PROJECT

MONITORING AND
POST EVALUATION
Re Jene V. Borro
MONITORING
is collecting, recording and reporting information
concerning any and all aspects of
the performance of a project or a program that a
project manager or head of the organization/agency
or controlling agency may wish to know.
 INTRODUCTION

A monitoring system helps

top management and
stakeholders track crucial
aspects in various projects
and programs by providing
essential tools.
PURPOSE OF MONITORING

Monitoring is meant to
predict and prevent
potential issues, avoiding
failures in a project. It also
helps identify opportunities
to speed up work, cut
costs, and improve project
quality.
PURPOSE OF MONITORING
The need for an effective
monitoring system emanates
from the need for a continuous
evaluation of the three critical
areas in project implementation:
Time -> Schedule Control
Cost -> Cost Control
Performance -> Technical
Performance
 PURPOSE OF MONITORING

Project Monitoring Staff (PMS)

Effective project monitoring
involves continuous evaluation of
time, cost, and performance through
schedule, cost, and technical
controls. The Project Monitoring
Staff at NEDA has a manual for
guidelines.
PURPOSE OF MONITORING
Monitoring provides timely
feedback, acts as an early
warning for issues, and
balances focus on physical and
financial aspects. It helps
identify and address internal
and external challenges,
fostering progress toward
development objectives.
RESULTS
MONITORING
Results Monitoring and Evaluation (RME) is a
development management approach aimed at
enhancing the likelihood of achieving the
desired outcomes and longer-term impact of
development projects.
 RESULTS
MONITORING
RME Process:
Phases Aligned for Planned Results.
Set Measurable Objectives in Design.
Monitor During Implementation.
Evaluate Post-Implementation.
Contrasts with Input-Output Monitoring.
Input-Output: Specs, Time, Budget Focus.
 MONITORING AND PROJECT CYCLE
Project Identification,
Preparation, Preappraisal

Perform baseline studies, analyze

sectoral data Identify risk and enabling
factors

Preparation/ Implementation/ Supervision/ Completion

Appraisal Supervision Completion Onwards

Identify risk, input, Use indicators Evaluate output Evaluate outcome and
output, outome to monitor and outome impact indicators of
and impact indicators implementation indicators project success
PROCESSES INVOLVED IN MONITORING
1. Evaluate Project Status: 3. Identify Variances:
Work Accomplished Cost Variance (CVAR)
Technical Results Schedule Variance (SVAR)
Resource Expenditures Quality vs. Technical
Specifications

2. Compare with Original Plan: 4. Comparative Analysis:

Work Schedule Evaluate Similar Projects
Budget, Cost Estimates, Cash Analyze Physical and Financial
Flows Performance
Technical Specifications .
CVAR The difference between BCWP and ACWP,
Cost Variance indicating whether the project is under or over
budget. A negative CVAR implies a budget
overrun
BCWP
The budgeted cost of work that has been
Budgeted Cost of Work
completed or performed up to a certain
Performed
point in time
ACWP
Actual Cost of Work The amount spent to get to the present
Performed status

SVAR The difference between BCWP and BCWS,

Schedule Variance indicating whether the project is ahead of or
behind schedule
 SCOPE AND
NATURE OF POST
EVALUATION
 SCOPE AND NATURE OF
EVALUATION
Post Project Evaluation
Objective:
Assess Degree of Project Objective
Achievement
Focus:
Examines Physical Achievements (Outputs)
Analyzes Impact on Stakeholders
(Outcome)
Purpose:
Learning Lessons for Future
Projects/Programs
Highlighting Inadequacies in Formulation
and Implementation
LEVELS OF MONITORING
AND INSTITUTIONAL
ARRANGEMENT
LEVELS OF MONITORING AND
INSTITUTIONAL ARRANGEMENT
Project Level:
Focus: Implementation Details
Concerns: Resource Availability, Financial
Accountability, Output Production
Managers' Role: Fine-tune Implementation,
Motivate Performance

Organizational Level:
Performed by: Controlling Agency/Department
Concerns: Inter-Project Priorities, Overall Plans,
Long-Term Commitments
Information Needs: Summary Inputs and
Outputs, Comparative Indicators, Contribution
to Development Objectives
LEVELS OF MONITORING AND
INSTITUTIONAL ARRANGEMENT
Oversight Agency Level:
For Major Projects:
Concerns: Summary Performance
Indicators, Implementation
Performance, Impact Measurement
Additional Focus: Sustainability
Indicators
Crucial for: Fund Reimbursement, Future
Funding Approval
Centralized Monitoring: Department of
Budget and Management or NEDA
LEVELS OF MONITORING AND
INSTITUTIONAL ARRANGEMENT
Regional Project Monitoring and Evaluation System
(RPMES):
Designed to: Facilitate Project
Implementation, Devolve Project
Facilitation to LGUs
Structure: Links National, Regional, and
Local Project Monitoring Committees
(PMCs)
Includes: NGO and POS Representatives
Aims to: Generate Information on Project
Status, Facilitate Problem Detection and
Remedial Actions at Local Levels
 MONITORING
DIVISION AND ITS
FUNCTIONS
 MONITORING IS TYPICALLY MANAGED BY A DEDICATED
UNIT WITHIN THE PROJECT, AGENCY, OR GOVERNMENT
DEPARTMENT. THE UNIT'S MAIN FUNCTIONS ARE:

1. Receive Progress Information: 3. Evaluate Impact on

Collect timely updates on Completion and Cost:
financial and physical Assess likely impacts of
performance. identified issues on project
Evaluate performance against completion and costs
target benchmarks.
4. Conduct Project Review and Analysis:
2. Identify Shortfalls and Bottlenecks:
Review and analyze projects during
Recognize areas with construction/implementation stages.
shortcomings, bottlenecks, and Communicate findings and
delays. suggestions to project management
Analyze causes for shortfalls and and government.
anticipate future challenges
 MONITORING IS TYPICALLY MANAGED BY A DEDICATED
UNIT WITHIN THE PROJECT, AGENCY, OR GOVERNMENT
DEPARTMENT. THE UNIT'S MAIN FUNCTIONS ARE:

5. Address Time and Cost 7. Maintain Cross-Sector

Overruns: Database:
Focus on time and cost Collect and maintain a
overruns, especially in database across sectors.
high-investment projects Facilitate future project
formulation and evaluation.

6. Assess Cost Escalations and 8. Assess Project Effects:

Develop Indices: Use selected indicators
Evaluate the impact of cost to assess project effects.
escalations. Determine the likelihood
Develop cost indices for of achieving project
typical works to project objectives.
revised estimates.
POST EVALUATION
DIVISION AND ITS
FUNCTIONS
1. In-Depth Studies of Completed Projects:
Conduct thorough studies on completed
projects.
Extract lessons for application in future
projects.
2. Appraise Physical Outputs and Evaluate
Outcomes:
Assess the physical outputs of projects.
Evaluate project outcomes, focusing on
impact on target groups.
3. Apply Findings for Innovation:
Utilize evaluation findings to innovate in
project planning, implementation, and
monitoring.
 IDENTIFYING MILESTONES AND
PREPARING MILESTONE SCHEDULES
Effective Project Monitoring: Milestones and Control Network

1. Identify Clear Goals in Project Plan:

2. Define Key Milestones: Clearly establish milestones (interim
targets) answering QQT: How much? (Quantity); How well? (Quality);
By when? (Time).
3. Focus on Results and Outputs:
4. Choose Appropriate Indicators
5. Careful Selection of Milestones
6. Use of PERT and CPM Techniques:
7. Annual Network Revision
Avoid revising milestones within a financial year, unless approved by
top management. Set up a revised network before each new
financial year. Tools for clear work plans include:

Work Breakdown Structure (WBS), WBS breaks a project into

manageable elements for detailed planning

Gantt Chart - Gantt Chart depicts work and interrelationships

in simple projects but is ineffective for complex ones
Avoid revising milestones within a financial year, unless approved by
top management. Set up a revised network before each new
financial year. Tools for clear work plans include:

Critical Path Method (CPM)- identifies critical activities for

project completion, focusing on the longest path.

Logical Framework- LogFRAME: concise project tool for clear

communication and planning. Incorporates views of
beneficiaries and stakeholders. Sets objectives, defines success
indicators, identifies activities, assumptions, verifies
accomplishments, and outlines implementation resources.
 Methods for Monitoring
1. Action Plan (WBS): 1. Firsthand Observation:
Represents tasks for project Advantages: Provides unfiltered information,
completion. builds rapport, fosters team spirit.
Also known as Work Breakdown Limitation: Manager's time constraints,
Structure (WBS). presence at one place only.
2. Exception Reports: 2. Verbal and Written Reports:
After-the-fact control for Verbal: Current but prone to inaccuracy and
addressing variances. misinterpretation.
Written: Indispensable, reliable, categorized
Includes remedial steps.
as routine, exception, or special.
3. Special Reports:
Well-Designed Features: Includes work
Address special problems
breakdown summary, tied to previous
during project implementation
reports, balanced detail, reader-friendly,
interfaces with higher-level reports, tracks
plan-related information.
Data Collection Graphic Displays.

Monitor project performance with timely, Advantages of Graphic Displays in

relevant data. Prioritize important Monitoring:
information, establish collection 1. Efficiently display large amounts of
procedures, ensure quality, and choose data.
2. Easy to understand.
appropriate tools
3. Clearly show changes in progress rate.
4. Simultaneously present different sets
of information for analysis.
5. Show planned, current, and
Graphics serve beyond monitoring,
prospective situations for easy
illustrating planning, organizing, comparison.
tracking, and technical procedures. 6. Engage project personnel at all levels.
Logical diagrams depict inductive
and deductive reasoning.
Preparing Monitoring Reports
Project managers set reporting schedules and procedures tailored
to different monitoring levels. Reports vary in depth based on the
recipient's level. Essential information for all levels includes:
1. Major works accomplished.
2. Deviations from plans and reasons.
3. Project expenditures.
4. Problem analysis affecting costs or schedules.
5. Financial project position.
6. Implementation plans for the next period.
7. Actions needed by outside agencies.
Flash Reports and Exception Reports:
Flash Report: A concise two-page report highlighting areas of
slippage, problems, and action areas needing immediate
attention.
Exception Report: A consolidated report on projects with
critical milestones or delayed commissioning dates.
Project Control Center
Useful for large or interrelated projects.
Advantages:
Centralizes control information.
Allows physical project presentation.
Provides a venue for project evaluation review meetings.
Post Project Evaluation
Final Phase in Project Cycle.
Often Overlooked but Valuable.
Examines Completed Projects.

Addresses Key Questions:

Why was the project started?
Was it completed on time and within
budget?
Is it producing the desired output?
What is its impact on beneficiaries?
Lessons for similar projects.
 Two-Part Exercise
Appraisal of Physical Performance:
Examines project stages.
Pinpoints success factors.
Identifies problems for future learning.
Evaluation of Outcomes:
Analyzes impact on beneficiaries.
Goes beyond direct results.
Considers social and economic goal
Methodology
1. Combines file examination and interviews.
2. Draft report circulation for feedback.
3. Final report presented to top management.

Impact Analysis:
Examines outcomes beyond project outputs.
Complex process requiring clear objectives.
 Follow-Up Importance:
Evaluation Study
Ensures consideration
Elements:
of evaluation reports.
Define Objective.
Defines follow-up
Select Methodology.
actions.
Collect Data.
Monitors and reports
Prepare Report.
compliance.
Follow Up.
Guides future projects.
THANK YOU
Re Jene V. Borro
BSREM
Santa Isabel College of Iloilo City