School M&E System PDF

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
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School M&E System
schoolheadmustcontinuouslyimprovetomeetthedivergentandchangingdemandsof
learners,teachersandstakeholders.Inordertofaceuptothesechallenges,timelyand
correctinformationmustbeonhandtoenabletheschoolheadtomaketherightand
relevantdecisionsthatwillfacilitateappropriatemanagerialactions.Hence,theSchool
MonitoringandEvaluationSystem.
School
School Head Management&
Instructional
Supervision
Managementofthe
teaching&learning
process
Self
managed
learning
Learners
Managementofthe
teaching&learning
process
School Teachers
Management&
Instructional
Supervision
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,
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School M&E System
andstoringdataandinformationaboutthelearnersprogress,school'sprogramsand
projectsandschoolstakeholdersperformance.TheSystemsetsintomotionaseriesof
managerialactionsforthepurposeofascertainingtherealizationoftheschool's
objectivesasoutlinedintheSIP.
AcompleteSchoolM&ESystemshouldhavethefollowingcharacteristics:
Organizedgatheringandprocessing
AnalysisandInterpretation
Storingdataandinformation
Managerialactions
Realizationofobjectives
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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.
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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 Post
Implementation
Review
Review
SchoolM&E Tracking
Intermediate
System
Results
Curriculum Tracking Utilizationof

Learner
Implementation Staff Resources
Tracking
Performance
Assessment Instructional Performance Access/

Grading Supervision Appraisal Utilization
Period
Progress
Monitoring
Monitoring Managing
SIP School
Implement Resources
Review Process Status& Annual Annual

Qualityof Reviewofthe Progress Inventory Financial
SIP/AIP SIPStartUp Updates Reporting
3.1TypesofMonitoringandEvaluation
TheSchoolM&ESystemincludestheachievementoftheschooloutcomes,theinitialgains
orthelearners'progressandtheefficiencyoftheschoolinmanagingprogramsand
projectsoutlinedintheSIP.Specifically,theSchoolM&ESystemwillcoverthefollowing:
3.1.1Outcom es
PrimaryfocusoftheSchoolM&ESystemisonthelearners.Schooleffectivenessisbasedon
theperformanceofthelearnersinthefollowingareas:
Improvementinenrollmentorlearners'accessorparticipation
Completionorthenumberoflearnerswhoareabletocompletetherequirements
ofthebasiceducationsystem
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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.
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School M&E System
Table1.SchoolM&EFramework
TypeofM&E/
Meansof
Objectives PerformanceIndicators SchoolM&E
Verification
Process
Goal:
Toprovidebasic Toprovidebasic
competenciestoeveryoneto competenciesandachieve
achievefunctionalliteracyfor functionalliteracyforall:This
all.Specifically,thisincludes includes:
enhancingtheir Communicationskills
communicationskills,critical Criticalproblemsolving
problemsolvingskills,
Sustainableuseof
sustainableuseofresources/
resources/productivity
productivity,developmentof
selfandasenseof Developmentofselfanda
communityandexpanding senseofcommunity
one'sworldvision. Expandingone'sworld
vision
Outcome:
1. Access:Toensurethatall Increaseinenrollment EnrollmentReport Outcome

learnersofschoolageare Learnersenteringthe SchoolReport Evaluation
inschoolandarereadyfor schoolsystemareready Card Process:
school Evaluationof
School
Performance
Increaseinnumberof
2. Retention:Toensurethat SchoolReport
learnersretainedinthe
learnerswhoareinschool Card
willstayinschool school(retentionrate)
Reductionindropouts
Reductionschoolleavers
3. Completion:Toensure Increaseinnumberof SchoolReport

learnerswhoareinschool learnersableto Card
willcompletethe completethebasic
requirementsofthe educationrequirements
primaryandsecondary Improvegraduationrate
level
4. Achievement:Toensure LearnerReport
Improvementinthebasic
thatlearnersdemonstrate Card
functionalliteracyskillsof
thenecessary Teacher
thelearners
competenciesateach Assessment
level Improvementinthe National
academicperformance AchievementTest
oflearnersinallsubject (2ndYear)
matter Regional
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School M&E System
TypeofM&E/
Meansof
Verification
Process
Improvementinthesocial AchievementTest
skills (3rdYear)
IntermediateResults:
(1)Improvedperformanceof Increaseinattendance StudentReport Tracking

oflearnersinsidethe Decreaseinabsenteeism Card Intermediate
classroom Demonstratedesired Testresults Results
learningcompetencies Process:Learner
Tracking
(2)Improvedaccessof Increaseinnumberof SchoolReport Tracking

learnerstolearningfacilities, hands(lab&equipment) Card Intermediate
equipment,materialsand onhours Inspection Results
otherschoolfacilities Classroomtolearnerratio Process:
Textbooktolearnerratio Managing
Improvementinthe SchoolAssets
availmentoflibrary,
guidanceandhealth
services
Improvetoiletfacilities
(3)Improvedpracticesof ImprovementintheSBM SBMAssessment Tracking

schoolinschoolbased LevelofPractice (SelfAssessment) Intermediate
management Improvementinthe Results
perceptionofstakeholders Survey Process:
intheschool Evaluationof
management School
Performance
(4)Improvedteachers Improvementinmasteryof Classroom

performanceinmanaging subjectmatter Observation Tracking
theteachingandlearning Improvementinthe TSNA Intermediate
process teachingskills Survey Results
Improvementinlearners' Process:
perceptionofthe Curriculum
teachingskills Implementation
&Managing
Staff
Development
Outputs1:
OnAccess/Participation %physicalaccomplishment SchoolMonthly Progress

Schoolprogramsand (numberofprogramsand Report Monitoringand
1Scopeofoutputsvarydependingonthetargetoutcomes,needofthelearnersandcurrentcapacityoftheschool.
TheseitemsaredetailedintheSIP.
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School M&E System
TypeofM&E/
Meansof
Verification
Process
projectsonpromotions, projectsimplementedversus CompletionReport Evaluation

advocaciesandothersto numberofprogramsand Process:
increaseenrollment projectplannedintheSIP) MonitoringSIP
Implementation
OnRetention,Completion& %physicalaccomplishment SchoolMonthly

Achievement (numberoflearners Report
Enhancement&remediation completed CompletionReport
programsandprojectsof enhancement/remediation
theschool programsandprojectsversus
Schoolprojectson numberoflearnerstargeted
improvementoffacilitiesand inenhancement/remediation
learningequipment programsandprojectsinthe
SIP)
Onlearnershealthand %physicalaccomplishment SchoolMonthly

nutritionrequirements (numberofprogramsand Report
Schoolprojectslikefeeding projectsimplementedversus CompletionReport
programetc. numberofprogramsand
projectplannedintheSIP)
OnSchoolInset %physicalaccomplishment SchoolMonthly

Trainingprograms (numberofstafftrained Report
implementedforteachers versusnumberofstaff CompletionReport
andnonteachingstaff targetedintheSIP)
Onmanagingstakeholders %physicalaccomplishment SchoolMonthly

involvement (numberofprogramsand Report
Programsandevents projectsimplementedversus CompletionReport
involvingparents,lgusand numberofprogramsand
otherinstitutions projectplannedintheSIP)
Onimprovementofschool %physicalaccomplishment SchoolMonthly

environment (numberofnewfacilities, Report
Schoolfacilitiesconstructed, repairedandreplacedversus CompletionReport
repairedandreplaced targetnumberofnew CertificateofTurn
facilities,repairedand Over
replacedintheSIP)
Others(pleaseadd)
Input
Managementofschool Actualexpenditureversus SchoolFinancial Progress

MOOEandotherfinancial ApprovedBudget Report Monitoringand
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School M&E System
TypeofM&E/
Meansof
Verification
Process
resources 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
AreaofInterest M&EConcern InformationRequirements
User
SchoolBased Effectivenessofschool SchoolPerformanceIndicators

Management programsandprojects
EfficiencyofSIP/AIP ActualversusPlan
School implementation CostversusBudget
Head
Stakeholderssatisfaction Stakeholders'perception
PerformanceofTeachers Teachingskills
Masteryofsubject
InstructionalSupervision
Managingtheteaching LearnersParticipationin Attendance,Behavior

andlearningprocess theteaching&learning
Teachers process
Basicskills
Learners'Academic Learnersdemonstrationof Masteryofsubject
Performance competencies
Non Continuousimprovement Userneedsand Responsiveschoolserviceand

Teaching ofschoolservicesand requirements facilities
Staff facilities
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School M&E System
Primary
AreaofInterest M&EConcern InformationRequirements
User
Selfmanagedlearning StrongPointsandWeak Gradesandresultsofexams

Learners
Points
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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
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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 Focusof
Description PerformanceMeasures
Area Measure
Focusofschoolperformanceisnot Learners Participationoraccessto

School limitedto1aspectonly school
Effectiveness (academic)butalsoincludesthe Retentionorlearnersstay
school;scapabilitytowiden inschool
accesstoeducation,andthe
Completionorlearners
holdingpoweroftheschools.
compliedwiththe
requirements
Achievementorlearners
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School M&E System
Performance Focusof
Description PerformanceMeasures
Area Measure
demonstrationof
competencies
Theobjectiveistomeasurethe Physicalaccomplishment
school;scapabilitytodeliver CostEfficiency
programsandprojectsas
promisedintheSIPandAIP;the
SchoolEfficiency School
efficientdeliveryofsuchprograms
andprojectsincreasesthe
likelihoodofachievingthe4main
performanceindicators
Masteryofthesubject
Theteachershavethemostdirect
influencetolearners;Teachers Managementofthe
Teachers teachingandlearning
performancewillserveasa Teachers
Performance process
leadingindicatortolearners
performance UseofICTinteaching
andlearning
Classroomtolearnerratio
Textbookstolearnerratio
Learning
Environment, Accesstoschool
Learning laboratoriesandschool
School equipment
Materialsand
OtherSupport Accesstolibrary,
Services guidanceandhealth
services
Accesstotoilets
Perceptionoflearnersto
teachersperformance
Schoolstakeholdersprovidean
externalviewoftheschool's Perceptionofthe
Stakeholder School stakeholdersonthe
performance.Theschoolcanlearn
Perception qualityofschoolservice
andgetalotofinformationto
improveschoolservices. Perceptiononthe
performanceofteachers
andschoolheads
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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
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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
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School M&E System
Theschoolheadismainlyresponsiblefortheconductofinstructionalsupervision.Subject
matterspecialistfromtheDivisionOfficemayreinforcetheprocess,providingathirdparty
perspectiveontheschool'smanagementofthecurriculum.
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
Theschoolheadismainlyresponsiblefortheimplementingtheprocessschoolwide.In
largeschools,thetasksoftrackingteachersperformancemaybedelegatedtothe
DepartmentHeads.
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
Thefollowingindividualsareresponsibleforimplementingandmaintainingtheintegrityof
theprocess:
schoolheadforthemanagementandequitabledistributionofresources
propertycustodianfortheuseandmaintenanceofschoolfacilities
librarianforthemanagementoflearningmaterials
Teachersfortheutilizationandsafekeepingofschoolequipment
ICTCoordinatorforthemaintenanceandupgradeofICTLaboratory
Thefollowingdocumentsandreportswillhelpvalidatethemanagementofschoolassets
andresources:
SchoolReportCard.Preparedeverythreeyearscontainingthemajorperformance
indicatorsoftheschoolaswellasthestatusofschool'sresources.
AnnualInventoryReport.Endofyearreportontheexistingfacilities,laboratories,
equipmentandtextbooksandmanualsoftheschool.
UtilizationChecklist.Amonitoringformdocumentingtheusageofresourcesand
facilitiesbythelearnersandschoolstaff.
MaintenanceLog.Amonitoringformdetailingthemaintenance,repairand
improvementsundertakenwithregardtoschoolequipment,laboratoriesand
facilities.
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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
Theschoolhead,whoismainlyresponsiblefortheLearnerTrackingProcess,mustensurethe
consistencyandintegrityoftheprocessinordertoensurecomparableassessmentof
learners'performance.
Teacherswillplayamoredirectroleinthetrackingoflearnersperformance,especially
29
School M&E System
theirclassparticipation.Teachersarealsoresponsibleindiagnosingthelearnersneeds.
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.
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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.
EvaluatingSchoolPerformanceprocessinvolvestrackingtheschool'sperformanceonthe4
mainperformanceindicators:enrollment,retention,completionandachievements.
EvaluatingSchoolPerformanceprocessinvolvestrackingtheschool'sperformanceonthe4
mainperformanceindicators:enrollment,retention,completionandachievements.
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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 Control Control

Point Point Point
Jun Jul Aug Sep Oct 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 SIP &
Review
Prepare Other Plans
SIP
AIP Year 3
Implementation Start Up SIP
Implementation
SIPLifeCycle&
SchoolM&E Process
Review of Start
Review AIP 2 Up
Implementation
AIP Year 2
Implementation 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
M&ETool:StartUpChecklist
Document:AdjustedAIP(1stYear)
6.2.5AnnualImplementationReview
SchoolM&ESystem
AnnualImplementationReview
Annual
Improvement Plan
Apri May Jun

Assess initial Year 2 AIP
gains &
Jan Feb Mar accomplishments 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.
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
M&ETools:AssessmentWorkshopandAIPGanttChart(actualversusplanned)
Document:SIPCompletionReport
37
School M&E System
6.2.7QuarterlyProgressReview
SchoolM&ESystem
QuarterlyProgressMonitoring
Quarterly Quarterly Quarterly

Review Review Review
Apr May Jun Jul Aug Sep Oct Nov Dec
SIP-AIP Implementation
Acontrolpointconductedeveryquarteroftheyeartokeeptrackoftheimplementation
progressanddetermineandsolvethedifficultiesorproblemsaffectingtheSIP
Implementation.ThisisundertakenthroughaSchoolTeamMeetingeveryquarter(June,
SeptemberandDecember).
Focus:Implementationprogressandconcernsthelast3months
DataRequirements:PhysicalAccomplishment(actualversusplanned),activities
implemented,problemsencounteredandissuesthatneedtoberesolved
Timing:1stweekofthemonth(July,Oct,Jan).
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
4.0 Achievement of desired Realized?
outcome is used as a success
indicator of the process 4.0
implemented Yes
No
Are Outputs
3.0 Outputs provided/ produced Provided/
as a result of the processes Produced?
employed 3.0
Yes
Are Processes No
2.0 Designated set of activities
that will ASSURE the quality of Followed?
outputs provided 2.0
Yes
1.0 Minimum set of resources

required to implement the Are Inputs
PROCESS 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 Quarter Quarter Annual

Report Report Report Report
May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr
Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly Monthly
Report Report Report Report Report Report Report Report Report Report Report Report
Annual
Implementation
Plan
Learner Learner Learner Learner
Report Report Report Report
Card Card Card 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
Timingof
Document/ Document/Report Purpose AsInputto
Report
Report
Adjustmentof
Baseline Toserveasbaselineinformation EndofMarchof programsand
LearnersProfile
Document aboutthelearners eachyear projectsinthe
AIP
Tohaveaprofileoftheschool;s Training
Baseline
TeachersProfile mostimportanthuman programsfor
Document
resource teachers
Tobeusedasbaseline
Attachmentto
informationtodetermine
annualreport
Baseline improvementofschoolona EndofMarchof
SchoolReportCard andSIP
Document yeartoyearAIP eachyear
completion
implementationandatthe3rd
report
YearofSIPimplementation
Adjustmentof
Toreportontheprogressof nextmonth's
implementation; Endofthe activities
StatusReport SchoolMonthlyReport
Documentationof month Performance
accomplishmentspermonth assessmentof
teachers
47
School M&E System
Typeof
Timingof
Document/ Document/Report Purpose AsInputto
Report
Report
Adjustmentof
nextquarter's
ToshowstatusofAIP
Endofthe activities
StatusReport SchoolQuarterlyReport implementationafterevery3
quarter Performance
months
assessmentof
teachers
Information
fromthereport
willbeusedas
Marchofeach basisto
Topresenttheaccomplishment
yearexceptthe adjust/enhance
StatusReport SchoolAnnualReport reportoftheschoolafter1
lastyearofSIP thenextyear
year;
Implementation AIP
Asbasisfor
measuring
efficiencyofSH
Learning
Toprovideinformationabout Quarterlyand
StatusReport LearnerReportCard Management
thelearners'performance EOSY
Plans
Toprovidedocumentationof
the3yearimplementation January
Accomplishment
SIPCompletionReport whichwillincludelessons Februaryof3rd NextCycleSIP
Report
learnedandkeypracticesof YearofSIP
theschool
Accomplishment SchoolProgram/Project Toprovidedocumentationof EndofProgram/
Bestpractices
Report Report program/projectaccomplished Project
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
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
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
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
3 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
1 2 3 4 5
Design the Determine
Define the Scope Control & Decision-making Set Up Monitoring Communicate the
of the M&E Adjustment Requirements of Process System
Point Stakeholders
(1) Review and finalize (1) Set up the (1) Determine decision (1) Define the (1) Kick-Off
the SIP including control and making activities Meeting
the objectives, adjustment requirements of (2) Identify reports
targets point global and internal (3) Prepare TOR
(2) Define the annual stakeholders
performance (2) Determine technical
measures support to be
(3) Finalize the SIP/AIP provided by external
stakeholders
Baseline Plan Staff aware of the

containing the Monitoring Process, scope, management
finalized targets, Information report formats, reviews, information
Management Reviews
performance Requirements frequency, terms of requirements and the
measures, schedules reference operating details of
and cost requirements 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)
ObjectivelyVerifiable
NarrativeSummary Remarks
Indicators
Goal:
Improvefunctionalliteracyinthe
province
Purpose:
Improvedschoolperformancein StudentAchievementincreased TheIndicatorsare
termsof(1)studentachievement,(2) from:Y145%,Y255%,Y370% reviewedandfinalizedby
dropoutrate,(3)completionrate Decreasedinnumberofnon theschoolasa1ststep
and(4)enrollment readersfrom:Y130%,Y215%,Y30% todesigningtheM&E
System
Outputs:
(1)StudentAchievement
(1.1)Slowlearnerswhowerepoorin 301stYearstudentswhoareinthe TheIndicatorsare
readingcompletedsessionson readingfrustrationlevelhave reviewedandfinalizedby
readingremediation completedthesessionson theschoolasa1ststep
(1.2)Developedreadingmaterialsfor readingremediationby1st todesigningtheM&E
usebystudentswithreading semesterofYear1. System;
deficiencies
(2)DropOutRate Completedmeansstudentshave Theindicatorshaveto
(2.1)Visited#ofSARDOhomes attendedallsessionsandhave clarifiedintermsof
(2.2)DistributedmaterialsonEASEto achievedtherequiredreading quantity,targetgroup,
63
School M&E System
ObjectivelyVerifiable
NarrativeSummary Remarks
Indicators
selectedstudents levelattheendofthesession. qualityandtime
(3)CompletionRate
(3.1)Improvedschoolfacilities
(4.)Enrollment
(4.1)Conductedhousetohouse
visitationstopromotebacktoschool
program
(4.2)Implementedbrigadaeskwela
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
5StepProcess
1 2 3 4 5
Point Stakeholders
stakeholders

Management Reviews
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.
5StepProcess
1 2 3 4 5
Point Stakeholders
stakeholders

Management Reviews
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
Functions(roles& Meansof Implicationto
Stakeholder Information When
responsibilities) Verification M&EDesign
SchoolHead Overall Statusofschool Monthly
managementof programs&
school projects
Provideinstructional Teachers
supporttoteachers performance
1stYearMath Facilitatelearners Learners StartofSY Diagnostictest Informationmust
Teacher developmentin competencies/ DuringtheSY Quizzes begivento
algebra performanceat (periodical) Classroom TeacherbeforeSY
theelementary EndofSY Observation starts;
level Periodicaltest LinkM&Esystem
Achievementtest withelementary
school
Teachertrainers Trainteachers Trainingneeds Semesterbreak
ofteachers andsummer
break
4thYearHigh Opportunities Selfassessment/
Performing outsideof Student
Students school 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
5 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
Support/
Meansof Implicationto
Stakeholder Mandate Possible Information When
Verification M&EDesign
Support
DistrictOffice
DivisionOffice Providetechnical
assistance
supporttoschool Quarterly
heads: StatusofSIP Quarterly Report
implementation Astheneed School
onschoolbased QualityofSIP arise Managers
management; Meeting/
Conference
Teachers SchoolVisit
onteachers performance Schoolbreak&
development; 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
6 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.
5StepProcess
1 2 3 4 5
Point Stakeholders
stakeholders

Management Reviews
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.
5StepProcess
1 2 3 4 5
Point Stakeholders
stakeholders

Management Reviews
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.
Planning Implementation Evaluation
National National
Planning Formulation of standards Impact evaluation
& evaluation of Level
Program and policies
development Staff development policies
Vertical integration of operation
REDP
Region
Technical and training Results Evaluation
Preparation & assistance to Division
Level
Student
DEDP Manage QA System assessment
Appraisal
DEDP SIP evaluation Division /

Technical and training
Preparation & assistance to school heads Performance District
SIP Appraisal & teachers evaluation Level

School Management
SIP / AIP Instruction Supervision Learner School /
Preparation Teaching & Learning evaluation CLC
Process 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 strong
and weak points Learning Center
of the system Level
Learner Detect when and
Level where the system
s
er
is weak.
ld
District
ho
Level
ke
Identify potential
ta
Classroom problems and its

S
Level implications
Determine when Division
s
er
and why the Level

ld
ho
system is weak
School
ke
ta
Level
S
Region
Level
Proactive
approach to
Central Level managing issues
and concerns
S
ta
ke
ho
ld
er
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 Results
4.0 Achievement of desired Realized? Effectiveness
outcome is used as a success
indicator of the process 4.0
implemented Yes
Yes
No No
3.0 Outputs provided/ produced Are Outputs Performance
as a result of the processes Provided? Efficiency
employed
(Plan vs Actual) Progress
3.0
Reports
Yes
Yes
QA
Report
Are Processes No No
2.0 Designated set of activities Checklist -
that will ASSURE the quality of Followed?
Compliance
outputs provided 2.0
Yes
Yes
1.0 Minimum set of resources

required to implement the Are Inputs Checklist -
PROCESS Provided? No Standards No
1.0
BEIS
Report
12.3School&DivisionM&EInteg ration
Division provides Division ensures Provide technical Provide technical Evaluates

technical support to the readiness of the assistance to assistance to effectiveness of SIP
School in preparing a School to School on skills School on skills
quality SIP (relevance implement the SIP development, development,
& responsive) management management
support and support and
others to ensure others to ensure
efficient efficient
implementation of implementation of
the SIP/AIP the SIP/AIP
Division Level Quality
Control Points
SIP Start Up Annual Annual SIP
Appraisal Review Review Review Evaluation
1 2 3 4 5
SIP SIP Start Up SIP Year 1 SIP Year 2 SIP Year 3

Preparation Implementation Implementation Implementation Implementation
SIP Life Cycle
School M&E System
Ensures school Ensures school Manages school Manages school Evaluates

follows QA follows QA programs and programs and effectiveness of
Process on SIP Process on Start project and project and own
Preparation Up ensures they are ensures they are implementation
on time, on target on time, on target Documents
Review Quality Assess own and meet the and meet the lessons learned
of Plan readiness and quality quality and effective
makes adjustment requirements requirements 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

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TheSchoolMonitoringandEvaluationSystem

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

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

A s h e was wa lkin g down th e s treet, eve r yb od y cou ld s ee

C h ild re n d onot know h owto h id e th e ir fee lin g s . Th e b oy

Curriculum Tracking Utilizationof

Assessment Instructional Performance Access/

Review Process Status& Annual Annual

3.1.3School Prog ress

1. Access:Toensurethatall Increaseinenrollment EnrollmentReport Outcome

3. Completion:Toensure Increaseinnumberof SchoolReport

(1)Improvedperformanceof Increaseinattendance StudentReport Tracking

(2)Improvedaccessof Increaseinnumberof SchoolReport Tracking

(3)Improvedpracticesof ImprovementintheSBM SBMAssessment Tracking

(4)Improvedteachers Improvementinmasteryof Classroom

OnAccess/Participation %physicalaccomplishment SchoolMonthly Progress

projectsonpromotions, projectsimplementedversus CompletionReport Evaluation

OnRetention,Completion& %physicalaccomplishment SchoolMonthly

Onlearnershealthand %physicalaccomplishment SchoolMonthly

OnSchoolInset %physicalaccomplishment SchoolMonthly

Onmanagingstakeholders %physicalaccomplishment SchoolMonthly

Onimprovementofschool %physicalaccomplishment SchoolMonthly

Managementofschool Actualexpenditureversus SchoolFinancial Progress

3.2Prima r y Users oft he School M& ESystem

SchoolBased Effectivenessofschool SchoolPerformanceIndicators

Managingtheteaching LearnersParticipationin Attendance,Behavior

Non Continuousimprovement Userneedsand Responsiveschoolserviceand

Selfmanagedlearning StrongPointsandWeak Gradesandresultsofexams

Focusofschoolperformanceisnot Learners Participationoraccessto

Control Control Control

Jun Jul Aug Sep Oct Nov Dec

Apri May Jun

2008 2009 2010 2011 2012 2013 2014

Quarterly Quarterly Quarterly

Apr May Jun Jul Aug Sep Oct Nov Dec

Management Actions per level

1.0 Minimum set of resources

8.2SomeGuidepostinManag ementRepor ting

School M&E System

Quarter Quarter Quarter Annual

9.1Manifestations ofa neg lected M& ESys tem

9.2Com m onMisconcep tions ab out M& EWork

9.3School M& E ToR

Baseline Plan Staff aware of the

Baseline Plan Staff aware of the

Baseline Plan Staff aware of the

Baseline Plan Staff aware of the

Baseline Plan Staff aware of the

11.2 Som eGuidep os ts in Using Technology

11.2 Sub System s

Planning Implementation Evaluation

Planning Implementation Evaluation

Planning Implementation Evaluation

DEDP SIP evaluation Division /

Planning Implementation Evaluation

Classroom problems and its

and why the Level

12.2.2System a tic App roach

1.0 Minimum set of resources

Division provides Division ensures Provide technical Provide technical Evaluates

SIP SIP Start Up SIP Year 1 SIP Year 2 SIP Year 3

SIP Life Cycle

School M&E System