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6. Sector Monitoring/Evaluation and Reporting Systems
6.1 Introduction
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The ESP/ESSP monitoring and review process focuses on the extent to which policy objectives and targets have been achieved on an annual basis. This represents a major shift from traditional approaches to monitoring, which have concentrated on monitoring progress on individual activities and accounting for discreet project and program inputs. The agreed sector performance indicators and targets for 2004-08 are shown at Annex A. The progress monitoring on actions needed to achieve these objectives is guided by an indicative revised common policy action matrix at Annex B. This matrix will be subject to further joint review by MoEYS, donors and NGOs and regularly updated.
6.2 Organisation of Sector Performance Monitoring/Evaluation
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The organization of the ESSP monitoring system is based on the following levels of responsibility. This organization will incorporate expansion of sector and program quality and standards monitoring systems through appropriate directorates and departments.
A. Sector Performance Monitoring: by the Inspectorate of Education, Department of Planning and the National EFA.
B. Financial Performance Monitoring: by the Department of Finance.
C. Program Impact Monitoring: by Planning Department and individual central MoEYS departments for individual priority and other programs
D. Program Progress Monitoring: by provincial education officers, especially Planning office and inspection staff, and Provincial Finance Office in MoEYS
E. Operational Monitoring: by district officers, parents association, commune councils and EFA commune committees
F. System Performance Audit: by the Inspectorates of Administration and Finance and Education, Government National Audit Authority and the National Assembly
Operational guidelines for each of these levels have been prepared and implemented and are subject to ongoing review and development. This framework also forms the basis for the proposed capacity building under Section 5.2.
6.3 Management of Sector Performance Monitoring/Evaluation
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MoEYS leaders will lead high level review missions, to identify particular policy and strategy issues that may affect the implementation of overall MoEYS reforms and specific priority programs. The Inspectorate General will organise these missions and coordinate circulation of mission reports within the Ministry. The Director Generals will coordinate progress and impact monitoring by departments within their directorate. Director Generals will also conduct regular review missions with their senior management staff.
The Department of Finance will coordinate overall financial performance monitoring, including tracking the release and disbursement of program funds. The Department of Finance will also conduct follow up surveys to ensure that Government financial procedures are followed correctly.
The Department of Planning will coordinate sector performance monitoring, drawing on impact and progress reports of the various programs, reports on specific donor/NGO pilot programs, and other sources of information. The Department of Planning will also conduct specific impact surveys and research as required.
The Inspectorate of Education will coordinate pedagogical aspects of sector performance monitoring, prepare reports on all aspects of education quality and efficiency improvements, prepare reports on education quality and efficiency and prepare other information related to education quality and efficiency for learners, learning environment, content, curriculum, documentation, teaching and learning methods, facilities, instructional materials, governance and management with community participation.
Individual departments will organise monitoring of specific programs under their responsibility with the coordination by the DG. Departments will ensure that monitoring activities cover all provinces and all activities within each program. On receipt of provincial reports, which will be circulated by the Director General of Administration and Finance, individual departments will be expected to compile consolidated technical and financial progress reports on each program. Individual departments in charge of specific programs will also produce an annual impact report on these programs. These reports will be used as part of the annual sector performance report to be presented at the annual ESSP Review.
Headquarters departments with monitoring budgets for specific programs, will allocate funds to other departments/units where appropriate, to ensure that all aspects of program monitoring are effectively covered. Monitoring work plans will include allocation of funds for the Inspectorate General, Pedagogical Research Department and Planning Department as appropriate.
Provincial education offices will monitor the progress of activities for each program, checking that activities are completed effectively and on time. These monitoring teams will also track the flow of program funds to schools/institutions. Provincial education departments will ensure that district education offices are allocated funds for monitoring and that they conduct regular monitoring and support at school level. These teams will provide technical support and guidance, especially through district and cluster levels.
6.4 Strengthened Monitoring Information Systems
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The Planning Department will take the lead in the coordination of the necessary broad sector performance information gathering and its analysis.
The exact nature and timing of information gathering and analysis will need to take account of the various Government/MoEYS planning and review activities. Key activities will include a) collection and analysis of core data and indicators by the Planning Department three times per year, b) annual school census and publication of annual education statistics handbook by the Planning Department, based on EMIS and c) preparation of central and provincial Sector Performance Reports, coordinated by Planning Department, ahead of the annual joint MoEYS/donor/NGO ESSP Review, d) selected surveys on client/parent satisfaction, cross cutting studies (e.g. poverty and gender), and impact of previous or on-going pilot projects by MoEYS and e) annual revision of the ESSP, taking account of overall sector performance, which may include adjusting existing priority programs, introducing new programs, or phasing out others.
The Department of State Assets will be responsible for coordination of monitoring and reporting on facilities programs. The co-location of facilities project units in this department will be used to standardise monitoring information systems and reports, both technical and financial. MoEYS will standardise project reporting channels to appropriate Director Generals, consistent with their coordination role. The respective roles of MoEYS officials, technical staff and dedicated project staff will also be clarified. The same procedures will be introduced for smaller scale pilot programs being implemented by NGOs.
The General Directorate of Administration and Finance will be responsible for ensuring that sector and program monitoring information, both technical and financial, is regularly circulated to other key users, both within and outside the Ministry, including a) EFA review mechanisms on ensuring that medium term ESSP planning issues are included in the longer term EFA action plan, b) National Education Congress to ensure that central departments and provincial education offices are consulted and can feed information from the field into sector performance discussions and c) Civil society on providing parents, commune councils, and other community groups with information on how well policies are progressing and what they can do to help.
The Planning Department and EFA Secretariat will coordinate joint activities to ensure that there is regular review of medium term ESP/ESSP policies, strategies and programs.
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