TOPIC 6

DOCUMENTATION, MONITORING, AND EVALUATION OF NSTP

COMMUNITY-BASED PROJECTS
The quality of NSTP projects is never an accident. It is always the result of good intention and skillful execution of people
concerned. It represents the wise choice of many alternative and the culture of the heart about the program.

Flor Labuguen

COURSE OUTCOME:

Identify the various social problems and express responsibilities as individuals towards mankind and the
CO 3
environment.

Learning Objectives

At the end of this unit, the student should be able to:

a. Identify the documents, monitoring and evaluation instruments need in measuring the
success of NSTP community immersion projects.
b. Make use of the documentation technique, monitoring guides and evaluation instruments
to ensure meaningful program implementation of NSTP; and
c. Appreciate the values of having proper documentation, monitoring and evaluation of the
project for community service.

Planning and implementing a NSTP project is one vital issue in NSTP community immersion. Measuring the success
of the project is another thing. The trainees do not carry out plans just for the sake of compliance; otherwise the very
purpose of community immersion is defeated. Hence, proper documenting, monitoring, and evaluating the NSTP
community-based projects are a must.

Documentation of the NSTP Project for Community Services

Discussion Highlights

Documentation is a clear-cut proof that projects are conducted with the notes and observing being recorded as guidelines
for future programs like the NSTP.

A dynamic documentation service requires information on new development in management relevant to the work and
the program. Specifically, on:

1. Updated status report is already reference of data that can be the source of the information for NSTP, additional
income and undertaking for the institution.
2. Information on the work methods and results obtained in previous programs must be available for new
assignments.
3. Serves as references for:
a. Trainees’ information/source data for requirements;
b. Staff personnel evidence for rating of student trainees’ performance and growth;
c. Monitoring and evaluation purposes of NSTP projects; and
d. Evidence for the support it extends I helping strengthen the extension service or community outreach of
institutions.
List of NSTP Forms Required for Documentation during Community Immersion
For trainees, they must submit the following:

1. Waiver
2. Letter of request to the barangay to conduct for immersion
3. Acceptance letter of barangay
4. Community needs assessment
5. Memorandum of Agreement (MOA) or Memorandum of Understanding
6. Narrative report format
Documentation is a reservoir of
For the Trainor’s; information that can improve the
1. Copy of all documents for immersion of students project.
a. Waiver
b. Letter of request to the barangay to conduct for immersion
c. Acceptance letter of barangay
d. Community needs assessment
e. Memorandum of Agreement (MOA) or Memorandum of Understanding
2. Grade sheets
3. Summary list of graduates with their specialization
4. Accomplishments reports
5. Program of instruction

MONITORING OF NSTP PROJECTS

Result monitoring is a systematic and continuous procedure in checking programs and projects done during the
NSTP community immersion. It is an awareness of a state of project. Monitoring of projects is done consistently and by
certain measures. It is an observation of several changes that occur over time.

In example, trainees would take note of whether there is an increasing participation among the community people in the
series of projects that they conduct. Or it could be that trainees would note of how much they are able to spend for a
single sub-activity with regards to how cost-efficient their general activities are. Monitoring provide a certain degree of
background knowledge on what else to change, to adjust and to adapt over the course of time that the project is being
implemented.

Significance of Monitoring NSTP Projects

Monitoring NSTP projects is very essential to determine:

 Whether the inputs are achieved on time or as planned;

 Whether the activities were conducted as scheduled; and
 Whether the outputs were produce on time or outputs were in right quantity and quality as specified on the
project design.

The products of monitoring are summarized progress reports that are capable of triggering timely managements
interventions. It serves as a means of keeping track of the status of the projects.
Who will monitor NSTP projects during community immersions?

People involved in monitoring are summarized progress reports done by the trainees taking community
immersion are the trainees themselves, trainors, barangay officials concerned, partner agencies involved in the projects
and other who are not involved but are concerned with the project.

To ensure success of the NSTP projects, monitoring plan is necessary as a means of getting data for information
and input for decision making.

It includes:

 Data/information needed in rational decision making;

 Personnel involved in the execution of the project, collection of data and problem identification;
 Know about data are reported and to be reported; and
 Levels of implementation.

In making the monitoring plan, specific activities in the implementation of the project are essentially identified as basis of
specifying the detailed schedule of the project.

Tools Needed for Monitoring Purposes

Professional community workers do not dare rely on their good memory to record their findings in the community.
They use some tools and processes to record, monitor and validate the soundness of the information and activities they
have. Some of the helpful tools in monitoring NSTP projects include:

1. Journal or Process recording. According to Merriam-Webster O N-Line Dictionary, a journal is “a.) an account of
day-to-day events. b.) a record of experiences, ideas, or reflections kept regularly for private use.” Similarly, a
process recording is also an account of day-to-day events, but it deals heavily on how a certain task was performed
and achieved. This can be very useful in putting together the pieces of data gathered. A good needs assessment
is found on the strength and up-to-datedness of events being monitored.
2. Gantt chart. Created by Henri Gantt to illustrate summary breakdown of work elements, the Gantt chart is useful
in monitoring if NSTP projects are being implemented on time.
3. Summary checklist. From the start, the implementers of the project write the indicators that need to be present
to check whether there is progress. Usually, the objectives of the project, tasks, materials, and person involved
are written on a checklist. Across these items are columns to be checked whether they have been complied or
not.
 SAMPLE MONITORING PLAN FORMAT OF NSTP PROJECTS
Operation Plan (Oplan): Clean and Green
(A Project on Waste Management and Green Philippines)

Name of Project Proposal Making Specific Compliance

Basis Monitoring Remarks
Requirements Complete
Incomplete
Purpose To determine project Activity, preparation of project
inputs, activity outputs proposal on waste
management and segregation
Data to Needs, resources, Identification of institution
gather location, persons level of needs, resources of
involved particular target area
Source of Target clients or Data gathering and prioritizing
data partner agency -needs of target clients and
resources from the clients and
partner agency
Tools for Use of devise form and Delivering survey
gathering other NSTP 2 questionnaires related to the
data documents level of instruction
-assessing baseline record of
the community
Time of Before project e.g. March 15—30,2007
gathering implementation
data
Frequency of Once, before the Gathering data before the
data conduct of the project conduct of the project
gathering
Personnel Student assigned Names of students assigned
who will
gather and
analyze data
Use of data For finalizing the Finalizing the proposal on
proposal on waste waste management and
management and segregation
segregation
Personnel Asking list Record of persons involved,
assignments tasks assigned and procedures
to be followed.
Attendees to Attendance sheet Indication of number and type
waste of clients.
management
lecture
Duration Following specified schedule
indicated in the programme.
Programme Lectures Depth of knowledge and
expertise on the subject matter
was illustrated.
 Content Content is presented in
commonly understood terms;
examples were given.
Waste bins and trash Presence of waste bins and
Set up of cans trash cans in the designated
waste bins places.
and trash Community People in the community assist
cans participation the student trainees in the
placement of the waste bins
and trash cans
Monitoring Monitoring and Administering and distribution
and evaluation forms of monitoring and evaluation
evaluation forms after every major
activity.
Final Report Compilation of group Written narrative and
work reflection paper with attached
pictures.

EVALUATION OF NSTP PROJECTS FOR COMMUNITY IMMERSION

In every project for NSTP, its activities require an effective system which provides information on the extent which
projects are achieving their objectives. The activities are checked if it is conducted in an economical and timely manner.
The activities contribution in the attainment of the total objectives of the program is very essential. Any information can
be provided in both monitoring and evaluation system, which provides information, required by the planners, policy
makers, trainors and the trainees involved in the program.

Evaluation as defined by a systematic assessment of the value or worth of something. This something could be
the NSTP projects or other programs, a technique used in the fieldwork or a situation prevalent in a particular community.

To NSTP trainees and trainors, evaluation means the value or meat of his teaching-learning activities. Questions
asked mostly are: “Did I meet the objectives? Are the strategies appropriate in meeting the objectives? Do the results
equate with the inputs spent?”

Importance of Evaluation

1. It provides trainors/trainees and other people an idea of the activities’ progress and accomplishments and how
they fare well in the achievement of goals.
2. Results serve as basis for empowerment in carrying out activities.
3. It provides an avenue of making program revision and adjustments.
4. It provides opportunity for the trainees to experience and develop skills in conducting evaluation.

What to Evaluate?

There are five aspects of evaluating the NSTP Project in order to be successful namely:

1. Effort
In measuring the efforts exerted in the project, the trainees use the input evaluation type which identifies
available resources both in human (personal), material resources such as money, educational tools,
methods or techniques, and the activities undertaken.
 2. Effect
In assessing effect, trainees and like measure the outcomes of the efforts made.
3. Adequacy
In measuring adequacy, trainees need to look into the effectiveness of the project in terms of the number
of clients being served.
4. Efficiency
This is done by determining the cost benefit analysis by the trainors of the trainees, and identifying the
benefits derived from the program.
5. Process
In evaluating the NSTP Project, one should answer the questions on how and why the project worked or
did not work. It also responds to the question on how the different project inputs can be utilized to arrive at good
outcomes.

It must be considered that evaluation of projects is a continuous process and it has no end unless the project
ceases to exist.

Who Will Conduct Evaluation of the NSTP Projects? Effective management of NSTP projects
requires proper documentation, periodic
The NSTP Projects is done by and through the following: monitoring and evaluation to ensure right
implementation of designed goals and
 Trainees themselves
objectives.
 Trainers/facilitators
 NSTP office personnel
 With a given reference, CHED/TESDA as outside evaluators
 Follow-up studies, if there are any

How are the NSTP Projects Evaluated?

1. Identification of the objectives.

- It must be in behavioral terms.
- It must include the domains of learning which served as basis of assessing their knowledge, skills and attitudes.
2. Examine program activities and implementation procedures.
- What are the activities identified to meet the objectives?
- How are these activities undertaken?
- Did it achieve the objectives of the program?
3. Indicators of expected outcome.
- Are the methods/approaches relevant to the project?
- Are the materials appropriate for the activity?
- Are there changes among clients on the following knowledge?
- Attitude (values, belief, habits, practices)?
- Skills?

When Do We Evaluate?

Evaluation must be undertaken before, during and after the project.

Pre-actively evaluation is done before the conduct of the project to provide baseline information on knowledge,
skills, attitudes, and other characteristics of the target clients. Specifically, it provides data on the clients’ needs, strength
and weakness regarding the project.
 Evaluation of an ongoing project is necessary to time out how the project is progressing. It answers questions like:
Is the project executed on planned? Are there problems in the program implementation? What problems have been
encountered? What solutions or actions are being taken to attain project objectives?

Post-evaluation of activity determines whether project objectives have been attained or are the clients show
measurable gain in knowledge, attitude, and skills. It also ascertains the amount of change that has taken place in the
clients.

Evaluation Form (Sample)

Name of Project:
Implemented on:
Proponents:
Fill out this form to evaluate student performance and project rating. Number one is the lowest while five is the highest
means that the item is not applicable for rating.

I. Effort Exerted
Item 1 2 3 4 5 NA
Achievement of objectives of the program such as:
1. To enhance and broaden the knowledge of the people about
maintaining the cleanliness on their place;
2. To discuss to community people the effects and help that waste
segregation could do for the in the community; and
3. To work with the people in making waste segregation bins.
Methodology used
1. Included community people in activities such as planning and
implementation.
2. Utilized community needs assessment, environmental scanning, etc.
to understand people’s needs.
3. Validated needs assessment and verified appropriate methodology for
use in activity.
4. Used varied techniques for the attainment of the project objectives.

II. Effect Attained

Item 1 2 3 4 5 NA
Achievement of objectives of the program such as:
1. Changes in the physical structures or infrastructures and improvements
are visible.
2. Impact on social structures.
3. Participation of community people and local agencies.
4. Program is appropriate to learning objectives of the students.
5. Encouraged critical thinking among participants and partners to the
project/activity.
6. Encouraged participants to push through similar or auxiliary programs.
7. Sustainability of the programs.
 III. Adequacy
ITEM 1 2 3 4 5 NA
1. Materials used for demonstration and other works were
adequate.
2. Participation of community people and local agencies was
solicited.
3. Program served a minimum required number of participants
(15persons).
4. Program can be maintained with minimal use of other resources.

IV. Efficiency in the Use of Resources

ITEM 1 2 3 4 5 NA
1. Made use of local resources and personnel during project
implementation.
2. Activities are cost-effective and well budgeted.
3. Alliance and partners were able to help in project
implementation.

V. Process of Conduct
ITEM 1 2 3 4 5 NA
1. Communications and information are well served to the
participants and partners in the projects/activities.
2. Documentations are recorded and kept.
3. Monitoring and evaluation are continuously conducted.

In summary, the flow chart below is the step-by-step process in the conduct of community immersion activities and
projects under the auspices of the National Service Training Program.

How Do We Conduct Community Immersion Activities in the Light of NSTP?

1. Students make a letter of request of regarding their immersion addressed to the partner group signed by the
trainer/coordinator and approved by the NSTP Coordinator/Director.
2. Community partners will respond to the request signifying their acceptance.
3. Students, based on the needs identified with the community partners, will propose a project.
4. Students will prepare a detailed program schedule.
5. Students will go on actual immersion and project implementation to assigned areas. Monitoring and Evaluation is
intensified at this phase.
6. Students prepare a narrative report of the activities.
7. Each group will submit the narrative report in compliance of the requirement.

1. Students make a letter of request of regarding their immersion addressed to the partner group signed by the
trainer/coordinator and approved by the NSTP Coordinator/Director.
2. Community partners will respond to the request signifying their acceptance.
3. Students, based on the needs identified with the community partners, will propose a project.
4. Students will prepare a detailed program schedule.
5. Students will go on actual immersion and project implementation to assigned areas. Monitoring and Evaluation is
intensified at this phase.
6. Students prepare a narrative report of the activities.
7. Each group will submit the narrative report in compliance of the requirement.

Figure 5.1. NSTP communication flow taken from the TUP-UNSTP.

 Synthesis

Documentation is a reservoir of information that can improve future programs. It is vital to the management
to avoid duplication and repetition of mistakes and contribute more to greater efficiency and effectiveness operation.
Hence, it must depict absolute truth of events and other important data for future reference and source of information.

Result monitoring is a systematic and continuous process in checking projects done during the NSTP
immersion. During the event, it determines whether the inputs are achieved on time or as planned and whether outputs
were maximized as required. It manifests the progress and identifies interventions needed as a way of keeping track on
the status of the project. It must be carefully planned in order to obtain desired result as input to decision-making.

Evaluating the impact of the project is an attempt to assess as to whether the project, in general, has made a difference
in the lives of target audience. It enables you to determine the effect/s of the project had on the clienteles.

If all the aforementioned requirements are fully met, then we can truly quantify and qualify to what extent
we have touched the lives of the people.

Reference:
Labuguen, F. C., et, al 2018 ,Towards a Responsive Community Action ( A Modular Worktext in NSTP 2 for Trainers and students). Mutya
Publishing House, Inc. ISBN 978-971-821-122-9