SAN BEDA UNIVERSITY

NATIONAL SERVICE TRAINING PROGRAM

CIVIC WELFARE TRAINING PROGRAM 1

NSTP iREAD
Chapter 7
Monitoring and Evaluation in the Context of
NSTP Community Engagement
 MONITORING AND EVALUATION IN THE CONTEXT OF NSTP COMMUNITY ENGAGEMENT
“Sharpen the sword, and seek continuous improvements.”

Introduction
The National Service Training Programs as a course is intended to train college student into
becoming community oriented citizens who are imbued with sense of nationalism civic
consciousness and service to others. In relation to this they are to be trained into becoming
service oriented servant leaders and community members who have the necessary skills in
planning, organizing an implementing community engagement programs and activities that are
responsive to the needs of local communities and sectors especially those of the poor and
marginalized. These programs are not implemented simply for the purpose of coming up
activities as academic requirements, rather they should be seen as the students’ contribution to
nation building and community development. As such these programs should be relevant,
responsive to community needs, and efficiently and effectively organized. Along this line students
should have the necessary tools and skills of programs MONITORING and EVALUATION
This topic is divided into four subtopics, expressed in the form of questions that the topics wish
need to answer namely:
I. Concept of Monitoring and Evaluation
(What is program monitoring and evaluation?)
II. Principles of Monitoring and Evaluation
(Why do we need to monitor and evaluate our programs and activities?)
III. Methods of Monitoring and Evaluation
(What are to be monitored and evaluated, and how do we monitor and evaluate our
programs and activities?)
IV. Applying Theory to Practice
(How do I apply monitoring and evaluation in NSTP activities or programs?

Concept of Monitoring and Evaluation

Monitoring and evaluation are two important aspects of planning and implementing programs
and activities. They can be viewed into ways, first as set of programs management tools and skills,
and as program development research approaches. They are program management tools and
skills in the sense that they are leadership abilities and techniques and procedures to improve
the delivery of programs and activities. They are also considered as program development
research approaches; in the sense that they are ways of gathering and processing data or
information about how certain programs are implemented, with the hope of improving the
process of program implementation, and provide ideas for the development of knowledge for
future program planners and implementers.
Monitoring and evaluation are done in almost aspects of human life. Monitoring and evaluation
is done most especially in the applied sciences. Monitoring and evaluation are performed in the
aspect of social work, community development and public administration as in the case of
monitoring and evaluation of community engagements programs and activities. Monitoring an
evaluation is performed in the aspect business, education, environmental management in order
to deliver better products, services and outputs. Even our personal lives entails monitoring and
evaluation. We usually monitor and evaluate the things that we do because we want to be
systematic, more efficient and we want to come up with innovations in the way we do things
We can better understand the concepts of monitoring and evaluation by considering their
counterparts in the Filipino language namely that of monitoring as “Pagsubaybay” and evaluation
as “ Pagtatasa”. Monitoring simply means overseeing or looking after how a program is
implemented, it entails looking after the day to day or regular process of operations or
implementation of a program or a project, while evaluation refers to the process of assessing the
implementation of a program or project, with the hope of coming up with improvements in the
way things are done, so that they can operated more efficiently or systematically the next time
around. As in the case of sharpening a pencil, Filipinos say “tinatasa ko ang aking lapis” or “I am
sharpening my pencil”, in order that the next time around, it will write better or smoothly.
Monitoring and evaluation are corollary or they go hand in hand with each other. They are not
done separately. They have to be consistent with each other, and in terms of data or information,
the data or information which serves as the basis for evaluation should be based from data
gathered by regularly monitoring the project.
When is monitoring and evaluation performed? Monitoring is done continuously during or all
throughout the implementation of the program or project. It is done regularly during the whole
lifespan of implementation of the project. Evaluation on the other hand is normally done towards
the end or the completion of the program or project. In some cases, most specially in the case of
long term projects, evaluation can be done during certain phases of program implementation
does it is called periodic evaluation (Example: once in two months, quarterly, semestral etc.)
Monitoring deals with gathering facts at present about the implementation of a program. It is
concerned with gathering facts about the implementation of the program as well factors that
affect program implementation. Evaluation on the other hand, assesses or measures the success
of program implementation, looks into the causes and effects of program success, and identifies
strengths and weaknesses of program implementation. It also has a proactive dimension, in the
sense that it is also concerned with generating suggestions or resolutions in order to improve the
implementation of a program and address problems.
Principles of Monitoring and Evaluation
“Sharpen the sword” and “Seek continuous improvement” These are two clichés oftentimes
quoted in the aspect of management which can serve as basis or rationale for performing
monitoring and evaluation. A warrior sharpens the sword which is his primary tool in warfare so
that it will be sharper and will make him a better warrior. A diligent student sharpens his pencil
so that it will write smoothly and contribute to more efficient exams taking. In the same way,
program managers or leaders always want to seek continuous improvements in their inputs and
methods of doing a function or job in order to produce better outputs. They don’t want to simply
to do certain things in regular or routine manner, rather they are dynamic and seeking
innovations in the way things are done.
In order for a program or project to be relevant, it all starts with a goal or objective which the
program intends to achieve. These goals and objectives usually starts with a need or problem
that an organization would like to address. In the long run monitoring and evaluation are
intended to measure whether a program or project conforms with conceived goals and objectives
Specifically, the importance of monitoring and evaluation are as follows
Monitoring
1. Monitoring provides early signs or warnings factor or problems result or to the success or
failure of the program.
2. Monitoring presents gaps, or factors of program that are lacking, neglected or taken for
granted.
3. Monitoring presents ideas whether outputs and processes are delivered on time or based
on timetables of a program plan; or that they are delayed.
4. Monitoring presents early indicators on the sufficiency and quality of materials being used
in a project.
5. Monitoring provides mechanisms for avoiding wastes and delays in the workplace
Evaluation
1. Evaluation assesses the program in its entirety.
2. Evaluation analyses causes and effects of different factors affecting program delivery.
3. Evaluation assesses the totality of inputs used as well as the outputs of the program
4. Evaluation answers the question of whether the program implemented conforms to
conceived goal s and objectives, or not.
5. Evaluation generates resolutions to problems, and improvements of processes the next
the program is replicated
6. Evaluation, sets better or improved standards in performing functions and delivering
outputs

Methods of Monitoring and Evaluation

Scope: What are to be monitored and evaluated.
Monitoring and evaluation normally requires gathering data or information regarding the
following:

Monitoring Evaluation
Inputs Inputs
Outputs Outputs
Processes/Method Processes/Methods
Program Phasing/Delivery/ Program Phasing/ Delivery Results
Factors affecting program implementation Factors affecting program implementation
Impact/ results
Efficiency and effectivity of processes
Strengths and weaknesses

If we look at the table, seemingly monitoring and evaluation deals with the same things. This is
because as previously cited, monitoring and evaluation are corollary or they go hand in hand with
each other. They have to be consistent with each other. Data or information gathered during
program monitoring serves as the basis for evaluation. In terms of approach, monitoring is
concerned with the actualities or the “What?, How many?, What are the specifications? How? ”
of program delivery, while evaluation deals with the ideals, explanations and suggestions in
which case it is concerned with the “Why?, Is it sufficient? Are the specifications fit or proper?
What are the results or impact? What are the strengths and weaknesses? And how can we
improve?”
Inputs refer to the resources used in the delivery of the project. In management terms, we use
the 3 M’s as the inputs namely: Men, Materials, Machine and Money
Men refers to the people that will deliver the work. They are to be monitored and evaluated in
terms sufficiency of quantity, and quality, referring to their skills, knowledge, training, as well as
their traits and behavioral dispositions that can affect the delivery of the work.
Machine refers to the tools or machineries to deliver the work. They are to be monitored and
evaluated in terms of sufficiency of quantity, specifications and efficiency of the machine in
delivering the work. In most cases machine can include the forms of technology to be used in
delivering the work
Materials refer to things or goods that are used to deliver the project for example paper, canned
goods, cloth, rope. They are to be monitored and evaluated in terms of sufficiency of quantity,
specifications, relevance to the work and usefulness responsiveness to the
participants/beneficiaries needs.
Money refer to the financial needs or “how much” of the project. It is monitored and evaluated
in terms of sufficiency, how much is needed for the project, how much do the implementers have
or can access, and how can the implementers access or raise the funds. It can also be
implemented in terms of budgeting and efficiency of allotting available funds for the project.
Outputs refer to the products of project. They can be material things or the non-material benefits
from the project. They are normally evaluated in terms of quantity, quality, specifications. For
example, in a relief drive, the output of the project are the relief goods to be delivered. Are they
sufficient? How many families were provided with relief good? What are the contents of the relief
packs? Are they responsive or useful of the recipients. In a tree planting activity, outputs would
consist of the number of trees planted, the number of hectares reforested and the quality of
trees planted. In a tutorial program, outputs consist of the number of pupils who have
participated or completed the program, how many sessions or were conducted, and what specific
subjects or skills have they learned.
Processes refer to the manner of delivery of a program or project. It is refers to the “how of the
project? In management terms it referred to as the 5th “M” of program delivery which is method.
It is monitored of the manner of program delivery and evaluated in terms of efficiency.
Program Phasing or Delivery
Program Phasing or Delivery refers to scheduling of activities. They are monitored in terms of the
time or actual delivery of materials or activities in the process of program implementation. They
are monitored in terms of compliance with time table or timeliness. Are they on time on time or
late? Did the schedule of delivery of materials contribute to success or failure of the project?

Impact/Results
Impacts/ results refer to the effects or benefits of the program. These can be immediate or
remote impacts. They may be intentional or intentional. They may be evaluated in terms of
extensiveness or how many individuals experienced or got were affected by the impact or result.
Are the seen as positive or negative, or are they as problems or indicators of success.

Methods or Tools: How do we monitor and evaluate projects programs?

The following tools or methods are usually employed by program implementers in monitoring
and evaluating programs.
1. Observations (MBWA)
2. Surveys and Interviews
3. Records Maintenance
4. SWOT (Strengths, Weaknesses, Opportunities and Threats
5. Focus Group Discussions
6. Incident Reporting
Observation
Observation is usually a tool or method used for monitoring. It is entails participation, getting
involved or being immersed in the day to day or actual implementation of a program. One does
not simply rely on records or reports in order to get information about the implementation of a
program, rather he/she relies on first hand data gathered experientially. As it is said, “Experience
is the best teacher” In the aspect of management, the acronym MBWA is used to denote
observation, that is Management by Walking Around” or “Monitoring By Walking Around”. This
is based on the need for observation, participation, presence and dialogue. For example, in order
to monitor the implementation of Law Enforcement Programs, it would be best for a police
general to visit go around and observe how policemen perform their jobs on the streets, visit and
observe police precincts, and participate and observe how raids are conducted. In order for a
Mayor to monitor the implementation of programs of the local government, he must go around
and get immersed on how certain functions of government are implemented. It might be ideal
for him to get out of the office in the morning and observe the street sweepers doing their work,
observe the policeman maintaining the traffic, as well as observe government offices as to how
they deliver the services for the people. In the case of NSTP, it is best for group leaders, to be
actually immersed in all processes of planning, organizing and implementing their programs in
order to better monitor and evaluate the class or the group’s programs instead of delegating
things to the members of the class.
Observations requires writing down observations or journals, taking pictures or producing video
presentations.
Records Maintenance
Records maintenance is the most widely used method of monitoring of programs. Simply stated
records are listings summarized into numerical or statistical figures. They provide actual numbers
or cases, inputs as well as outputs of the program. It is commonly used in both macro and small
scale projects. For example, In the field of education, DEPED can maintains record of number of
enrollees per school, grade level, or province; drop-out rates, ratings of schools and students in
the National Achievements Tests, book to students ratio, number libraries, or even the number
of comfort rooms per school in relation to the school population. In the field of Public Health,
DOH can provide the following data based on records or listings, number of Covid infections per
day, bed capacities of hospitals, disease prevalence or the number cases of certain diseases in a
span of time ( i.e during certain months, weeks,) and in specific areas or territories (i.e by towns,
provinces, cities), morbidity or the number of deaths due to certain disease, among others. In
the case of NSTP, students and teachers ought to maintain records or listings of attendance of
students, type and number of trees planted in tree planting activities, number of donors accepted
and rejected during a blood-letting program as well the reasons for rejection, number of dogs
injected in anti-rabies project, number of children attending a feeding or tutorial project, among
others.
Surveys and Interviews
Surveys and interviews require asking questions or designing questionnaires to be administered
to program beneficiaries, implementers and other stake holders of a program. They are used to
gather opinions and feedbacks of people regarding the implementation of a program. They are
normally used for evaluation purposes. Surveys are done by coming up with specific questions
written down in a questionnaire and to be administered to a sample of people. For example, in
order to assess the delivery of health services to a community or barangay, health practitioners
may design questionnaires to be administered to a specified sample of residents of the
community. The data gathered from the survey will be tallied documented, and analyzed and
documented in order to provide an over- all assessment of the people’s feedback of the delivery
programs.
Interviews on the other hand, tend to be unstructured and spontaneous. They are done by
interviewing key informants and stakeholders. For example, in order gather information on the
effectivity of tutorial activities conducted in the community by NSTP students , it might be good
to interview the parents of the children, their teachers in the local public school regarding the
impact of the program as seen in terms of enhancement of learning attitude and skills, or even
improvement of their grades in schools. Evaluation of the efficiency of the planning and I
implementation of NSTP projects in the community may be done by interviewing the group
leaders, the Barangay Captain of the beneficiary communities or their community project
facilitators.
SWOT Analysis
SWOT refers S-Strength, W- Weaknesses, O- Opportunities and T- Threats. SWOT was originally
used in business management to assess the feasibility of a proposed business project. Later on it
was adopted in public administration to assess or evaluate proposed or existing community
engagement projects in the private as well as government sector.
Strengths (“Kalakasan”): + , Internal
They are the positive qualities or conditions of the program and the implementers that can
contribute to program success or facilitate program. They are internal factors of the project.
Weaknesses (“Kahinaan”): _ , Internal
They are negative qualities or conditions of the program and implementers that can contribute
to program failure, or they hinder program implementation. They are also internal factors
Opportunities(“Pagkatataon”) : +, External
They are positive qualities or conditions existing outside the program and its implementers
which, can be employed or used by the program implementers in order facilitate or to achieve
program success
Threats ( “Pangamba” ): _, External
They are negative qualities or conditions existing outside the program and its implementers
which may hinder program implementation
These are laid down in a four cornered chart or quadrant. Applying as an example an NSTP
project like conduct of a sports competition in the community, one might have example the
below;

Strengths Weaknesses
1. The program is responsive to the need 1. The program is not innovative since
for recreation and physical exercise for year in and out the barangay is already
the youth. coming up sports fest.
2. The implementing group is composed 2. The activity is time consuming.
of NSTP students who are basketball
players of the school.
3. Some of the other students already
have sponsors for the project
Opportunities Threats
1. There are many teenagers from the 1. The barangay chairman is not so
community who are interested with interested with the project
sports 2. Quarrels or rumbles might happen
2. It is an expressed need or a suggested during the games.
project based on consultation with the 3. Injuries among players may happen.
SK 4. The activity is to be scheduled from
3. The community has the necessary August to November which are
facilities (basketball court, score schooldays and rainy days
boards etc.)
4. A local businessman has expressed
willingness to sponsor the project

After laying down the SWOT Grid, the group can come up with Strategic Decisions Grid. The
Strategic Decisions Grid outlines the course of actions resolutions that the group

S-O Green Light S-W Warning

Go and implement Come up with remedial measures to address
Expand/Intensify weaknesses.

W-T Red Light O-T Warning

Stop Come up with contingency measure to
Pack Up address program threats
 Discard or don’t proceed with the project
and
think of a new projects

In the case of the above stated example: the group can proceed with the project with the
following contingency or remedial measures:
1. Convince the Brgy Chairman on the feasibility and relevance of the project.
2. Come up with features that will make the sports-fest innovative or different from the
traditional annual sports fests conducted by the SK or other groups
3. Arrange sequence of games efficiently so that the games will not lag and become time
consuming
4. Provide contingency measures to prepare for the onslaught of rains during scheduled
games.
5. Design a systematic schedule to be disseminated to the different teams so that players
who are in school can make decisions or adjustments on their personal schedule
6. Have the Barangay Tanod around during games.
7. Develop contingency arrangements for possible injuries
Focus Group Discussion
Focus Group Discussions can be used monitor on-going programs, as well as evaluate
accomplished projects. A focus group is an assembly or meeting of selected representatives of
the program implementers, project beneficiaries, and other concerned stake holders of the
program. Since it is a meeting, the facilitators should come up with a well-designed agenda or
outline. It should focus on presenting updates or progress from the implementers, feedbacks
from the beneficiaries and stakeholders, and resolutions or suggestions for the continuation of
the program; if it is intended for monitoring. It should be conducted during certain specified
periods of the program implementation.
On the other hand, if it is intended for program evaluation, it should be conducted after a
program has been completed. The agenda of the focus group discussion should be to evaluate
the concluded program. The agenda should be well defined, and the specific aspects of the
program to be evaluated are outlined ( I. e inputs, outputs, processes) It might even be good to
already have printed guide questions for evaluation, which the participants of the focus group
can initially answer by themselves, by diads or small groups and later on they can be shared with
the assembly. A rapporteur or secretary with the necessary documentation skills should be
assigned to consolidate the outputs.
The language of the focus group discussion should be understandable to everyone, considering
the background of the participants. It is necessary that facilitators should be aware of the
language and background of the participants. A focus group discussion should be conducted in
the spirit of unity, trust, openness to others. The participants should be considered as of the
equal footing with others. Nobody is superior, thus the contribution of everyone is accepted.
Nobody should monopolize the sharing. The facilitators should find ways to lighten the mood of
the discussion should things becomes sensitive, or conflicts arise between participants. Relevant
ice breakers or intermissions may be done.
Incident Reporting
Incident reporting is a method of monitoring situations which has implications in the operations
of the project or organizations. These incidents are either problematic or negative or they can be
positive situations. They require documentation of the incident, with notations on causes and
effects. These documentations can be used as sources of data for evaluations later. They can be
sources of data on efficiency, wastage as well as efficient management or delivery of services.
For example, in business, a manager may come up with incident reports on causes and effects
cases of wastage of materials or accidents, machine malfunction, injuries of employees,
employee strikes and labor problems.
In a school setting, school administration can come up with incident reports on campus bullying,
late attendance, frequent absences or failures
For NSTP projects leaders or faculty can come up with incident reports or injuries or brawling in
a sports fest, damaged trees in a tree planting activity, delays of goods or improper packaging of
goods in a relief drive.

How do I apply monitoring and evaluation in our NSTP programs?

One can apply monitoring and evaluation by setting up an evaluation and monitoring plan for
activities and programs. The monitoring plan shall consider: the following
1. The phasing or timing of monitoring of the program; How often or when will monitoring
be done? (Monthly, weekly or during specified periods)
2. Who will monitor the program?
3. How will the program the program be monitored? (Methods)
4. What aspects of the program will be monitored?
The answers to the questions are dependent on the nature, extent, duration and participants of
the program
For example; The program to be monitored is a relief drive for communities affected by
calamities. Monitoring in this case is done by the NSTP Faculty and Group Leaders. Most of the
data can be taken through observations, records and maintenance, incident reports and key
informant interview of students, relief beneficiaries and community leaders.
Monitoring may be done in two three phases: Information dissemination and relief drive
collection, Packaging, Distribution

Monitoring Evaluation

Information Packaging Relief Distribution Evaluation

Dissemination and
relief Gathering
How was the When and where was the Info Dissemination
Who were the people process of relief distribution done? Relief Gathering
involved in information drive packaging Who were involved in the
dissemination? conducted? relief distribution Were prospective
How long was the donors properly
How was information Who were the distribution done? informed and
dissemination individuals involved What were the machine used motivated to donate?
conducted? in packaging? during the distribution
How many were the Were the mechanism
Were there machine How many relief intended beneficiaries? or procedures for
used during packages were How many families were information
information produced? actually served. dissemination
dissemination? What were the reactions of effective?
What is the content the beneficiaries to the
How were goods of a typical relief program ? Was the distribution of
collected? packaged? relief goods orderly
and efficient?
What were the goods Are there expenses
collected? incurred and how Were the goods
much? collected sufficient and
How or where were useful?
the goods kept on For what purpose
storage? were expenses Were the people
used or incurred or involved dedicated and
Who were involved in for what purposes? committed and
collecting the goods efficient in work?
Were there
How often or when materials Were there problems
was collection done? machineries used encountered in the
in the process of process of info
packaging? dissemination and
relief goods collection?
Were there
instances of goods During packaging,
wasted or were the methods and
destroyed, how procedure fast and
many? efficient?
 How were materials
and machine? Were
they sufficient and
used efficiently.
Were there problems
encountered in
packaging?

Distribution

Did the affair start on

on time?

Were the materialsls

and machine used
during the distribution
sufficient and useful?

Were there sufficient

manpower for the
project?

Were most of the

intended beneficiaries
well served. Are the
items of the relief
packages useful for the
beneficiaries ?

What are impact of the

project upon the
people and the
community?

Were there problems

encountered in
program
implementation.?

What are the

resolutions or
recommendations in
order to improve th
project?
Exercises and assignments.

1. Preparing for a Focus Group Discussion

- Simulate the process of preparing a for a focus group discussion. Imagine that you are to call
for a focus group discussion to monitor or evaluate an NSTP Program. Consider the following
a) Title of the Program
b) Who will be invited to join the focus group discussion? How will you invite the
participants?
c) The venue of the focus group discussion
d) Time and Date of Focus Group Discussion
e) Agenda of the Focus Group Discussion (Consider whether the focus group discussion in
intended to monitor an on-going or evaluate an accomplished program)
f) Guide questions for Project Monitoring or Evaluation.

2. Preparing a Program SWOT Analysis

-Think of any program or project whether a small scale NSTP project, or a macro scale on-going
government.
a) Prepare a SWOT Analysis Grid
b) Fill in the Strengths, Weaknesses, Opportunities and Threats of the Program
c) List down the Strategic Decisions to be made by the group in view of the results of the
analysis

3. Preparing a Program Evaluation Plan

Simulate that you are preparing a program plan for your NSTP class project. Part of your program
plan is a Monitoring and Evaluation Plan. Construct an evaluation and monitoring plan for your
project.
A. Summarize it into a table with two columns.
B. The column on the left side for monitoring, and evaluation on the right.
C. Lay down in the form questions the aspects of the program that you wish to monitor as well
as the aspects of the program that you will evaluate. (You may use the table on page 3 on
what will be specifically monitored or evaluated, as your guide in identifying what are to be
monitored and evaluated)
D. State what method will you use to gather data or information to answer each of your
questions (Refer to methods of monitoring an evaluation)
E. State your time tables for monitoring and evaluation. How often or when will you monitor
and evaluate ( once a week, once every two weeks etc.)