Appendix 8
WELCOME
IMPLEMENTATION MONITORING AND EVALUATION DIVISION (IMED)
Appendix 8
Result-Based National Planning Framework
This is in general the function of Planning Commission.
The Govt. has approved a five year strategic plan (SP) for IMED.
The SP was prepared with the technical assistance of ADB.
Appendix 8
Result-Based National Planning Framework Contd.
The SP emphasizes on the following issues to institutionalize RBME –Guidelines for development management
frameworks to be included in the development project proposals.
Guidelines for project rating system on the basis of performance of projects & produce analytical reports to the NEC/ECNEC
Appendix 8
Result-Based National Planning Framework Contd.
Decentralizing IMED up to division/district level
Establishing specialized research unit in IMED
Establishing partnership with civil society, voluntary agencies, educational institutions & associate professional academicians with the M&E studies
Formulating communication strategy to disseminate evaluation findings to media, public, civil society & development partners
Appendix 8
Services Provided by IMED
Preparation & Submission of :- Monitoring and Field Inspection Reports of on-going projects
- ADP Implementation Progress Reports for Review
- Terminal and/or Impact Evaluation Reports of completed projects
Prepare & Deliver Comments:- on proposal for time extension & cost rationalization of projects
- on issues related to PPA, 2006 & PPR, 2008
- for PEC/SPEC/TEC and other inter-ministerial meetings
- for CCGP and Economic Affair’s Committee- for CCGP and Economic Affair’s Committee
Appendix 8
• Providing: - Training on Public Procurement
- Public Procurement Experts through training
- Consultants for in-depth monitoring & evaluation of selected projects
- Secretarial Services to the Review Panel for disposal of procurement related complaints
- Secretarial Services to the Committee for appointment & transfer of PD & other important Project Personnel
Publishes in 2 websites: www.imed.gov.bd and www.cptu.gov.bd
- Public Procurement Advertisements above Tk. 1 crore
- All up-to-date information on IMED and CPTU
Services Provided by IMED Contd.
Appendix 8
How IMED Contributes to Development Work
Provide Comments on Project Proposals in:
• Project Evaluation Committee (PEC), Special PEC (SPEC) Meetings in the Planning Commission, and,
• Departmental PEC/SPEC Meetings in the development Ministries,
where project proposals are initially reviewed and examined
A. Pre-project Phase (Project Approval Process):
Appendix 8
B. Implementation Phase : Implementation Monitoring
Collection of information/data through IMED Formats, 2003 (Revised) on a regular basis and submission of reports to the National Economic Council (NEC) where major implementation problems are presented for necessary decision
Field Inspections/Spot Verifications of high priority projects, projects targeted for completion and completed projects, aided and sick projects and report to appropriate authorities for necessary decisions
Participate in monthly ADP Review Meetings and other Meetings (e.g. Steering Committee, TEC, Wrap-up, etc) organized by concerned project authorities
Managing database to process and preserve collected project information
Contributions to Dev. Work (contd.)
Appendix 8
C. Post-Implementation Phase
IMED prepares project completion evaluation reports on each project completed in each fiscal year highlighting implementation problems and prospect for future
Providing recommendations on future course of actions to be taken by the Government towards streamlining development activities
Contributions to Dev. Work (contd.)
Appendix 8
D. Outsourcing of Consultants
• IMED has been conducting in-depth monitoring and impact evaluation of some large/technically complex/country-wide spread on-going projects by engaging individual consultants/consulting firms
• Disseminate findings to the stakeholders, prepare recommendations, and provide feedback to concerned agencies/authorities
On an average, IMED is conducting such in-depth monitoring and impact evaluation for 10 projects in each year
Contributions to Dev. Work (contd.)
Appendix 8Institutional Mechanism for Monitoring Progress (four-tier
monitoring system)
a) Monitoring at Project Levelb) Monitoring at Agencyc) Ministry Leveld) Monitoring at Central Levela) Project LevelProject Director sits with his field staff and
consultants and discuss day to day progress.Reports submitted by consultants/Contractors
are also closely monitored by PD office.
Appendix 8
B/C) Agency and Ministry level:Ministries /Agencies hold review
meetings every month. These meetings review the physical,
financial progress especially on procurement, land acquisition and project management issues.
Ministries officials are required to make field visits frequently to ensure quality of project implementation.
Institutional Mechanism Contd.
Appendix 8
Institutional Mechanism Contd.
d) Central Level :IMED plays role at pre-implementation,
implementation and post implementation phases IMED is mandated to facilitate country’s
development through coordination, M&E of projects & program policies. This requires all ministries to report to the IMED on implementation progress.
IMED's formats duly filled in and regularly received (monthly,quarterly and annually) from the field as well as from the Ministries /Agencies form the main basis of project Monitoring and Evaluation.
Appendix 8
Institutional Mechanism Contd.Regular visits to the project sites by the
IMED officials to gather adequate information of the project activities on the ground.
Inspection reports are sent to the concerned Ministries/Agencies/PD's and other related concerns for necessary actions.
IMED officials along with other members attend monthly review meetings that are held in the Ministries.
Appendix 8
Limitations of Present Monitoring System
Huge number & larger sophisticated projects pose challenge for the monitoring officers having general qualifications
Lack of capacity to conduct impact evaluation & excessive vacancies at the desk level form tremendous challenge
Low quality of project planning & no planning wings in some ministries/divisions pose another kind of challenge for IMED
Appendix 8Data Collection System and Process-
Project Monitoring Information System (PMIS) PMIS is the active part of IMED business. It is about a project database containing information of all development projects under the Annual Development Programme (ADP).
Appendix 8IMED PMISProject Information Collection
Appendix 8IMED PMIS
Appendix 8IMED’s PMIS SystemsIMED’s PMIS Systems
IMED LANIMED LAN
Review Meetings/ Various
Authorities
IMED Sectors (Monitoring
Officers) Enter ADP/RADP
Published by Planning
Commission
Prime Minister/
ECNEC/NEC
IMED PMIS Server
Planning
Minister
Projects’ M
onth
ly
Prog
ress
Pro
jects’ Q
uarte
rly
Pro
gre
ss
Ministries/
Divisions/
EA’s/PD’s
Sen
ds
IME
D F
orm
ats
retu
rns
to
Pro
jects’
Allo
catio
nM
onth
ly E
xpendit
ure
R
eport
Quart
erl
y/M
onth
ly
Exp
endit
ure
Report
Requested various analyses
IMED Website
Genera
ted
Report
s
ADP Review Meetings/ IMED
Inspection Visits
BTTB
P.C. P.C. LANLAN Projects’
Information/Progress
Appendix 8
Limitations of PMISSubmission of IMED formats containing data
which feeds the PMIS. Presently collection & entry of format is less than 80%. But the data base shares the consequence of all the projects
Officials has no technical knowledge and also due to available information to make reports & answer queries from highest level forum
Monitoring officers don’t widely use it to review project information
MIS of different EAs are not dedicated to IMED related data
Appendix 8
Analysis, Reporting & Use of Performance Information M & E Reports Produced by IMEDM & E Reports Produced by IMEDSl. No
Reports Contents Submited to
Periods Follow-up
1. Monthly Progress
Financial Progress, Observations, etc.
ECNEC Weekly
2. Quarterly Progress
Financial & physical Progress, Early Problems & Recommendations
ECNEC Every Quarter End
3. Annual Progress
Financial and Physical Progress, Analysis of time and cost overrun of declared completed projects, etc.
NEC End of a Financial Year
Next Annual Review Meeting
Appendix 8
Reporting Contd.
4.
Completion Evaluation
Lessons & sustainability
Planning Minister
Every Year
Summary of the Findings are sent to the Concerned Ministries.
5.
Procurement Progress (10 big ministries)
Progress of the Annual procurement plan
ECNEC Weekly, MonthlyAnnually
Summary of the Findings are sent to the Concerned Ministries.
Appendix 8
Reporting Contd.Sl. No.
Reports Contents Submitted to Periods Follow-up
6. Progress of large 10 Ministries/ Divisions
Financial Progress
ECNEC & Taskforce Meetings
Monthly,Quarterly, Annually
Summary of the Findings are sent to the Concerned Ministries.
7. Impact Evaluation
Socio Economic Impacts on some Selective Completed Projects
Concerned Ministries, Planning Commission after Dissemination Workshop
Year End Recycling in the next Planning Process.
Appendix 8
Reporting Contd.
8. In depth monitoring
Progress of 5-10 Sophisticated Large Projects
IMED, line Ministries
Every year
Actions are taken by the concerned Ministries/Divs.
9.
10.
Project Inspection
Cost Rationalization
Work Progress and its quality
Rationalized cost statement
Secretary, IMED
P.CConcerned Ministries
Every Month
do
Recommendations presented in the Monthly Review Meetings.
-
Appendix 8
Result based monitoring
(i) Monitoring inputs(ii) Monitoring outputs(iii) Monitoring outcome – where possible(iv) Monitoring Impacts – where possible .
Problems(v) Some projects document have
little/unspecific results, inputs/outputs(vi) Problem of getting reliable data (vii) Problem of required manpower(viii) Lack of efficient Project Director(ix) Paucity of manpower in the Planning
Wing of Ministries and Agencies.
Appendix 8
Weakness/Problems of IMED Lack of required manpower: In 1975 approved
manpower-88, in 2010-manpower are-61, Allocation in 1974-75 was 525.00crore but allocation in 2009-10 are 30500.00 crore.
One third vacant post. Very little implementation of recommendation given in
the inspection reports. No Research facilities No Laboratories for testing materials/ quality of work No Logistic support/vehicles for inspection No required space for office, keeping files etc. No opportunity for higher degree on M/E Paucity of foreign professional training Lack of required Experts/Professionals. Monitoring and Evaluation of small number of projects-
not all projects.
Appendix 8
Suggestions for improvement Filling vacant postSanctioned required manpowerIMED may be under prime Minister’s
SecretariatInstall Research facilitiesInstall Laboratories with skilled manpowerProvide Logistic supportsGiven opportunity for Higher studies/TrainingConstruct separate Building for IMEDStrengthening Planning Wing of
Ministries/Agencies
Appendix 8
Opportunities/Strengths of IMED
Well known Established Organization It is a separate Division of the Government.Some experienced and skilled officers are
here.Member of all committees related to
government development projects/programsPower and Authority to inspect/evaluate any
development projectsIMED worked with all Ministries/Agencies of
the Country.Can show all the development
scenario/position to the government.
Appendix 8
Future Plan of IMED
Decentralization up to old - Process is going on districts
Strengthening of IMED - DoElectronic Tendering - DoOwn Office Building - Searching for
landTake T.A and Investment - Initiative has
been Projects taken
Thank you all