ORGANIZATION OF PROJECT MONITORING COMMITTEES

Membership

The Project Monitoring Committees (PMCs) established in each region through EO 376 and in each province, city and municipality through MO 175, as amended will be composed of the following:

 

National PMC:

NEDA Deputy Director-General        –        Chairman
DBM Undersecretary                     –        Co-chairman
PMS-OP Head                              –        Member
DILG Undersecretary                     –        Member

A technical working group among NEDA, DBM, DILG, and PMS-OP will be created. The NEDA will serve as the Secretariat of the NPMC.
 

Regional PMC:

NEDA Regional Director                  –        Chairman
DBM Regional Director                   –        Co-chairman
DILG Regional Director                   –        Member
PMS-OP Regional Team Leader        –        Member
One RDC-NGO representative         –        Member
Two NGO representatives              –        Members

The NEDA Regional Office will serve as the Secretariat of the RPMC.

 

Provincial/City/Municipal PMC:

Creation of PMCS
 

Region

The RPMC Chairman, Co-Chairman and the RPMC members, shall initiate the creation of the PMC by calling for an organizational meeting to be attended by RDC-NGO members and NGO representatives, to discuss the objectives and functions of the RPMC.

 In the said meeting, the NGO representatives shall recommend the persons who will be nominated to the RPMC. The RDC-NGO members shall submit the name of their nominees to the RDC Chairman and Co-chairman, thru the RPMC Chairman copy furnished the RPMC Co-chairman, for selection and appointment of the NGO members to the RPMC.

 

Province/City/Municipality

The Provincial/City/Municipal Development Council shall initiate the creation of the PMC by deciding on its composition and procedure for appointing members of the PMC and calling an organizational meeting to be attended by those concerned (PMC Chairman members) to discuss the objectives and functions of the PMC.

1. the NGO representatives of the Regional Development Council shall nominate all the NGO representatives to the PMC. All NGO nominees must meet the following basic qualifications:

·         must be a Filipino citizen;

·         must be a good member in good standing of a civic, religious, or any other NGO preferably with chapters or extensions in all provinces and cities in the region; and

·         must be nominated by the NGO member of the RDC. 

2. all nominations shall be submitted to the RDC Chairman and Co-chairman, thru the RPMC Chairman and Co-chairman for selection and appointment. Nominations must be accompanied by the bio-data of each nominee and certification of membership in good standing of the NGO with which the nominee is affiliated with.

3. the RDC Chairman and Co-chairman, from among the nominees of the NGO members of the RDC shall select and appoint the NGO members to the PMC following the qualification guidelines.

4. the term of appointment of NGO member to the PMC shall be one year without prejudice to reappointment or a maximum of three (3) years membership in the PMC. The appointment may be terminated at any time through the joint signatures of the RDC Chairman and Co-chairman.

5. an appointment may be made to fill up the un-expired term of an NGO member whose services has been terminated.

6. the NGO member of the Regional PMC shall be entitled to an honorarium at the same rate as that of the regular RDC-NGO members allowed under MO NO. 195, dated 24 October 1988.

Province/City/Municipality

Provincial/City/Municipal PMCs, on the other hand , will be guided by a set of criteria stipulated under Section 4.2 of the DBM-DOF Joint Circular 2-88 dated 3 October 1988 as amended.

1. the NGO representatives of the Local Development Council shall nominate the NGO/PO representatives to the PMC. All NGO/PO nominees must met the following basic qualifications:

·         must be a member in good standing of a civic, religious or any other non government organization located in the province/city/municipality concerned;

·         must be a Filipino citizen;

·         must not be related by affinity or consanguinity up to the fourth degree to the Chief Local Executive concerned; and

·         must be nominated by the NGO/PO members of the Local Development Council. 

2. the Local Chief Executive shall appoint the NGO/PO nominees.

3. the term of appointment of the NGO/PO member to the PMC shall be one year without prejudice to reappointment. The term of appointment may be terminated at any time by the joint signatures of the LDC Chairman and Co-chairman.

4. an appointment may be extended to fill up the un-expired term of a member whose service is terminated.

5. the NGO/PO member of the provincial/city/municipal PMC shall e entitled to incentives or honorarium at rates determined by RPMC, the granting of which will be tied to reporting of status of projects to RPMC including participation in M&E activities.

 

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 The specific roles and responsibilities of the various units/organizations involved in implementation of the monitoring and evaluation system are as follows:

National Economic and Development Authority (NEDA) 

1. provides overall direction and coordination of RPMES activities;

2. provides feedback to Regional PMCs on actions made on issues raised to the Cabinet or the President;

3. provides the secretariat services as indicated; and

4. conducts training jointly with DBM and DILG for the operationalization of the RPMES, together with other members of the NPMC.

Department of Budget and Management (DBM)

1. provides the PMCs with information on project fund releases;

2. ensures that the national PMC Secretariat is provided with copies of all Advices of Allotment 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 for release;

3. evaluates and reports on the budget performance of implementing agencies; and

4. facilitates timely releases of RPMES funds for monitoring activities at the national and regional levels.

 Department of the Interior and Local Government (DILG) 

1. ensures expanded scope of monitoring and evaluation to include other development projects specified under EO 376 as amended; and

2. assists NEDA and other members of the NPMC in the conduct of training for the operationalization of RPMES

Presidential Management Staff - Office of the President (PMS-OP) 

1. includes in the agenda of the CORD-RDC Chair meeting with the President or other appropriate venue, issues or problems raised through RPMES that require action of the Cabinet/President

2. follows up with the cabinet members/agency heads actions or recommendations to expedite project implementation; and

3. provides feedback to concerned CORD-RDC chairman on problems/issues raised for discussion.

Development Councils (RDC, PDC, CDC, MDC)

1. supervise and coordinate activities of the PMCs;

2. assess problems encountered in project implementation and provide remedial action possible at their levels or refer problems/issues to appropriate units or next higher development council;

3. evaluate the implementation of projects and derive lessons for future planning and project implementation;

4. provide policy direction in planning and budget allocation based on the overall status of project implementation;

5. report on the status of project implementation to appropriate bodies (President, Cabinet, Congress, etc.) for information or action;

6. inform PMCs of action taken on problems referred to appropriate units (i.e., Cabinet, OP); and

7. disseminate information to the media, general public the status of project implementation in the respective areas of coverage.

Local Government Units 

1. provide the RDC, thru the Regional PMC Secretariat, the monitoring reports of the Provincial, City and Municipal Project Monitoring Committees; and

2. establish local PMCs and provide needed resources for their operation and maintenance.

National Project Monitoring Committee (NPMC) 

1. coordinates and oversees implementation of RPMES at the national level and issues directions/instructions for efficient operation of system;

2. formulates policies, strategies and guidelines for the effective conduct of M&E activities at the regional, provincial, city and municipal level (data gathering, report preparation, problem-solving);

3. maintains up-to-date information on foreign-assisted projects and national development projects and prepares quarterly reports on priority programs and projects to the President, legislature, and the general public;

4. conducts problem-solving sessions, monitor implementation of recommendation and conduct field monitoring visits on selected projects; and

5. develops and maintains an information system to facilitate reporting from regional PMCs, and generation of reports.

Project Monitoring Committees (RPMC, PPMC, CPMC, MPMC) 

1. provide list and schedule of all projects to be monitored to NGOs involved in project monitoring;

2. collect and process reports of implementors and NGO monitors on the status of project implementation for the information of the development council and next higher level project monitoring committee;

3. pinpoint problems and verify information to be submitted for analysis and action of the development councils;

4. provide feedback on the remedial actions of the development council and follow up their implementation;

5. prepare and disseminate periodic project monitoring report on the status of project implementation; and

6. elevate to higher level bodies problems/issues which are not resolved at their level.

PMC Secretariat (National Level) 

1. recommends to NPMC policies, strategies and guidelines for the effective conduct of monitoring and evaluation activities at the national, regional and local levels;

2. provides such assistance as may be required by the NPMC such as in the coordination of the implementation of the RPMES at the national, regional and local levels;

3. provides feedback to regional PMCs on actions taken on issues raised at the national level;

4. disseminates information on nationally-funded regional/local projects to the RPMCs;

5. monitors and reports on interregional and nationwide projects and undertake facilitative actions on problems encountered;

6. develops and maintains up-to-date information system in support of RPMES; and

7. provides administrative support to the NPMC.

PMC Secretariat (Regional Level) 

1. prepares a Work and Financial Plan to cover the activities of the regional PMCs which shall be endorsed by the RDC Chairman. The WFP will be the basis for the allocation of funds for the operating requirements of RPMCs;

2. prepares the monitoring program to be undertaken by the PMCs during any given fiscal year, which will include, among others, the list of projects and schedule of implementation based on submission of implementing agencies; and

3. facilitates interagency, intergovernmental and field headquarters coordination, whenever necessary.

PMC Secretariats (Provincial,Cty, Municipal) 

1. prepare the monitoring program to be undertaken by the PMCs during any given fiscal year, which will include, among others, the list of projects and schedule of implementation based on submission of implementing agencies;

2. provide provincial/city/municipal chief executives with information on the projects to be monitored by the local PMCs; and

3. facilitate interagency, intergovernmental and field headquarters coordination, whenever necessary.

Project Implementors (regular government agencies, non-financial government-owned or controlled corporations, state colleges and universities and local government units)

National Level 

1. furnish copies of the Agency Work and Financial Plans to the National PMC Secretariat, thru the NEDA Project Monitoring Staff (NEDA-PMS) not later than two weeks after approval by DBM.

The Departments of Public Works and Highways and Transportation and Communications, in particular, will provide the national PMC Secretariat, thru the NEDA-PMS, copies of the National Infrastructure Program for the regions within two weeks after approval by the President. For GOCCs, copies of approved projects for the calendar year should be submitted to the National PMC Secretariat.

Regional, Provincial, City, Municipal Levels 

1. submit periodic reports to the monitoring committee on the status of project implementation based on suggested reporting forms;

2. provide authorized monitors (PMC Members) assistance in getting access to more detailed information on project implementation (e.g. detailed work program);

3. submit to next higher level office of line agency reports on status of project implementation; and

4. implement/institute remedial measures on problems/issues identified as suggested by the development council.

NGO-Authorized Monitors 

1. assist the project monitoring committee or development council in monitoring and evaluation of projects by identifying implementation problems or outstanding performance through project exception reports;

2. ensure effective/efficient implementation of projects through vigilance; and

3. act as government partners in ensuring transparency in project implementation.

SYSTEMS FRAMEWORK

The underlying principle of the monitoring and evaluation system framework is its usefulness in enhancing the efficiency of project implementation at the various levels. Hence, the monitoring and evaluation system is primarily for the purpose of expediting project implementation at that level and to determine whether the objectives of the projects are accomplished. Providing the next higher level development council with reports on the status of project implementation is only a secondary function.

The overall framework for monitoring projects at each level under the RPMES likewise traces the reporting, feedback and referral flows within and among the various levels of monitoring and evaluation – national, regional, provincial/city, and municipal levels.

For each level, the linkages among the project implementers as the basic source of project information, the Project Monitoring Committees as coordinators/monitors, authorized non-government organizations as project monitors, and development councils at various levels as decision-making and problem-solving bodies are traced.

PROCESS FLOW

 General

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

1. 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.

2. 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.

3. Monitoring Work Program (MWP) which shall serve as operational checklist on the sequential activities required to achieve the objectives of the monitoring and the 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.

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 implementors.

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 implementors 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.
    

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: 

1. Monitoring Plan prepared by the National PMC Secretariat;

2. Work and Financial Plans/Initial Project Reports Submitted by the Regional Offices of Regular Government Agencies;

3. Reports provided by DBM Regional Offices, such as list of projects funded out of the General Appropriations Act and/or the Infrastructure Program; and

4. 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 implementors 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/councils/bodies).

12. RPMC will provide feedback to concerned implementers / 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.

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 implementers (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 implementers, 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.
    
    
     

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 the 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 this issue to the PDC.

9. Municipal PMC will provide feedback to concerned implementers, 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.

 General Guidelines

To continuously monitor the funds earmarked for each project/activity in relation to the agency/LGU accomplishment, the prescribed reports shall be accomplished by the various implementors and monitoring units for capital investment project/activity implemented. Option for the use of input forms is available subject to conditions mentioned in Sec. 8.1.8 and 8.5. However, output report forms for PMC are prescribed to facilitate consolidated of report.

1. The implementors shall accomplish the following input reports:

a.      Initial Project Reports- containing basic information on projects to be implemented and activities to be undertaken during the year. These include name of project, schedules, financial and physical targets for each project/activity. These are accomplished at the beginning of the year or before project implementation, or when there are revisions in the project targets. (RPMES Form No. I-1 – Monthly Physical and Financial Targets)

b.      Physical and Financial Accomplishment Report- containing information on the status or progress of projects implemented or activities undertaken. The cutoff date for reporting accomplishment shall be in the 25th day of the month covering the period report.(RPMES Form No.I-2 – Monthly Physical and Financial Report)

2. The following output reports shall comprise the Consolidated monitoring Report of the Project Monitoring Committees at various levels, which shall be submitted to the Development Councils and the next higher level PMC:

a.      Report on the Status of Projects Encountering Problems in Implementation (RPMES Form No. 0-1)

 Input Forms

To come up with desired outputs, the RPMES suggests three (3) input forms to be accomplished by implementing agencies and NGOs. The formats of the input forms are supple and contain only the minimum information required for project monitoring and evaluation. These forms are used in monitoring and reporting the status of project implementation for a single year. 

1. Initial Project Reports (PMC Forms I-1)- Input report containing basic information such as name of project, total project cost, location, description of project and monthly schedules of both financial and physical targets of each project. This report will be accomplished at the beginning of the year or after projects have been bidden/awarded, as the case may be, by the implementing agencies/GOCCs/LGUs.

2. Physical and Financial Accomplishment Report for Capital Investment Projects (PMC Form I-2)- Input report on physical and financial accomplishment of the project, including employment generated, problems encountered and measures recommended to solve these problems. This will be accomplished by the implementing agencies on a monthly basis. The cutoff date for reporting project accomplishment shall be the 25th day of the month covering the period of the report to allow for actual submission of report to regional PMCs before the end of reporting month.

3. Pro