Quarterly Performance Monitoring Report First Quarter, FY12 Ministry of Education l. Progress on Outcomes A. Status of Outcomes Progress through the end of the 1st Quarter MOE identified 11 Outcomes (Outcome 1 consists of 2 Output Groups, Outcome 2 consists of 6 Output Groups, and Outcome 3 consists of 1 Output Group, Outcome 4 consists of 5 Output Groups, Outcome 5 consists of 3 Output Groups, Outcome 6 consists of 1 Output Group, Outcome 7 consists of 4 Output Groups, Outcome 8 consists of 3 Output Groups, Outcome 9 consists of 1 Output Group, Outcome 10 (MISGLB) consists of 2 Output Groups, Outcome 11(NTC) consists of 3 Output Groups), and Outcome 12 (CMI). This section provides an overview of the impacts and progress to date in FY12 with regard to Outputs/Output Groups in each Outcome. Outcome 1: To improve the efficiency and effectiveness of MOE staff through the provision of budget, finance and HR development Output Group 1.1 – Improve the quality of MOE personnel and efficiency of services provided Output 1.1.1 – To strengthen management and administration of personnel office to improve delivery of educational services . Updating Job descriptions as of Dec. 30th 2011is in progress. Results of such will be reported in the next qtr report. The entering of update employee records and new teachers’ data has yet to be done pending upgrading of the PEDMS system by the MIS staff. Data entry will be resumed after the needed fields by the personnel office are adjusted in the PEDMS system. Personnel Office has not yet commenced working on the important initiative. It is hopeful that by next quarter, a draft policy will be drawn up and reviewed by appropriate MOE Officials. The Internal personnel audit is in progress. MOE’s Formal Screening Committee is up and running. Folks involved in the In-House screening process include school principals, program directors, division heads and Personnel officers. Once the In-House screening and review process is completed, MOE jointly meets with PSC representatives to make a final recommendation for hiring by the Public Service Commission. The Teachers Standard & Licensing Board, in close collaboration with MoE, strongly recommended that the Ministry recruits and recommend for hiring from among the retired teachers as substitute teachers or those returning on Special Contract as teachers. Reason was because these retirees have the teaching experience and are considered as qualified teachers. This is already in place and continues. The personnel office continues to work closely with staff development office in ensuring that MOE’s Teachers’ Assignment is in consistent with the in-service program list and it’s an ongoing activity. Already in place and it’s an ongoing activity. This is an on-going activity. Output 1.1.2 – To strengthen management and administration of the Professional Development program for MOE’s workforce, excluding trainings related to the MOE’s curriculum . The Teacher Standards and Licensing Board met to discuss matters relating to the Teacher Certificate and Licensing, especially for those teachers who have not earned their AS degree in Elem Education, whose contracts will be expired in 2013. A memo signed by both MOE and the PSC was sent to all the schools principals on Majuro to urge their teachers to take courses after school time in order to expedite this process. FY12 MOE 1st Quarter Report Page 1 . The TCL office has yet to enter into the database system the names of the newly hired teachers. This office continues working with the Personnel office to get the names of these said teachers after they are hired and enter into the system. The SD/TCL Office continues working closely with the existing institutions such as CMI, BYUH, and USP by identifying which teachers are qualified to go into the full-time in-service programs at these institutions to get their certificates, AA/diploma, BA and MA degree in the Early Childhood program, as well as to completing their AS, BA, and MA in the Elem Education program as is required under the TSL policy and procedures. At this period, 12 Kindergarten teachers received their certificates in Early Childhood, 5 teachers received their AS degree in Elem Education, and another five teachers received their BA degree in Elem Education. The planning for the third-year program thru both CMI and UOG is still undergoing. The establishment of a 3rd and hopefully a BA level program in Elementary Education at CMI, would surely be a plus for the RMI teaching force. Although no instrument has yet to be created to gauge training needs for non-teaching staff members, the SD/TCL office is planning, for the near future, basic trainings for the MOE staff as well . The SD Office continues to coordinate closely with the Personnel Office and the two Volunteer Programs (World Teach and Dartmouth) to identify and place suitable volunteers in schools where regular teachers are being selected to attend the In-Service Program. This is an on-going annual activity. Output Group 1.2 - Improve Fiscal Management, Procurement and Budgeting Processes Output 1.2.1 – To improve the process of developing, executing and reporting of the Performance-Based Budget . Expand budget framework to include guidelines has been implemented. MOE’s objectives are reported and monitored under the strategic plan through the PBB. Continue to implement guidelines for the development of the annual Portfolio Budget statements. Budget office along with OCI, EPPSO, & BGSI will continue to train all staff on the development, execution, and reporting of the PBB. Late submission of the PBB reports continues to be a problem. MOE budget office will ensure that reports must be submitted on time. Budget office continues to provide budget reports from Ministry of Finance to division, heads, program directors, and school administrators. Budget has a logging system to track and monitor its budget and expenditures. Output 1.2.2 - To improve efficiency and effectiveness in the procurement and the general delivery process . No report submitted under this output this period Outcome 2: Improve education results in the RMI through research, testing, data management, and IT services Output Group 2.1 – Improve policy and planning in the Ministry. Output 2.1.1 – To expand and improve research and planning in the Ministry and in the Division. No report submitted under this output this quarter Output Group 2.2 – Strengthen Information Technology (IT) Capacity Output 2.2.1- To strengthen and improve management of all IT related needs and services. In addition to providing routine services/assistance to various schools (on and off island), we participated in evaluating system software and hardware that would greatly improve and enhance FY12 MOE 1st Quarter Report Page 2 school administration. We began looking again into revising an IT Usage Policy. This time we would like to get users’ input for easy buy-in. Our needs analysis is being out-sourced to our Consultants the results of which should be available soon for review. Output Group 2.3 – Strengthen MIS to provide quality data and information to guide MoE policy development and program implementation Output 2.3.1- MIS Office is providing quality data and information. MIS data system has been completed and has expand the Ministry of Education’s data system in terms of monitoring and tracking personnel action, travel authorization, purchase requisition, school facilities/equipment inventory textbook inventory, textbook distribution, scholarships, staff/teacher professional development and certification, school/student/ teacher reports, etc. Staff and student information is being inputted into the system. Statistical yearbook has been completed. Data reporting from schools has improved. Constraints . To date, MIS continues to struggle with this situation due to internet connections at schools. Some divisions within the Ministry have not taken the initiative to input their requested data into the system. MIS is still having difficulties in collecting data from some schools. Output Group 2.4 – Improve National Testing Program to provide accurate assessment of student learning and teacher knowledge Output 2.4.1- To manage and administer the Testing Office to address the MOE’s primary objectives to use MISAT results to make sound decisions and policies. (SEG 12.6.2) Outcome 3: Provide property maintenance services to all schools and administration building and coordinate expanded community role for school maintenance and upkeep Output Group 3.1 – Improve Facilities and support services Output 3.1.1 – Ensure that all schools and transportation vehicles are regularly maintained to meet community and students needs . MOE Property and Management Division has created regularly engine tune-up (quarterly) such as change motor oil and change oil filter. This Division has also provided and/or keeps record for all repair services such as change worn-out tires and worn-out parts for all MOE Public School and department vehicles (i.e. school buses and vehicles own by school/department). The following is a table of completed regularly engine tune-up as of this quarter. School/Division Name Quantity/Vehicle Type 1-school bus Laura Elem. School (LES) 2-mini school bus 1-single cap truck Laura High School (LHS) 1-school bus 1-school bus 1-mini school bus Woja Elem. School 1-mini short flat-bed truck 1-school bus 1-mini school bus Ajeltake Elem. School (AES) 1-mini short flat-bed truck 1-school bus Rairok Elem. School (RRES) 1-single cap truck MOE, Minister’s Office 1-4x4 Jeep MOE, Secretary’s Office 1-double cap truck DUD Kindergarten 1-school bus Uliga Elem. School (UES) 1-school bus FY12 MOE 1st Quarter Report Page 3 1-single cap truck 1-Mitz. Long flat-bed truck MOE, Maintenance Div. 1-Ford Ranger Truck 1-single cap truck Rita Elem.