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International Conference on Monitoring and Evaluation of Country Planning and Policies

International Conference on Monitoring and Evaluation of Country Planning and Policies. MONITORING AND EVALUATION: The Malaysian Case. By K. Yogeesvaran Economic Planning Unit Prime Minister’s Department Malaysia 25 th October 2006 yogees@epu.jpm.my. PRESENTATION OUTLINE. 1.

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International Conference on Monitoring and Evaluation of Country Planning and Policies

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  1. International Conference on Monitoring and Evaluation of Country Planning and Policies MONITORING AND EVALUATION: The Malaysian Case By K. Yogeesvaran Economic Planning Unit Prime Minister’s Department Malaysia 25th October 2006 yogees@epu.jpm.my

  2. PRESENTATION OUTLINE 1 Development Planning Process 2 M&E Mechanisms 3 Lessons Learned

  3. PLANNING HORIZON • LONG TERM PLANNING • Vision 2020, 1991-2020 • First Outline Perspective Plan (OPP1), 1971-1990 • Second Outline Perspective Plan (OPP2), 1991-2000 • Third Outline Perspective Plan (OPP3), 2001-2010 • MEDIUM TERM PLANNING • Five-year development plans, such as the Eighth Malaysia Plan (2001-2005) • Mid-term review (MTR) of the five-year Plans • SHORT TERM PLANNING • Annual Budget

  4. PLANNING HORIZON AND DOCUMENTS 1st Malaya Plan 3rd Malaysia Plan 6th Malaysia Plan 7th Malaysia Plan 8th Malaysia Plan 2nd Malaya Plan 1st Malaysia Plan 2nd Malaysia Plan 4th Malaysia Plan 5th Malaysia Plan 9th Malaysia Plan } } } } } } } } } } } Year 1956 '60 '65 '70 '75 '80 '85 '90 '95 2000 '05 '10 2020 OPP1 OPP2 OPP3 Vision 2020, 1991-2020

  5. MAJOR ECONOMIC POLICIES Vision 2020 TOTAL DEVELOPMENT National Vision Policy (NVP) Building a Resilient and Competitive Nation, 2001-10 National Development Policy (NDP) Balanced Development, 1991-2000 New Economic Policy (NEP) Growth with Equity, 1971-90 Post- independence 1957-70 • Laissez-faire / export-oriented • Economic and rural development

  6. CHAPTER 5: BIOTECHNOLOGY FOR WEALTH CREATION • Introduction • Progress, 2001-2005 • HRD • R&D • Private Sector Participation • Prospects, 2006-2010 • Development Thrusts • Biotechnology Development • Agriculture Biotech • Healthcare Biotech • Creating an Enabling Environment • Regulatory Framework • Financial Infrastructure • Institutional Support and Allocation • Conclusion

  7. ‘As a specific step towards strengthening the country’s implementation, monitoring and evaluation system, I would like to announce in this august House the restructuring of the National Economic Action Council…I am also proposing the establishment of two national implementation action bodies; one to monitor selected high impact projects in the Ninth Malaysia Plan and the second to monitor programmes related to the formation of a new generation of the Bumiputera Commercial and Industrial Community.’ The Prime Minister of Malaysia – Presenting the 9th Malaysia Plan in Parliament, 31st March 2006

  8. M&E Mechanisms Implementation Coordination Mechanisms.. • Project Monitoring System (PMS II) ~ capital/development projects • Implementation Coordination Unit,PM’s Department • Auditor General’s Report ~ Audit Act -National Audit Department • Mechanisms: exclusive and complimentary • Enforced through Public sector Directives/Circulars of the Chief Secretary to Government • National Implementation Directorate (NID)– High impact projects

  9. INSTITUTIONAL MACHINERY IMPLEMENTATION COORDINATION MACHINERY National Development Council National Development Working Committee Ministerial Development Committee 1 FEDERAL 1 25 State Development Council State Development Working Committee 13 STATE 13 DISTRICT District/Divisional Development Working Committee 112

  10. INSTITUTIONAL MACHINERY NATIONAL DEVELOPMENT COUNCIL (PRIME MINISTER) NATIONAL DEVELOPMENT WORKING COMMITTEE (CHIEF SECRETARY TO THE GOVERNMENT) STATE DEVELOPMENT COUNCIL (MENTERI BESAR/ CHIEF MINISTER) DEVELOPMENT COMMITTEE OF THE MINISTRY (SECRETARY GENERAL) IMPLEMENTATION COORDINATION UNIT STATE DEVELOPMENT WORKING COMMITTEE (STATE SECRETARY) DISTRICT DEVELOPMENT WORKING COMMITTEE (DISTRICT OFFICER)

  11. ROLE OF THE NATIONALDEVELOPMENT COUNCIL • To decide on the overall policies and implementation development strategies; • To ensure the implementation of the 5-year development Plan and policies meet their objectives; • To evaluate the implementation strategies of development projects under the 5-year Plan; and • To coordinate development issues related to the environment.

  12. ROLE OF THE NATIONAL DEVELOPMENT WORKING COMMITTEE • To ensure all decisions of the National Development Council are effectively implemented; • To ensure the implementation of programmes and projects implemented by the various ministries and agencies are in accordance with the objectives of the national plans and policies; • To identify and overcome the major constraints and limitations faced during the implementation stage of the development projects; and • To monitor, review and evaluate analytically development plans and policies and to come up with new procedures and systems in implementation, monitoring and evaluation.

  13. ROLE OF THE MINISTERIAL DEVELOPMENT COMMITTEE • To ensure that all decisions of the National Development Council and the National Development Working Committee be effectively carried out; • To coordinate the implementation of development programmes & projects under the Ministry; • To monitor and report the progress of project implementation to The Implementation Coordination Unit of The Prime Minister`s Department through PMS II; and • To monitor and evaluate the impact of project implementation under the ministry.

  14. ROLE OF STATE DEVELOPMENT COUNCIL • To ensure all decisions of the National Development Council are effectively carried out; • To streamline and expedite the implementation of National Development Plan and policies at the state level; and • To monitor and evaluate the effectiveness of the government machinery in the implementation of National Development Plan and policies at the state level.

  15. ROLE OF STATE DEVELOPMENT WORKING COMMITTEE • To ensure all decisions of the State Development Council be effectively carried out; • To coordinate and monitor the implementation of the development programmes and projects at the state level; and • To evaluate the impact of programmes and projects implementation at the state level and recommend development policies and strategies to State Development Council.

  16. ROLE OF DISTRICT/DIVISIONAL DEVELOPMENT WORKING COMMITTEE • To monitor and evaluate the impact of the implementation of development programmes and projects at the district/divisional level; • To identify problems of implementation that cannot be solved at the district/divisional level be brought up for attention of the State Development Council; and • To ensure target groups receive maximum benefits from projects implemented.

  17. FROM RED BOOK TO SPP II SPP II 8MP 2001 2000 SMBSS 7MP 1996 SIAP 1991 PROJECT MONITORING SYSTEMS 6MP 5MP SETIA 1981 4MP 3MP SPP I 1971 2MP 1MP RED BOOK 1957 First Malaya Plan Second Malaya Plan

  18. THE RED BOOK SYSTEM (Project information were kept and updated in the RED BOOK) 18

  19. Project Monitoring System I (SPP I) • First computerised monitoring system. • A ‘centralised’ system whereby all agencies sent project progress report to ICU through a special form where the information was captured and processed in the computer in ICU.

  20. E CONOMIC PLANNING UNIT T REASURY The Integrated Information System Of The Central Agencies S YSTEM I MPLEMENTATION COORDINATION UNIT ACCOUNTANT GENERAL’S DEPARTMENT

  21. S I A P INTEGRATED SCHEDULING SYSTEM

  22. SMBSS Integrated Information System Of SETIA/SIAP C O M P U T E R TREASURY INPUT EPU INPUT MINISTRY SUBMITS PLANS TO EPU MINISTRY SUBMITS BUDGET TO TREASURY INFO.ON PROJECT ANNUAL BUDGET INFORMATION ON PROJECTS APPROVED S2 FORM S1 FORM ICU CENTRE S E T I A DATABASE MINISTRY INPUT AG’S INPUT DEPARTMENT REPORTS PROGRESS TO MINISTRY MINISTRY SUBMITS PAYMENT TO AG INFORMATION ON PROJECT PROGRESS INFORMATION ON PROJECT EXPENDITURES S4 SIAP

  23. Project Monitoring System II

  24. What is PMS II? MSC FLAGSHIPS BORDERLESS MARKETING ELECTRONIC GOVERNMENT WORLDWIDE MANUFACTURING WEBS MULTI-PURPOSE CARD SMART SCHOOLS R&D CLUSTER TELE-MEDICINE

  25. E-GOVERNMENT Prime Minister’s Office - Generic Office Environment (GOE) Electronic Labour Exchange (ELX) PMS II is one of the Applications Of E-Government E-services E-Procurement PMS II II Human Resource Management Information System (HRMIS) 39

  26. PMS II – FACTS AND FIGURES • Over 1,000 Sites Nationwide • 28 Ministries, 14 States • 45 Servers in Data Centre, Ministry HQ & State offices • 1,244 PCs Nationwide • Over 2,500 Users • Monitoring 5,950 projects and 109,172 subprojects

  27. To establish richer collaborative system environment to maximize efficiency & effectiveness of projects monitoring To provide an open & flexible system to fulfill information needs of operational & managerial processes at different levels To provide paper-less project monitoring capabilities among agencies OBJECTIVES OF PMS II

  28. EPU • Approves • projects EPU • Submit • project applications • Issues • circular Project owners break down approved projects to subprojects • Ministries apply • for projects Review progress of projects • Ministries apply • for budget • Treasury • approves budget Treasury Ministries allocate budget to subprojects Projects start • Monitor, • update • progress • Payment - • Milestone • achieved • Changes to • project information • & budget, • ad hoc projects RM PMS II Business Cycle

  29. 3 Phases of PMS • Knowledge repository for Problems & Solutions, and Best Practices Project Knowledge Repository • Monitor projects at Macro & Micro levels • Physical & Financial Analysis Managerial Function • Information related to daily project operations • Monitor projects at a detail level Operational Function

  30. OPERATIONAL FUNCTIONS

  31. PROJECT PERFORMANCE OF6th AND 7th MP 95.6% 93.5% RM (Billion)

  32. UTILIZATION OF 8MP ALLOCATION (2001 TO 31 DECEMBER 2003) 69.1% 100.5% RM (billion) RM39.347b 2003 (31 Dec) RM35.977b 2002 RM35.235b 2001 Original Ceiling Ceiling MTR Cumulative Expenditure

  33. SUBPROJECTS MONITORED IN 7MP AND 8MP 49, 846 43,724 30,997 23,281 22,752 16,075 13,555 PROJECTS (NOs) 12,057 (31.12.2003)

  34. MONITORING MONTHLY EXPENDITURE 2003 RM (billion)

  35. MONITORING IMPLEMENTATION STATUS OF SUBPROJECTS (31 DECEMBER 2003) 49,846 subprojects

  36. BENEFITS OF PMS II Accessible information at anytime Standard and up-to-date information obtained from data centre Analysis of social-economic impact, forecasting and simulation ( Phase 2) SPP II Featuring maps, graphics and pictures Producing flexible report writing format Coordinated project codes Information can be submitted on-line

  37. ENHANCEMENT TO PMS II • Interface with Accountant General’s Payment System • Additional Module on KPIs

  38. EXAMPLES OF THE KPIs Implementation Action Plan – Ninth Malaysia Plan Thrust : To Move the Economy Up the Value Chain Sector : Agriculture Strategy : To increase output of paddy production Action Plan Ninth Plan Allocation Measurement Indicator Current Status Target Implementing Agency 1. Paddy Estate – 10 tonnes per hectare project • Increase output per hectare • Increase income • Hectarage planted • No. of beneficiaries • 3.5 tonnes/ha • 6.0 tonnes/ha Ministry of Agriculture • RM600/mth (avg) • RM1,000 • 100,000 ha • 150,000 ha • 120,000 • 140,000

  39. EXAMPLES OF THE KPIs Implementation Action Plan – Ninth Malaysia Plan Thrust : To Address Socio-economic Inequalities Sector : Social Strategy : Create employment opportunities Action Plan Ninth Plan Allocation Measurement Indicator Current Status Target Implementing Agency 1. Consolidated Poverty Eradication Program • Increase income • Reduce incidence of poverty • No. of hardcore poor households • RM500/mth • RM750/mth Ministry of Rural and Regional Development • 5.0 % • 0 % • 4,000 • 0

  40. EXAMPLES OF THE KPIs Implementation Action Plan – Ninth Malaysia Plan Thrust : To Move the Economy Up the Value Chain Sector : ICT Strategy : Accelerate efforts to bridge digital divide Action Plan Ninth Plan Allocation Measurement Indicator Current Status Target Implementing Agency 1. ICT Fund • PC ownership rate(per 100 pop) • Internet penetration rate(per 100 pop) • No. of participants trained • No. of community knowledge centres • No. of community websites • No. of digital content produced • 20.2 % • 35 % Ministry of Energy, Water & Telecommunication • 13.9 % • 35 % • 7,491 • 250,000 • 9 • 250 • New initiative • 750 • New initiative • 11,250

  41. AUDITOR GENERAL’S REPORT • Since 1957 • Provided for under the Constitution and Audit Act • Spearheaded by NAD • Audit Accounts of Federal Govt & 13 States Govt • Types • Financial • Compliance • Performance

  42. LESSONS LEARNED • Simplicity of the system – not onerous • Need to buy in stakeholders – must add value and clear benefit • Evolving process – adjust with changing needs

  43. THANK YOU www.epu.jpm.my

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