Monitoring and Evaluation Framework for International Volunteers

February 23, 2016

PNVSCA OFFICE CIRCULAR NO. XI-16

MONITORING AND EVALUATION FRAMEWORK FOR INTERNATIONAL VOLUNTEERS

WHEREAS, Title 5 of the PNVSCA Office Circular (OC) No. 4 s. 2003 provides the guidelines in monitoring the progress and accomplishments of foreign volunteers assigned in the Philippines under the International Volunteer Service Program (IVSP);

WHEREAS, there is a need to update the monitoring and evaluation guidelines of the IVSP to support the national government's policy on adopting results-based management systems for its programs and projects;

WHEREAS, the monitoring and evaluation framework for international volunteers ensures that the volunteer assistance provided supports the objectives of the IVSP and is aligned with the strategies of the Philippine Development Plan (PDP) and Foreign Volunteer Development Framework (FVDF);

WHEREAS, the framework helps facilitate the purposive conduct of evaluations in support of program improvement and accountability by the international volunteer service organizations (IVSOs), local partner institutions (LPIs) and other stakeholders using evidence-based findings and results;

WHEREAS, the framework was presented to and approved by the IVSOs and the Multi-Sectoral Advisory Body (MSAB) on October 15, 2015 and February 23, 2016, respectively;

WHEREAS, the Executive Director of the PNVSCA is mandated to promulgate rules and regulations for the effective implementation of the volunteer service program.

NOW THEREFORE, to achieve the objectives of the IVSP and ensure the alignment of the strategies of the volunteer assistance with the PDP and FVDF, the monitoring and evaluation framework for international volunteers is adopted.

SECTION 1. General Guidelines. — The monitoring and evaluation framework for international volunteer shall provide the procedures and requirements for conducting monitoring and evaluating foreign volunteers under the IVSP as explained in Annex A.

SECTION 2. Stakeholder Responsibility. — The monitoring and evaluation activities shall be a shared responsibility between the PNVSCA, IVSOs, LPIs and volunteers.

SECTION 3. Monitoring. — The PNVSCA, IVSO and LPI shall conduct regular monitoring activities to generate reports and data which will be used to assess and document the implementation of volunteer assisted programs and projects.

SECTION 4. Evaluation. — The evaluation of a foreign volunteer assisted program or project shall be consistent with national evaluation policy framework of the Philippines issued by the National Economic and Development Authority (NEDA) and Department of Budget and Management (DBM) through Joint Memorandum Circular (JMC) 2015-01.

SECTION 5. Reporting. — The PNVSCA, IVSOs, LPIs and volunteers are responsible for preparing the required monitoring and evaluation reports, and the non-submission of these may delay the approval of the request of the IVSO or LPI to extend the volunteer or have subsequent volunteer for the program or project.

SECTION 6. Repealing Clause. — All office orders and circulars issued by the PNVSCA or sections thereof contrary or inconsistent with the provisions of this circular are repealed or amended accordingly. CAIHTE

SECTION 7. Effectivity. — These guidelines shall take effect after fifteen (15) calendar days following its publication in the Official Gazette or publication.

Signed in Quezon City, this 23rd day of February in Two Thousand Sixteen.

(SGD.) JOSELITO C. DE VERAExecutive Director

In consultation with the MSAB:

(SGD.) ATTY. JOSE WILFRIDO S. OCAChairman

MONITORING AND EVALUATION FRAMEWORK FOR INTERNATIONAL VOLUNTEERS

September 2015

1. Purpose

The Monitoring and Evaluation Framework for International Volunteers provides the standard procedures and requirements of the Philippine National Volunteer Service Coordinating Agency (PNVSCA) in monitoring and evaluating the progress and accomplishments of foreign volunteers deployed in the Philippines under the International Volunteer Service Program (IVSP).

The Framework serves as a guide in ensuring that the volunteer assistance provided supports the objectives of the IVSP and aligned with the development priorities of the national government. To ensure consistency with the national government's development priorities and the IVSP's objectives of technical cooperation and socio-cultural exchange, the guidelines are covered by the Foreign Volunteer Development Framework (FVDF). The FVDF identifies the priority sectors and geographic locations in the country where program or project interventions are needed.

The Framework also helps facilitate the purposive conduct of evaluations, in support of program improvement and accountability by volunteer organizations, local partner institutions and other stakeholders using evidence-based findings and results.

2. Background

The PNVSCA Office Circular (OC) No. 4 s. 2003 explains the guidelines in the deployment of foreign volunteers to development projects in the Philippines. The guidelines include the process of monitoring the progress and accomplishments of the volunteers in relation to the objectives of their placement. Title 5 of OC No. 4 identifies the different activities and requirements to be employed by the PNVSCA, international volunteer service organizations (IVSOs) and host organizations in monitoring the volunteers.

In 2013, the PNVSCA reviewed the deployment process of foreign volunteers to improve and harmonize its procedures with other IVSOs. The review took into account the need to update the monitoring and evaluation component of the IVSP to support the national government's new policy direction on adopting results-based management systems for its programs and projects. The results of the review comprised a set of streamlined procedures on requesting and deploying volunteers, and an updated Foreign Volunteer Program Deployment Framework (FVDF). A conceptual framework on monitoring and evaluation (M&E) was also developed to clarify the relationship between the different stakeholders of the IVSP.

3. The IVSP M&E Framework

Figure 1 illustrates the M&E framework and the working relationship of the different stakeholders under the IVSP. The solid lines represent direct reporting and accountability, while the broken lines indicate the coordination and feedback connection among the PNVSCA, FVSO, local partner institutions (LPIs) and volunteers. The thick horizontal line running through the diagram corresponds to the shared responsibility of monitoring and evaluating individual volunteer assignments by the FVSO and LPI at the project level, and PNVSCA at the program level.

Figure 1. IVSP M&E Framework

The volunteers directly report to their respective IVSOs and LPIs at the project level. On the other hand, the IVSOs and LPIs are responsible for ensuring the holistic development of the volunteers as they support the implementation of volunteer-assisted projects. At the program level, the PNVSCA ensures that the IVSP is aligned with the strategies identified in the Philippine Development Plan (PDP) and the FVDF. The contribution and impact of the IVSP are integrated to the national level M&E by the National Economic and Development Authority (NEDA) and other agencies and included in the PNVSCA's performance measurement plan. DETACa

3.1 Performance Measurement Plan (PMP)

The performance of the IVSP is measured based on the attainment of its program objectives, as indicated in the FVDF. The performance indicators include: 1.) strengthened local partner institutions to empower disadvantaged and marginalized sectors; 2.) enhanced knowledge and skills of the LPIs; and 3.) increased capacity of community partners or beneficiaries. These help determine the impact of the IVSP to the development of the intermediaries (LPI and staff) and project beneficiaries (community).

Table 1 lists the minimum information to be collected, data source, frequency of data collection and responsible organization under the PMP. The outcome and output indicators are based on inputs from volunteer program reports, exit interviews, meetings and sharing sessions conducted by the PNVSCA. The PMP is reviewed on a regular basis and updated or modified, whenever necessary, to consider changes in the program environment and policy direction of the agency or the national government.

Table 1. IVSP Performance Measurement Plan

 

 

3.2 Monitoring Guidelines

Monitoring is an integral component of the IVSP's volunteer management system (VMS). It involves the documentation and reporting of the status of agreed targets in various stages of the volunteer's assignment period. The PNVSCA, IVSOs and LPIs conduct regular monitoring activities to generate reports on the progress and performance of the volunteer service program. The data and information gathered from the monitoring activities serve as a point of reference in determining if the volunteer work plan needs to be adjusted or modified. These are also used to improve the assessment, documentation and implementation processes of the program.

The following are the shared responsibilities of the PNVSCA, IVSOs, LPIs and other stakeholders in conducting monitoring and reporting activities at the national level, program level and project level:

3.2.1 National Level

 The Philippine Development Plan provides the bases for the strategies and objectives of the FVDF. The NEDA and other concerned national line agencies monitor and evaluate the contribution of the National Volunteer Service Program (NVSP), which includes the IVSP, to national development. These agencies conduct the activities in coordination with the PNVSCA.

3.2.2 Program Level

 At the program level, the PNVSCA is responsible for the overall monitoring of the progress of foreign volunteers in achieving the results of their placement. The agency collects and organizes its findings, which are consolidated into the PNVSCA annual report, IVSO reports and other related documents.

 The PNVSCA will develop and maintain an enhanced monitoring and evaluation system, with an online database, to improve volunteer knowledge sharing and management. The M&E system will facilitate results-based reporting, self assessment and exchange among stakeholders. Technical assistance on the preparation of evidence-based program design, data collection and analysis, and establishing a baseline, among others, will also be provided to IVSOs, LPIs and volunteers.

 The development outcomes of the IVSP include: Immediate Outcome 1 (improved knowledge and skills of LPI staff) and Immediate Outcome 2 (improved knowledge and skills of beneficiaries/community). The PNVSCA monitors the attainment of these outcomes and verifies whether the volunteer program is aligned with the national priorities identified in the PDP and FVDF.

 Monthly reports on the PNVSCA's Major Final Outputs (MFO) and Organizational Outcomes (OO) are submitted to the Department of Budget and Management (DBM). In addition, a National Volunteer Service Program report is prepared annually and submitted to the NEDA at the end of the year.

 The PNVSCA conducts sharing sessions, site visits and case studies to generate data and information at the program level. Prior to the conduct of these activities, a list of selected project sites and partner organizations is prepared during the start of the year. It is included in the monitoring and evaluation activities under the agency's yearly work and financial plan. Below are the regular activities carried out by the agency, in coordination with the IVSOs, LPIs and volunteers:

• Volunteer sharing sessions. A minimum of two (2) volunteer sharing session workshops are targeted annually by the PNVSCA, based on the number of on-going foreign volunteer assignments. The volunteers who are selected to participate in the sharing sessions are those already deployed for at least six months for long term assignments or at least half of their assignment duration for short term assignments. The PNVSCA and IVSOs document the volunteers' project outputs, experiences, challenges and recommendations for improvement of their assignment. aDSIHc

• Field monitoring visits. Site visits are also conducted annually to review the progress of the volunteer's engagement with the IVSO and LPI. The sites to be visited are selected based on the priority geographic areas, sectors and projects identified in the PDP.

 The PNVSCA may visit project areas, as many as necessary, based on a sample number of volunteers deployed in priority areas in a year. The submitted volunteer work and financial plan are reviewed and validated by the agency and LPI during site visits.

• Desk reviews and data collection from other sources. Aside from the program report highlights, as well as documenting the accomplishments, good practices, challenges and recommendations of the volunteers, the PNVSCA may gather information and data from IVSO coordination meetings, bilateral reviews and stakeholder meetings, among others.

3.2.3 Project Level

 The methods for project level monitoring include on-site monitoring and process documentation. Through these, the process, outcomes and outputs related to volunteer assisted projects are monitored and documented.

• On-site monitoring. The IVSOs and LPIs regularly conduct on-site monitoring of volunteers. The purposes of this activity are to track the implementation of a project being assisted and check the welfare and working conditions of the volunteer. The IVSOs and LPIs may furnish the PNVSCA copies of its on-site monitoring reports for information and inclusion in the latter's consolidated IVSP program report.

• Process documentation. Volunteers, with assignments not exceeding 12 months, are required to submit to the PNVSCVA their placement/initial report (Form 4-A) two to three months upon their placement. The report provides information on the status of the volunteer's placement in terms of the work-related support provided by the host organization, safety and other related concerns.

 An annual volunteer report (Form 8-A) is submitted by the volunteers assigned for more than 12 months. It highlights the activities, outcomes and outputs of the volunteer in a year, including the initial assessment of the placement that may be relayed to the IVSO and LPI.

 All volunteers (short term or long term) are required to submit an end of assignment report (Form 9-A) at the conclusion of their placement. The report details the accomplishments, outputs and factors that contributed to the success or failure of objectives and assigned tasks.

 The LPIs are also required to submit a volunteer availment report (Form 9-B) at the end of the volunteer assignment. It includes the major activities, outcomes and outputs of the project. The experiences, lessons and recommendations of the LPI to the volunteer program are also included in the report.

 The non-submission of the required reports 2 may delay the approval of the request of the IVSO or LPI to extend the volunteer or have a succeeding volunteer for the program or project.

 The principal basis of the LPI or host organization for monitoring the volunteer's accomplishment is the work and financial plan (Form 5). The LPIs may use its existing monitoring tools or seek technical assistance from the PNVSCA to monitor and document the volunteer assisted project (Annex F). In relation, the IVSOs and LPIs also need to determine and collect a baseline of data and information to measure the change or effect of the volunteer intervention at the project level. Both may consult with the PNVSCA in preparing the project design, baseline and monitoring plans to harmonize and standardize the methodology with other partners and programs. In addition, the PNVSCA may assist in preparing the template report for on-site monitoring reports to ensure that visits are conducted in a systematic manner and generate comparable data for analysis and interpretation.

 The PNVSCA reviews the monitoring reports of the IVSOs and LPIs on a regular basis to provide feedback and recommendations for improvement. The reports are assessed using common criteria that will organize, consolidate and highlight the lessons learned and good practices. The agency also holds capacity development workshops on evidence based programming to improve the monitoring and evaluation capabilities of the IVSOs and LPIs at different levels.

3.3 Evaluation Guidelines

The evaluation of an on-going or completed volunteer assignment determines whether its development outcomes and objectives are achieved. It looks into the efficiency, effectiveness and sustainability of the assisted program or project. Moreover, it should be able to generate reliable data and information, which are used in formulating strategies and adopting measures for process improvement.

The M&E framework for international volunteers is consistent with the national government's evaluation guidelines. The IVSP adopts the national evaluation policy framework of the Philippines issued by the NEDA and the Department of Budget and Management (DBM) through Joint Memorandum Circular (JMC) 2015-01. Similar to the JMC, the evaluation guidelines for the IVSP are intended to:

• ensure that the decisions made in relation to project planning and programming are supported by credible data and information that come from the outcomes and impacts of the program or project;

• improve the program or project process by facilitating a system of feedback and learning; and

• make partners, stakeholders and concerned parties accountable to both the positive and negative findings in the implementation of the program or project.

3.3.1 Guiding Principles and Standards

 The M&E framework for international volunteers also follows the guiding principles and standards under the NEDA-DBM JMC 2015-01. The principles and standards are based on the evaluation criteria prescribed by the Organization for Economic Cooperation and Development-Development Assistance Committee (OECD-DAC) and United Nations Evaluation Group (UNEG). These are adopted by development institutions, such as the Asian Development Bank (ADB), World Bank (WB) and Japan International Cooperation Agency (JICA). Conducting program or project evaluations are guided by the following:

a. The programs and projects to be evaluated should be able address these concerns:

• Relevance. The volunteer assistance provided to a program or project must support the development priorities and policies of the national government. Evaluating its outcomes and outputs determines the extent of its alignment with the national priorities and existing laws. The priorities are identified in the PDP and FVDF, which may include sector specific concerns and key geographic areas for development. ETHIDa

 The evaluation focuses on how a program or project being assisted by the volunteers responds to the needs of its stakeholders. It assesses the degree to which the interventions are appropriate to the goals and objectives of the community. It includes looking into the socio-economic, political and environmental context of a program or project to ensure accountability and cost-effectiveness of its implementation.

 Better measures or strategies to achieve the intended outcomes and outputs may be recommended. The evaluation should also be to identify the complementation among existing or related activities, which resulted to improved outcomes of a program or project.

• Effectiveness. The evaluation looks into how the outcomes and outputs resulted from the activities of a program or project. The unintended outcomes or outputs are also identified during evaluations.

 Effectiveness measures the accomplishment or results of the volunteer assistance provided. The objectives and indicators in a project's logical framework are used as bases for the evaluation. Evaluating its effects covers the timeliness of the delivery of the outputs and services, including how these supported the program or project objectives. Moreover, it looks into how well the activities are coordinated with the different stakeholders and initiatives by other organizations. The PNVSCA, IVSOs and LPIs can provide insights on the factors that contributed to the success or failure of the volunteer assistance. Key lessons and alternative approaches to achieve the same results are also generated.

• Efficiency. A program or project is evaluated on how it utilized its resources to deliver the intended outputs. The process takes into account the cost-efficiency or how well the inputs or resources (time, people, funds and materials) are used to implement the activities. It also verifies whether the outputs were delivered on time based on the work and financial plan. The evaluation may recommend alternative measures or approaches to improve outputs and results delivery.

• Sustainability. The capacity of an LPI or host organization to continue a program or project once the volunteer assistance has ceased is evaluated. The evaluation looks into environmental, institutional and financial sustainability of a program or project. It includes identifying the appropriate structures or systems within the host organization to build local capacity and institute ownership to be able to sustain a program or project.

b. Individuals who will conduct the evaluation of a volunteer assisted program or project, at the minimum, should be able to:

• use generally accepted evaluation methods and tools to be able to gather and interpret information from appropriate sources;

• manage evaluation resources and coordinate with the stakeholders to come up with comprehensive and timely reports, based on the prescribed guidelines;

• communicate findings using reports and presentations that promote and encourage the participation of program or project beneficiaries; and

• ensure the integrity of the evaluation by being truthful and transparent in dealing with program or project personnel and beneficiaries, as well as take into account all their concerns.

c. The PNVSCA, IVSOs and LPIs must observe impartiality and standards of ethics in conducting evaluations.

• Evaluating a volunteer assisted program or project should be objective and unbiased. The findings and conclusions should be clearly presented by disclosing how the data and information were interpreted and analyzed, including the limitations of the evaluation. All information related to the evaluation should be made available to all concerned.

• Individuals or groups who will conduct the evaluation should cite their sources of information. They should acknowledge those who have contributed to the evaluation. The rights of the IVSOs, LPIs and volunteers in keeping or providing information should also be respected by maintaining sensitive information confidential.

• The stakeholders should have the opportunity to review and approve the statements they made in the report. This would provide accuracy in content and feedback. However, the findings and conclusions made should not be influenced by the feedback. The evaluation report should include conflicting opinions or views from the stakeholders. Measures on how to address them can be recommended.

• The evaluators shall be accountable for their performance and reports. They must be sensitive to the cultural, social and economic environment where they will conduct their evaluation activities.

4. IVSP Monitoring and Evaluation Methods

The monitoring and evaluation activities of the IVSP are shared responsibilities of the PNVSCA, IVSOs and LPIs. Table 2 summarizes the different methods, tools, data to be collected, focus areas and responsible organizations who will undertake the activities.

The IVSP is monitored using the guidelines specified under Section 3.2 of the framework. The evaluation of the IVSP focuses on identifying the immediate outcome (short term) and intermediate (medium term) outcome. Evaluating the long term impact or result of the volunteer program requires a longer period of review and assessment, and an independent third party body who will conduct it.

The process evaluation reviews the preparation and implementation of the volunteer program. The success or failure of a volunteer assisted program or project is determined by looking at the achievement of quantifiable targets and implementation process. The evaluation is usually conducted at the end of the program or project and covers all related activities from beginning to end. The relationships between the different program components are assessed and correlated with its outcomes and outputs. This type of evaluation provides information on whether the volunteer assistance program should be continued, improved or terminated. On the other hand, the outcome evaluation is conducted to determine if the activities correspond to program or project's expected results and outcomes. It measures the change that has occurred as a result of the volunteer assistance program.

Table 2. Summary of IVSP Monitoring and Evaluation Methods

 

Table 3 shows the delegated roles and responsibilities of the different stakeholders in evaluating the IVSP. The main references in the evaluation of the volunteer assistance are its work and financial plan, including its sustainability or action plan, when available. At the program level, the evaluation is based on the FVDF.

Table 3. Roles of the IVSP Stakeholders

 

Stakeholder		Role		Focus		Method		Output
PNVSCA	•	Assess and	•	Program	•	Programming	•	Program
		evaluate the IVSP		outputs and		and		evaluation
				outcomes		assessment		report
	•	Coordinate				of IVSO plan
		impact evaluation
					•	Sample exit
						meetings,
						FGDs
					•	Surveys,
						case studies
					•	Evaluation
						conference
						with LPIs and
						IVSOs
IVSO	•	Assess and	•	Program	•	Exit meetings	•	Document on
		evaluate		sector		with LPIs and		good and bad
		volunteer		outcomes		volunteers		practices
				assignment
			•	Program	•	Volunteer	•	Program
				sector		debriefing		evaluation
				outputs		sessions and/		report
						or evaluation
						conferences
LPI	•	Assess and	•	Project	•	Project	•	Project
		evaluate		Outputs		completion		completion
		volunteer-assisted				meeting and		report
		projects				feedback
			•	Project	•	FGD with	•	Volunteer
				Outcomes		beneficiaries		Availment
								Report (Form
								9-B)
NEDA, Line	•	Evaluate	•	Impact	•	Impact	•	Impact
agencies		the National				evaluation		evaluation
		Volunteer Service						report
		Program

 

The PNVSCA evaluates the IVSP by assessing its program outcomes and outputs. It also coordinates the conduct of impact evaluation activities, together with the IVSOs and LPIs. The evaluation activities include the programming and assessment of the IVSO plan; conducting exit meetings and FGDs; employing surveys and case studies; and organizing evaluation conferences with IVSOs and LPIs. A program evaluation report is prepared annually during the last quarter of the year.

The IVSOs assess their individual volunteer assignments in terms of program's sector outcomes and outputs. They conduct exit meetings and interviews with the LPIs and volunteers to document good and bad practices. Volunteer debriefing sessions and evaluation conferences are also conducted. Inputs from these activities are included in the IVSO reports and the IVSP annual report.

The LPIs evaluate the volunteer assistance at the project level. They identify the project outcomes and outputs of the volunteer, based on the individual work and financial plan submitted to the PNVSCA and IVSOs. The project completion report and volunteer availment report are prepared during the volunteer's end of assignment. These reports contain inputs and feedback from both the volunteer and project beneficiaries. Project completion meetings and FGDs are conducted to ensure that the information and views coming from stakeholders are incorporated in the project completion reports.

4.1 M&E Reporting

The content of the monitoring and evaluation reports by the PNVSCA, IVSOs and LPIs in relation to the IVSP should be accurate and coherent. The findings and conclusions should be presented and explained in a systematic manner, by explaining the methods and techniques used to collect and analyze data and information. The reports may vary depending on the level of evaluation of the volunteer assistance. However, it should at least contain the following:

• profile of the volunteer assistance being evaluated, including the scope of activities and program or project partners;

• description of the evaluation methods or tools used, and its limitations; and

• findings, conclusions and recommendations based on the evidence used.

The methods, processes and tools used in monitoring and evaluating volunteer assisted program or projects can be any of the following: cSEDTC

a. logic models that describe what are the inputs, activities, intended outputs, outcomes or impacts, and relevance to the FVDF and national development priorities;

b. collection of baseline and performance data to support the evaluation process;

c. evaluation tools that determine the extent to which the outcomes or impacts are attributed to the program or project, such as surveys, interviews, FGDs, process documentation and literature review, among others;

d. methods that generate accurate, quantitative and qualitative analyses; and

e. reviewing previous and related evaluation reports.

The monitoring and evaluation reports should cite the references and resources used to come up with findings and conclusions. The limitations and assumptions on the methodology should also be identified to support its validity and independence from the LPI's or volunteer's views and opinions. The names of the individuals or groups who monitored and evaluated the programs or project should also be disclosed in the reports.

The recommendations by the evaluator should be practical and achievable. They should identify the possible actions to be undertaken by the host organization or community to address emerging concerns and issues. These actions should be prioritized and presented in a way that the recommendations can be monitored in subsequent activities. More importantly, the recommendations should be clearly communicated to and understood by the stakeholders.

4.2 System of Reporting

The PNVSCA, IVSOs, LPIs and volunteers are responsible for preparing the monitoring and evaluation reports. Each has a designated report based on the activities and tasks identified in the work and financial plan of the volunteers.

The individual work and financial plan is prepared by the LPIs and volunteers, in consultation with their respective IVSOs. The plan is submitted to the PNVSCA to keep track of the progress and accomplishments of the volunteers and as a requirement for document processing. The volunteers implement the activities in the work and financial plan. Together with the LPIs, they report to the IVSO and PNVSCA on a periodic basis. The required reports are based on the PNVSCA forms in Section 3.2. The program officers of the IVSOs are responsible for ensuring that the forms are submitted on time and the progress of volunteer assisted programs or projects are monitored. They submit to the PNVSCA the consolidated information and data before the end of the year. Table 4 summarizes the M&E activities and reports to be prepared by the stakeholders:

Table 4. Summary of M&E Activities and Reports

 

		M&E Activities	PNVSCA	IVSO	LPI	Volunteer
						Short	Long
						term	term
A.	MONITORING (Project Level)
	1.	Conduct bilateral programming	X	X
	2.	Prepare work and financial plan (Form 5)			X	X	X
	3.	Submit Form 5 to PNVSCA			X	X	X
	4.	Submit Placement/initial report (Form 4-A)		X		X
	5.	Submit Annual Volunteer Report (Form 8-A)					X
	6.	Submit Annual Volunteer Availment Report			X
		(Form 8-B)
	7.	Submit End-of-Assignment Report (Form 9-A)				X	X
	8.	Submit Volunteer Availment Report (Form 9-B)			X
B.	MONITORING (Program Level)
	1.	Conduct sharing sessions	X	X
	2.	Visit project sites	X
	3.	Prepare process documentation	X	X	X
C.	EVALUATION
	1.	Process evaluation	X	X
	2.	Outcome/Impact Evaluation	X	X

 

The collected reports from the IVSOs, LPIs and volunteers are incorporated to the quarterly and annual reports of the PNVSCA. The expected outputs and deliverables of the volunteer assistance provided are monitored and assessed every quarter based on the indicators in the work program. At the end of the year, an annual report on the IVSP is prepared by the PNVSCA. It contains the consolidated quarterly and annual reports of the IVSOs. The IVSOs, LPIs and volunteers prepare and submit specific reports to the PNVSCA and other concerned stakeholders periodically, which include project completion reports.

4.3 Dissemination of Reports and Feedback

The results of the monitoring and evaluation activities are disseminated to the concerned stakeholders. The recipients or target audience are provided reports by online posting and formal requests.

Preparing and disseminating appropriate reports also depend on its target audience or stakeholder. Summaries or excerpts of the volunteer assisted program or project can be posted on the website of the PNVSCA, IVSO or LPI for public viewing. A more comprehensive report can be presented during meetings, workshops or related fora involving those concerned. External or public versions of the reports can be prepared to increase the scope of information recipients. Sensitive or confidential information involving the security of the volunteers or volunteer assistance can be omitted from the reports. For policy makers and government officials, a simplified and easily understood report can be prepared.

The Project Coordination, Monitoring and Evaluation Division of the PNVSCA compiles the reports and makes it available online. The evaluation reports require responses to the recommendations made by the evaluating individual or team. Responses from management or concerned stakeholders are important to ensure that the evaluation reports are used and the recommended measures to address issues or concerns related to the program or project are systematically followed up and monitored by responsible groups or individuals within a given timeframe or period.

Feedback and discussion on the evaluation results are essential in program or project improvement and instituting ownership and accountability. A feedback mechanism or venue for discussion is imperative to ensure that the stakeholders are informed and the reports are used for policy and program development. This can be organized during the revision or review of the draft of the evaluation report or during the preparatory stages. Venues for information and dissemination are seminars, workshops, public consultations, among others.

References

De Mendoza, Ana. (2011) Monitoring and Evaluation Framework. Fund for Gender and Equality. [online]. Available from http://www.unwomen.org/~/media/Headquarters/Attachments/Sections/Trust%20Funds/FundGenderEquality/FGE_MandE_Framework.pdf [Accessed

Hagens, C., Morel, D., Causton, A. & Way, C. (2012). Guidance on Monitoring and Evaluation (Revised). The CRS South Asia M&E Guidance Series. [online]. Available from http://www.crsprogramquality.org/publications/2013/4/8/guidance-on-monitoring-and-evaluation.html [Accessed 10 August 2015].

International Federation of Red Cross. (2011). Framework for Evaluation. [online]. Available from https://www.ifrc.org/Global/Publications/monitoring/IFRC-Framework-for-Evaluation.pdf [Accessed 30 July 2015].

National Economic and Development Authority and Department of Budget and Management. (2015). National Evaluation Policy Framework of the Philippines. [online]. Available from http://www.neda.gov.ph/wp-content/uploads/2015/07/NEDA-DBM%20Joint%20Memorandum%20Circular%20No.%202015-01%20-%20National%20Evaluation%20Policy%20Framework%20of%20the%20Philippines.pdf [Accessed 30 July 2015].

United Nations Development Program. (2009). Handbook on Planning, Monitoring and Evaluation for Development. [online]. Available from http://web.undp.org/evaluation/handbook/documents/english/pme-handbook.pdf [Accessed 14 August 2015].

United Nations Office for Disaster Risk Reduction. (2009). Monitoring and Evaluation Framework. [online]. Available from http:/www.unisdr-apps.net/confluence/download/attachments/6685265/ISDRAP_ME-Framework_Final.pdf?version=1 [Accessed 12 August 2015]. SDAaTC

ANNEX A

Form 4-A

Volunteer Placement Report

ANNEX B

Form 8-A

Annual Report for Foreign Volunteer

 

ANNEX C

Form 8-B

Annual Report on Volunteer Availment

ANNEX D

Form 9-A

End of Assignment Report for Volunteer

ANNEX E

Form 9-B

Local Partner Institution Report on Volunteer Availment

ANNEX F

Form 5

Volunteer Work and Financial Plan

Footnotes

1. Types of beneficiaries include: students, trainees, youth, PWDs, senior citizens, women, farmers, fisherfolk, etc.

2. Annexes A, B, C, D and E.

Published in the Official Gazette, Vol. 112, No. 15, page 2308 on April 11, 2016.