Monitoring and Evaluation

Significance of Monitoring and Evaluation

Monitoring and evaluation enhance the effectiveness of RDE programs, projects, and activities of the Cagayan State University by establishing clear links between past, present, and future interventions and results.

Monitoring and evaluation helps the University extract, from past and ongoing activities, relevant information that can subsequently be used as the basis for programmatic fine-tuning, reorientation and planning. Without monitoring and evaluation, it would be difficult to judge if the work is going at the right direction, whether progress and success could be claimed, and how future efforts might be improved.

Performance evaluation will assess the project’s success in achieving the outputs with the inputs provided and activities conducted. Evaluation of the project’s success in achieving its outcomes will be monitored continuously throughout the project. Reliable baseline data will be collected at start of the project activities, and impact data will be collected when appropriate during the project implementation.

RDE Monitoring and Evaluation Framework

Monitoring is a continuing process that provides stakeholders with early indications of progress or lack thereof. Evaluation assesses progress systematically and objectively toward achieving an outcome.

Evaluation is a selective exercise that attempts to systematically and objectively assess progress towards the achievement of an outcome. Evaluation is not a one-time event, but an exercise involving assessments of differing scope and depth carried out at several points in time in response to evolving needs for evaluative knowledge and learning during the effort to achieve an outcome. All evaluations—even project evaluations that assess relevance, performance and other criteria—need to be linked to outcomes as opposed to only implementation or immediate outputs.

Inputs are the goods, services and other resources provided for an activity with an expectation of producing outputs and achieving the objectives of the project. RDE program inputs consist of the manpower and the other resources needed for the purpose of attaining the RDE program objectives. RDE program, projects, and activities are actions undertaken in order to execute and implement the plans.

Outputs are the specific products or services resulting from the application of the inputs and can be a by-product of the process of undertaking RDE. Program outputs are the physical outcomes produced by the program and measurements of services provided.

Outcomes are the changes in policy, process/practices and/ or products that result from adaptation of the project outputs by intended users.

Impacts are the results of the project outcomes. These are the aggregate effects of changes in practices, products and policy. Impacts may be classified as economic, environmental and social. Program impacts are the changes in the environment as may be brought about by the program. Impact assessment is intended to determine whether a project caused the desired effects on individuals, institutions, and other stakeholders and whether those effects are attributable to the project intervention. It is assumed that the project’s intended impact is a function of the project’s outputs which in turn depend on the project’s inputs.

Policies and Guidelines on Monitoring and Evalujation

All RDE Programs/Projects/Studies/Activities (RDE-PPSA) shall be financially, physically, and technically monitored and evaluated. This includes ex-ante, on-vivo, and ex-post evaluation.

RDE- PPSA shall be monitored and evaluated to determine whether the objectives, desired outcomes and impacts are efficiently achieved.

RDE Programs/Projects/Studies/Activities (RDE- PPSA) included in the Medium Term Development and Investment Plan (MTDIP) and Strategic Plan duly approved by the Board of Regents, shall be implemented with corresponding funding support from the University.

For RDE programs, projects, studies and activities (RDE-PPSA) not included in the approved Medium Term Development and Investment Plan (MTDIP) and Strategic Plan but anytime within the year, the P/P/A is thought to be essential and with potential impact to the community and the University. A duly approved project proposal is required if funding is sought from the university.

Monitoring & Evaluation of Students’ Involvement in Rde

The Deans through the College RDE Coordinators shall monitor, coordinate, and consolidate students’ participation in RDE programs/projects/studies/activities (PPSA). Report shall be submitted to the Campus RDE Directors and to the university level.

Monitoring and Evaluation Responsibility

University Monitoring and Evaluation Team (UMET)

The composition shall be:

Chairperson: Vice President for Research, Development and Extension
Vice Chair: University Director Concerned
Members:
- Other University RDE Directors
- Internal Audit Service
- University Finance Officer
- University Planning Director
- Secretary/Documentor

Campus Monitoring and Evaluation Team (CMET)

The composition shall be:

Chairperson: Campus RDE Director Concerned
Vice Chair: RDE Coordinator Concerned
Members:
- Campus Planning Officer
- Campus Finance Officer/Accountant
- College Dean Concerned
- Secretary/Documentor

The monitoring and evaluation teams shall include experts in the field or discipline of the project.
The team must utilize the prescribed RDE monitoring and evaluation forms and must conduct a post-evaluation conference with stakeholders.
The Finance Department shall conduct financial monitoring and provide information on the status of project funds to the VP-RDE.
The VP-RDE Department shall also monitor the assignment of project personnel – project leaders, RDE staff, and laborers, including requests and advice for sub-allotments and other pertinent documents related to the project.
RDE project leaders and staff shall be required to submit periodic reports using appropriate monitoring and evaluation forms.

Monitoring and Evaluation Strategies

Field Visits

Field visits are frequently used as a monitoring mechanism. Consideration should be given to the timing of the visit, its purpose in terms of monitoring, and what to look for in order to measure progress. Visits are usually complemented with key informant interviews, household interviews, and focus group discussions with project stakeholders, beneficiaries and partners. Visits shall be conducted monthly or as the need arises.

Agency In-House Review (AIHR)

1. The agency in-house review has the following objectives:

Evaluate all ongoing and completed RDE programs/projects/studies/activities.
Identify problems met during project implementation.
Identify significant results/information for Technology Dissemination (TD), Technology for Packaging (TP), Technology Utilization (TU), Policy Formulation and Development Planning of the University.
Identify new RDE projects that are within the priority areas that would impact on the lives of the beneficiaries.
Identify cost-efficient and effective projects ready for Information Dissemination, Technology for Packaging, and Technology Utilization.

2. The Agency In-House Review (AIHR)

The AIHR is composed of two parts:

Evaluation of ongoing and completed RDE programs, projects, studies, and activities (PPSA).
Planning workshop for the succeeding calendar year.

The accomplishment being reviewed covers one calendar year (January-December) and shall be conducted every December.

3. Evaluation and Review Process

All ongoing, completed RDE projects, whether internally or externally funded, shall be evaluated through presentations during the AIHR.
On-going and completed projects shall be conducted at the University level.
Based on the findings of the evaluation, the project may be recommended for continuation, extension, termination, or revision.

4. Campus-Level Review

An in-house review must be conducted at the campus level for project proposals following the procedures in Chapter 4.

5. Terminal Report

For completed projects, the Project Leaders and staff must submit a terminal report within thirty (30) days after completion and present the results in an appropriate RDE forum.

6. Reporting Requirements

All ongoing RDE programs must submit progress or status reports.
All completed projects and/or research must be presented during the scheduled AIHR.
All Project Leaders must submit a technical paper for publication following university policies.

7. Equipment and Facilities

All equipment and facilities acquired from externally and internally funded projects should be turned over to the university supply office or provided with a Memorandum Receipt (MR) to the project leader.

8. Compliance

All project leaders must satisfy all the requirements of the university/funding agency/ies.

9. Presentation of Completed Projects

For completed internally funded projects not presented during scheduled AIHR, the proponent is given another chance to present during the next review.

10. Outstanding Contributions

Outstanding Extension Worker and Best Extension Program shall be selected during the AIHR and validated during on-site monitoring and evaluation.

Reports

Reports serve as the basis for assessing the performance of programs and projects.
All reports shall be submitted in both hard copy and electronic formats. Photo documentation is required.
A quarterly and annual Audited Financial Report (AFR) shall be prepared and submitted to the VP-RDE and the funding agency.

Submission Schedule

Campus annual reports: Second week of December.
Annual results report: Includes assessment of outputs, indicators, challenges, and recommendations.

Required Reports for Completed PPSA

Technical reports
Audited financial reports
Journal-type report (for refereed and accredited journals)
Popular publication (for IEC)

Monitoring & Evaluation Report Calendar

PHASE	REPORT	SCHEDULE
Before	Project proposal	December and June
During	Quarterly Accomplishment Report	1st Friday of April, July, and October
During	Annual Progress Report	2nd week of December
After	Terminal Report	Locally funded: 1 month, externally funded: 2 months after completion

Meetings

The University RDE Council shall meet regularly every quarter to be set by the council. Special meeting shall be called as the need arises.
The University RDE Executive Committee (RDEEC) shall meet regularly every quarter to be set by the committee. Special meetings shall be called as the need arises.
The Campus RDE Executive Committee shall meet regularly every quarter and special meeting shall be called as the need arises.
Faculty and personnel involved in RDE-PPSA may schedule meetings as the need arises.

MONITORING AND EVALUATION TOOLS

The following forms shall be accomplished to elicit information on the University accomplishments and the level of satisfaction of clients served by the University:

No.	Document Name	Code
1	Campus Operational Plan	F-EXT- 4202
2	Work and Financial Plan per PPA	F-EXT- 4204
3	Physical and Financial Monitoring Form	F-EXT – 4225
4	Gap Monitoring Form	F-EXT – 4226
5	Monthly Accomplishment Monitoring Form	F-EXT – 4227
6	List of Demonstration Areas Established	F-EXT – 4219
7	List of Adopters with Profitable Enterprises	F-EXT – 4220
8	Training Satisfaction Feedback	F-EXT – 4209
9	Technical Assistance/Advisory Services Feedback	F-EXT- 4212
10	Field Day Feedback	F-EXT- 4223

COMPLETION AND CLOSURE

When a project is finished or terminated, a Letter of Closure shall be accomplished by the Project leader to formalize the termination of the project. A final report shall then be submitted by the Project leader to the university and the funding agency. Terminal report including financial report shall be submitted.

RDE Monitoring and Evaluation