Monitoring and Evaluation Orientation and Workshop

Day 1: October 24, 2023

The program commenced with the registration, followed by the preliminary activities facilitated by the Mr. Rafsanjani Anam, Planning Officer IV. A welcome remark was delivered by Atty. Mohammad Muktadir A. Estrella, Bangsamoro Director General. Jamal M. Ali, Planning Division Chief, presented the rationale of the program. 

Mr. Nasarodin Disoma, Planning Officer IV, shared the key points of the Monitoring & Evaluation Framework. This framework provided sneak peek into the ongoing formulation of an integrated Planning, Monitoring, Evaluation, and Learning manual by the Planning and Development Division (PDD). In the presentation, it was emphasized on how the M&E systems align with MSSD’s Strategic Results Framework, which is firmly rooted in the Social Service Sectoral Framework outlined in the 2nd Bangsamoro Development Plan (2023-2028). Additionally, topics covered included the MSSD beneficiary transformation roadmap, integrated planning, monitoring, evaluation, and learning framework, the reporting mechanism, and various M&E tools.

This was followed by the presentation of Mr. Hasyam Salik, Information Management Officer, on the overview of Beneficiary Data Management System (BDMS). This system is designed to validate and verify the identity of eligible beneficiaries or households, duplicate and crossmatch beneficiary entitlements across the various MSSD programs, and nationally funded programs managed by MSSD, and record interventions and services provided to each beneficiary and household under one platform. 

The morning session concluded with a plenary session with the participants addressing their concerns and insights regarding the M&E Framework.

In the afternoon session, Ms. Venus Lozan, Information Officer, provided a detailed discussion and demonstration of the enhanced Social Welfare and Development Indicators (SWDI) tool utilized by the Ministry. This segment aimed to substantiate the importance and functionalities of the SWDI tool, showcasing how it contributes to the Ministry's overall monitoring and evaluation efforts. Ms. Lozan likely elaborated on how the SWDI tool helps in capturing and analyzing key social welfare and development data, thereby enhancing the social service needs of the beneficiaries.

Mr. Dave Paul Apondar, Computer Programmer, conducted a quick run-through of the Electronic Case Management System as an effective tool in streamlining and improving the management of beneficiary cases within MSSD. Mr. Apondar have highlighted the system's features and its integration into the overall monitoring and evaluation framework. 

A plenary session was facilitated at the end of each presentation.

Day 2: October 25, 2023

On the second day, Mr. Jamal Ali introduced PMEL Forms for planning, monitoring, and reporting in implementing units. A workshop gathered insights from participants, who presented their findings. Another workshop documented lessons learned, best practices, and recommendations for the Ministry's monitoring process.

Later, Ms. Michelle Mori discussed Grievance Mechanism and Reporting Guidelines. The Grievance and Redress System (GRS) manages complaints and feedback to improve client experiences. Concerns about GRS were discussed during plenary sessions.

The day ended with a summary of discussions, and Mr. Jamal Ali gave closing remarks. Moving forward, MSSD plans to implement improved monitoring and evaluation practices based on gained knowledge, and feedback will be used to refine processes.

Agreed points were as follow:

M&E Manual

• Parasocial social worker to profile per BLGU and integrate the collected data to the existing MSSD DMS (iPart) for an in-house data collection

• MSWOs to strengthened case management efforts to monitor the progress of beneficiaries and assess possible intervention referral

• For Execom’s approval on the proposes hiring of additional support staff to facilitate RFTs, augmentation of  supplies and equipment (i.e., Laptop, printer)

BDMS Enrollment

• • ExeCom to look into the hiring of additional staff to facilitate the BDMS encoding

  • To explore th possibility of using the BDMS offline

  • End user to exercise utmost accountability in using the system

  • Incorporate additional features based on the data fields indicated in the Forms

SWDI 2.0

• • To replace the old version by 27 October 2023 at 8pm

  • To use the same/current SWDI accounts per province

  • Records from the old version of SWDI will be filtered/divided per province and will be handed over to each respective PDOs

  • To include the calculation of beneficiary SWDI scores/Overall Level of Well-Being upon handover of data from the old version to PDOs

  • Moving forward, PDOs will be the focal persons in checking and certifying if beneficiaries are entered in the SWDI database

  • Integrate beneficiary SWDI scores to BDMS or e-Case

  • SWDI is ideally conducted annually

  • Possible improvement of Kobo form to automatically pick-up the number of family members included in specified criteria based on family members’ provided details

E-Case

• • Incorporate of comments and additional features in the system

  • Transfer of client from one municipality to another will be handled in BDMS, w/ printable agreement form for both MSWO & tracking / audit trail

Grievance and Redress System (GRS)

• • To localize grievance platforms across MSWOs; RO is to provide localized signages

  • MSWO/PSWOs to install grievance box

  • Grievance management: The MSWOs and Provincial Grievance Officer as GRS officers in the field office; RO Grievance Officer as the overall (To refer the concerns according to the type or category)

  • RO will send a draft of GRS guidelines for review and comments; Including customized grievance/feedback forms

  • Promote Grievance as platform for complaints, feedbacks, quieries, and suggestions about the program

Forms

• • Incorporate documented comments and suggestions

  • Improved formatting

  • Streamline process

  • To be released to end-users in November

Other matters

• • RO to provide citizen's charter signage to be installed across field offices with updated directories

  • Execom to expedite other possible fund sources considering the significant budget cut for the proposed conduct of wellness activity in support to employees' health

The activity adjourned at 4:44 pm. 

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