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First Quarterly M_E Report GoKP FY2011-12 _July-September_

VIEWS: 7 PAGES: 21

									                     Government of Khyber Pakhtunkhwa
                    Planning and Development Department




QUARTERLY MONITORING AND
EVALUATION REPORT
(JULY-SEPTEMBER 2011)


Directorate General of Monitoring and Evaluation




For the Elementary & Secondary Education, Health, and Social Welfare,
Special Education & Women’s Empowerment Departments
                           Quarterly Monitoring and Evaluation Report (July-September 2011)




Table of Contents
List of Tables and Figures                                                                     ii
Abbreviations                                                                                 iii
Preface                                                                                       iv
1       Introduction                                                                          1
2       Elementary and Secondary Education Department                                         3
3       Health Department                                                                     6
4       Social Welfare, Special Education and Women’s Empowerment Department                  12
5       Other Progress of the Directorate General M&E                                         14
6       General Recommendations                                                               15




    i                           Directorate General of Monitoring and Evaluation
                   Planning and Development Department, Government of Khyber Pakhtunkhwa
                        Quarterly Monitoring and Evaluation Report (July-September 2011)




List of Tables and Figures

Table 1.1    Sources of Funding for ADP 2011-12                                      1
Table 1.2    Projects and Allocations (Rs Million) for E&SE, Health and SWSE&WE Departments
             in ADP 2011-12                                                          2
Table 2.2    E&SE Department Projects’ Allocation in Rs Million                      4
Table 2.3    E&SE Department Allocation and Releases in Rs Million                   4
Table 3.2    Health Department Projects’ Allocation in Rs Million                    7
Table 3.3    Health Department Releases in Rs Million                                8
Table 4.1    SWSE&WE Department Projects’ Allocation in Rs Million                 12
Table 4.2    SWSE&WE Department Releases in Rs Million                             12


Figure 2.1   Allocation for E&SE in ADP 2011-12                                            3
Figure 3.1   Allocations for Health in ADP 2011-12                                         6




   ii                        Directorate General of Monitoring and Evaluation
                Planning and Development Department, Government of Khyber Pakhtunkhwa
                   Quarterly Monitoring and Evaluation Report (July-September 2011)




Abbreviations

ADP        Annual Development Programme

C&W        Communication and Works

DHQ        District Headquarters

DPMS       Development Project Management System (Software)

E&SE       Elementary and Secondary Education

M&E        Monitoring and Evaluation

MPA        Member of Provincial Assembly

MRI        Magnetic Resonance Imaging

NGO        Non Governmental Organisation

PC-I       Planning Commission Proforma 1 (Project Proposal)

PC-III     Planning Commission Proforma 3 (Project Monitoring)

P&D        Planning and Development

Rs         Pakistan Rupee

SWSE&WE    Social Welfare, Special Education and Women’s Empowerment

T.B.       Tuberculosis




     iii                Directorate General of Monitoring and Evaluation
           Planning and Development Department, Government of Khyber Pakhtunkhwa
                          Quarterly Monitoring and Evaluation Report (July-September 2011)




Preface

This is the first quarterly Monitoring and Evaluation (M&E) Report of the Government of Khyber
Pakhtunkhwa prepared for the Elementary & Secondary Education (E&SE), Health, and Social
Welfare, Special Education & Women’s Empowerment (SWSE&WE) departments covering the
period July-September 2011. The report has been prepared by the Directorate General M&E of the
Planning and Development (P&D) Department with technical assistance from the UK
Government’s Department for International Development (DFID) funded Provincial Reforms
Programme.

The production of this report is in accordance with the M&E Framework approved by the
Government of Khyber Pakhtunkhwa in January 2011. Starting with this report, the Directorate
General M&E will regularly compile and issue quarterly M&E reports based on data and
information from the departmental quarterly reviews, reports compiled by the Divisional Monitoring
Teams, the Development Project Management System (DPMS) M&E Module and summary of
evaluation studies commissioned under the Evaluation Plan (2011-14). On the directions of the
Secretary P&D, this quarterly M&E report captures only three government departments (E&SE,
Health and SWSE&WE), which pilot-tested the Output Based Budgets in 2010-11. However, future
quarterly M&E reports of the Directorate General M&E will also include nine other departments,
which prepared the Output Based Budgets in 2011-12.

The report includes progress, issues and recommendations for improving implementation and
oversight of Khyber Pakhtunkhwa’s Annual Development Programme (ADP) 2011-12. The
Directorate General M&E is grateful to the staff of the E&SE, Health and SWSE&WE departments
for providing the requisite information for the compilation of this report.

An effort has been made in this report to capture trends to show the extent to which E&SE, Health
and SWSE&WE departments are achieving their ADP targets and results. The report also provides
specific and general recommendations for making continuous improvements in the ADP
management and implementation in Khyber Pakhtunkhwa. The Directorate General M&E looks
forward to receiving comments and suggestions to improve quality and use of the quarterly M&E
reports. With time, the Directorate General M&E will improve the analysis, quality and presentation
of the quarterly M&E reports following feedback and inputs from stakeholders.




Directorate General M&E
Planning and Development Department
Government of Khyber Pakhtunkhwa




   iv                          Directorate General of Monitoring and Evaluation
                  Planning and Development Department, Government of Khyber Pakhtunkhwa
                              Quarterly Monitoring and Evaluation Report (July-September 2011)




1           Introduction

The total size of the provincial ADP 2011-12 is Rs 69,028.3 million, which is an increase of 15%
over the local share of last year’s development programme. The ADP comprises of 1,035 projects,
with 639 on-going (62% of total projects) and 396 new projects (38% of total projects). Formulated
on the basis of priorities set by the line departments according to the Comprehensive Development
Strategy (2010-17), the ADP envisages manifold increase in allocations for all the development
sectors. The details of funding sources listed in Table 1.1:

Table 1.1           Sources of Funding for ADP 2011-12

S/No        Source of Funding                 Allocation                            %

    A       Provincial Budget                 Rs 69,028.3 Million                   81

    B       Total Foreign Assistance          Rs 16,112.7 Million                   19

    i       Grants                            Rs 12,794.48 Million                  79

    ii      Loans                             Rs 3,318.22 Million                   21

Total       A+B                               Rs 85,141 Million                    100


To improve service delivery in the province, following priorities were considered by the
Government of Khyber Pakhtunkhwa while allocating resources for different sectors in the ADP
2011-12:

       Maximum funding for the on-going portfolio;
       Emphasis on the productive and socio-economic sectors;
       Arrangement of counterpart funds for foreign aided projects;
       Floods rehabilitation and reconstruction projects;
       Projects devolved to the province under the Eighteenth Amendment; and,
       Projects for addressing regional disparities.

Total share of the E&SE, Health and SWSE&WE departments in the provincial ADP 2011-12 is
20% for the implementation of 21% of the total number of ADP projects. The number of projects
(on-going and new) and allocations provided for the E&SE, Health and SWSE&WE departments in
the ADP 2011-12 are summarised in Table 1.2.




        1                          Directorate General of Monitoring and Evaluation
                      Planning and Development Department, Government of Khyber Pakhtunkhwa
                          Quarterly Monitoring and Evaluation Report (July-September 2011)




Table 1.2     Projects and Allocations (Rs Million) for E&SE, Health and SWSE&WE
              Departments in ADP 2011-12

Department       On-going Projects                    New Projects                           Total

                Number        Allocation         Number          Allocation         Number      Allocation

E&SE               34          3,339.978             24           3,775.022             58           7,115

Health             88          4,979.869             34           1,487.131            122           6,467

SWSE&WE            29           191.923               9            248.077              38            440

Total             151          8,511.77              67            5,510.23            218           14,022


During the reporting quarter, a total of 123 ADP projects were monitored by the Divisional
Monitoring Teams of the Directorate General M&E, including umbrella projects and follow-up visits.
A total of 17 ADP projects of the E&SE, Health and SWSE&WE departments were monitored by
the Directorate General M&E during July-September 2011. Summaries of these monitoring reports
are provided under chapter 3, 4 and 5 of this report, respectively.




   2                           Directorate General of Monitoring and Evaluation
                  Planning and Development Department, Government of Khyber Pakhtunkhwa
                            Quarterly Monitoring and Evaluation Report (July-September 2011)




2       Elementary and Secondary Education Department

In the provincial ADP 2011-12, Rs 10,180 million was allocated for the implementation of 58
primary and secondary education projects. This includes Rs 3,065 million (30%) of foreign
assistance from donors. The allocation for the E&SE sector is 12% of the total ADP 2011-12.

Figure 2.1        Allocation for E&SE in ADP 2011-12




    Foreign Aid
     Rs 3,065
      Million
      (30%)




                                                                         Local
                                                                        Rs 7,115
                                                                         Million
                                                                         (70%)




During 2011-12, the E&SE Department will mainly focus on the consolidation of on-going projects,
and for this purpose Rs 3,339.978 million has been allocated. This is 47% of the total local
allocation and is assigned for the implementation of 34 on-going projects. A total of 24 new
projects will be initiated during the 2011-12 fiscal year for the improvement of primary and
secondary education (see Table 2.2).




    3                            Directorate General of Monitoring and Evaluation
                    Planning and Development Department, Government of Khyber Pakhtunkhwa
                           Quarterly Monitoring and Evaluation Report (July-September 2011)




Table 2.2       E&SE Department Projects’ Allocation in Rs Million

Parameter         On-going Projects                    New Projects                           Total

                 Number        Allocation         Number          Allocation         Number      Allocation

E&SE                0                0                 1              0.001               1           0.001
(Floods)

Primary             8            793.717               8            320.021              16      1,113.738
Education

Secondary           26          2,546.261             15              3,455              41      6,001.261
Education

E&SE Total          34          3,339.978             24           3,775.022             58           7,115


During the reporting quarter, the E&SE Department completed the following main activities:

   Two PC-Is for new projects were approved;
   4.42 million students were provided free text books; and,
   380,000 girl students were given stipends.

A total of Rs 7,115 million has been allocated to the E&SE Department for the implementation of
locally-funded projects during the fiscal year 2011-12. The Finance Department released Rs
2,137.052 million during the reporting quarter, which is 30% of current year’s allocation. The
Department has reported an expenditure of Rs 1,762.693 million which is 82% of the released
amount as shown in Table 2.3.

Table 2.3       E&SE Department Allocation and Releases in Rs Million

Yearly Allocation        First Quarter Releases            First Quarter Expenditure

        7,115              2,137.052            30%           1,762.693               82%


The following issues and recommendations are provided for the consideration of the E&SE
Department:

a. The E&SE and P&D departments should expedite work on the PC-Is for the 22 projects
   reflected in the ADP 2011-12 which remain unapproved;
b. No progress was made on the project titled ‘Training of Management Cadre Staff of E&SE
   Department’ despite the fact that Rs 14.8 million has been released for it;
c. Work on the Norwegian government funded project related to ‘Basic Education Improvement’
   needs to be accelerated since only 3.5% of the project budget has been spent and the project
   is due for completion in December 2011;
d. The Department needs to resolve the matter of the financial cost allocation with the
   Communication and Works (C&W) Department for the construction of 50 examination halls in
   government high and higher secondary schools; and,



    4                          Directorate General of Monitoring and Evaluation
                  Planning and Development Department, Government of Khyber Pakhtunkhwa
                          Quarterly Monitoring and Evaluation Report (July-September 2011)




e. The Department should prepare a PC-I for the Cadet College at Charsadda as announced by
   the Prime Minister.

During the reporting quarter, three ADP projects of the E&SE Department were monitored by the
Directorate General M&E. A summary of their main findings and recommendations is presented
below. Detailed reports can be provided upon request.

a. Construction of Government High School, Sikandar Khel Bala, Bannu:
 The project was included in the ADP 2007-08 on the directives of the Chief Minister;
 Construction of the school has been delayed for the last three years because the site identified
   (owned by the government) is located in a depression which needs to be filled with earth to
   prepare the ground before construction (the additional expense of refilling was not included in
   the original cost estimate);
 The local Member of the Provincial Assembly (MPA) has identified an alternative (private) piece
   of land but it does not have access to the main road;
 The site identified by the local MPA seems more feasible once the issue of its access to the
   main road is resolved by the land owner; and,
 The Executive District Officer (Education) should, on a priority basis, consult the C&W
   Department and the local MPA to finalise site for school’s construction with the help of local
   administration.

b. Reconstruction/Rehabilitation of Building of Government Middle/High Schools in Khyber
   Pakhtunkhwa (Phase II), Gumbat, Kohat:
 The construction of government higher secondary school is well behind schedule as little
   physical and financial progress has been noted during the last year;
 The project was supposed to be completed in June 2011; and,
 The project requires special attention of the C&W and E&SE departments.

c. Establishment of 110 Primary Schools on Need Basis:
   Girls’ Primary School, Jalal Killi, Mardan
 Overall physical progress is 60% whereas financial expenditure is 30%;
 No work was in progress on the inspection day;
 No quality control system has been maintained by the competent authority;
 No test reports were available on the quality of material used in the civil work; and,
 The project has been awarded to two different contractors at different rates which will ultimately
   affect the progress and quality of work.
   Girls’ Primary Schools of Aslam Korona and Koragh, Mardan
   The finishing work (internal electrification, installation of flushing tanks for group latrines,
    dressing/levelling of front lawn and mosaic flooring) is yet to be completed though the projects
    have been shown completed in records; and,
   Attention should be given to the quality of remaining work by strengthening supervision and
    quality control.




    5                          Directorate General of Monitoring and Evaluation
                  Planning and Development Department, Government of Khyber Pakhtunkhwa
                          Quarterly Monitoring and Evaluation Report (July-September 2011)




3       Health Department

The allocation for the Health Department amounts to 9.2% of the total ADP 2011-12. In the
provincial ADP, Rs 7,825 million has been allocated for the implementation of the 122 projects in
Health. This includes, Rs 1,358 million (17%) foreign assistance committed by donors.

Figure 3.1     Allocations for Health in ADP 2011-12



        Foreign Aid
         Rs 1,358
          Million
          (17%)




                                                               Local
                                                              Rs 6,467
                                                               Million
                                                               (83%)

The Health Department will mainly focus on the consolidation of on-going projects during the year
2011-12 with the help of Rs 4,979.869 million allocated for this purpose. This is 77% of the total
local allocation and is assigned for the implementation of 88 on-going projects. A total of 34 new
projects will be initiated during the 2011-12 fiscal year to make improvements in the health sector
(see Table 3.2).




    6                          Directorate General of Monitoring and Evaluation
                  Planning and Development Department, Government of Khyber Pakhtunkhwa
                          Quarterly Monitoring and Evaluation Report (July-September 2011)




Table 3.2      Health Department Projects’ Allocation in Rs Million

Parameter         On-going Projects                    New Projects                           Total

                 Number        Allocation         Number          Allocation        Number       Allocation

Basic Health        22         1,174.414              10            254.001             32       1,428.415

General             35         2,291.768              13            676.65              48       2,968.418
Hospitals

Hayatabad           2              57.7                0                0                2             57.7
Medical
Complex
(Peshawar)

Khyber              6            211.489               2              73.7               8        285.189
Teaching
Hospital
(Peshawar)

Lady                4            153.350               3               55                7            208.35
Reading
Hospital
(Peshawar)

Medical             12           831.615               5              235               17       1,066.615
Education
and Training

Preventive          7            259.533               1            192.78               8        452.313
Programme

Health Total        88         4,979.869              34          1,487.131             122           6,467


During the reporting quarter, the Health Department accomplished following main activities:

   Nine PC-Is, for two on-going and seven new projects, were approved;
   1.69 million people benefited from Outdoor Patient Department (OPD) services at primary and
    secondary health care facilities;
   96,002 children (under 12 months) were fully immunised;
   4,188 T.B. patients were treated under the Directly Observed Treatment Short-course (DOTS)
    Strategy;
   63,919 pregnant women were vaccinated for Tetanus Toxoid (TT-2); and,
   17,720 visits were paid for the provision of family planning services.

A total of Rs 6,467 million has been allocated to the Health Department for the implementation of
locally funded projects during the fiscal year 2011-12. The Finance Department released Rs
3,253.056 million during the reporting quarter, which is 50% of the current year’s allocation. The




    7                          Directorate General of Monitoring and Evaluation
                  Planning and Development Department, Government of Khyber Pakhtunkhwa
                         Quarterly Monitoring and Evaluation Report (July-September 2011)




Department has reported an expenditure of Rs 584.404 million which is 18% of the released
amount, as shown in Table 3.3.

Table 3.3      Health Department Releases in Rs Million

Yearly Allocation    First Quarter Releases              First Quarter Expenditure

       6,467            3,253.056             50%          584.404                18%


The following issues and recommendations are highlighted for the Health Department:

a. The Department needs to enhance its institutional capacity for the utilisation of allocated
   money released by the Finance Department;
b. The Department should expedite work for the approval of 28 unapproved projects (one on-
   going and 27 new projects) reflected in the 2011-12 ADP;
c. As identified in the quarterly review, the Department needs to clarify a way forward, in
   consultation with all the relevant stakeholders, on the implementation of 6 ADP projects:
   ‘Khalifa Gul Nawaz Medical Complex Bannu’, ‘Improvement and Standardisation of the District
   Headquarters (DHQ) Hospital Nowshera’, ‘Establishment of Peshawar Institute of Cardiology
   (Phase II)’, ‘Strengthening Health Management Information System/District Information System
   in Khyber Pakhtunkhwa’, ‘Construction of Building for Gomal Medical College D.I.Khan (Phase
   II)’ and ‘Establishment of Bannu Medical College (Phase II)’;
d. Work needs to be accelerated on a number of slow moving projects such as the ‘Establishment
   of Peshawar Institute of Cardiology (Phase I)’, ‘Improvement and Standardisation of DHQ
   Hospital D.I.Khan’, ‘Reconstruction/Rehabilitation of Health Facilities Damaged in July-August
   2010 Floods and Heavy Rains’, ‘Construction of Additional Hostels for Doctors/Nurses and
   Renovation of Existing Hostels at the Leady Reading Hospital Peshawar’, ‘Construction of Two
   Hostels and Allied Facilities for Students of Khyber Girls’ Medical College at Peshawar’ and
   ‘Strengthening of Drug Control Administration in Khyber Pakhtunkhwa’; and,
e. Six ADP projects have issues related to land/site selection, which should be resolved on a
   priority basis.

During the reporting quarter, 13 ADP projects of the Health Department were monitored by the
Directorate General M&E. A summary of their main findings and recommendations is presented
below. Detailed reports can be provided upon request.

a. Construction of Gynaecology and Paediatric Wards at Ayub Teaching Hospital,
   Abbottabad:
 Construction work of the building is complete;
 Overall physical progress is 55% whereas financial expenditure is 57%;
 The project’s scope of work was changed without the relevant approval;
 The project is being executed without a proper implementation schedule;
 Proper quality control procedures should be ensured for the construction work; and,
 A few irregularities were found in the payment records which require due attention of the
   relevant authorities.

b. Construction of Ayub College of Dentistry at Ayub Medical Institution, Abbottabad:
 Construction work is in process;



   8                          Directorate General of Monitoring and Evaluation
                 Planning and Development Department, Government of Khyber Pakhtunkhwa
                           Quarterly Monitoring and Evaluation Report (July-September 2011)




    Overall physical progress is 10% whereas financial expenditure is 34%;
    Construction work was started without the Technical Sanction, which is mandatory; and,
    The project is being executed without a proper construction schedule.

c. Upgradation of Civil Hospital Lundkhwar, Mardan:
 Overall quality and pace of work require improvement; and,
 The original contractor has sub-contracted the construction work, which requires investigation
   and rectification.

d.   Construction of Civil Dispensary at Parkho Dheri, Mardan:
    The construction work up to the plinth level (foundation) is complete;
    The overall quality and pace of the work require improvement;
    The contractor should be asked to mobilise machinery, technical staff and skilled labour
     committed under the contract agreement; and,
    Project implementation requires more intense supervision and monitoring.

e.   Strengthening of the Tuberculosis (T.B.) Control Programme in Khyber Pakhtunkhwa,
     Battagram and Haripur:
    A proper record of the financial releases and expenditure related to project implementation
     should be maintained at the district level;
    No advocacy communication and social mobilisation activities (T.B. workshops, World T.B. Day
     etc.) were observed in the districts;
    The follow-up system for T.B. patients requires strengthening;
    Free medicines should be given only to patients and not their relatives; and,
    Project related information - as provided in the PC-I - should be given to the relevant
     government staff working on T.B. at the district level so that they are aware of the project
     activities.

f.   Prevention and Control of Hepatitis in Khyber Pakhtunkhwa, Battagram and Karak:
    Records of supply of medicines under the provincial programme and the Benazir Health
     Support Programme were found to be mixed up;
    Proper records of financial releases and expenditure should be maintained at the district level;
    No advocacy communication and social mobilisation activities (awareness workshops, walks
     etc.) were observed in the districts;
    The follow-up system for hepatitis patients requires strengthening;
    It was found that the hospital staff was misbehaving with the patients coming after the office
     timings and Executive District Officer (Health) should take notice of this matter;
    A Polymerize Chain Reaction (PCR) test facility should be made available to the Hepatitis
     Centre of Battagram District;
    The Pegylated Interferon vaccine should be provided as Interferon Alfa-2b vaccine resistant
     cases have been registered lately; and,
    The project related information - as provided in the PC-I - should be given to the relevant
     government staff working on hepatitis at the district level.




     9                          Directorate General of Monitoring and Evaluation
                   Planning and Development Department, Government of Khyber Pakhtunkhwa
                           Quarterly Monitoring and Evaluation Report (July-September 2011)




g. Follow-up Visit on the Installation of 1.5 Tesla Magnetic Resonance Imaging (MRI)
   Machines at Five Hospitals of Khyber Pakhtunkhwa:
 The MRI machine was found to be non-functional at the Khalifa Gul Nawaz Medical Complex
   (Bannu) because of its high voltage requirements;
 The in-charge of the Medical Complex should raise this issue with the relevant authorities; and,
 The MRI machine was installed without a proper feasibility study.

h. Purchase of Equipment and Furniture for the Khalifa Gul Nawaz Medical Complex,
   Bannu:
 A total of 20 different items of equipment have been purchased for the Medical Complex,
   whereas only 6 were found during the inspection visit;
 To give favour to certain firms/companies, the bid opening date was extended for 6 additional
   days;
 The cheque numbers written on the contingent bills and cheques received by the bidders did
   not tally with each other; and,
 Invoices of bidders did not contain detailed rates of equipment as given in the PC-I and the
   lump sum total amount quoted in the bid was paid by the relevant authorities.

i.   Upgrading of Rural Health Centre Sabirabad to Category-D Hospital, Karak:
    Implementation, quality and management of the project were found to be unsatisfactory;
    Repair work was in progress, but the quality of work was not found up to the mark;
    Mixed quality bricks were used in the construction of the boundary wall;
    No material test reports of concrete and bricks were available; and,
    An inquiry should be initiated under the Director General M&E.

j.   Balance Civil Work and Purchase, Rural Heath Centre Billitang, Kohat:
    Implementation, quality and management of the project were found to be unsatisfactory;
    The project has been split into small contracts and no major progress has been achieved since
     the start of the project 14 months ago;
    Various items of work in the floor work not executed as per specifications given in the PC-I;
    Mixed quality bricks were used in the construction of the boundary wall; and,
    An inquiry should be initiated under the Director General M&E.

k. Establishment of 15 Basic Health Units in Khyber Pakhtunkhwa on Need Basis:
   Basic Health Unit, Qasami, Mardan
 Physical progress of the project is 75% and financial expenditure is 68%;
 No quality control system was maintained during the civil work and no test reports of the
   construction material were available;
 Construction work has been started without the technical sanction;
 Sub-standard work and lack of supervision was found during the inspection visit; and,
 The C&W Department should take the necessary steps for the timely completion of the project.
   Basic Health Unit, Koragh, Mardan
 Physical progress of the project is 45% and financial expenditure is 36%;
 The pace of work is slow keeping in view the project’s work order;
 Construction work has been started without the technical sanction;



     10                         Directorate General of Monitoring and Evaluation
                   Planning and Development Department, Government of Khyber Pakhtunkhwa
                           Quarterly Monitoring and Evaluation Report (July-September 2011)




    The construction schedule was not available and should be prepared for the timely completion
     of the project; and,
    No quality control system maintained during the civil work and no test reports of the
     construction material were available.

l.   Upgrading of 10 Basic Heath Units to Rural Health Centres in Khyber Pakhtunkhwa on
     Need Basis:
     Rural Health Centre, Jhandha, Swabi
    Physical progress of the project is 40% and financial expenditure is 34%;
    Construction work progress was found to be unsatisfactory;
    The pace of the project is slow keeping in view its work order;
    Honeycombing was observed in the beams of the Mortuary and Residential Blocks and steel
     bars used in the beams were found exposed; and,
    Material test reports were found to be doubtful.
     Rural Health Centre, Beka, Swabi
    Physical and financial progress of the project is 60%;
    Construction work is going on without the technical sanction;
    Construction work progress was to be unsatisfactory;
    Sub-standard polythene sheeting had been used for the roof treatment;
    Bricks, coarse and fine aggregates were used for construction without proper testing; and,
    No construction schedule was available.

m. Improvement and Standardisation of District Headquarter Hospital Mardan:
 The main building was not cleared in time for the construction work as the old building is yet to
   be demolished which is affecting overall progress;
 No construction schedule was available and the technical sanction has not been issued so far
   by the competent authority; and,
 The quality of material was found to be doubtful as no test reports were available.




     11                         Directorate General of Monitoring and Evaluation
                   Planning and Development Department, Government of Khyber Pakhtunkhwa
                          Quarterly Monitoring and Evaluation Report (July-September 2011)




4        Social Welfare, Special Education and Women’s
         Empowerment Department

A total of Rs 440 million was allocated in the provincial ADP 2011-12 for the implementation of 38
projects in Social Welfare. The overall allocation for the Social Welfare sector is 0.5% of the total
ADP. No foreign funding is involved in this sector.

For the 29 on-going projects, Rs 191.923 million has been allocated, which is 44% of the total
allocation for the SWSE&WE Department. During the 2011-12 fiscal year, 9 new projects will be
initiated by the SWSE&WE Department at a cost of Rs 248.077 million (see Table 4.1).

Table 4.1      SWSE&WE Department Projects’ Allocation in Rs Million

Parameter               On-going Projects                     New Projects                          Total

                       Number         Allocation         Number          Allocation          Number    Allocation

Social Welfare             15             104.5               5            216.977             20       321.477

Women’s                    14            87.423               4              31.1              18       118.523
Development

SWSE&WE Total              29           191.923               9            248.077             38           440



During the reporting quarter, the SWSE&WE Department accomplished the following main
activities:

   Two PC-Is for new projects were approved;
   65 disabled children were provided with special education; and,
   Equipment and furniture was purchased and staff recruitment was started for the six ADP
    projects targeting the welfare of women, children and senior citizens located in Dir, Peshawar
    and Mardan.

The Rs 440 million allocated to the SWSE&WE Department was for the implementation of 38
locally funded projects during 2011-12. The Finance Department released Rs 191.656 million
during the reporting quarter, which is 44% of the current year’s allocation. The Department
reported an expenditure of Rs 20.978 million which is 11% of the released amount as shown in
Table 4.2.

Table 4.2      SWSE&WE Department Releases in Rs Million

Yearly Allocation     First Quarter Releases              First Quarter Expenditure

         440               191.656             44%              20.978               11%




    12                         Directorate General of Monitoring and Evaluation
                  Planning and Development Department, Government of Khyber Pakhtunkhwa
                          Quarterly Monitoring and Evaluation Report (July-September 2011)




The following issues and recommendations are provided for the consideration of the SWSE&WE
Department:

a. The Department needs to enhance its institutional capacity for the utilisation of allocated
   money released by the Finance Department;
b. No significant progress could be made against the six ADP projects (related to the welfare of
   women, children and senior citizens located in Dir, Peshawar and Mardan) as money was not
   released at the right time by the Finance Department; and,
c. Land/site identification for construction purposes needs to be finalised with the help of the
   relevant stakeholders of the two ADP projects i.e. ‘Establishment of Special Education
   Complex at Malakand‘ and ‘Reconstruction and Establishment of a Model Drug Addicts
   Detoxification and Rehabilitation Centre at Malakand’.

The Directorate General M&E monitored one ADP project of the SWSE&WE Department during
the reporting quarter. Its summary is provided as under. A detailed report can be provided upon
request.

a. Grant-in-Aid to the Provincial Welfare Council Khyber Pakhtunkhwa, District Swat:
 The office of the Non Governmental Organisation (NGO) ‘Garden Welfare Organisation’ was
   found locked and seems to be a ghost NGO which has been provided funds for the
   implementation of the project;
 Financial anomalies were found in the records maintained by another NGO called ‘Al-Misbah
   Falahi Tanzeem’;
 The District Officer Social Welfare (Swat) should carry out detailed scrutiny of the NGOs as per
   details mentioned in their applications before finalisation of their nominations for the contract
   award; and,
 All local NGOs registered with the Social Welfare (Swat) should be provided with an equal
   opportunity to apply for the provincial grants available under the project and the SWSE&WE
   Department should ensure the proper utilisation of grants.




   13                          Directorate General of Monitoring and Evaluation
                  Planning and Development Department, Government of Khyber Pakhtunkhwa
                          Quarterly Monitoring and Evaluation Report (July-September 2011)




5        Other Progress of the Directorate General M&E

Apart from the inspection reports of the ADP projects produced by the Divisional Monitoring
Offices, which have been summarised under chapters 2, 3 and 4 of this report, the Directorate
General made following progress during the reporting quarter:

a. A tentative annual work plan for all divisions of Khyber Pakhtunkhwa was approved by the
   competent authority covering the ADP (2011-12) and Public Sector Development Programme
   (PSDP) projects, including the service delivery aspects. A conscious effort is being made to
   increase monitoring coverage of the ADP projects to 30% in the year 2011-12. During the
   last fiscal year, the Directorate General M&E monitored 20% of the ADP (2010-11)
   projects.
b. A three-year Evaluation Plan (2011-14) was drafted for the E&SE, Health and SWSE&WE
   departments with the technical assistance of the Provincial Reforms Programme. The
   development of the Evaluation Plan is a part of the M&E Framework implementation in Khyber
   Pakhtunkhwa under which the Directorate General M&E will be commissioning at least two
   evaluation studies per fiscal year starting from the year 2011-12. One evaluation study will be
   funded by the Provincial Reforms Programme during 2011-12.
c. In-house software called ‘Reports Management System’ was designed for the data collection of
   monitoring reports generated at the divisional level. Using the software, monthly summary
   and progress reports are now generated for the review of the Director General M&E.
d. A website was developed by the Directorate General M&E, which is linked to the official
   web        portal      of       the       Government        of      Khyber       Pakhtunkhwa.
   http://dgmne.khyberpakhtunkhwa.gov.pk
e. Line departments were supported for the data entry on DPMS M&E Module using the
   government master trainers. So far, 279 ADP (2010-11) have been entered on the DPMS
   M&E Module. With the help of the Provincial Reforms Programme, the Directorate General
   M&E has trained over 100 master trainers covering all line departments to facilitate data entry
   and use of the reports generated by the DPMS M&E Module for improving ADP implementation
   in Khyber Pakhtunkhwa.
f. A total of 18 M&E positions were advertised during the reporting quarter including the
   additional M&E posts approved under the revised PC-I of the Directorate General M&E
   (2011-14). An Evaluation Cell is being created in the Directorate General M&E with dedicated
   staff and resources to implement the Evaluation Plan (2011-14). Moreover, five posts of the
   Assistant Divisional Monitoring Officers (Technical) have also been created to strengthen the
   Divisional Monitoring Offices.




    14                         Directorate General of Monitoring and Evaluation
                  Planning and Development Department, Government of Khyber Pakhtunkhwa
                          Quarterly Monitoring and Evaluation Report (July-September 2011)




6        General Recommendations

In addition to the department and project specific recommendations mentioned before, the
following cross-cutting actions are proposed to improve the implementation and oversight of the
ADP in Khyber Pakhtunkhwa.

a. Improve the utilisation capacity of the departments for the implementation of ADP
   projects. The utilisation of the quarterly funds released by the Finance Department ranged
   from 82% to 11%, the lowest being recorded for the SWSE&WE Department standing at 11%.
   The E&SE and Health departments were able to utilise 82% and 18% of the released funds,
   respectively. The departments should hire additional staff approved under the PC-Is, and
   improve the management of ADP projects through the review of the job descriptions of the
   existing staff and strengthening the monitoring function of the departments.
b. Improve the reporting format used for departmental quarterly reviews. The format used
   for the quarterly reviews should include information about the PC-I targets for ADP projects
   provided by the implementing units and the feedback received from the Divisional Monitoring
   Teams of the Directorate General M&E. Similarly, there should be a column in the format to
   report on the relationship with the Comprehensive Development Strategy (CDS), Post Crisis
   Needs Assessment (PCNA) and relevant sector strategy (Education Sector Plan, Health Sector
   Strategy and Social Protection Strategy) for each ADP project. This will enable an
   understanding of which public sector investments are being made against key provincial
   policies and plans.
c. Speed-up approval of the new projects reflected in the ADP 2011-12. The concerned
   departments should accelerate the process for the development/appraisal/approval of new PC-
   Is so that the pace of work is not affected during subsequent implementation phases. This will
   also help in initiating requisite approvals and ensure the timely release of funds for the
   execution of ADP projects. For example, 13 PC-Is from the E&SE and Health departments are
   pending with the P&D Department for the purpose of appraisal.
d. Ensure technical sanction before the start of project construction work. Almost all
   monitoring reports of the Directorate General M&E showed that the project construction work
   was started prior to taking the appropriate technical sanction from the competent authorities. A
   technical sanction is required to be issued immediately after the approval of the PC-I and
   before commencement of the construction work. The C&W Department should ensure
   compliance on this aspect.
e. Develop an institutional mechanism for the review of slow-moving projects and projects
   requiring re-strategising. The Health Department needs to set-up a committee to review slow
   moving projects and projects which require strategic redirection from the provincial managers.
   Twelve ADP projects were reported to have these problems during the quarterly review.
f. Upload ADP data on the DPMS M&E Module after the quarterly reviews. After each
   quarterly review, the concerned line department staff should upload the PC-III data for the ADP
   projects onto the DPMS M&E Module. This will help to institutionalise the DPMS M&E Module
   in Khyber Pakhtunkhwa for regular monitoring and reporting of ADP projects. The departments
   should also appoint focal points for regular data entry on the DPMS M&E Module in
   consultation with the Directorate General M&E. So far only 30% of the last year’s ADP data has
   been entered on the DPMS M&E Module.
g. The Directorate General M&E will create a sector-wide balance in the monitoring of ADP
   projects. During the reporting quarter, three, 13 and one ADP project of the E&SE, Health and
   SWSE&WE departments were monitored, respectively. Using the Annual M&E Plan 2011-12,
   the Directorate General M&E will create a sector-wide balance for the monitoring ADP projects




    15                         Directorate General of Monitoring and Evaluation
                  Planning and Development Department, Government of Khyber Pakhtunkhwa
                     Quarterly Monitoring and Evaluation Report (July-September 2011)




so that a comprehensive picture can be drawn for the departmental quarterly reviews and
course corrections.




16                        Directorate General of Monitoring and Evaluation
             Planning and Development Department, Government of Khyber Pakhtunkhwa

								
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