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7.0 Process Flow

7.1 GENERAL

The monitoring and evaluation process starts with the planning, programming and scheduling of monitoring activities to be undertaken by the respective PMCs for the year. The following documents will be prepared:

a. Work and Financial Plan (WFP) to cover the activities of the regional and provincial, city, municipal PMCs during the calendar year. The WFP will be prepared by each Regional PMC following the guidelines set by the DBM as basis for the allocation of funds for the operating requirements of the regional PMCs. The WFP endorsed by the RDC Chairman should be coursed through the DBM Regional Office for evaluation and endorsement to the DBM Central Office for approval.

b. Monitoring Plan (MP) which shall include, among others, the list of projects to be covered by the RPMES during the year, and the corresponding schedules of implementation. The monitoring plan will be prepared by PMC Secretariats at the national and regional levels based on the submission of implementing agencies. The scope of monitoring at each level will be guided by the guidelines set in Section 2.2 of this manual.

c. Monitoring Work Program (MWP) which shall serve as operational checklist on the sequential activities required to achieve the objectives of the monitoring and evaluation. The MWP shall contain adequate information and shall specify particular projects to be inspected, responsibilities, timetables, performance standards and targets, budgets, etc. It will be prepared by the PMCs at the regional level based on the monitoring plans prepared by the PMC Secretariats, and the initial reports and Work and Financial Plans from implementing agencies. The MWP will be distributed to all units involved in the RPMES.

Once the projects are in motion, monitoring and evaluation of the performance of projects will be undertaken. Project monitoring inputs will come from project implementers and NGOs, and submitted to the Project Monitoring Committees for processing and consolidation. Where verification or validation of reports are needed, project visits will be conducted by the PMCs.

The consolidated reports will be submitted to the development councils for information and evaluation. Problems encountered in project implementation will be assessed to determine the remedial actions that can be undertaken at their level. The discussion of the project implementation issues will be included in the agenda of the development councils meeting. It will take the form of a problem-solving session with concerned implementing agencies attending. If the problems/issues cannot be resolved at their level, these issues will be elevated to the higher level Development council (e.g., issues that cannot be resolved at the municipal level will be elevated to the provincial level, or directly from the municipal level to the regional level for problems that require RDC action).

Project Monitoring Committees will likewise submit regular consolidated reports to the next higher level PMC, but these will only serve as secondary sources of data on project implementation. The primary sources of data will still be the project implementors and NGOs at the same level as the PMC. Consolidation and submission of reports at the municipal, city and provincial levels will be done on a monthly basis, and quarterly for the regional level.

The output reports prepared at the regional level will be submitted to the RPMES National Secretariat, copy furnished the DBM, for integration/ consolidation. The consolidated report will then be used as input during the Problem-Solving Sessions (PSS) of the CORD-RDCC meeting, with the President or the Presidential Assistants or NPMC with the regions.

7.2 NATIONAL LEVEL

1. All national government agencies will furnish copies of their Work and Financial Plans covering respective Public Investment Program/ Projects to the NPMC Secretariat excluding internal administration support, and capital outlays to the National PMC Secretariat through the NEDA-PMS not later than two weeks after approval by DBM.

Specifically, DPWH and DOTC will provide the National PMC Secretariat, through the NEDA-PMS, copies of the National Infrastructure Program for the regions within two weeks after approval by the President.

2. The DBM will ensure that the National Secretariat is provided with copies of all Advice of Allotments issued, whether comprehensively released at the start of the fiscal year or as directed by law as in the case of certain special purpose funds which require the fulfillment of certain preconditions of release, including issuance of Notice of Cash Allocation to implementers.

3. The National PMC Secretariat will disseminate information on projects to be monitored by the regional and provincial, city and municipal PMCs to the different RDCs. The Regional PMCs shall be responsible for disseminating information on projects to be monitored to the provincial, city and municipal levels.

4. The project implementers will undertake projects and prepare and submit status reports of project implementation to the National PMC.

5. National PMC Secretariat will assess agency reports and conduct project visits for selected projects as may be identified based on established criteria.

6. National PMC Secretariat will process reports of various implementing agencies, RDCs and prepare QUARTERLY consolidated report on status of project implementation.

7. The national PMC will evaluate problems, provide/formulate recommendations and submit these to the Office of the President/ Cabinet for appropriate action or may initiate problem-solving sessions with the Cabinet and the President.

8. National PMC Secretariat will provide feedback to concerned implementers/RDCs/PMCs/LGUs/NGOs and other concerned agencies and follow up implementation of remedial measures.

7.3 REGIONAL LEVEL

1. The RPMC, upon receipt of information on projects to be monitored, will classify projects which may be monitored, either thru desk monitoring or actual validation/ocular inspection, at the provincial, city and municipal levels.

Information on projects to be monitored will come from the following sources:

a. Monitoring Plan prepared by the National PMC Secretariat;
b. Work and Financial Plans/Initial Project Reports submitted by the Regional Offices of Regular Government Agencies;
c. Reports provided by DBM Regional Offices, such as list of projects funded out of the General Appropriations Act and/or the Infrastructure Program; and
d. Work programs for locally-funded projects submitted by the Local Chief Executives.
2. The RPMC will prepare the Work and Financial Plan to cover the activities of the regional PMCs which shall be endorsed by the RDC Chairman to the DBM Regional Office as basis for the allocation of funds for the operating requirements at the regional level PMCs.

3. The RPMC Secretariat will prepare the monitoring plan to be undertaken by the regional/provincial, city, municipal PMCs which shall include, among others, the list of projects and schedule of implementation based on the submission of implementing agencies.

4. The RPMC Secretariat will provide the NGOs with the Regional Monitoring Plan, and the provincial/city/municipal PMCs and Chief Executives with information on projects to be monitored at their level.

5. The RPMC will prepare its monitoring work program for the calendar year.

6. The project implementers will undertake projects and prepare and submit status reports of project implementation to the RPMC.

7. NGOs (RPMC members or other independent NGOs/Pos and concerned citizens) will submit project exception reports to the RPMC, copy furnished the implementors.

8. RPMC will assess NGO and agency reports and conduct project visits for selected projects as may be identified based on established criteria.

9. RPMC will process reports of various implementing agencies, provincial PMCs and provide RDC a consolidated report on status of project implementation.

10. RPMC will evaluate problems and provide/formulate recommendations during its regular MONTHLY or special meetings, and submit same to RDC for appropriate action.

11. RDC will assess reports and take proper action (problem-solving, referral to other agencies/council/bodies).

12. RPMC will provide feedback to concerned implementors/LGUs/NGOs and other concerned agencies and follow up implementation of remedial measures.

13. RPMC will forward status report on project implementation to the National PMC Secretariat and other higher level bodies.

7.4 PROVINCIAL/CITY LEVELS

1. The Provincial/City PMC Secretariat will include Provincial/City-funded development projects (20% of the IRA share) in the monitoring plan and provide copies to the NGOs. The monitoring plan will contain information on projects to be implemented at these levels.

2. The Provincial/City PMC will prepare its monitoring work program for the calendar year.

3. Project implementors will undertake projects and prepare and submit status reports on project implementation to Provincial/City PMC.

4. NGOs (Provincial/City PMC members or independent NGOs/PVOs and concerned citizens) will submit project exception reports to the Provincial/City PMC, copy furnished the project implementors.

5. Provincial/City PMC will assess reports of implementors (agency or LGU) and NGOs, and conduct project visits of projects as identified in the monitoring work program.

6. Provincial/City PMC will process reports of various implementors and municipal PMCs, and provide Provincial Development Council with a consolidated report on status of project implementation in the province.

7. Provincial/City PMC will evaluate problems, recommend solutions during its regular or special meetings, and refer these to the Provincial/City Development Council for appropriate action. The provincial/city PMC will hold regular QUARTERLY meetings for this purpose or call special meetings as needed.

8. PDC/CDC will assess reports and take proper action (problem-solving, referral to appropriate agencies/council).

9. Implementors will take remedial action on problems/issues encountered in project implementation.

If, after a reasonable period of time, no remedial measure/ appropriate action has been taken on the problems referred to the concerned agency/local development council, the Provincial/City PMC will forward the issue to the RDC.

10. Provincial/City PMC will provide feedback to concerned implementors, LGUs, NGOs and other concerned agencies and follow up implementation of remedial measures.

11. Provincial/City PMC will forward consolidated status report on project implementation in the province/city to the RPMC.

7.5 MUNICIPAL LEVEL

1. The Municipal PMC Secretariat will prepare its monitoring work program for the calendar year.

2. Project implementors will prepare and submit status reports on project implementation to the municipal PMC.

3. NGOs (Municipal PMC members and other independent NGOs/ PVOs and concerned citizens) will submit project exception reports to the municipal PMC, copy furnished the implementors.

4. Municipal PMC will assess NGO and agency/LGU reports, and conduct project visits for selected projects as identified in the municipal monitoring work program.

5. Municipal PMC will process reports of various implementors and provide the MDC a consolidated report on the status of project implementation in the municipality.

6. Municipal PMC will evaluate problems, formulate recommendations and refer these to the municipal Development Council for appropriate action. (It is suggested that the municipal PMC will hold MONTHLY meetings for this purpose).

7. MDC will assess reports and take proper action (problem-solving, referral to appropriate agencies/council).

8. Implementors will take remedial action on problems/issues encountered in project implementation. If after a reasonable period of time, no remedial measures/appropriate actions have been taken on the problems referred to the concerned agency/local development council, the Municipal PMC will forward the issue to the PDC.

9. Municipal PMC will provide feedback to concerned implementors, LGUs, NGOs and other concerned agencies and follow up implementation of remedial measures.

10. Municipal PMC will forward consolidated status report on project implementation in the province/city to the Provincial PMC.