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First Quarter of 2013 Regional Monitoring, Evaluation and Plan Adjustment (RMEPA)
1.0. INTRODUCTIONThe Regional Monitoring, Evaluation and Adjustment (RMEA) is a periodic monitoring and evaluation of theprogress of the region in its delivery of education services as well as its performance as an organization.This is done purposely to provide regional management and technical / functional divisions information on theimplementation and achievement of regional programs, adjust approaches and strategies that will ensure properallocation and equitable distribution, easy access, effective and optimal use of Education Resources in thedivisions and schools and establish information as basis for determining appropriate approach / strategy to:improve organizational performance in fulfillment of the Regional mandate and strengthen collective actions toservice better the divisions and schools within the accountability of the Region.The RMEA as a strategy promotes the participation of the various functional as well as administrative unitsof the region in all the M&E processes with the end-point of obtaining information for the regionalmanagement to make decisions on adjusting its work plans and strategiesThe lead functional division to conduct quarterly RMEA is the Quality Assurance and Accountability Divisionwith the participation of the various functional as well as administrative units of the region with the end-pointof obtaining information for the regional management to make decisions on adjusting its work plans andstrategies.The conduct of the End of Year RMEA is guided by the Regional M & E Framework that specifies the focalareas to be monitored as shown in Figure 1 below:Regional M&E FrameworkRegional FocalAreasDelivery ofSupport Servicesfor B.EPrograms &ProjectsEducationResourceOrganizationalPerformanceOrg .EffectivenessOrg ResourceSupportFigure 1The present Framework shall serve as a roadmap towards bringing the region to a culture of quality andaccountability as an organization.1
2.0. SCOPEWith the implementation framework of the system now in place and accepted by the Regional Management,an important part of the process is its implementation. The First Quarter RMEA was conducted on April10-11, 2013 and quantitative and qualitative information per RO unit were gathered, analyzed, interpretedand to be presented to the Regional Management. But prior to the actual conduct of the RMEA, there wasPre-RMEA conducted on April 8, 2013. Annual Work Planning of every functional division/RO unit wasdone in the following day of the RMEA on April 12, 2013.The First Quarter RMEA covers the intermediate results of the two areas for CY 2013 namely:• Organizational Effectiveness which pertains to individual, team and organizationaleffectiveness of the region. Outputs achieved per individual RO Unit and those co-implementedby at least 2 or more RO units, implementation issues of each regional unit/functional divisionregarding work plan implementation, institutional issues that involves multiple functional divisionsand lessons learned are tracked down.• Organizational Resource Support concerns mainly with availability and adequacy of resourcerequirements for the region to carry out its mandate efficiently and effectively. This includes theanalysis of how the region best optimizes its financial, human and organizational capabilities inperforming its functions by individual units and as a team.3.0. METHODOLOGYMethodology of MEA follows three phases of work.Pre-WorkDuring the Pre-work activity on April 8, 2013 at DepED Conference Room, Cebu City, all Chiefs, Internal M& E of every RO unit and QAAD personnel and in every RO unit convened and did actual data collection onquantitative and qualitative information on Physical Accomplishments. Tools were given for efficient datacollection.In plenary during the Pre-RMEA, the following instructions were given for the simultaneous division/unitgroup work: Each functional division/unit must have a designated official documenter2
Based on the accomplished FD/Unit Output Matrix in Table 1-A, each FD computed the division/unit’sphysical accomplishment using the Table 1-B on Programs and Projects, Table 1-C on FDs PhysicalAccomplishment, Table 1-D on Budget and Finance and Admin. In plenary, consolidation of the functional division /unit physical accomplishment using Table 1-E wasdone. Each FD reported the balance of physical outputs and identified reasons for variance using Table 1-F. Then, every FD has to identified the value added contributions using the Table 1-HSee annexes for the copy of the outputs of the various RO units.Specific Quarter 1 for CY 2013 information from the different focal areas were provided by the followingFDs/RO Units:Focal Area Information In-chargeA. OrganizationalEffectivenessAnnual Physical Outputs of FDsIssuesLessons learnedQAADB. Organizational ResourceSupport1.Status of Utilization of Resources for FDs2.IssuesLessons LearnedBFDRMEA ProperThe actual conduct of RMEA took place on April 10-11, 2013 at the DepED Ecotech Center, Cebu City.The quantitative and qualitative information gathered during the Pre-RMEA were validated by the allmembers of the RO Units before the actual reporting.Day 1 of the RMEA proper was reporting by all Chiefs of the RO Units on their accomplishments, balances,value added contributions, issues, lessons learned and proposed recommendations. They were made toidentify the outputs that can be considered as their technical assistance made to the Schools DivisionOffices.3
Post RMEAPost RMEA includes adjustment of plans by every functional division/support division and report writing by themembers of the QAAD. The findings and proposed recommendations are presented to the regional managementthrough REXECOM for actions and decisions.4.0 Findings4.1 Organizational EffectivenessPhysical AccomplishmentsTable 1 highlights the Quarter 1 actual physical accomplishments of outputs targeted or planned at the startof 2013.Upon accounting the physical accomplishments of the Region, it can be seen from Table 1 that the Regionaccomplished almost 113 of the 118 planned outputs for 2013. The Region attained 92.31%accomplishment amidst issues like inadequacies in personnel and office equipment and unprecedentedtasks that had to be prioritized as these were mandated by the Central Office such as outputs in relation toK to 12 Curriculum Implementation.Table 1Status of Annual Physical Accomplishments of Functional/Support DivisionsFD/SD Targets Accomplished % of AccomplishmentFD 1: PPRD 37 37 100.00FD 2: T&D 6 4 66.67FD 3: CLMD 37 37 100.00FD 4: RMSPPDFD 5: FED 11 10 91.00FD 6: QAAD 12 11 99.20AD 1: AdmAD 2: B&F 15 14 97.00Regional Performance 118 113 92.31The reason behind the number of accomplished outputs that are in two decimal places is that it is agreed inthe Region that even if an output like a provision of technical assistance like capability building is4
successfully delivered, an accomplishment of that output is not 100% if the number of required participantsis not met. Hence, only a fraction of the output is considered in order that Functional Divisions ensure qualityof participation in every undertaking that they pursue.All Functional and Support Divisions (FDs/SDs) except Quality Assurance and Accountability Division(QAAD) and Curriculum and Learning Management Division (CLMD) had accomplished all planned outputs.QAAD was not able to deliver a capability building program Training of Trainers for School MonitoringEvaluation and Assessment because a joint preparation of the Program Design and Resource Package ofthe said program was not yet finalized.One positive effect of efficiency in setting content and process standards is that Functional Divisions andSupport Divisions do not mention overlapping/conflicting activities anymore as one of their implementationissues because instead of expecting individual participants to come to capability building programs, theyonly require representatives of teams or Functional Divisions.Another important insight of the Region in the regular conduct of RMEA is that aside from the originaltargets set at the start of the year, FDs and SDs make some adjustments every after Progress M&E,Quarterly RMEA, by (1) dropping some planned outputs because of reliable and valid reasons and (2)crafting new outputs in the form of technical assistance that are deemed indispensable to address issuesand challenges that they meet as they do monitoring activities in the field.Implementation IssuesTable 2 shows the issues raised in quarter 1 of CY 2013. Most of the issues that recur refer to repair,maintenance or replacement of defective or malfunctioning office equipment that need to be addressed thisquarter because they are basic tools in office operation. The lack of personnel is mentioned by some of thefunctional division.5
Table 2Implementation Issues Raised in Quarter 1REGIONALUNITIssues Raised CategoryQAAD Due to the voluminous folders in the office, it isrequested to have 1 additional male support staffScheduling for First Quarter RMEA, not well attendeddue to the preparation of holding of PalarongPambansa and National Press ConferenceApplications like SO, summer class offerings sovoluminous, it is suggested to be done at SchoolsDivisions because they are closer to the schoolsCopier – always out of order, works only in 2 days ofthe weekPrinter – only 1 printer used by 7 personnelWater can’t reach to the second floor duringnoontime.Filing cabinets for the approved documents in QAADLaptops of some personnel need to be upgraded.Laptops in some personnel are over congested, soexternal hard drive needed for the 4 personnel inQAAD.InstitutionalEnvironmentalCLMD Lack of personnelLack intensified planning to ensure comprehensivereporting. –No clear documents of the technical assistanceprovided by CLMD personnelFunctionality of the LRMDS web portal; users can’tbe countedInstitutionalRMSPPD Copier – always out of order, works only in 2 days ofthe weekEnvironmentalFED Conflict of schedule InstitutionalTDD Lack of personnel Institutional6
Lessons LearnedIn carrying out outputs, the lessons learned by the Functional and Support Divisions from the factors thatfacilitate and hinder output accomplishments are the following:• Quality Assurance and Accountability Division and other FDs/SDs Timely planning contributes to successful implementation of set priorities.• Curriculum and Learning Management Division Teamwork leads to successful accomplishment of goals. Careful planning leads to the attainment of excellent outputs.• Training and Development Division Working on track with the plan leads to peak performance.• Policy Planning and Research Division Timely coordination with Division Planning Officers results to the following: prompt submission of desired required reports efficiency, effectiveness, and efficacy• Budget and Finance Division Creating awareness of individual and organizational responsibility and accountabilityensures on-time submission of required financial reports.7
• Field Effectiveness Division Functional Division Members should be fully aware of Functional Division Work Plan ofevery quarter.4.2 Education Resource SupportFigure 1 shows that the Region, as of April 10, 2013, had utilized around 7.53% of its almost 28 millionpesos Maintenance and Other Operating Expenses (MOOE). The data in the figure implies that it is mostlikely that the Region shall have spent for about 3 million and still has the balance of more 24 million pesosfrom its total MOOE for 2013.Office SuppliesPhp969,013.20Other MOOEPhp561,777.92ElectricityPhp413,458.14TravelPhp395,676.97CommunicationPhp322,316.58Other Prof. ServicesPhp287,453.04Fidelity Bond PremiumsPhp271,875.00Janitorial Services & OthersPhp413,458.14TrainingPhp141,838.50Consultancy ServicesPhp120,000.00Repair & MaintenancePhp100,103.68TOTAL MOOEPhp28,352,000.001st QUARTER UTILIZATIONPhp3,766,797.48 (7.53%)BALANCEPhp24,585,202.52(92.47%)Figure 1Status of Utilization of 2013 Regional MOOEAs of April 10, 2013Total MOOE for 2013: 28,352,000.008
Notice in Figure 1 that the Region spent almost 26% of the total amount of MOOE for office supplies. Otherexpenses such as travel, communication, electricity, janitorial services, fidelity bonds and other professionalservices are also taken from the MOOE in the region.18.5% 16.1% 15.51% 9.5% 9.01% 8.2% 7.7% 7.1% 5.2% 3.3%Figure 2: MOOE Spent for Quarter 1Among the MOOE expenditures, it is utilization of MOOE on Travel and Training that there is data byFunctional Division (FD) and Support Division (SD). See Figure 2. About 393, 676.00 pesos utilized fortravel and training in Quarter 1 of CY 2013, it is the BFD, and Administrative Division that incurred thehighest expense. On the other hand, the T&DD, and FED had the lowest expense on travel and training.5. 0 General StatementsOrganizational EffectivenessQuarterly RMEA is an avenue that provides objective information on the status of performance of eachFunctional or Support Division in particular and the whole Region in general.Quality M&E ensures that quality is maintained by the Functional and Support Divisions in discharging theiraccountabilities.Education Resource SupportEffective management of MOOE results to sustain the maintenance issues on office equipment like printer,computer, photocopying machine, telephone, and fax machine.6.0 RecommendationsOrganizational Effectiveness• Secure approval from the management for the QAAD to conduct policy review on the processing ofSO, tuition fee and summer classes.9
• Request for deployment/detail of TDD supervisors/personnel.• Request National LRMDS programmers to enhance the functionality of the LRMDS web portal.• Request ICT group to install wireless network printer at QAAD.• Request network printer for QAAD• Reported balance in FED and QAAD are to be carried over in June or July.• Using the Skype in connecting the division offices at a scheduled hour; e.g. Planning Officers, QAA-M &E, etc.• RMEA reports quarterly should be made one of the outputs in every FD work plan.• Functional and Support Divisions maximize the benefits of competency-based delegation ofresponsibilities and division of assignments.• Regional personnel maintain cleanliness and orderliness of the Regional Office through 5S.• Regional personnel serve clients with a smile.Education Resource SupportThe Region adopts a long-term solution to repair, maintenance, and inadequacy issues of office equipmentlike printer, computer parts, photocopying machine, and telephone.10
Apr. 11, 2017
Sep. 28, 2016
Jul. 23, 2013
First Quarter of 2013 Regional Monitoring, Evaluation and Plan Adjustment (RMEPA)