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Setting up a Reporting and Coordination System

This guide provides a flowchart and steps for establishing a reporting and coordination system between government agencies and citizen groups for effective monitoring and evaluation of education services. It emphasizes the importance of proper communication and internal coordination within the monitoring team.

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Setting up a Reporting and Coordination System

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  1. Setting up a Reporting and Coordination System • G-Watch Ateneo School of Government • joint government-citizen action for good governance

  2. Flowchart of Activities of DCGsfor School-based Monitoring of Education Services

  3. CSO DPWH DEPED G-Watch/CSO Coordinating Group Scouts TF SB PFSED LEVEL 1 LEVEL 2 Divisions/ Councils District Office Division Office PTCAs/ Other Partici-pating groups School-Level Scouting Units DEOs, Project Eng’rs High School/ Elem Schools LEVEL 3 Coordination and Reporting Consolidation of Report and Program Self-Appraisal National Coordinating Group PTA or other CSOs Division Coordinating Group Quick Feedback School Based Monitoring Team Commuinty-based SBP Monitoring Team Horizontal and Vertical lines of Communication

  4. DCG gets info on the procurement and contract implementation schedule Monitoring Coordination Plan Preparation & Coordination DCG sends info to identified School communities School Community receives info SBMT convenes more monitors to discuss tasks and assignments With queries Clear School Based Monitoring Teamstarts coordination with DPWH &DepED (DCG) DCG receives and replies to queries • G-Watch Ateneo School of Government • joint government-citizen action for good governance

  5. Monitoring Reporting Plan School Based Monitoring team members visit project at least 4 times or when necessary. National CSO Coordinating Group consolidates all report No Issue With issue 1.Address it at the school level. DCG sends report to National Coordinating Group 2. Address it with the Division Coordinating Group SBMT sends accomplished report to Division Coordinating Group 3. Report to National Coordinating Group Accomplish Checklist • G-Watch Ateneo School of Government • joint government-citizen action for good governance

  6. Importance of Proper Communication • Coordination and reporting are critical elements of your monitoring project. At the heart of coordination and reporting is communication. • So how do you communicate effectively? Just four things according to Idealliance.org … • Be careful when giving information as this may lead to inaccurate perception. • Understand the values, perceptions and behavior of the people you interact and communicate with. • Avoid misunderstanding brought about by poor communication or miscommunication. • Clarity, logic and coherence should always be your best friends. • G-Watch Ateneo School of Government • joint government-citizen action for good governance

  7. Internal Coordination • Internal communication refers to the coordination of the team members. • Make sure to keep a database of all your members and exchange mobile phone numbers so you can text each other especially for urgent matters. • The functions of the team members must also be defined and their tasks must be strategically delegated. The division of labor, though be careful not to make it rigid, should be put in place to ensure the proper functioning and coordination of the team. • Remember to ask yourself when distributing tasks and functions: who should perform what? You may set criteria as you wish, but you should be guided by the idea that every job comes with great responsibility and a sense of accountability. • G-Watch Ateneo School of Government • joint government-citizen action for good governance

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