronic files (efiles) created using the most commonly use spreadsheet application software, which is Microsoft Excel 2000 version, therefore the type of the efiles is in MS Excel type (with.xls file extension). Though the files are in MS Excel type, these files were created with builtin special formulas, functions and links to another workbooks that made the encoding and consolidation process even simpler. Therefore, these files are noordinary MS Excel files. You will not be able to find the special features set in these files when these files were created.

28 PPO files Logframe Results OVIs Qtrly Progress PPO1 CID.xls Parameter CID Logframe Results OVIs Qtrly Progress PPO2 CID.xls Parameter CID PMO files Logframe Results OVIs Qtrly Progress CONSOLIDATED.xls Parameter CID SID RM SAD RFS MED AIS Logframe Results OVIs Qtrly Progress PPO3 CID.xls Parameter CID Logframe Results OVIs Qtrly Progress PPO4 CID.xls Parameter CID FA Results OVIs Qtrly Progress CONSOLIDATED.xls Objective 1 Logframe Results OVIs Qtrly Progress PPO5 CID.xls Parameter CID Objective 2 Note: The diagram shows only one workbook for each PPO, which is CID. The link is also applied to the rest of the workbooks such as SID, RM, SAD, RFS, MED and AIS. Illustration 1: PMO & PPOs Workbooks/Worksheets Links Legend: Workbook Worksheet

29 Overview of the AWP & Budget Database

30 Budget Consolidation Flow (MS Excel Format, data source manual preparation) Provincial Level (MS Excel Format, input to other tables) (MS Access Database Format) MIS database MANUAL INPUT Using the feature of the MIS program, budget figures will be posted automatically to excel type of file. Component Component Budget Budget s s (Peso) (Peso) CID CID RM RM SA SA RFS RFS MED MED AIS AIS Summary Summary OUTPUT

31 Budget Consolidation Flow (MS Excel Format, input to other tables) Component Component Budget Budget s s ( ( In In Peso) Peso) CID CID RM RM SA SA RFS RFS MED MED AIS AIS Summary Summary (MS Excel Format, input to other tables) Personnel Personnel Services Services Budget Budget s s ( ( In In Peso) Peso) Personnel Personnel Services Services Staffing Staffing s s LGU LGU Counterpart Counterpart PFI PFI Counterpart Counterpart Others Others Counterpart Counterpart (MS Excel Format, input to other tables) Recurrent Recurrent Cost Cost Budget Budget s s (In (In Peso) Peso) Budgetary Budgetary Assumptions Assumptions Recurrent Recurrent Cost Cost GOP GOP Counterpart Counterpart Provincial Level (MS Excel Format, Output. Component Component Budget Budget s s (In (In Euro) Euro) CID CID RM RM SA SA RFS RFS MED MED AIS AIS Summary Summary (MS Excel Format, Output. Rubric Rubric Budget Budget s s (In (In Peso) Peso) Research Research Training Training Eqpt Eqpt & Vehicles Vehicles Works Works & Infra Infra Info Info & Comm. Comm Enterprise Enterprise Dev Dev PFI PFI Administration Administration Revolving Revolving funds funds Recurrent Recurrent Cost Cost Personnel Personnel Services Services Summary Summary (MS Excel Format, output Rubric Rubric Budget Budget s s (In (In Euro) Euro) 2 2 Research Research 3 3 Training Training 4 4 Eqpt Eqpt & Vehicles Vehicles 5 5 Works Works & Infra Infra 6 6 Info Info & Comm. Comm. 7 7 Enterprise Enterprise Dev Dev 8 8 PFI PFI Administration Administration 9 9 Revolving Revolving funds funds Recurrent Recurrent Cost Cost Personnel Personnel Services Services 1 1 Summary Summary

32 (MS Excel Format, data source manual preparation) Component Budget Consolidation Flow PMO Level (MS Excel Format, input) Rubric Rubric s s in in Peso Peso Research Research Training Training Works Works & Infra Infra Info Info & Comm. Comm Enterprise Enterprise Dev Dev Revolving Revolving funds funds Summary Summary OUTPUT (MS Excel Format) Rubric Rubric s s in in Euro Euro 2 2 Research Research 3 3 Training Training 5 5 Works Works & Infra Infra 6 6 Info Info & Comm. Comm. 7 7 Enterprise Enterprise Dev Dev 8 8 Revolving Revolving funds funds 1 1 Summary Summary MANUAL INPUT OUTPUT (MS Access Database Format) MIS database Using the feature of the MIS program, budget figures will be posted automatically to excel type of file. OUTPUT (MS Excel Format, input to other tables) Component Component s s (Peso) (Peso) CID CID RM RM SA SA RFS RFS MED MED AIS AIS Summary Summary OUTPUT (MS Excel Format) Component Component s s (Euro) (Euro) CID CID RM RM SA SA RFS RFS MED MED AIS AIS Summary Summary

33 Rubric Account Consolidation Flow PMO Level RUBRIC RUBRIC ACCOUNT ACCOUNT (PESO) (PESO) European European TA TA Local Local TA TA Audit Audit & Evaluation Evaluation Equipment Equipment & Vehicles Vehicles (14) (14) Recurrent Recurrent Cost Cost (19) (19) Rubric Rubric s s in in Peso Peso Research Research Training Training Works Works & Infra Infra Info Info & Comm. Comm Enterprise Enterprise Dev Dev Revolving Revolving funds funds OVERALL OVERALL MONTHLY MONTHLY BUDGET BUDGET SUMMARY SUMMARY IN IN RUBRIC RUBRIC IN IN PESO PESO OVERALL OVERALL MONTHLY MONTHLY BUDGET BUDGET SUMMARY SUMMARY IN IN RUBRIC RUBRIC IN IN EURO EURO

34 Overview of the Accounting Database

35 Overview of the Agribusiness Profiles Database One of the thrusts of the Marketing & Enterprise Development component is the establishment of a functional Agricultural Marketing Information and Dissemination System designed to cater to the information needs of the upland farmers. A database of buyers and producers is an integral part of the system which is necessary for market linkage and promotion strategies, hence this agribusiness profiling activity was started and envisioned to be an evolving database of buyers and producers that need to be shared with the Municipal Project Teams (MPTs). The objective of the activity is to provide implementers and beneficiaries information on buyers and producers of upland produce that the Programme supports for marketmatching purposes.

36 Overview of the Documentary Database System A database system that records and organizes electronic copies of various documents into one location (i.e books, manuals, reports and the like), which also serves as an electronic library where all the users connected to the database can retrieve, read, copy and even print part or the whole document.

37 Overview of the Picture Library Database System The Picture Library Database system, or PictureLib records electronic copies of photos along with some data describing the photo. The system uses picture classification table in order to properly organize the pictures being encoded into the database system. The system serves as an electronic library of pictures.

38 Overview of the Sitio Profiles Database The Sitio Profiles database records information gathered from the communities, which includes historical background, demography, natural & physical features, economic data, sociocultural data, infrastructure & utilities and major problems encountered by the communities. The system provides baseline information, which can be used for planning. The system maintains the information encoded in every data gathering thus it can produce trends type of reporting.

39 Overview of the Beneficiary Matrix Database

40 Links Link of the AWP&B to the Accounting Database Link of the AWP&B to the Accounting Database where the actual expenditures can be derived automatically and validates overspending in a specific project or activity.

41 The link between the MIS and the Accounting System (GL) FAD/FAS PMED/PMES Local Area Network (LAN) GL System Database MIS Database Annual Work Plan & Budgeting module GL Transactions Disbursement Receipts Journal Entries The GL system connects to the MIS database for the list of Projects/Activities where a specific transaction should be charged. The MIS has budget figures only, and for the actual expenditures, the MIS is totally dependent to the GL system. A utility for importing the expenditures made under the GL system is available in the MIS to capture the expenditures at any given time. Annual Budget s (per office, per rubric, per component, per budget lines, etc. in database format) Projects & Activities table This is the output table from the Planning & Budgeting module summarizing the amount budgeted for each Project and Activity as well as the Programme Mgt. accounts and TA accounts. The budget can be presented in summary, by office, by component budget lines or by rubric, etc.) This is the output table from the AWP&B Projects/Activities identification and listing (with complete information such as code, title, category, output indicators, dates, beneficiaries, budget per sources, status, etc.). This table includes both physical and financial progress monitoring.

42 Links Link to the GIS Link to the GIS provides a visual view of information through spatial maps and location attributes. The UDP Mapping system retrieves different types of information from the MIS databases, i.e. Projects/Activities database, Sitio Profiles database, Picture Library database & Beneficiary Matrix database based on the current selected map under the mapping system.

43 The link between the MIS and the UDP Mapping System Database (GIS) RM/GIS PMED/PMES Local Area Network (LAN) UDP Mapping System Database MIS Database Projects/ Activities database Sitio Profile database Picture Library Database The UDP Mapping System connects to the MIS databases to display different types of information coming from the MIS in the a selected area (map display). Beneficiary Matrix database

44 The MIS Coding System The implementation of coding system is very essential in computerized recording. Coding system not only provides easy and quick data encoding but most especially maintain the integrity of the database tables relationships and establish the proper link to other databases.

45 The MIS Forms The MIS databases needs data before it can process and generate meaningful information. Data are gathered using various MIS forms, which are the following: Project/Activity Listing (AWP & Budget stage) Project/Activity Document (Proposal & Approval stage) Monthly Project/Activity Progress Reports Monthly Area Technicians Report Monthly Municipal Project Team Report Monthly Provincial Project Office Report Monthly Component Report Monthly Programme Report Quarterly Municipal Project Team Report Quarterly Community/Watershed Report Watershed Semestral Report Quarterly Rural Finance Report

46 The MIS Forms & Reports The MIS databases need data before it can process and generate meaningful information. Data are gathered using various MIS forms, which are the following: Project/Activity Listing (AWP & Budget stage) Project/Activity Document (Proposal & Approval stage) Monthly Project/Activity Progress & Completion Reports (Completion) Monthly Area Technicians (AT) Report Monthly Municipal Project Team (MPT) Report Monthly Provincial Project Office (PPO) Report Monthly Component Report Consolidated Monthly Programme Report Quarterly Area Technical (AT) Report Quarterly Municipal Project Team (MPT) Report Quarterly Project Provincial Office (PPO) Report Quarterly Programme Report

47 The MIS Forms & Reports continuation Monthly SLGFSC Monitoring Form Consolidated Monthly SLGFSC Monitoring Form UDLFO level Monthly SLGFSC Monitoring Form RFO level Monthly UDLF Monitoring Form Consolidated Logframe Results OVIs Quarterly Progress Monitoring Form PPO level Logframe Results OVIs Quarterly Progress Monitoring Form PMO level GWP Results OVIs Quarterly Progress Monitoring Form PPO level GWP Results OVIs Quarterly Progress Monitoring Form PMO level Community/Watershed Semestral Report