System on Competency Assessment for

Local Governments (SCALOG)

Manual Part II Administration Guide
 Manual Part II Administration Guide

System on Competency Assessment for Local Governments (SCALOG)

Administration Guide

Pre-Administration..............................................................................................3

Planning and Scheduling ............................................................... 3

Invitation ........................................................................................ 3

Conference Room/ Meeting Place Arrangements ......................... 3

Pre-Work ....................................................................................... 3

LGU Identification and Profile ........................................................ 3

During Administration ........................................................................................4

Attendance .................................................................................... 4

Orientation ..................................................................................... 4

Individual Work .............................................................................. 4

Discussion ..................................................................................... 4

Some tips....................................................................................... 5
Post-Administration............................................................................................5

Encoding........................................................................................ 5

Submission .................................................................................... 5

Feedback to the LGU .................................................................... 5

Flow Chart of SCALOG Administration....6

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 Manual Part II Administration Guide

Pre-Administration

Planning and Scheduling

Because of the number of small groups that needs to be convened, and
given the limited time for the tool administration, planning ahead is critical.
Use the following templates to come up with a good plan:
o Template 1: Respondent List and Schedule use this template
to identify internal and external respondents per service area, and
specify a dates for each focus group.
o Template 2: Calendar use the calendar to keep track, and to
ensure that there are no conflicts in schedule.

Invitation
Also because of the number of respondents, it may be wise to send out
invitations (see Template 3: Sample Invitation) to respondents with the
purpose, date, time and place of the meeting. It may help to get the
endorsement of the LCE, e.g., make him/her the signatory.
With the invitation, attach a copy of the instrument so the respondent can
review the items, gather data and determine initial ratings. (see Pre-Work
below)
Be sure to follow up and confirm attendance of respondents.

Conference Room/ Meeting Place Arrangements

As far as practicable, choose a place that is free from distractions to
enable respondents to concentrate fully on the task.
Have the appropriate equipment ready, if using, e.g., LCD/Laptop.
Print out enough copies of the slides for orienting respondents. It may be
economical to use reproduce only one set (say 5 copies) and re-use them
with each focus group.

Pre-Work
To cut down on the time for the focus group, distribute copies of the
instrument ahead of time. This will allow respondents to complete the
instrument and come prepared for the focus group discussion.

LGU Identification and Profile

The Administrator will take care of completing the LGU Identification and
Profile form.

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 Manual Part II Administration Guide

During Administration

Attendance
Ask the respondents to sign the Attendance Sheet (Template 4) to have
a record of their presence the meeting.

Workshop Process

Orientation
It is important to give respondents a background of the instrument so that
they are properly guided on the context and use of the tool.
A set of slides has been prepared for this purpose. Also, review Manual
Part I: Introduction and Framework for a detailed explanation of the tool.
There are a couple of options on going about the orientation:
o Option 1: You may invite all the respondents at one time and give
a general orientation. The instrument may be distributed after the
orientation as well as the schedule of focus groups.
o Option 2: Orientation may be given in small groups at the time of
the focus group discussion.
Individual Work
This task is necessary if there was no opportunity for respondents to do
preliminary work on the instrument.
As much as possible, effort must be taken to have respondents complete
the instrument before the meeting.

Discussion
During the discussion, the Administrators role is to:
o Provide direction to and pace the discussion.
o Actively listen.
o Ask questions to clarify.
o Explain items, if needed.
o Provide input or data for consideration in the groups rating.
o Let participants make the final decision on the rating.
The Administrator will document the:
o Consensus rating for each item.
o Narrative responses to open-ended questions.
o Strengths and opportunities for improvement.
o Other significant remarks or comments.
Flow of discussion:
o Discuss one item at a time.
o First ask each respondent for his/her response. If needed, write
them on the board to keep track of whether the answers are similar
or not.

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 Manual Part II Administration Guide

o Ask respondents for the reason/s behind their answers.

o Guide the group in coming up with a consensus or collective
answer on each item for the LGU.
o As much as possible, the final rating should be a consensus rather
than a simple average.

Some tips
o If respondents have the same answers to an item, briefly discuss
reasons then quickly move on to the next item.
o If group really cannot reach consensus on just one answer, get the
average rating of their responses. Please do this as a last resort.

Post-Administration

Encoding
o It is strongly suggested that encoding of the data be done soon
after each focus group to avoid a pile up of encoding tasks.
o Label diskette with LGUs name.
o The Administrator will
Enter scores on Excel spreadsheet (instructions are on the
spreadsheet).
The spreadsheet is formatted like the questionnaire.
Enter scores for each item in the shaded cells only.
Encode narrative responses to open ended questions in the
Word template provided.

Submission
o Deadline: _______________________
Submit Excel spreadsheet and Word template ASAP to the
LCE or his representative concerned.

Feedback to the LGU

o The Administrator will retain a copy of the Excel spreadsheet and
Word template to be able to print the results of the assessment.
o The Administrator will prepare the results of the assessment
consisting of the following:
Organizational Competency Chart (print out from Excel)
Strengths and Opportunities for Improvement (print out from
Word Template)
Color wheel representing the ratings obtained in all
categories.

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 Manual Part II Administration Guide

o The Administrator will present the results to the LCE and other
interested individuals.

Flow Chart of SCALOG Administration

1. Pre-Administration

Planning

Inviting Respondents

Arranging Meeting

Doing Pre-Work

Doing LGU Profile

2. During Administration

Getting Attendance

Orienting the Team

Doing Individual Work

Discussing to Get Team Scores

3. Post-Administration

Encoding Results

Submitting Results to LCE

Giving Feedback to LGU

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