Conducting Monitoring and evaluation of a Private Sector Training Partner Institute under BBSYDP

CASE STUDY
Sindhu Mathery Institute for Training & Employment

Training Session for Monitoring & Evaluation under BBSYDP 29-6-2013 Provincial Coordination Unit, BBSYDP, 3rd floor State Life Building No. 3, Dr. Ziauddin road Karachi.

Objective of the case study Increasing the knowledge on concept and practice on Efficiency, Effectiveness and Impact of Monitoring and Evaluation of BBSYDP training courses. Practice through role playing shall ensure the bottle necks of M & E Train the program monitoring and evaluation team. Improve the data base and bank resources for better decision Equip the entities of the program with best practices of the world of M & E With practice of case study the groups shall learn and decide with consensus, the best process and behavior for M&E An overview of the M & E process define in Program Guidelines version-v SELECTION OF PUBLIC & PRIVATE TRAINING INSTITUTES / PREMISES

The selection of training institutes shall be in a manner that all districts in the province are covered as far as possible.

The selection of training institutes should be based on the evaluation criteria approved by the Administrative Head in case of Departments and TVET Institutes and Technical Committee in case of PCU. ii. The selected institutes must fulfill the specific training needs of particular fields in terms of training material, modules, qualified faculty and proper certification. iii. The selected institutes must have the capacity to process the applications and conduct entry or aptitude tests for selection of trainees, if required. iv. Institutes are required to monitor the performance of the trainees and submit the Monthly Progress Report (MPR) to the PMU of the respective administrative department and PCU. v. Departmental Monitoring Committee (DMC) and PCU officers must physically visit the institutes, for selection to run the program. vi. Institutes will be hired through specific terms of reference, deliverables and payment schedule. vii.Where required PMU can obtain the premises on rent for training purposes for the period of training not exceeding one year. viii. The selected institutes would have to give an undertaking that there would be no subletting outside the contractual stipulations. ix. The training institutes may apply as consortium but each training institute will have to fulfill the specified criteria for selection to run the program. i.

1.

MONITORING & EVALUATION SYSTEM (M&E)

The M&E is back bone for success of program. It is elaborated by the following chart:

1. Baseline Reports

8. Five Tiers Mechanism for Monitoring by PCU

District Monitoring Coordinators Regional Consultants

2. Inception Reports

7. Internal Monitoring by Departments (DMCs)

Officers of PCU (Pos, DPCs & PC) 3rd Party Monitoring & Evaluation [NTSP]

3. Monthly Progress Reports

6. Course & Project Completion Reports 9. Government of Sindh

4. Monthly Expenditure Statements

5. Quarterly Reports

Moreover PCU-BBSYDP has developed a format fr Monitoring & Evaluation as follows:

Monitoring & Evaluation (M&E) initiated by Departmental Project Management Unit:

S. No

Types of Reports

Responsibility

Time line Within 7 days after approval of PFT in Public Sector and after 7 days of enlistment in case of Private Sector.

Reviewed by

At Annexure

Base line Report (Annexure 16)

Each Training Institute.

PMU

16

S. No

Types of Reports

Responsibility

Time line Within 15 days after approval of PFT in Public Sector and after 15 days of enlistment in case of Private Sector.

Reviewed by

At Annexure

Consolidated report by PMU

PCU

S. No

Types of Reports Inception Report from department (Annexure 17) Monthly Progress Report (MPR) (Annexure 18) Monthly Expenditure Statement (Annexure 13 FM-IV & V) Course Completion Report (Annexure 19) Project Completion 6 Report (PCR) (Annexure 20)

Responsibility

Time line

Reviewed by

At Annexure

Implementing departments Each Training Institute Consolidated report by PMU

15 days after the beginning of training session

PCU PMU

17

By 5th of every month

18

By 10th of every month

PCU

PMU

By 10th of every month.

PCU and FD

FM-V(b)

PMU

Within 7 days of completion of course.

PCU

19

PMU

30 days after completion of project

PSC

20

Monitoring & Evaluation (M&E) initiated by Provincial Coordination Unit (PCU) for Submission for Provincial Steering Committee (PSC) & Goverment

Types of Reports Consolidated Analysis of all PMU Base line Reports Analysis of departmental training Inception Reports Monthly Program Report Annual Report Third Party Evaluation Impact Assessment

Time line Within 30 days of receipt in PCU.

Reviewed by Technical Committee

15 days after the receipt of Inception Technical Committee Reports Third week of every month. 31 May 20___ After completion of Phase-III except courses longer than 12 months. October ______ Technical Committee PSC PSC Through 3rd Party Validation

COMPONENT OF MONITORING MECHANISM

The PCU has developed a uniform monitoring mechanism for the program as provided in these Guidelines with the approval of PSC. This mechanism contains structured formats for monitoring reports. Following are the salient features of the monitoring system:

i. ii. iii. iv. v. vi. vii. viii.

ix. x. xi.

Base line and Inception reports by all training partners and departments submitted to PCU. Base line and Inception reports by all training partners and departments submitted to PCU. Periodic Program review by PSC. Monthly review report by Administrative heads. PCU will publish quarterly performance report of the program for PSC and Government. DCC would submit a monthly monitoring report duly signed by DCO to PCU on all the project activities being executed in the District. DMC would also submit monthly report to PCU on training progress of its department. PCU would communicate the feedback from the stakeholders (press, public representatives and general public etc.) to the departments/PMUs and Private Institutes for taking corrective actions. 3rd party / independent source validation by PCU. Central MIS/Database for consolidating periodical reports, tracking progress and monitoring performance. PCU/Technical Committee will conduct monitoring visits at different levels of program implementation for smooth and qualitative trainings and fill the monitoring report as per

SYNERGIES FOR SUCCESS

The private sector is the potential partner in terms of human resource management in order to build strategic partnership and it is essential to evolve synergetic relationship with sector to compliment activities of the program.

Both the partners shall engage themselves for the success of the program in the following manner:

i. ii.

iii.

iv.

Identify the demand and skills required for each trade and industry so that training courses and institutes could be articulated in appropriate manner. The private sector organizations shall clearly define the requirement of persons to be selected for performing on-job assignments. These persons would also be tested and certified, where required. The organization imparting on job training shall clearly give the synopsis of the training process defining the job description of each skill, the stages /levels to be covered by the internee and the expected out puts of the internship or skill development program. The demand/need for skill in the job market and future prospects of employment of trainee in the organization imparting on job training.