Republic of the Philippines DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT REGION X - NORTHERN MINDANAO KM3 Fr. WF, Masterson Avenue, Upper Carmen, Cagayan de Oro City, Misamis Oriental www region10.dilg.aov ph I ADVISORY TO ALL CITY/MUNICIPAL MAYORS Misamis Oriental THRU ALL C/MLGOOs DILG Misamis Oriental SUBJECT ROLLOUT ON RESULTS-BASED MONITORING AND EVALUATION (RBME) FOR LOCAL INFRASTRUCTURE PROJECTS (RLIP) DATE June 19, 2022 Following the DILG MC 2022-050 dated April 27, 2022 on the Guidelines for the Results-Based Monitoring and Evaluation (RBME) for LGU Infrastructure Projects (RLIP), a rollout on the Monitoring and Evaluation (M&E) tool will be conducted on July 28, 2022 via zoom. With this, may we request the hereunder participants to attend the said virtual roll out. PARTICIPANTS ZOOM MEETING — | L See Ee EEE EE EES See Je EM eS C/MLGOOs Local Project Monitoring Committee (LPMC) Meeting ID: Local Engineering Office (LEO) 820 2301 4359 C/MDRRMO (with Vertical Projects in Annex A) C/MENRO (with Water Projects in Annex A) | Passcode: dilg10 C/MPDC OOeONS Attached is the Annex A (List of Preliminary Projects Proposed by LGUs for RLIP) for your reference, Moreover, kindly prepare the following data/document for each project for the said roll ‘out which can be accessed through this link: https://tinyurl.com/bdf3wt83. GrataKoez “Matino, Mahusay at Maasahan” T: (088) 859-0506 E: records o'910@omail com FB: www. facebook com/DILGXRepublic of the Philippines DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT REGION X - NORTHERN MINDANAO KMS Fr. WF. Masterson Avenue, Upper Carmen, Cagayan de Oro City, Misamis Oriental \wwww.feaion10.dila.gov_ph 1. RPMES Form No. 1 2. Logical Framework Analysis For your information and appropriate action. G ) C > ever Risin C. NAYBE, EnP, CESE ao Provincial Director DILGMISORMONjsba Qratacoiez “Matino, Mahusay at Maasahan” 7: (088) 859-0506 E: recoris lig! (@amal comm FB: wwws facebook com/DILGXANNEX A. __'SUBAYBAYAN REME - LOCAL INFRASTRUCTURE PROJECTS ‘Romarke Province Project Tite Aocstion (statu fhe Project) Prec Type 2 (Ready for Execution) [teams cern [rg {raw _leortnetin ot creas pap te [nue leageeerar Ica todas Sat Some Fety | inerrant Water Sr Siy Tao |uiarie Cra! _|Oaingoy _loamayars unaty _|€LcACvewaoy) cent on ran ond Weare Orent _|cinera — lew sen ama Stee ete s, aanis rent |ciweia __—_etain mens (constuction ot 2 Storey Cinta Seat ng toon Orert er Stasircty maya (otmaye Jr gh) — lemme ee rat tin rea saunas fae eee a laces luneean ta liescear ages ieee (ie me (Misaenis Oriental —|Uberta jacion feciene Tinea eaRehabitaion of 8. Vers St -M. aha 8 Rast IRewABUiTaTION OF MUWC>PAL HEALTH CENTER i fon of Nakata Bry RS 969 IP 4 No pct unde sles Project Type [ced carn to anew ue Lorton 2 Pst , pce jee, crue boner ure Locator of Pt [rop 4: No pect under ees Pret Tes lence, cratun to anower ut Lerten o Post fence, crn ane utLoeten 0 Pops roe 2 ceretucton a water Supa Satan [TOP «No pects under eed Poet Ties lesexe. carats anor ut Lose 0 PoeRepubli ofthe Philippines a ag DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT uy DLLGNAPOLCOM Center EDSA comer Quan wares oN mane Wo OEP EAR FOR + ALL PROVINCIAL GOVERNORS, CITY AND MUNICIPAL MAYORS, DILG REGIONAL DIRECTORS, AND ALL OTHERS CONCERNED IN THE MONITORING AND EVALUATION OF LGU INFRASTRUCTURE PROJECTS, EXCEPT BARMM. SUBJECT : GUIDELINES FOR THE RESULTS-BASED MONITORING AND EVALUATION (RBME) OF LGU INFRASTRUCTURE PROJECTS DATE 1.0 Background 1.1. DILG Oversight Mandate Section 2 of Title XII, Book IV of Executive Order No. 292 or Administrative Code of the Philippines provides that the Department shall assist the President in the exercise of general supervision over local government and in ensuring autonomy, decentralization and community empowerment The fully devolved system of governance, as contemplated under Executive Order No. 138 and the Mandanas-Garcia Supreme Court tuling, is set to be aalzed this FY 2022, Local Government Units (LGUs) will wild expanded 1.2 Pilot implementation for RBME of LGU Infrastructure Projects The DILG is spearheading the Monitoring and Evaluation of Infrastructure Projects of Local Government Units, as funded under Republic Act No 11639 “Matino, Mahusay at Maaasahan” ‘Trunkiine No." 8876-34-54The DILG, in the exercise of its Supervisory power, shail monitor and evaluate the performance of the LGUs in the implementation and management of all infrastructure projects through the use of Results. Based Monitoring and Evaluation Systems. The DILG shall also strengthen the focal project monitoring committees tasked to assist the LGUs to assume greater roles and responsibilities in the monitoring and evaluation of the infrastructure projects devolved in its localities, As stated in the GAA, a concerted shift to an enhanced M&E model anchored on, the Results-based Monitoring and Evaluation (RBME) system is crucial, RBME could address the challenges in measuring governance results under the devolved system through emphasis on results (L@. outcomes and impact) of Programs and projects, in contrast to traditional MBE systems which put premium on the monitoring of implementation (i.e. inputs and outputs). The REME of LGU Infrastructure Projects ot “RLIP,” as envisioned in this issuance, shall be piloted to improve tracking of results and to meet the changing demands for transparency and accountability at all levels of government. The RBME mainstreaming effort shall be applied to the current The RLIP adopts some elements of the Regional Project Monitoring and Evaluation System (RPMES), as designed by the National Econom and Development Authority (NEDA) for the M&E of development projects. As Previously stated, it will enable more efficient tracking and measurement of Progress of LGU performance, in accordance with national and international evelopment plans, goals, and commitments, such as those expressed in the Sustainable Development Goals (SDG) and the AmBisyon 2040 In addition to allowing the DILG to expand its performance measurement to the results level, data extracted through the RLIP will also provide means for LGUs fo measure their performance in relation to national and intemational Gevelopment targets, and help them align local development projects. in accordance with results gathered. 1.3 Monitoring Subsystems for LGU Infrastructure Projects Page 208132.0 3.0 Scope / Coverage This policy is issued to provide guidance for the conduct ofthe pilot application of the RBME of LGU Infrastructures or RLIP. This policy shall cover: 2.1 All provincial, city, and municipal governments (except in BARMM); 2.2 All DILG Regional, Provincial, City, and Municipal Offices (DILG Field Offices); 23 All concerned units under Office of Project Development Services (QPOS), Information Systems and Technology Management Service (ISTMS), and other related DILG Central Office Bureaus and Services. and 2.4 Infrastructure projects funded by LGUs through the 20% Development Fund (DF) as included in their respective FY 2022 Annual Investment Program (AIP), and other projects qualified under considerations Provided for in Section 3.5 Policy Content and Guidelines 3.1. Operational Prereqi ites 3.1.1 Operational Platforms and Policies 2 SubayBAYAN, known as the Subaybayan ang Proyektong Bayan, shall be the main platform for encoding and submission of data, documents, and forms fequired in the RLIP. LGUs and concerned DILG offices shall be guided by related issuances on its use, including DILG MC No. 2018-114 and DILG MC 2020- 151 ._ There shall be an established internal mechanism for reporting in the LGU, specifically for the submission of necessary data, documents, and forms to their respective DILG Field Offices in ‘elation to the SubayBAYAN platform and RPMES. ©. Regional Project Monitoring and Evaluation System (RPMES) is an established system for regional, provincial, city, and municipal level Project Monitoring Committees to facilitate project Page 3 of 1332 implementation, problem solving and M&E for development Projects. For purposes of pilot application for the RLIP, only Processes relating to the following RPMES Forms will be covered under these Guidelines: * RPMES Form 1: Initial Project Report; ¢ _RPMES Form 2: Physical and Financial Accomplishment Report; * RPMES Form 3: Project Exception Report; * RPMES Form 4: Project Results; and * RPMES Form 5: Summary of Physical and Financial Accomplishment including Project Results. 3.1.2. Structures a. The Regional Monitoring and Evaluation Team (RMET), chaired by the Project Development and Management Unit (PDMU) Chief and composed of SubayBAYAN. Monitors / Focal Persons and CSO representative/s shall be responsible for overall regional monitoring and evaluation initiatives, including the conduct of quarterly validation and coordination activities. b. The RLIP - Monitoring Support Team (MST) at the OPDS shall Provide support for the overall implementation of the RLIP and other M&E programs of the OPDS. Roles and Responsibilities 3.2.1 LGU Monitoring Monitoring of infrastructure projects at the LGU level shall be carried out by the LPMCs in coordination with their respective Local Engineering Offices (LEO). As one of the three subsystems for monitoring and the primary body tasked to monitor local development projects, LPMCs play a vital role in ensuring that RBME systems are institutionalized to meet increased governance requirements under full devolution Specific timelines for actions are provided in Section 3.6 3.2.1.1 Local Project Monitoring Committees @. Perform its functions and observe prescribed monitoring processes for local development Projects, as detailed in the RPMES Operational Guidelines. For purposes of the pilot application for the RBME of LGU Infrastructures, the following forms shall be accomplished and submitted: *¢ RPMES Form No. 2 - conduct monthly monitoring of Projects using RPMES Form No. 2 by the 15th day of the succeeding month. Page 4of 133.21.2 © RPMES Form No. 3 - report the occurrence of implementation problems needing immediate action using RPMES Form No. 3 to higher Project Monitoring Committees by the 18th day of the succeeding month, as the need arises. * RPMES Form No. 4 - at every 1st quarter of the year, evaluate project results using RPMES Form No. 4 Provide copies of approved RPMES Forms to concemed offices, including the LEO and DILG Field Office, following the timelines in Table 1 on Section 3.6. Local Engineering Office In coordination with the LPMC and Office of the Local Planning and Development Coordinator (LPDC), select :wo (2) local infrastructure projects for enrollment under the pilot application of the RBME of LGU Infrastructures. They must ensure that such projects are: (a) funded through the 20% DF: (b) included under the FY 2022 AIP: and. (c) chosen from two of the following project types: Construction / Rehabilitation / Improvement of Local Roads and Bridges, Water Supply and Sanitation Facilities, and / or Vertical Structures (Evacuation Center/Muiti-Purpose Hall) Upon the selection of two local infrastructure projects, the assigned SubayBAYAN LGU Data Encoders at the LEO Shall enroll such projects in the RLIP section of the ‘SubayBAYAN platform or the SubayBAYAN-RLIP. Assigned SubayBAYAN LGU Data Encoders shall then Perform their functions and observe prescribed monitoring Processes for local infrastructure projects, using the following RPMES Forms: © RPMES Form No. 1- input data from the duly approved RPMES Form No. 1 onto the ‘SubayBAYAN-RLIP and upload a scanned copy of the same by May 15, 2022, with attached Simplified Logical Framework (ICC. PE Form 6) and Project Brief / Proposal. For projects not yet awarded, the Data Encoders may Submit and input available data (indicative project ‘schedules and/or targets may be provided). This may be updated later once procurement for the enrolled project 's completed and the finalized RPMES Form 1 is available. Page 5 of 13* RPMES Form No. 2 - encode data from the duly approved RPMES Form No. 2 containing the result of the monitoring conducted by the LPMC and upload a scanned copy of the same to the SubayBAYAN-RLIP, * RPMES Form No. 3 - encode data from the duly approved RPMES Form No. 3 and upload a scanned copy of the same to the SubayBAYAN-RLIP, as the need arises. * RPMES Form No. 4 - encode data from the duly approved RPMES Form No. 4 and upload a scanned copy of the same to the SubayBAYAN-RLIP, as submitted by the LPMC. 3.22. DILG Monitoring In keeping with its mandate, the DILG shall perform its functions as Performance overseers and capacity development partners. The pilot implementation of the RLIP and interventions to strengthen LPMCs and current M&E systems for LGU infrastructure projects shall be funded through the FY 2022 GAA SP No. 4. Assigned SubayBAYAN Monitors / User Account holders shalll be tasked to monitor LGU encoding and uploading of required data and documents, Specifically, they shall perform the following roles in relation to the implementation of this pilot: 3221 DILG Provincial, Highly-Urbanized City (HUC), Independent Component City (ICC) / Component City (CC), ‘and Municipal Local Government Operations Offices ‘a. Monitor the submission and encoding in the SubayBAYAN- RLIP of the required RPMES Forms by the LPMC and LEO, respectively. b. Ensure that the local infrastructure projects enrolled in the SubayBAYAN-RLIP are consistent with the criteria set for the selection of projects © Review /’ Validate entries of enrolled projects by ‘SubayBAYAN LGU Data Encoders based on the uploaded RPMES Form Nos. 1, 2 and 3 4. Review / Validate the contents of the submitted RPMES Form No. 4 using the submitted RPMES Form No. 1, RPMES Form No. 2, and other relevant attachments, as references. Additional responsibilities for DILG Provincial Offices: Page 6 of 133.2.2.2 3.2.2.3 Monitor the enrollment of projects, data entry and uploading by SubayBAYAN LGU Data Encoders at the CC and ‘municipal levels in the SubayBAYAN-RLIP. Approve the data entries of SubayBAYAN LGU Data Encoders for CCs and municipalities for formal endorsement to the DILG Regional Office and final submission to the OPDS. DILG Regional Offices Monitor the enrollment of projects, data entry, and uploading by SubayBAYAN LGU Data Encoders at the provincial, HUC and ICC levels. Approve the data entries of SubayBAYAN LGU Data Encoders for provinces, HUCs and ICCs for final submission to the OPDS Constitute a Regional Monitoring and Evaluation Team (RMET) to perform overall monitoring, including the conduct of quarterly validation activities involving, as appropriate and in accordance with DILG MC No. 2020-098 and other ‘elated issuances, onsite visits, virtual monitoring, documentary review, and other hybrid arrangements, Provide general guidance on the implementation of this pilot in their respective areas of concern Convene Regional Coordination Meetings in order to discuss the findings of the RMET and facilitate the preparation of a Regional Summary and Analysis Report based on RPMES Form No. §, focusing on the infrastructure projects selected by LGUs, and upload the same to the SubayBAYAN-RLIP for submission to the OPDS, 1 month after the reporting quarter. Facilitate the inclusion of representatives from Civil Society Organizations (CSOs) in the RMET and in other third party ‘monitoring initiatives of the DILG Take the lead in implementing capacity development initiatives for DILG Field Offices and LGUs on RBME in their respective areas of concern Information Systems and Technology Management Service (ISTMS) |n coordination with the concerned offices, undertake Necessary adjustments to accommodate additional system requirements provided in these guidelines. Page 7 of 1332.24 Office of Project Development Services (PDs) @ Act as lead in the implementation of the RLIP and development of an overall M&E system for all Infrastructure Projects. ©. Form and engage a Monitoring Support Team (MST) which will provide support for the overall implementation oy the RLIP and other M&E programs of the OPDS. © Act as administrator for the SubayBAYAN platform, provider of technical assistance, and custodian of tne ‘SubayBAYAN User Profile database ¢. Facilitate transmittal of feedback from ‘SubayBAYAN Account holders to ISTMS on technical issues relating to the use of the platform and similar concerns © Consolidate submitted data and Forms, and maintain records of the same. f. Prepare periodic reports in relation to implementation and Compliance, and other reports containing analysis ander ‘summaries relevant to the RUP. 9. Provide policy development services, formulate guidelines, Spnduct M&E systems enhancement, and periodic review of policies, h. Facilitate continuing capacity development initiatives and development of knowledge and learning resources \\ Monitor and assess the DILG Field Offices’ performance in Ing implementation of the Department's M&E iniatves er LGU infrastructure projects, operations and’ fara management, and other areas to be detailed in a later issuance. 1 Monitor and assess the performance of LGUs in the implementation and management of local inftastructure projects. Performance measures based on Key Governance Reform Areas shall be detailed ina let issuance. 3.2.3 Third Party Monitoring proleets, accredited CSOs shall be included in the conduct of trea Party monitoring. As external entities not directly related to either LGUs or the Page 8 of 13DILG, CSOs can augment monitoring activities at the local level and Provide an additional layer of validation of data and results, For purposes of the pilot application, CSOs shall, therefore, be integrated as part of the monitoring teams at the DILG Regional Offices for the assessment of LGU performance in enrolled local infrastructure Projects. A separate policy shall be issued in relation to this subject. 3.3 Implementation Process This section details the steps to be observed in the implementation of the RLIP. Timelines for the encoding and uploading, validation and review. and approval of the submitted RPMES Forms and data are detailed in Section 3.6 of thie issuance. Supplementary issuances shall be released to guide implementers in the Performance of their respective roles in the pilot application of the RLIP, as needed, 3.3.1 Selection of local infrastructure projects The LEO shall take the lead in the selection of local infrastructure Projects in coordination with the LPMC and LPDC. For purposes of the pilot application, two local infrastructure Projects shall be selected for enrollment in the RBME of LGU Infrastructures or RLIP in accordance with criteria laid out in Section 3.5, ‘The coverage of projects to be monitored through the RLIP shall be expanded in later implementations, depending on the results Of the pilot implementation 3.3.2 Enrollment of selected local infrastructure projects in the RLIP Upon selection of local infrastructure projects, assigned SubayBAYAN Data Encoders at the LEO shall enroll such Projects in the SubayBAYAN platform through the dedicated section for RLIP, The OPDS shall release a separate issuance containing detailed guides and schedules for enrollment of projects and encoding of data in the SubayBAYAN-RLIP. 3.3.3 Encoding and uploading of RPMES Forms and attachments The SubayBAYAN LGU Data Encoders shall encode required data based on the accomplished RPMES Forms, and upload the Same and their attachments to the SubayBAYAN-RLIP. 3.3.4 Validation and review of Forms and attachments Page 9 of 1334 33.5 336 337 DILG Field Offices at the provincial, HUC, ICC, CC, and municipal levels shall validate and review the entries of LGUs within their areas of responsibilty. In addition to this, DILG Provincial Offices shall also monitor the rate of compliance for CCs and municipalities in their respective provinces, Approval of submitted data, forms, and attachments The DILG Provincial Offices shall approve for final submission to the OPDS and formal endorsement to their DILG Regional Office the submission of data, forms, and attachments by CCs and municipalities. For the DILG Regional Offices, they shall approve for final Submission to the OPDS the submission of data, forms, and attachments by provinces, HUCs, and ICCs Regional-level consolidation and analysis of results The DILG Regional Offices shall prepare a Summary and Analysis Report based on RPMES Form No. 5 and upload the same to the SubayBAYAN-RLIP for submission to the OPDS, 1 ‘month after the reporting quarter. In order to facilitate the preparation of said report, a quarterly Regional Coordination Meeting shall be convened wherein the RMET and other stakeholders shall discuss the results of Monitoring and evaluation activities conducted in relation to the RLIP and related programs in the region National-tevel consultation, analysis of results, and planning The OPDS shall conduct mid-year and end-of-year National Consultative Conferences. For said conferences, the semestral / annual assessment, Planning, and release of results shall be in focus. in relation to the RLIP and related programs Selection Criteria for Infrastructure Projects ‘The following criteria are to be observed in the selection of two local infrastructure projects to be enrolled for the RLIP. 344 342 343 Funded through the 20% DF; Included in the list of projects to be implemented under the approved FY 2022 AIP; and Chosen from two of the following project types: Construction / Rehabilitation / improvement of Local Roads and Bridges, Water Page 10 0f 13,‘Supply and Sanitation Facilities, and / or Vertical Structures (Evacuation Center/Multi-Purpose Hall). Should there be more than two local infrastructure projects qualified under these criteria, LGUs shall make the final determination which infrastructure projects shall be enrolled. ‘Should there be no or less than two local infrastructure projects qualifying under the criteria above, LGUs, through their respective DILG Field Offices, may submit other identified projects for consideration and final determination of eligibility by the OPDS. 3.5 Reporting Requirements, Timelines, and Proce: The accomplishment of the necessary RPMES Forms shall follow the schedule set under the RPMES Operational Guidelines. The timelines for the encoding process, validation/review of entries, and approval are also detailed below: Table 1: Timelines and Requirements for Form Submission / Encoding / Validation ] Frequency and | | RPMES | Reporting | | |aadensione (RE, ina asheeteec | RPMES Forms | Uploaded to RPMES by LPMC/ DILG Field Offices | SubayBAYAN- | subayBavan | naa LEO) Related | SubNBAYA | | Offices | | | Encoders | Foot | Buy sgned "+ Begining ot + Beginning | + and WO afr the 25th | RPMES the year ofthe day of the month Initia Project Form No.1 . | project ca eport © Quarter | * EorDILG POs’ approval | | | + simotied |e May 15, for CC /municipaities oo [ae | merece | Framework | 25th day ofthe month | ec Pe | cua | xm 8 | . | | | | ° for Provinces (P) | | «© Project Bret | | mucnces 3rd WO after | | 1 Proposal | [_tnestn een Fon ~* Dulysigned * Monthly» Monthiy 1 » nd WD after the 26th | RPMES Gay of the month | Physical and Form 2 © 25th day of | Financial the month | « LG PC ‘Accomplishment © 15" day of orthe last. | forCC/M: 3rd WD after Report the workday | the 25th day of the month + Geo-tagged succeeding (WO) before : | photos ‘month the 25th ifit | ¢ Es | | reflecting the falls ona for P/HUC ICC: 3rd WD | Status and weekend or after the 25th day of the | progress of non-working | Tronth projects | cay | Page 11 of 13,Table 1: Timelines and Requirements | for Form Submission / Encoding | Validation Frequency ana FYeauency and RPMES "Reporting, encoding Atachments 0 b@ Timelines for | Timelines for Vatdation Review Timelines for RPMES Fore |, Uoloateds | rewesbytewe/,| Ruby DILG Field Offices subayBavan. RPMESDYLPMC! | subayeAvAN RUP LGUData | Offices Encoders Fom3 * Duly signed Asneeded [e Asneeded |» and WD afterthe 25th RPMES ay of the month Project Fom3 © 18%dayof |e 26th day of Exception the the month i ForDILG Pt Report succeeding orthe last | for CC/M: 3rd WD ater month WD before | the 25th day of the month the 25th if it | falisona ¢ ForDILGROs' approval | weekend or | forP/HUC/ICC: 3rd WD | | on-working | after tne 25th day of he | day month Fom4 ‘© Duysigned ~« Annual |» Annual |» Every Tet quarter ofthe RPMES year | Propet Resuts Forma» TetGuaner |» et Queer | |» For POs" approval fer CC7ME Five (5)WO | after the last WD of the | | tet Quarter | | Ei ROs" | | for P/HUC ICC: Five (5) | WD atfer the last WD of | the 1st Quarter Foms [= Duysined "* Guariery + Guarieriy + 1 month afer the RPMES reporting quarter Summary of | Forms © {month after © 1 month | Physical and ( thereporting |” after the | Financial | quarter reporting | | Accomplishment | | quarter | sibyarca, | | Sectorand | | | Agency) | | 4.0 References 4.1 DILG MC No. 2018-114 4.2 DILG MC No. 2019-188 4.3 DILG MC No. 2020-070 4.4 DILG MC No. 2020-098 45 DILG MC No. 2020-151 4.8 _RPMES Operational Guidelines 47 RPMES Forms No. 1,2, 3, 4and5 Page 12013,5.0 6.0 7.0 ‘Access copies of the Attachments at this link: https:/tinyurl com/Draft-RLIPMC- Attachments. Effectivity This Memorandum Circular shall take effect immediately. Feedback Inquiries concerning this document should be directed/addressed to the Office of Project Development Services through pmed.opds@amail.com. Approving Authority EDUAI |. At tal (OSECIEMNOUSLGIMLIOPOS/RGZ/PMEDICAF/miv Page 13 of 13,