First Quarter of 2013 Regional Monitoring, Evaluation and Plan Adjustment (RMEPA)

1. 1.0. INTRODUCTION
The Regional Monitoring, Evaluation and Adjustment (RMEA) is a periodic monitoring and evaluation of the
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 the
implementation and achievement of regional programs, adjust approaches and strategies that will ensure proper
allocation and equitable distribution, easy access, effective and optimal use of Education Resources in the
divisions 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 to
service 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 units
of the region in all the M&E processes with the end-point of obtaining information for the regional
management to make decisions on adjusting its work plans and strategies
The lead functional division to conduct quarterly RMEA is the Quality Assurance and Accountability Division
with the participation of the various functional as well as administrative units of the region with the end-point
of obtaining information for the regional management to make decisions on adjusting its work plans and
strategies.
The conduct of the End of Year RMEA is guided by the Regional M & E Framework that specifies the focal
areas to be monitored as shown in Figure 1 below:
Regional M&E Framework
Regional Focal
Areas
Delivery of
Support Services
for B.E
Programs &
Projects
Education
Resource
Organizational
Performance
Org .
Effectiveness
Org Resource
Support
Figure 1
The present Framework shall serve as a roadmap towards bringing the region to a culture of quality and
accountability as an organization.
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2. 2.0. SCOPE
With 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 April
10-11, 2013 and quantitative and qualitative information per RO unit were gathered, analyzed, interpreted
and to be presented to the Regional Management. But prior to the actual conduct of the RMEA, there was
Pre-RMEA conducted on April 8, 2013. Annual Work Planning of every functional division/RO unit was
done 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 organizational
effectiveness of the region. Outputs achieved per individual RO Unit and those co-implemented
by at least 2 or more RO units, implementation issues of each regional unit/functional division
regarding work plan implementation, institutional issues that involves multiple functional divisions
and lessons learned are tracked down.
• Organizational Resource Support concerns mainly with availability and adequacy of resource
requirements for the region to carry out its mandate efficiently and effectively. This includes the
analysis of how the region best optimizes its financial, human and organizational capabilities in
performing its functions by individual units and as a team.
3.0. METHODOLOGY
Methodology of MEA follows three phases of work.
Pre-Work
During 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 on
quantitative and qualitative information on Physical Accomplishments. Tools were given for efficient data
collection.
In plenary during the Pre-RMEA, the following instructions were given for the simultaneous division/unit
group work:
 Each functional division/unit must have a designated official documenter
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3.  Based on the accomplished FD/Unit Output Matrix in Table 1-A, each FD computed the division/unit’s
physical accomplishment using the Table 1-B on Programs and Projects, Table 1-C on FDs Physical
Accomplishment, Table 1-D on Budget and Finance and Admin.
 In plenary, consolidation of the functional division /unit physical accomplishment using Table 1-E was
done.
 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-H
See 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 following
FDs/RO Units:
Focal Area Information In-charge
A. Organizational
Effectiveness
Annual Physical Outputs of FDs
Issues
Lessons learned
QAAD
B. Organizational Resource
Support
1.Status of Utilization of Resources for FDs
2.Issues
Lessons Learned
BFD
RMEA Proper
The 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 all
members 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 to
identify the outputs that can be considered as their technical assistance made to the Schools Division
Offices.
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4. Post RMEA
Post RMEA includes adjustment of plans by every functional division/support division and report writing by the
members of the QAAD. The findings and proposed recommendations are presented to the regional management
through REXECOM for actions and decisions.
4.0 Findings
4.1 Organizational Effectiveness
Physical Accomplishments
Table 1 highlights the Quarter 1 actual physical accomplishments of outputs targeted or planned at the start
of 2013.
Upon accounting the physical accomplishments of the Region, it can be seen from Table 1 that the Region
accomplished 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 unprecedented
tasks that had to be prioritized as these were mandated by the Central Office such as outputs in relation to
K to 12 Curriculum Implementation.
Table 1
Status of Annual Physical Accomplishments of Functional/Support Divisions
FD/SD Targets Accomplished % of Accomplishment
FD 1: PPRD 37 37 100.00
FD 2: T&D 6 4 66.67
FD 3: CLMD 37 37 100.00
FD 4: RMSPPD
FD 5: FED 11 10 91.00
FD 6: QAAD 12 11 99.20
AD 1: Adm
AD 2: B&F 15 14 97.00
Regional Performance 118 113 92.31
The reason behind the number of accomplished outputs that are in two decimal places is that it is agreed in
the Region that even if an output like a provision of technical assistance like capability building is
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5. successfully delivered, an accomplishment of that output is not 100% if the number of required participants
is not met. Hence, only a fraction of the output is considered in order that Functional Divisions ensure quality
of 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 Monitoring
Evaluation and Assessment because a joint preparation of the Program Design and Resource Package of
the said program was not yet finalized.
One positive effect of efficiency in setting content and process standards is that Functional Divisions and
Support Divisions do not mention overlapping/conflicting activities anymore as one of their implementation
issues because instead of expecting individual participants to come to capability building programs, they
only require representatives of teams or Functional Divisions.
Another important insight of the Region in the regular conduct of RMEA is that aside from the original
targets 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 issues
and challenges that they meet as they do monitoring activities in the field.
Implementation Issues
Table 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 this
quarter because they are basic tools in office operation. The lack of personnel is mentioned by some of the
functional division.
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6. Table 2
Implementation Issues Raised in Quarter 1
REGIONAL
UNIT
Issues Raised Category
QAAD Due to the voluminous folders in the office, it is
requested to have 1 additional male support staff
Scheduling for First Quarter RMEA, not well attended
due to the preparation of holding of Palarong
Pambansa and National Press Conference
Applications like SO, summer class offerings so
voluminous, it is suggested to be done at Schools
Divisions because they are closer to the schools
Copier – always out of order, works only in 2 days of
the week
Printer – only 1 printer used by 7 personnel
Water can’t reach to the second floor during
noontime.
Filing cabinets for the approved documents in QAAD
Laptops of some personnel need to be upgraded.
Laptops in some personnel are over congested, so
external hard drive needed for the 4 personnel in
QAAD.
Institutional
Environmental
CLMD Lack of personnel
Lack intensified planning to ensure comprehensive
reporting. –
No clear documents of the technical assistance
provided by CLMD personnel
Functionality of the LRMDS web portal; users can’t
be counted
Institutional
RMSPPD Copier – always out of order, works only in 2 days of
the week
Environmental
FED Conflict of schedule Institutional
TDD Lack of personnel Institutional
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7. Lessons Learned
In carrying out outputs, the lessons learned by the Functional and Support Divisions from the factors that
facilitate 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 accountability
ensures on-time submission of required financial reports.
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8. • Field Effectiveness Division
 Functional Division Members should be fully aware of Functional Division Work Plan of
every quarter.
4.2 Education Resource Support
Figure 1 shows that the Region, as of April 10, 2013, had utilized around 7.53% of its almost 28 million
pesos Maintenance and Other Operating Expenses (MOOE). The data in the figure implies that it is most
likely that the Region shall have spent for about 3 million and still has the balance of more 24 million pesos
from its total MOOE for 2013.
Office Supplies
Php969,013.20
Other MOOE
Php561,777.92
Electricity
Php413,458.14
Travel
Php395,676.97
Communication
Php322,316.58
Other Prof. Services
Php287,453.04
Fidelity Bond Premiums
Php271,875.00
Janitorial Services & Others
Php413,458.14
Training
Php141,838.50
Consultancy Services
Php120,000.00
Repair & Maintenance
Php100,103.68
TOTAL MOOE
Php28,352,000.00
1st QUARTER UTILIZATION
Php3,766,797.48 (7.53%)
BALANCE
Php24,585,202.52
(92.47%)
Figure 1
Status of Utilization of 2013 Regional MOOE
As of April 10, 2013
Total MOOE for 2013: 28,352,000.00
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9. Notice in Figure 1 that the Region spent almost 26% of the total amount of MOOE for office supplies. Other
expenses such as travel, communication, electricity, janitorial services, fidelity bonds and other professional
services 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 1
Among the MOOE expenditures, it is utilization of MOOE on Travel and Training that there is data by
Functional Division (FD) and Support Division (SD). See Figure 2. About 393, 676.00 pesos utilized for
travel and training in Quarter 1 of CY 2013, it is the BFD, and Administrative Division that incurred the
highest expense. On the other hand, the T&DD, and FED had the lowest expense on travel and training.
5. 0 General Statements
Organizational Effectiveness
Quarterly RMEA is an avenue that provides objective information on the status of performance of each
Functional 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 their
accountabilities.
Education Resource Support
Effective management of MOOE results to sustain the maintenance issues on office equipment like printer,
computer, photocopying machine, telephone, and fax machine.
6.0 Recommendations
Organizational Effectiveness
• Secure approval from the management for the QAAD to conduct policy review on the processing of
SO, tuition fee and summer classes.
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10. • 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 of
responsibilities 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 Support
The Region adopts a long-term solution to repair, maintenance, and inadequacy issues of office equipment
like printer, computer parts, photocopying machine, and telephone.
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