UNIT 5 - Lecture notes 1 Documentation, Monitoring and Evaluation PDF

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UNIT FIVE Documentation, Monitoring, and Evaluation of NSTP Community-Based Projects Quality of NSTP projects is never an accident. It is always the result of good intention and skillful execution of people concerned. It represents the wise choice of many alternatives and the culture of the heart about the program. - FlorLabugnen INTRODUCTION Planning and implementing a NSTP project is one vital issue in NSTP community immersion. Measuring the success of the project is another thing. The trainees do not carry out plans just for the sake of compliance; otherwise the very purpose of community immersion is defeated. Hence, proper documenting, monitoring and evaluating the NSTP community-based projects are a must. LEARNING OBJECTIVES At the end of the unit, the student must be able to: -Identify the documents, monitoring and evaluation instruments needed in measuring the success of NSTP community immersion projects; - Make use of the documentation technique, monitoring guides and evaluation instruments to ensure meaningful program implementation of NSTP; and -Appreciate the values of having proper documentation, monitoring and evaluation of the project for community service. STRUCTURED LEARNING EXERCISE After having identified the needs of the community, where you intend to immerse with, in an earlier activity, think of projects/activities that will address each concern using the matrix found on page 107. Based on the activities you selected, identify documentary needs, monitoring and evaluation requirements by giving your reactions using the exercise on pages 109-110 DISCUSSION HIGHLIGHTS DOCUMENTATION OF THE NSTP PROJECT FOR COMMUNITY SERVICES Documentation is a clear-cut proof that projects are conducted with the notes and observations being recorded as guidelines for future programs like the NSTP.

A dynamic documentation service requires information on new development in management relevant to the work and the program. Specifically on: 1. Updated status report is a ready reference of data that can be the source of information for NSTP, additional income and undertaking for the institution. 2. Information on the work methods used and results obtained in previous programs must be available for new assignments. 3. Serves as references for: a. trainees' information/source data for requirements; b. staff personnel evidence for rating of student trainees' performance and growth; c. monitoring and evaluation purposes of NSTP projects; and d. evidence for the support it extends in helping strengthen the extension service or community Outreach of institutions. LIST OF NSTP FORMS REQUIRED FOR DOCUMENTATION DURING COMMUNITY IMMERSION For trainees, they must submit the following: 1. waiver 2. letter of request to the barangay to conduct for immersion information that can 3. acceptance letter of barangay improve the projed. . 4. community needs assessment 5. Memorandum of Agreement (MOA) or Memorandum of Understanding 6. Narrative report format For the trainors, 1. copy of all documents for immersion of students a. waiver b. letter of request to the barangay to conduct for immersion acceptance letter of barangay d. community needs assessment

e Memorandum of Agreement (MOA) or Memorandum of Understanding 2. grade sheets 3. summary list of graduates with their specialization 4. accomplishment reports 5. program of instruction

MONITORING OF NSTP PROJECTS Result monitoring is a systematic and continuous procedure in checking and projects done during the NSTP community immersion. It is an awareness of a state of a project. Monitoring of projects is done consistently and In example, trainees would take note of whether there is an increasing participation among community people in the series of projects that they conduct. Or it could be that trainees would note of how much they are able to spend for a single sub-activity with regards to how cost-efficient their general activities are Monitoring provides a certain degree of background knowledge on what else to change, to adjust and to adapt over the course of time that the project is being implemented. SIGNIFICANCE OF MONITORING NSTP PROJECTS Monitoring NSTP projects is very essential to determine: 1. whether the inputs are achieved on time or as planned; 2. whether the activities were conducted as scheduled; and 3. whether the outputs were produced on time or outputs were in right quantity and quality as specified on the project design. The products of monitoring are summarized progress reports that are capable of triggering timely management interventions. It serves as a means of keeping track of the status of the projects. WHO WILL MONITOR NSTP PROJECTS DURING COMMUNITY IMMERSION? People involved in monitoring community service projects done by the trainees taking community immersion are the trainees themselves, trainors, barangay officials

concerned, partner agencies involved in the projects and others who are not involved but are concerned with the project. To ensure success of the NSTP projects, monitoring plan is necessary as a means of getting data for information and input for decision making, It includes: 1. data/information needed in rational decision making 2. personnel involved in the execution of the project, collection of data and problem identification; 3. know about data are reported and to be reported; and 4. levels of implementation. In making the monitoring plan, specific activities in the implementation of the project are essentially identified as basis of specifying the detailed schedule of the project TOOLS NEEDED FOR MONITORING PURPOSES Professional community workers do not dare rely on their good memory to record their findings in the community. They use some tools and processes to record, monitor and validate the soundness of the information and activities they have. Some of the helpful tools in monitoring NSTP projects include: 1. Journal or Process recording. According to Merriam-Webster On-Line Dictionary, a journal is ") an account of day-to-day events. b) a record of experiences, ideas, or reflections kept regularly for private use." Similarly, a process recording is also an account of day-to-day events, bur it deals heavily on how a certain task was performed and achieved. This can be very useful in putting together the pieces of data gathered. A good needs assessment is found on the strength and up-to-datedness of events being monitored. 2. Gantt chart. Created by Henri Gantt to illustrate summary breakdown of

work elements, the Gantt chart is useful in monitoring if NSTP projects are being implemented on time. 3. Summary checklist. From the start, the implementors of the project write the indicators that need to be present to check whether there is progress. Usually, the objectives of the project, tasks, materials and persons involved are written on a checklist. Across these items are columns to be checked whether they have been complied or not. SAMPLE MONITORING PLAN FORMAT OF NSTP PROJECTS OPERATION PLAN (OPLAN): CLEAN AND GREEN (A Project on Waste Management and Green Philippines) BASIS

PROPOSAL NAME OF MAKING PROJECT SPECIFIC MONITORING REQUIREMENTS

COMPLIANCE

Complete

Purpose

Data to gather

Source of data

Tools for gathering data

To determine project inputs, activity outputs

Activity, preparation of project proposal on waste management and segregation Identification of Needs, institutional level of resources, location, persons needs, resources of particular target involved area Data gathering and Target clients orpartner agency Prioritizing -needs of the target clients and resources from the clients and partner agency Use of deviseform Delivering survey and other NSTP 2 questionnaires related to the level documents of instruction-

Incomplete

REMARKS

Time of gathering data Frequency of data gathering Personnel who will gather and analyze data Use of data

Personnel assignments

Attendees to waste management lecture

Before project implementation Once, before the conduct of project Student assigned

For finalizing the proposal on waste management and segregation Tasking list

Attendance sheet

Duration

Programme

Lecturers

Content

BASIS

NAME OF PROJECT

assessing baseline record of the community e.g March 15-30, 2007 Gathering data before the conduct of the project Names of students assigned

Finalizing the proposal on waste management and segregation Record of persons involved, tasks assigned and procedures to be followed Indication of number and type of clients

Following specified schedule indicated in the programme Depth of knowledge and expertise on the subject matter was illustrated Content is presented in commonly understood terms; Examples were given

PROPOSAL MAKING

COMPLIANCE

Remark s

Set up of waste bins and trash cans

PROPOSAL MAKING MONITORING

SPECIFIC

Waste bins and trash cans

Presence of waste bins and trash cans in the designated places People in the community assist the student trainees in the placement of the waste bins and trash cans Administering and distribution of monitoring and evaluation forms after every major activity Written narrative and reflection paper with attached pictures

Community participation

Monitoring and evaluation Monitoring and evaluation forms

Final Report

Compilation ofgroup work

Complet e

Incomplet e

EVALUATION OF NSTP PROJECTS FOR COMMUNITY IMMERSION

In every project for NSTP, its activities require an effective system which provides information on the extent which projects are achieving their objectives. The activities are checked if it is conducted in an economical and timely manner. The activities' contribution in the attainment of the total objectives of the program is very essential. Any information can be provided in both monitoring and evaluation system, which provides information, required by the planners, policy makers, trainors and the trainees involved in the program Evaluation as defined by Tucay is a systematic assessment of the value or worth of something. This something could be the NSTP projects or other programs, a technique used in the fieldwork or a situation prevalent in a particular community To NSTP trainees and trainors, evaluation means the value or meat of his reachinglearning activities. Questions asked mostly are: "Did I meet the objectives? Are the strategies appropriate in meeting the objectives? Do the results equate with the inpurs spent?" Importance of Evaluation 1. It provides trainors/trainees and other people an idea of the activities progress and accomplishments and how they fare well in the achievement of goals. 2. Results serve as basis for empowerment in carrying out activities. 3. It provides an avenue of making program revision and adjustments. 4. It provides opportunity for the trainees to experience and develop skills in conducting evaluation

What to evaluate? There are 5 aspects of evaluating the NSTP Project in order to be successful namely: 1. Effort. In measuring the efforts exerted in the project, the trainees use the input evaluation type which identifies available resources both in human (personal), material resources such as money, educational tools, methods or techniques and the activities undertaken. 2. Effect. In assessing effect, trainees and the like measure the outcomes of the efforts made. 3. Adequacy. In measuring adequacy, trainees need to look into the effectiveness of the project in terms of the number of clients being served.

4. Efficiency. This is done by determining the cost benefit analysis by the trainors of the trainees, and identifying the benefits derived from the program 5. Process. In evaluating the NSTP Project, one should answer the questions on how and why the project worked or did not work. It also responds to the question on how the different project inputs can be utilized to arrive at good outcomes. It must be considered that evaluation of projects is a continuous process and it has no end unless the project ceases to exist. Who will conduct evaluation of the NSTP Projects? The NSTP Project is done by and through the following: 1. trainees themselves 2. trainers/facilitators 3. NSTP Office personnel 4. with a given reference, CHED/TESDA as outside evaluators 5. follow-up studies, if there are any

How are the NSTP Projects evaluated? 1. Identification of the objectives -It must be in behavioral terms. -It must include the domains of learning which served as basis of assessing their knowledge, skills and attitudes. 2. Examine program activities and implementation procedures. - What are the activities identified to meet the objectives? - How are these activities undertaken? -Did it achieve the objectives of the program? 3. Indicators of expected outcome - Are the methods/approaches relevant to the project: - Are the materials appropriate for the activity?

- Are there changes among clients on the following: -knowledge -attitude (values, belief, habits, practices)? -skills: When do we evaluate? Evaluation must be undertaken before, during and after the project. Pre-actively, evaluation is done before the conduct of the project to provide baseline information on knowledge, skills, attitudes, and other characteristics of the target clients. Specifically, it provides data on the clients' needs, strength and weaknesses regarding the project. Evaluation of an ongoing project is necessary to time out how the project is progressing. It answers questions like: Is the project executed on planned?;Are there problems in the program implementation?: What problems have been encountered?; What solutions or actions are being taken to attain project objectives? Post-evaluation of activity determines whether project objectives have been attained or are the clients show measurable gain in knowledge, attitude and skills. It also ascertains the amount of change that has taken place in the clients.

SYNTHESIS Documentation is a reservoir of information that can improve future programs. It is vital to the management to avoid duplication and repetition of mistakes and contributes more to greater efficiency and effectiveness in operation. Hence, it must depict absolute truth of events and other important data for future reference and source of information. Result monitoring is a systematic and continuous process in checking projectsdone during the NSTP immersion. During the event, it determines whether the inputs are achieved on time or as planned and whether outputs were maximized as required. It manifests the progress and identifies interventions needed as a way of keeping track on the status of the project. It must be carefully planned in order to obtain desired result as input to decision-making. Evaluating the impact of the project is an attempt to assess as to whether the project, in general, has made a difference in the lives of target audience. It enables you to determine the effect/s of the project had on the clienteles. If all the aforementioned requirements are fully met, then we can truly quantify and qualify to what extent we have touched the lives of the people....