QAAD's Report on Regional Monitoring, Evaluation and Plan Adjustment (RMEPA) for the End of Calendar Year 2012


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DepEd Region VII QAAD's Report on Regional Monitoring, Evaluation and Plan Adjustment (RMEPA) for the End of Calendar Year 2012

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QAAD's Report on Regional Monitoring, Evaluation and Plan Adjustment (RMEPA) for the End of Calendar Year 2012

  1. 1. REGIONAL MONITORING, EVALUATION AND PLAN ADJUSTMENT FOR THE END OF CALENDAR YEAR 20121.0 INTRODUCTIONThe Regional Monitoring, Evaluation and Adjustment (RMEPA) is a periodic monitoring and evaluation ofthe progress 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 11
  2. 2. The present Framework shall serve as a roadmap towards bringing the region to a culture of quality andaccountability as an organization.1.0. 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 End of Year RMEA was conducted on January7- 8, 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 January 3 - 4, 2013. Annual Work Planning of every functional division/RO unitwas done in the following day of the RMEA on January 9, 2013.The End of year RMEA covers the intermediate results of the four areas for CY 2012 namely:• Education Programs & Projects are curricular and non-curricular interventions to promote studentlearning outcomesFunds for Programs and projects are being used for regional monitoring and evaluation purposes.• Education Resources cover both human and non-human resources such as financial e.g. value formoney.• 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.2.0. METHODOLOGYMethodology of MEA follows three phases of work.Pre-Work2
  3. 3. During the Pre-work activity on January 3-4, 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 datacollection on quantitative and qualitative information on Physical Accomplishments. Tools were given forefficient data collection.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 documenter 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.Another set of templates for the Annual Accomplishment of each Functional Division and Support Divisionwere given to the Internal M & E. Physical Accomplishments from Quarter 1 to Quarter 4 as well as themajor contributions of each Functional Division and Support Division were documented.Specific End-of Year information from the different focal areas were provided by the following FDs/RO Units:Focal Area Information In-chargeA. Programs & Projects 1. Accomplishments of P/Ps2.Regional Education Outcomes by MFOFDsPPRDB. Education Resource 1. Accounting of Region Sub-Aros2.Allocation, Distribution and Utilization ofEducation Resources to DivisionsBFDRMSPPD / BEISC. OrganizationalEffectivenessAnnual Physical Outputs of FDsIssuesLessons learnedQAADD. Organizational ResourceSupport1.Status of Utilization of Resources for FDs2.IssuesLessons LearnedBFD3
  4. 4. E. Educational Outcomes Regional Performance Indicators PPRDRMEA ProperThe actual conduct of RMEA took place on January 7- 8, 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.The quantitative and qualitative information gathered were consolidated, analyzed and interpreted andpresented by Dr. Marcial Degamo, Chief of Quality Assurance and Accountability Division to the topmanagement for actions and adjustments. Inputs from the Technical Advisers of SEMIT were noted down.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. Education Programs & ProjectsTo improve learning outcomes, the Region has been implementing several programs and projects. Some ofthese are the Alternative Learning System Accreditation and Equivalency Test (ALS A&E Test),Strengthening Technical-Vocational Education Program (STVEP), Drop-out Reduction Program (DORP),Special Programs for Foreign Language (SPFL), Regional Schools Press Conference Program (RSPC),Modified In-School and Off-School Approach (MISOSA), and MADRASAH Program Implementation.4
  5. 5. To ensure quality implementation of these programs and projects, it is the task of the Regional ProgramCoordinators to consistently conduct monitoring on the progress of implementation making sure thatappropriate technical assistance are provided and interventions are made in order to address challenges.Table 1 shows the details of the planned outputs and actual accomplishments made in the implementationof the Region’s Programs and Projects. It is clearly shown that seven program coordinators were able tomonitor the implementation of the different programs and projects in 2012.Table 1Status of Regional Programs & Projects’ Physical AccomplishmentsName Of Program/Projects(By FD/Admin & BFD)Targets(No. of Planned OutputsPer Quarter)Physical Accomplishments(No. of Outputs AchievedTo Date)% Accomplished Vs.Targets1.ALS A&E Test 19 Division Monitored• Visually impairedtakers• A&E Test takers19 Division Monitored• Visually impairedtakers• A&E Test takers1002.STVEP 4 Tech/Voc SchoolsMonitored4 Tech/Voc SchoolsMonitored :• Toledo• Abellana• Subangdaku• Talisay1003.DORP 19 Divisions Monitored 19 Divisions Monitored 1004.MISOSA 19 Divisions Monitored 19 Divisions Monitored 1005.SPFL Monitored and facilitatedthe Immersion to FrenchLanguage4 teachersMonitored and facilitatingthe Immersion to FrenchLanguage4 teachers 1006.RSPC Monitored the conduct ofRSPC1 1 1007. Madrasah Monitor & Evaluate theimplementation ofMADRASAH in theidentified schools in theDOs4 Schools 4 Schools100Table 2 shows the details of the monitoring done by the Regional Coordinators and the technical assistancethey provided to the beneficiaries or recipients of the programs and projects in the field.5
  6. 6. Monitoring activities done has enabled the Region to determine the number of beneficiaries of ALS BPOSAand ALS A&E. Note also that technical assistance provided include fast tracking of distribution of ScienceInstructional Materials to selected school recipients through DepED-VECO project and conduct of planningconferences so that there would be (1) smooth implementation of STVEP in a few schools and (2) efficientutilization of SBM grants.Table 2Number of Learners Served in ALS BPOSA, ALS A&E, and DEPED-VECO SSMS,and Technical Assistance Given to the Recipients of STVEP and SBMNAME OFPROGRAM/PROJECTS (ByFD/Admin & BFD)TARGETS(No of Planned Outputs perquarter)PHYSICAL ACCOMPLISHMENTS(No of outputs achieved to date)%ACCOMPLISHEDVS. TARGETS1. ALS BPOSAALS A&ENumber of Learner served• 1254Number of A&E registrants• 538Number of Learner served• 1254Number of A&E registrants• 5381002. DepED-VECOSSMsDistributed 100 Copies ofSupplementary Materials perGrade Level for the VECOfranchised divisions• Cebu• Cebu City• Lapulapu City• Naga City• Mandaue City• Toledo CityDistributed 100 Copies ofSupplementary Materials perGrade Level for the VECOfranchised divisions• Cebu• Cebu City• Lapulapu City• Naga City• Mandaue City• Toledo City1003. MTB-MLE 4-Day Regional TOT on OralLanguage Development and thePedagogical Aspect of UsingMTB-MLE• 94 teachers4-Day Regional TOT on OralLanguage Development and thePedagogical Aspect of Using MTB-MLE• 91 teachers974. STVEP 4 Tech/Voc Schools givenassistance4 Tech/Voc Schools givenassistance• Toledo• Abellana• Subangdaku• Talisay1005. SBMHold Planning conference withSBM Coordinators and TaskForce in preparation for theRegional SBM Conference57 Participants (Phase I)57 Participants(Phase I)1006
  7. 7. Conduct the 1stRO VII SBMConference with RD, ARD, SDS,ASDS, SBM Coordinators , SBMTask Force & EPS 1 223participants(Phase I)180 Participants(Phase I).81266 Participants(Phase II)266 Participants(Phase II)100Other important details like specific issues and concerns and corresponding technical assistance providedare presumed to be submitted directly to the Central Office for these were not mentioned during the conductof quarterly RMEAs and in the first End-of-Year RMEA in 2012.4.2 On Education ResourcesTo update the Region on the status of Education Resources in 2012, the Policy Planning and ResearchDivision (PPRD) presented data on the physical and human resource needs of the schools by level whereasthe Budget and Finance Division (BFD) presented a detailed annual report on the status of utilization of thefinancial resources received from the Central Office.Table 3 shows the needs of the schools in the Region for teachers, classrooms, and seats. These needs aredetermined using enrolment data and planning standards for each education resource at specific levels ofbasic education.It is clearly shown in Table 3 that the Region had provided only 11% of the number of teachers needed inschools so that at the end of 2012, the Region still needed almost ten thousand teachers—around half ofthat number was needed by the secondary schools and the other half subdivided almost equally by thekindergarten and elementary schools.Table 3Status of Education Resource Needs of Schools in the RegionEducationResourcesEducation Resource Needs of SchoolsKindergarten Elementary Secondary TotalAugust2012InterventionEndOf2012August2012InterventionEndOf2012August2012InterventionEndOf2013August2012InterventionEndOf2013Teacher 2,652 310 2,342 2,682 378 2,304 5,335 518 4,817 10,669 1,206 9,4637
  8. 8. Classroom 2,235 – – 2,177 – – 2,133 – – 6,545 1,720 4,825Seat(Desk &Armchair)– –66,2812,177 – – – – 2,133 – – 70,591Classrooms built to address classroom needs were not clearly categorized in Table 3 as to which level theywere given.It can be noted from Table 3 that the largest need for seats was at the Kindergarten level. It implies thatparents and/or other stakeholders provided for the seats to more than sixty thousand kindergarten pupils inthe Region. PPRD’s report also on seat needs did not clearly show the number of seats procured in 2012.Note that Table 3 generally shows the performance of the Region in terms of governance.Regional Educational Financial ResourcesThe Region received 43 funds from the Central Office in 2012 in the total amount of almost 155 millionpesos. The Region has utilized around 95% of the total financial resource received for the year.The Region completely utilized 22 funds (99% to 100% utilization) received from the Central Office. Onelikely reason that these funds were utilized is that 18 of these funds were received in the first half of the yeargiving the concerned Functional Divisions (FDs) sufficient time to implement the programs and projects thesaid funds were intended for.Table 4 shows that out of 43 funds received, nine funds were not utilized. Of these unutilized funds only onewas received at the first half of the year and five were received at the fourth quarter of the year. The dateSub-ARO of each fund was received likely contributed to the failure in utilizing the said funds.Table 4Financial Resource of the Region in 2012ParticularsDateReceivedFDsResponsibleUTILIZATIONAmountReceived &ReleasedAmountUtilized% ofUtilization(Balance)1To cover deficiency inclothing/ uniformallowance CY 201211/27/12 BFD 104,000.00 104,000.00 100.00 -2Funding Requirementsfor 4th TrancheCompensationAdjustment (SSL 3) - PS8/23/12 BFD 1,956,000.00 1,956,000.00 100.00 -8
  9. 9. 3Funding Requirementsfor 3rd TrancheCompensationAdjustment (SSL 3) - PS5/17/12 BFD 2,831,000.00 2,831,000.00 100.00 -4Funding Requirementsfor 3rd TrancheCompensationAdjustment (SSL 3) -RLIP5/17/12 BFD 313,000.00 313,000.00 100.00 -5Funding Requirementsfor 4th TrancheCompensationAdjustment (SSL 3) -RLIP8/23/12 BFD 203,000.00 203,000.00 100.00 -6Financial Assistance forregional participation tothe 2012 PalarongPambansa3/16/12 RMSPPD 5,286,670.00 5,286,670.00 100.00 -7Financial assistance forthe participation of thedifferently-abled to the2012 PalarongPambansa5/20/12 RMSPPD 136,432.00 136,432.00 100.00 -8To cover expenses forthe conduct of CapacityBuilding for Grade 1Teachers5/20/12 CLMD16,004,000.0016,004,000.00100.00 -9Snacks and lunch ofparticipants on theconduct of NAMCYARegional CompetitionWorkshop9/28/12 RMSPPD 15,000.00 15,000.00 100.00 -10Financial assistance onthe conduct of RegionalLevel S & T Fair10/18/12 CLMD 60,000.00 60,000.00 100.00 -11Abm Not NeedingClearance Portion - CO1/3/12 680,000.00 680,000.00 100.00 -12To cover theprocurement of schoolfurniture under the CY2012 BEFF (15%regional office allocation)8/8/12 RMSPPD 9,550,995.56 9,550,995.56 100.00 -13To cover expenses forthe construction ofPreschool building withtoilet and furniture05/20/12 RMSPPD 2,397,447.00 2,397,447.00 100.00 -14To cover expenses forthe construction ofPreschool building withtoilet and furniture05/20/12 RMSPPD 41,755,039.50 41,755,039.50 100.00 -15 Expenses for board &lodging of participantsand training staff on theconduct ofTraining/Workshop on08/08/12 BFD 412,800.00 412,800.00 100.00 -9
  10. 10. the Application of BMS16To cover monitoring fundof Regional ALIVECoordinators09/15/12 FED 84,000.00 84,000.00 100.00 -17To cover terminal leavebenefits of Mr. DaniloVilladolid2/8/12 BFD 821,944.00 821,943.25 100.00 0.7518To cover the terminalleave benefits ofDiomedes Balingcasag8/22/12 BFD 17,755.00 17,754.12 100.00 0.8819Abm Not NeedingClearance Portion - PS1/3/12 BFD 31,174,000.00 31,170,000.00 99.99 4,000.0020Abm Not NeedingClearance Portion -Repair & Maintenance1/3/12 BFD 1,843,500.00 1,842,000.00 99.92 1,500.0021Financial Assistance OnThe Conduct Of Pre-Regional And RegionalMeets3/16/12 RMSPPD 1,200,000.00 1,198,454.34 99.87 1,545.6622Abm Not NeedingClearance Portion - RLIP1/3/12 BFD 2,869,000.00 2,860,000.00 99.69 9,000.0023Abm Not NeedingClearance Portion -MOOE1/3/12 BFD 25,852,000.00 23,595,305.71 91.27 2,256,694.2924To cover expenses forthe conduct of CapacityBuilding for Grade 1Teachers5/20/12 CLMD 7,386,795.00 6,656,676.61 90.12 730,118.3925To cover the provision ofProgram Support Fund tothe regional office inconnection with theallocation of SBM Grantsto various elementaryand secondary schools12/22/11 FED 2,880,911.00 2,461,720.33 85.45 419,190.6726Financial assistance forthe operation of OpenHS Program - DropoutReduction Program(OHSP-DORP)09/11/12 CLMD 400,000.00 325,000.00 81.25 75,000.0027Subsidy to cover theoperation of the OpenHigh School Program-Dropout ReductionProgram (OHSP-DORP)2/8/2012 CLMD 400,000.00 309,721.00 77.43 90,279.0028Conduct of RegionalOrientation on the BasicEducation InformationSystem (BEIS) DataGathering System SY2012-201305/20/12 PPRD 61,200.00 37,254.00 60.87 23,946.0029 To cover expenses forthe development oflearners materials (LMs)11/30/12 CLMD 1,034,320.00 548,961.00 53.07 485,359.0010
  11. 11. and teachers guide(TGs)30Board & lodging,materials & internetservice expenses on theOrientation on the Pb. &Priv. Profiles, SUCs LabSchools & DataCollection and Updatingof Public Schools LIS SY2012-201309/15/12PPRD/CLMD210,300.00 103,217.75 49.08 107,082.2531Board/Lodging &purchase of supplies forthe conduct of DivisionOrientation/ Briefing ofSchool Recipient forBatch 7 VisMin clusterDepED ComputerizationProgram e-classroompack for elem09/11/12 CLMD 474,000.00 180,533.00 38.09 293,467.0032Expenses on the conductof Annual DepED-DPWHNational ConsultativeConference04/23/12 RMSPPD 176,400.00 49,812.00 28.24 126,588.0033Conduct of variousSEMIT activities fromSept-Dec 201211/30/12 PPRD 3,060,823.50 671,457.47 21.94 2,389,366.0334Monitoring andEvaluation Subsidy Fundfor Regional and DivisionTech/Voc/TLEOfficials/Supervisors6/13/12 CLMD 189,000.00 31,440.00 16.63 157,560.0035Financial asst. reRegional Search for the2012 National LiteracyAwards of RegionalSelection Committee andother LCC relatedactivities04/23/12 CLMD 25,000.00 - - 25,000.0036Monitoring of SchoolBased Feeding Program10/30/12 RMSPPD 30,000.00 - - 30,000.0037Financial assistance toSelected Divisions for theExpansion of the ALSMobile Library Project9/15/12 CLMD 60,000.00 - - 60,000.0038Financial assistance forthe augmentation oftravelling allowance ofregional HealthPersonnel11/30/12 RMSPPD 159,200.00 - - 159,200.0039Implementation of EveryChild A Reader Program10/30/12 CLMD 160,000.00 - - 160,000.0040 Financial assistance forthe conduct of RegionalTraining of School Paper9/28/12 PPRD 465,500.00 - - 465,500.0011
  12. 12. Adviser/ CampusJournalists and RegionalSchools PressConference41To cover theadministrative andengineering overheadcost on the procurementof school furniture &fixtures8/8/12 RMSPPD 4,592.83 - - 4,592.8342To cover theadministrative andengineering overheadcost on the procurementof school furniture &fixtures8/8/12 RMSPPD 33,517.50 - - 33,517.5043Conduct of LRMDSOrientation andAdvocacy Program toElem and Sec Schoolsand CLCs11/30/12 CLMD 269,475.00 - - 269,475.00- 163,048,617.89 154,670,634.64 94.86 8,377,983.254.3 Organizational EffectivenessPhysical AccomplishmentsTable 5 highlights the end-of-year actual physical accomplishments of outputs targeted or planned at thestart of 2012.Upon accounting the physical accomplishments of the Region, it can be seen from Table 5 that the Regionaccomplished almost 99% of the 546 planned outputs for 2012. The Region attained this accomplishmentamidst issues like inadequacies in personnel and office equipment and unprecedented tasks that had to beprioritized as these were mandated by the Central Office such as outputs in relation to K to 12 CurriculumImplementation.Table 5Status of Annual Physical Accomplishments of Functional/Support DivisionsFD/SD Targets Accomplished % of AccomplishmentT&DD 47 46.93 99.85PPRD 121 120.65 99.71FED 41 40.84 99.61BFD 80 79.58 99.48RMSPPD 65 64.10 98.62QAAD 58 57.00 98.2812
  13. 13. CLMD 89 86.42 97.10Adm 45 43.59 96.87Regional Performance 546 539.11 98.69The 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 issuccessfully 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. CLMD, on the other hand, had to prioritize on preparing learningguides and teaching guides for the K to 12 Curriculum so that they were not able to finalize their RegionalCurriculum Learning Matrix in 2012.The FDs and SDs of the Region underwent continuous improvement in conducting RMEA especially in(1) describing planned outputs, (2) differentiating planned outputs from performance/success indicators,(3) setting content and process standards, and (4) counting accomplishments.The reason that the number of planned outputs of PPRD is more than a hundred is because each monthlyor quarterly report was individually counted.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.13
  14. 14. From the physical accomplishments of the Region, here is a list of major contributions to RegionalEffectiveness by Functional Division:• Policy Planning and Research Division Ensuring efficiency of Division Data Management , Planning and Budgeting by capacitatingthe Division Offices on the following: Updating e-BEIS Preparation of BARs and BEDs Use of the e-BEIS in Budget Preparation Budget Preparation Use of Guidelines of DepED Order 12 & 37 s. 2012 Ensuring equitable distribution of teacher items through the following: Issuance of a regional memorandum requiring Division appointing authorities tocomply DepED Order 50 s. 2003 Enter into an agreement with Civil Service not to attest or affirm appointments withoutcertification of deployment from regional office Validation on the request authority to fill up newly created/vacant positions based onRQA, ranking & supporting documents by issuing authority to fill up and certificationof deployment Conduct validation workshops on the validation of the filling-up of items with SDSs,POs, AOs, RFTAT member (Regional EPS), SHs from OUs/IUs Ensuring approval of Regional Budget Proposal by providing Report Cards to Congressman,Governors and Mayors regarding the status of existing crucial resources and needs.• Curriculum and Learning Management Division Crafted and produced the following: Curriculum and Learning Management Division Strategic Plan14
  15. 15.  Regional Program Framework for Curriculum Localization/Contextualization andImplementation Plan Regional Curriculum Learning Matrix (RCLM) MISOSA and DORP training resource package Spearheaded the K to 12 Mass Training of Teachers on Curriculum Implementation for GradeOne and Grade Seven Monitored the K to 12 Curriculum Implementation Facilitated the production of the following Instructional Materials: 34 MTB-MLE Big Books for Grade One Pupils Teacher-Developed Science Instructional Materials MTB_MLE materials for Grade 3 Pilot School Implementers Grade Two Lesson Guides for Pilot MTB-MLE Implementers Identified ALS crucial needs and undertook actions steps Facilitated in the Assessment and Review of the Senior High Schools pilot implementation Reviewed, Evaluated, Edited/Quality Assured, Uploaded, and Published Instructional Materialsat LRMDS Portal• Training and Development Division Capacitated all Division T & D Teams, Regional Key Personnel, and SDSs and ASDSs onT and D systems Facilitated the Training of Grade 1 and Grade 7 Teachers and Elementary and SecondarySchool Heads on the K to 12 program• Resource Mobilization Special Programs and Projects Researched Unpublished Folk Songs (4) and Folk Dances (6) Conducted Refresher course in all Sports events to MAPEH Supervisors / Coaches andOfficiating Officials Conducted Training of Trainors on HIV and AIDS Education and Prevention in the Workplace Conducted Regional Workshop on How to Open School for the Arts (4 schools divisions)• Quality Assurance and Accountability Division Rolled out QMS CBs 1, 2, & 3 to institutionalize Quality Management System in the Region Spearheaded the conduct of regular and on-time Regional Monitoring and EvaluationAdjustment (RMEA)15
  16. 16.  Established a system in processing applications of public and private schools Helped improve regional planning practices through M&EImplementation IssuesTable 6 shows that almost 50% of the 69 issues raised in 2012 from the first to fourth quarter were resolved.Some issues that recur every quarter, twice or thrice within the year were deemed to have possible solutionwhereas one proposed resolution to a recurring issue was perceived as less likely to get implemented.Many of the issues that recur refer to repair, maintenance or replacement of defective or malfunctioningoffice equipment that are addressed each quarter but still recur because of regular breakdown of theseequipment like printer, photocopying machine and the like.Table 6Total Number of Implementation Issues Raised in 2012REGIONAL UNITnumber of issuespresented to themanagementnumber of issuesresolvedissues that arerecurring withpossible solutionrecurring issue/sthat may have nosolutionQAAD 14 6 5 0CLMD 11 4 2 0RMSPPD 15 6 9 0FED 5 3 1 0TDD 10 5 2 0PPRD 6 5 1 0ADMIN 2 1 1 0BFD 6 1 1 1TOTAL 69 31 22 1Table 7 shows the details of issues that recur in the Fourth Quarter of 2012 and issues raised in the fourthquarter. One of the most common issues is lack of technical personnel especially in T&DD, RMSPPD, andCLMD.Table 7Implementation Issues Raised in 2012FD/SD CATEGORY ISSUES THAT RECUR RAISED IN PROPOSED CAN IT BERESOLVED?16
  17. 17. RESOLUTIONSQ1Q2Q3Q4DONEYESMAYBEBFD InstlDelayed submission of Form 7and monthly & quarterly reportsfrom the field1 1 1 1Web-based form 7reporting/ submission1BFD Instl Monthly lapsing of NCA 1 1 1 1Make representations/recommendations forquarterly lapsing ofNCAs instead of monthly1QAADEnvi/InfraNeeds LCD to facilitate refiningQMS CB session guides andPowerPoint presentations1 1 1 1Request from theRegional Management1QAAD InstlDelayed submission by FDs/SDs of M&E Data (PhysicalOutput Matrices and QualitativeData) during RMEA1 1 1 1Constant follow up andrequest from FD/SDchiefs for promptsubmission of M&E Data1RMSPPD TechlLack of professional & technicalStaff for PFU1 1 1 1Provision of additionalmanpower or deploymentof personnel from otherunits to RMSPPD1RMSPPD TechlUnfilled vacant positions of HNU– Medical Officer/ Nurse,Education Supervisor II-TLE/HELE, Reclassification of ND Ito II1 1 1 1Filling-up of vacant itemsand Reclassification1TDD TechlGreater demands for T&Dservices at present vis-à-vis verylimited number of personnel1 1 1 1Request the RD to detailT&D personnel from theSchools Divisions to theRO1CLMD TechlInsufficiency of Personnel withspecialization on TLE, ALS, andAPEH1 1 1Time management andRequest for additionalpersonnel1CLMDEnvi/InfraOut-of-order photocopyingmachine1 1 1Replacement/repair ofphotocopying machine1CLMDEnvi/InfraNo LCD to use during trainingsand other related activities1 1 1Request for placementand/or procurement ofLCD and copyingmachine1FED No Comfort Room for FED 1 1 1 Follow up RegionalManagement 1RMSPPDEnvi/InfraPhotocopier always malfunctionsand repair (oftentimes delayed)is not long-lasting/efficient1 1 1Request for heavy dutycopier as replacement.1QAADEnvi/InfraPhotocopier always malfunctionsand repair (oftentimes delayed)is not long-lasting1 1Request for areplacement of a heavy-duty copier117
  18. 18. QAADEnvi/InfraPurchase Request submittedspecifying the replacement of 3chargers of QAAD laptops (2 HPand 1 Lenovo) not yet acted(Only 1 is provided)1 1Request from theRegional Management1QAADEnvi/InfraDefective printer (staff use)returned for repair/replacementnot returned/ replaced yet (Chiefalready has a printer so onlyprinter for staff use is lacking)1 1Request for prioritizationof this request1QAADEnvi/InfraTelephone always out-of-orderand requests for repair notimmediately acted1 1Request from theRegional Management1QAADEnvi/InfraTelephone no access for longdistance calls1 1Request for access thatis limited only to thenumbers of the 19schools divisions andCentral Office (arrangewith Tel Co.)1QAAD InstlInformation on current ROactivities is not readily availableto every RO personnel (esp.those who are on travel)because of non-posting ofmemoranda pertaining them onthe website1 1Request for the postingof memoranda aboutactivities that only involveRegional Personnel1RMSPPD Instl Delayed processing of Billing 1 1Assistance from SDS tomonitor processing ofbilling 1RMSPPD Financial Delayed release of SARO 1 1Prompt release of SAROby concerned agency(hopefully in 2013)1RMSPPDEnvi/InfraInaccessibility and Unavailabilityof School sites1 1Thorough assessment ofsites before inclusion topriority list to avoidrealignment & delay1RMSPPDEnvi/InfraInadequate electronic andmechanical equipment for staff( laptops, net books)1 1Provision of neededelectronic & mechanicalequipments.1RMSPPD TechlLogistic support for technicalpersonnel`s mobility1 1Provision of Logisticsupport for technicalpersonnel`s mobility (c/oSDSs) 1RMSPPD TechlThe need for training of the Staffon Resource Mobilization &Management and TOT of corepersons of 19 field Divisions onRM & M1 1Conduct of training (CB)of RMSPPD Staff & TOTof Field Division`s corepersons by consultants1RMSPPDEnvi/InfraUnrepairable computer desktop 1 1Provision of computerdesktop 118
  19. 19. CLMD TechlInstructional materials foruploading and publishing needreview due to non-compliance toK to 12 competencies andstandards.1 1Review and redevelopmaterials for alignment toK to 121CLMDEnvi/InfraExhausted computer memorycausing slow performance1 1Request for an externalhard drive1BFD TechlDelayed action of programcoordinators on SARO’sreceived1 1Coordinators toimmediately submitplans/programs (forwhich the SARO isintended for) whenmemo is sent/whenreminded/when followedup1PPRD TechlNo reports of the QuarterlyAccomplishments and Status ofthe PAPs Implementation fromthe Schools Divisions and FD In-charge of the PAPs1 1Request for copies ofreports to be furnished toPPRD1BFD Inst’lLate submission of vouchers forpayments and budgetaryrequests.1Strictly implement thedeadlines for submissionof claims for paymentand budgetary requests.1QAAD InstlDelay in submission of DTRbecause of delayed return ofapproved leave charged toCOCs earned1Request for an improvedprocessing ofapplications for leave1QAAD InstlQAAD keeps furnishing copiesof memoranda and RMEA toolsbecause FDs misplace/overlookthem.1Request for the postingof memoranda aboutactivities on the websitethat only involveRegional Personnel1RMSPPDEnvi/InfraTelephone no access for longdistance calls1Request for access thatis limited only totelephone nos. ofSchools Divisions andCentral Office (arrangewith the Tel. Co.)1RMSPPD FinancialNo financial support for theCultural Show during CVIRAA1Request from theRegional Management1TDD InstlNon-attendance of some targetparticipants1Strictly implement theparticipants confirmationslip1Lessons LearnedIn carrying out outputs, the lessons learned by the Functional and Support Divisions from the factors thatfacilitate and hinder output accomplishments are the following:19
  20. 20. • Quality Assurance and Accountability Division and other FDs/SDs Timely planning contributes to successful implementation of set priorities. Consultation, coordination, engagement, and collaboration with other chiefs and membersof other functional divisions create an individual and collective productivity.• Curriculum and Learning Management Division Teamwork leads to successful accomplishment of goals. Careful planning leads to the attainment of excellent outputs. Time management is essential in the accomplishment of the desired output. Setting quality time and establishing agreement are vital so that planned activities arecarefully pursued. Consistent monitoring and follow-up contribute to the attainment of the desired outputs. Life is nothing without prioritization.• Resource Mobilization Special Programs and Projects Division Performance shall be enhanced and quality outcome shall be successfully achieved withtimely planning and implementation. Sharing and giving extra mile of sacrifices always lead us to a successful programimplementation.• Training and Development Division Working on track with the plan leads to peak performance. Strong and sustained partnership lead to collaboration.• 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 Division20
  21. 21.  Creating awareness of individual and organizational responsibility and accountabilityensures on-time submission of required financial reports.• Field Effectiveness Division Functional Division Members should be fully aware of Functional Division Work Plan ofevery quarter. Being and keeping informed of funds for programs and projects and their timelines ensuretimely attainment of outputs.4.4 Education Resource SupportFigure 1 shows that the Region, as of November 2012, had utilized around 91% of its almost 26 millionpesos Maintenance and Other Operating Expenses (MOOE). The data in the figure implies that it is mostlikely that the Region shall have exhausted its total MOOE for 2012 considering that the report availableduring the conduct of End-of Year RMEA was only until November 2012.Figure 2Status of Utilization of 2012 Regional MOOEAs of November 201221
  22. 22. Total MOOE for 2012: P25, 852,000.00Notice in Figure 1 that the Region spent almost 5.5 million for Printing and Binding. This amount was usedto pay the reproduction and distribution of the last administration of Regional Achievement Test in March2012. This amount can already be used for other expenses in 2013 because implementation of RegionalAchievement Test is already discouraged.Among 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. Of the almost two million pesos utilizedfor travel and training in 2012, it is the CLMD, BFD, and Administrative Division that incurred the highestexpense. On the other hand, the Office of the Assistant Regional Director, T&DD, and FED had the lowestexpense on travel and training.The underlying reason that FED had low expense on Travel could be the decreased number of TechnicalAssistance (TA) visits that the Regional Field Technical Assistance Teams (RFTATs) held during the year.TA visits were minimized because most Functional Divisions (FDs) gave more focus on rolling out theirrespective systems like Quality Management System (QMS) for the QAAD, T&D System for T&DD, SBMMonitoring for FED, Planning and Budgeting Systems for PPRD and BFD, and Management of K to 12Curriculum Implementation for the CLMD considering that SEMIT ends in June 2013.Figure 2Utilization of 2012 Regional MOOE for Travel & TrainingAs of November 2012Total MOOE Spent for Travel and Training: P1, 988,537.3722
  23. 23. 4.5 Education OutcomesRegional Performance Indicators• AccessAccess Indicators shown in Table 8 shows that Gross Enrolment Rate and Transition Rate of SecondaryLevel decreased in the School Year 2011-2012. Likewise, Transition Rate of Elementary also decreased.Although other Access Indicators have been increasing in School Year 2010-’11 and 2011-’12, they still fallbelow the planning standards except the Gross Enrolment Rate of Elementary Level.Table 8Education Outcome under AccessPerformanceIndicatorsLevel ofEducation2009-20102010-20112011-2012RemarksDifference between2010-11 & 2011-12Gross Enrolment RateKindergarten 67.14 79.58 93.69 Increasing 14.11Elementary 94.07 104.2 108.2 Increasing 4.03Secondary 65.85 66.68 66.59 Fluctuating -0.09Net Enrolment RateKindergarten 57.01 76.98 81.44 Increasing 4.46Elementary 76.09 84.77 89.16 Increasing 4.39Secondary 42.68 43.97 44.71 Increasing 0.74Apparent Intake Rate Elementary 121.9 131.02 143.4 Increasing 12.42Net Intake Rate Elementary 51.61 61.01 72.68 Increasing 11.67Transition RateElementary 98.26 103.95 97.61 Fluctuating -6.34Secondary 99.35 105.06 93.32 Fluctuating -11.74• EfficiencyCohort Survival Rate, Retention Rate, and Completion Rate, as shown in Table 9, had not improved in2012.Table 9Education Outcome under EfficiencyINDICATORSELEMENTARY SECONDARYSY2010-2011SY2011-2012RemarksSY2010-2011SY2011-2012RemarksCohort SurvivalRate93.34 77.65 Decreased by 16.81% 81.62 64.47 Decreased by 21.01%RepetitionRate5.21 4.85 Decreased by 6.91% 6 4.63 Decreased by 22.83%23
  24. 24. Drop Out Rate 1.59 1.29 Decreased by 18.87% 6.13 5.32 Decreased by 13.21%Retention Rate 99.33 87.75 Decreased by 11.66% 98.32 89.05 Decreased by 9.43%CompletionRate93.34 77.65 Decreased by 16.81% 81.62 64.47 Decreased by 21.01%GraduationRate96.16 96.69 Increased by 0.55% 93.12 93.95 Increased by 0.89%• QualityTable 10 shows that Elementary level decreased in performance in Filipino, Mathematics, and HeKaSi sothat the overall performance of the Region in the National Achievement Test decreased also. AlthoughRegional Performance in English and Science decreased, overall performance of the Region in theSecondary Level still increased. However, the achievement rate of the Region in all subjects, whetherelementary or secondary, still fall below the 75% proficiency level.Table 10Comparative Academic Performance of the RegionMean Percentage Score in the National Achievement TestINDICATORSELEMENTARY SECONDARYSY2010-2011SY2011-2012RemarksSY2010-2011SY2011-2012RemarksRegional 66.13 65.99 Decreased by 0.14 49.26 51.98 Increased by 2.72English 63.45 65.88 Increased by 2.43 49.26 42.01 Decreased by 7.25Filipino 75.45 67.75 Decreased by 7.7 48.80 53.09 Increased by 4.29Science 56.35 65.64 Increased by 9.29 57.17 42.78 Decreased by 14.39Math 67.24 66.50 Decreased by 0.74 40.87 68.74 Increased by 27.87Hekasi/Aral Pan 68.15 64.19 Decreased by 3.96 43.05 55.54 Increased by 6.28Another quality indicator is the Alternative Learning System Accreditation and Equivalency (ALSA&E) Results. Table 11 shows that more than 50% of the ALS A&E Takers in the School Year2011-2012 passed the test.Table 11ALS 2011-2012 A & E Results24
  25. 25. Level Takers Passers %Elementary 2,071 1,361 65.72Secondary 14,732 8,136 55.23TOTAL 16,803 9,497 56.525. 0 General StatementsEducation Programs and ProjectsThe efficiency and effectiveness of the Regional Education Programs and Projects can best be determinedby looking at the comprehensive details of implementation of work plans, regular M&E and TA Reports ofthe Program Coordinators of Regional Programs and Projects.Education ResourcesSuccess in governance such as in the provision of basic education resources to the field—teachers,classrooms, and seats--contributes to the improvement of access to, efficiency in and quality of education.Prompt release of funds, transparency on the availability of funds, and dedication ensure success in theimplementation of assigned programs and projects.Organizational EffectivenessQuarterly RMEA, End-of-Year RMEA, regular REXECOM meetings and RFTAT conferences are avenuesthat provide objective information on the status of performance of each Functional or Support Division inparticular and the whole Region in general.Provision of technical assistance in the conduct of RMEA propels Functional and Support Divisions to writequality plans that enable them to carry out quality outputs.Quality M&E ensures that quality is maintained by the Functional and Support Divisions in discharging theiraccountabilities.Education Resource Support25
  26. 26. Effective management of MOOE minimizes if not eradicates repair and maintenance issues on officeequipment like printer, computer, photocopying machine, telephone, and fax machine.Education OutcomesThere must be underlying reasons why Access, Efficiency, and Quality Indicators of Regional Performanceare decreasing or falling below planning standards.6.0 RecommendationsEducation Programs and Projects1. Program Coordinators of Regional Programs and Projects should report the details of implementation ofprepared annual work plans and keep and submit M&E and TA Reports, including qualitative data that canbe used to determine the efficiency and effectiveness of programs and projects in improving learningoutcomes.2. Program Coordinators should manage efficiently and maximize the use of support funds to ensure qualityimplementation of these programs and projects, and maximize expected results.Education Resources1. The schools, schools divisions and the Region should keep consistent and comprehensive data oneducation resources —teachers, classrooms, seats, textbooks, learning guides and teaching guides.2. Program Coordinators of Regional Programs and Projects should prepare annual work plans at the startof the year so that outputs to be carried out are already determined even if support funds for these programsand projects are not received yet.3. Regional Program Coordinators should collaborate with Division counterparts in preparing work plans thatsupport the release of SARO.4. The Central Office should release funds to the Regions promptly.Organizational EffectivenessMember of the REXECOM take Quarterly RMEA, End-of-Year RMEA, regular REXECOM meetings andRFTAT conferences as priorities in order to ensure sustainability of strategies taught by STRIVE project andimprovement of practices in planning, in M&E, resolving issues, celebrating promising practices, and inproviding technical assistance to the field.FED is encouraged to spearhead the conduct of pre- and post-RFTAT conferences before and afterconducting TA or M&E visits to Division Offices.The REXECOM can come up with standards and guidelines to follow in conducting RFTAT visits to the field.Chiefs of Functional and Support Divisions ensure that with the help of the Internal M&E Team, there isprompt submission of adjusted work plans, physical output matrices, and means of verification ofaccomplished outputs.Functional and Support Divisions carry over unaccomplished outputs in 2013 such as follows: (1) validationand advocacy of CLMD’s RCLM taking into consideration the Intellectual Property Rights, and (2) Trainingof Trainers for SMEA.26
  27. 27. Functional and Support Divisions keep track of the outputs and their timelines to ensure prompt delivery ofthese outputs and submission of required reports to the Central Office.Functional and Support Divisions maximize the benefits of competency-based delegation of responsibilitiesand division of assignments.Functional and Support Divisions report at the End-of-Year RMEA the sustainability measures they’veimplemented in carrying out outputs and delivery of services.Functional and Support Divisions include all outputs inherent in that division to be able to keep track of theimplementation of these accountabilities like the information on (1) the clientele’s use of the LRMDS portal;(2) the number of Region VII DepEd personnel’s request for stoppage of payroll deduction; and (3) thedetails of the distribution of instructional materials—textbooks, work books, learning and teaching guides—to school divisions.Representatives of Functional and Support Divisions to other Functional Divisions’ activities discusscomprehensively the concepts and skills learned to fellow team members through echo conference,mentoring or coaching.Regional personnel adopt transparency and honesty as strategies that guarantee quality outputs andservices.Regional personnel observe protocol to ensure harmonious relationship with management and colleagues.Regional personnel adhere to DepED policies, guidelines, rules and regulations to ensure quality services.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.Education OutcomesThe RFTATs perform their TA accountabilities by doing the following: (1) gather and analyze data fromschools divisions on why performance indicators on access, efficiency, and quality fall below standards;(2) write a TA plan to address low performance indicators; (3)provide technical assistance, and (4) conductM&E.The Region through REXECOM can formulate policy on RFTAT to be approved by the RegionalManagement.27