ADVISORYNOTE AN001 2011 pdf

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1

ADVISORY NOTE

To:

Director of Basic Education Division, Ghana Education

Service

From:

Advisory Unit on Decentralised Education Management,

BED, GES

Document number:

AN002-2011

Date:

28 February 2011

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2 1. Advice on the format and working schedule of Annual District/Regional Performance

Report of 2010

After reviewing existing manuals and guidelines, the Advisory Note AN001-2011 dated 28

January 2011 has recommended developing new operational guidelines on the Annual District

Performance Report (ADPR). But it will take time to develop it and give its full orientations to

education staff in districts and regions. Meanwhile, the process of the annual performance

review at districts and regions is expected to be commenced in coming months as the national

performance review is suggested to be done in the second week of May 2011. Although it is

not possible to have full overhaul of the report this year, it must be considered to make some

minimal, easy but critical changes on the reporting format and its process to initiate a good

management cycle in districts and regions. This Advisory Note therefore recommends making

changes on the format of ADPR and its working schedule as below.

2. Suggested contents of ADPR

It is advised to make changes on the format of ADPR as Annex 1. Key points for the changes

are as follows:

1) Review of results of ADEAP

At this moment the management cycle in districts and regions is not well established because

the ADPR is not properly instructed to review results of the Annual District Education

Operation Plan (ADEOP) and Annual District Education Action Plan (ADEAP). Due to this reason,

the reports are just looking over trends of indicators and not critically reflect what have been

done and not done and the reasons for non-actions. It must affect quality of the

ADEOP/ADEAP in the next cycle. It is therefore advised to include the review of results of

ADEAP, which is the action plan that the district offices are responsible to implement in the

year.

2) Introduction/conclusion

Many ADPRs already incorporate its introduction. Conclusion is useful to clearly indicate what

are recommended to the ADEOP/ADEAP in the next cycle. It is therefore advised to put them.

3) Re-organising the list of indicators

Repeating same words in the indicator matrices makes the report redundant. The list is

therefore suggested to be re-organised to reduce repetition of same words as much as

possible.

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3 Though availability of classrooms is crucial the current format does not include any

classroom-related indicator. Pupil Classroom Ratio should be therefore included. On the other hand, it

seems it is difficult for many districts to calculate Net Enrolment Rate. It is therefore

recommended to omit it.

5) District levies

Most of ADPRs already reported that district levies are no more imposed. It is therefore

recommended to omit this section.

6) District Education Oversight Committee

In the course of decentralisation roles of the District Education Oversight Committee are

getting more important. But it seems their functions are not very encouraging. In the current

format it is not clearly instructed to report the status of the committee. It is therefore

recommended to include this reporting item in the format.

7) Omitting detailed tables

Almost no ADPR fill in the tables on detailed infrastructure profiles, assessment of furniture

and others. In fact it is not sure whether these detailed information are suitable for the review

of educational performance in the district. It is recommended to omit these detailed tables

form the format.

3. Suggested contents of ARPR

Contents of regional reports seem to vary from region to region. It is therefore advised to send

a unified format for the regional performance report that should be developed on the basis of

the performance reports from their districts. The suggested format is attached as Annex 2.

Since the new ESP has been already finalised, the national performance report will follow the

new structure instead of the previous ACCESS-QUALITY-MANAGEMENT structure. Therefore

the regional reports should also follow the same.

4. Suggested work schedule for the annual performance review process in districts and

regions

Taking into consideration the suggested schedule of the national performance review in the

second week of May 2011, the following work schedule is suggested for preparation of the

district and regional performance reports:

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4 30 March 2011:

Deadline for submission of Annual District/Municipality/Metropolitan

Performance Reports to Regional Offices, with sending copies to HQ of GES. Submission should

be by both soft and hard copies.

30 April 2011:

Deadline for submission of Annual Regional Performance Reports to HQ of GES.

Submission should be by both soft and hard copies.

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1 Annex 1

Annual District Performance Report (Suggested format)

1. Introduction

1.1. Overview of the district

Describe Socio-economic status of the district in 2010 (size and general population, social background, major economic activities, and the administrative structure related to education)

1.2. Organisation of the report

2. Assessment of key performance indicators 2.1. Kindergarten

Kindergarten: Access 2008/09 2009/10 2010/11 2010/11

Actual Actual Target Actual

Number of pupils in KG1 in total Total

Male

Female

Number of pupils in KG2 in total Total

Male

Female

Number of pupils in public kindergarten Total

Male

Female

Number of pupils in private kindergarten Total

Male

Female

Population aged 4-5 Total

Male

Female

Gross Enrolment Rate (GER) Total

Male

Female

Gender Parity Index (GPI) on GER

Kindergarten: Quality 2008/09 2009/10 2010/11 2010/11

Number of teachers in total

Number of teachers in public KG Total

Trained

Percentage of trained teachers in public KG

Number of teachers in private KG Total

Trained

Comment [DK1]: Introduction is suggested to be put.

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2

Percentage of trained teachers in private KG

Pupil Teacher Ratio Public

Private

Kindergarten: Physical Infrastructure 2008/09 2009/10 2010/11 2010/11

Number of kindergartens Total

Public

Private

Number of public KG needing major repair

Number of classrooms in public KG Pupil Classroom Ration in public KG

Write briefly on the Kindergarten performance by answering the following questions on the indicators from 2008/09 - 2010/11.

1) What are the changes in the following? a) Gross Enrolment Rate (GER) b) Female GER

c) Gender Parity Index (GPI) d) Gross Admission Rate (GAR) e) Female GAR

f) Pupil Teacher Ratio (PTR) g) Pupil Textbook Ratio h) Net Enrolment Rate (NER)

2) What are the causes of the changes in each indicator?

3) What would you do to improve the trend in each indicator?

2.2. Primary schools

Primary: Access 2008/09 2009/10 2010/11 2010/11

Number of pupils in all primary schools Total

Male

Female

Number of Primary 1 pupils Total

Male

Female

Number of Primary 6 pupils Total

Male

Female

Comment [DK3]: Classroom related indicators are added.

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3

Population aged 6 Total

Male

Female

Male

Female

Male

Female

Gross Admission Rate (GAR) Total

Male

Female

Primary: Quality 2008/09 2009/10 2010/11 2010/11

Number of teachers in all schools

Number of teachers in public schools Total

Trained

Percentage of trained teachers in public

schools

Number of teachers in private schools Total

Trained

Percentage of trained teachers in private

schools

Number of newly trained teacher posted in

public schools

Number of new teachers actually at post in

public schools

Private

Highest PTR in public schools

Lowest PTR in public schools

Number of new teachers deployed in public

schools from outside

Number of new teachers deployed in public

schools within the district

Pupil Core Textbook Ratio in public schools

Number of public schools with functioning

School Management Committee (SMC)

Number of public schools with School

Performance Improvement Plans (SPIP)

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4

Number of primary schools Total

Public

Private

Number of public schools

with toilet

facilities

with potable

water

Number of classrooms in public schools

Pupil Classroom Ratio in public schools

Number of classrooms needing major repair

Number of new classrooms needed

Write briefly on the primary school performance by answering the following questions on the indicators from 2008/09 - 2010/11.

f) Pupil Teacher Ratio (PTR) g) Pupil Textbook Ratio

h) Percentage of trained teachers i) Net Enrolment Rate (NER)

2.3. Junior Secondary Schools

JSS: Access 2008/09 2009/10 2010/11 2010/11

Number of students in all schools Total

Male

Female

Number of students Public

Private

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5

Male

Female

Male

Female

Number of JSS 1 students Total

Male

Female

Number of JSS3 students Total

Male

Female

Number of JSS students scholarship

awarded

Number of students in STME clinic Male

Female

Number of days for STME clinic

JSS: Quality 2008/09 2009/10 2010/11 2010/11

Number of teachers in all schools

Number of teacher in public schools Total

Trained

Percentage of trained teacher in public

schools

Number of teacher in private schools Total

Trained

Percentage of trained teacher in private

schools

Number of newly trained teacher posted in

public schools

Number of new teacher actually at post in

public schools

Private

Highest PTR in public schools

Lowest PTR in public schools

Number of new teacher deployed in public

schools from outside

Number of new teacher deployed in public

schools within the district

Pupil Core Textbook Ratio in public schools

Number of public school with functioning

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6 Number of public school with School

Performance Improvement Plans (SPIP)

% of students with aggregate 6-30 in BECE Male

Female

JSS: Physical Infrastructure 2008/09 2009/10 2010/11 2010/11

Number of junior secondary schools Total

Public

Private

Number of public JSS

with toilet

facilities

with potable

water

Number of classroom in public schools

Pupil Classroom Ratio in public schools

Number of classrooms needing major repair

Number of JSS with workshops

Number of JSS with tools and equipment

Number of JSS with more than 10

computers

Write briefly on the JSS performance by answering the following questions on the indicators from 2008/09 - 2010/11.

f) Pupil Teacher Ratio (PTR) g) Pupil Textbook Ratio

h) Percentage of trained teachers i) Net Enrolment Rate (NER)

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7

SSS 2008/09 2009/10 2010/11 2010/11

Number of senior secondary schools Total

Public

Private

Number of students in all schools Total

Male

Female

Number of students Public

Private

Male

Female

Male

Female

Number of public schools with equipped

laboratories

Number of schools with more than 10

computers Total

Public

Number of STME clinics

Number of students in STME clinic Male

Female

Number of days for STME clinic

2.5. TVET

TVET 2008/09 2009/10 2010/11 2010/11

Number of TVET schools Total

Public

Private

Number of students in all TVET schools Total

Male

Female

Number of students in TVET schools Public

Private

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8 2.6. Non-Formal Education

Non-Formal Education 2008/09 2009/10 2010/11 2010/11

Number of students Total

Male

Female

Number of programmes run in the district Total

Public

Private

What changes have taken place for the years stated above? List priority areas to improve Non-Formal Education in your district What will your district do to strengthen these areas?

3. Education Management

3.1. Annual District Education Action Plan 2010

State the results of planned activities of ADEAP 2010 below: Serial

No.

Planned activity

Implementing unit/personnel

Budget amount (GH¢)

Funding source

Achieved result

Actual expenditure (GH¢)

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9

・ When was the ADEAP produced? By Whom (District planning team?). Who was consulted during its production (District Authorities, local NGOs, Regional education Office, etc.) ?

・ What were the main priorities amongst these activities?

・ How were they prioritized (consultative meeting, response to central MOE/GES priority etc.) what was the reason for their high priority (linked to a priority target) ?

・ What has been the progress in implementing the ADEAP activities? (refer to other parts of the report as required).

・ What are the key achievements? -are there any best practices to share with other district education offices

• What have been the main obstacles to implementation? How has the district education office tried to overcome them?

• What support does the DEO required from MOE/GES or other partners to assist it in implementing activities in future?

3.2. District levies

• Are district levies in operation in your district?

・ List all the levies and the amount to be paid.

・ Are there any exemptions from the levies (e.g. for poor students) -If so how many exemptions were made and how was the decision to exempt a student made?

3.23. School Management Committees (SMC)

・ How many primary and JSS schools in your district have established School Management Committees (as a number and as a percentage of the total)?

・ Are the SMCs established appropriately -with community and parental representatives, regular meetings and so on?

Comment [DK6]: It is already reported in the matrix above.

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10

・ How many primary and JSS schools in your district produce School

Performance Improvement Plans (SPIPs)? (as a number and as a percentage of the total)?

・ Are the SPIPs well produced and are they implemented effectively?

・ What areas of SMC management of SPIP production work well and what areas need strengthening?

・ What would you suggest as a means of strengthening SMCs?

・ What would you suggest as a means of strengthening the production of SPIPs?

3.34. School Operating Budgets (Capitation Grants)

• Do schools in your district receive capitation grants?

・ If so, are the amounts per male and per female student received sufficient, for what?

・ Are the guidelines on spending the grants sufficiently clear for head teachers and SMCs to understand?

• Is the financial reporting system sufficient to track the spending? Is it too complex or too simple?

• Do the operating budgets improve the quality of education services in the schools or not (Give number and percentage of schools reporting improvement, no change and worse: District monitoring visits should provide information on this)

3.4. District Education Oversight Committee

• Report dates of the meetings held by the committee.

• List up names of the committee members.

• List up what have been decided by the committee.

• Is there any problem or difficulty on management of the committee?

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11

・ How many monitoring visits to schools did your office undertake (give total number of school visits by district circuit supervisors)

・ How many visits did the district circuit supervisors pay to the SMCs?

・ What were the key Issues that district circuit supervisors reported from their visits?

・ What were the key issues that schools and SMCs fed back to the district circuit supervisors?

・ How will the district education office respond to these issues?

5. Capacity strengthening

・ What activities have taken place to improve programme planning, implementation and monitoring processes

・ What are the priority areas for capacity strengthening in your district education office?

o List and prioritize staffing requirements o List and prioritize staff training needs o List and prioritize equipment needs

o List and prioritize recurrent budget needs (e.g. for transport/communication etc.)

・ How do you intend to meet these needs from your existing budget?

6. Punctuality and Absenteeism

Kindly comment on the following issues in your district and provide reasons for their occurrence. Is there any incidence of?

・ Absenteeism on the part of pupils/students?

・ Absenteeism on the part of teachers?

・ Lateness to school on the part of pupils/students?

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12 7. Financial Report

7.1 Budget Execution

Provide a short paragraph describing each of the following:

・ Are there any activities for which the district has received significantly less than agreed in the budget? What are the reasons for this?

・ Are there any activities for which the district has received significantly more than agreed in the budget? What are the reasons for this?

・ Are there any activities for which significant under-spending is occurring? Why is this happening?

・ Are there any activities for which significant over-spending is occurring? Why is this happening?

Table **: Budget Execution in 2010 (Unit: GH¢)

Item/Activity Approved

Budget

Amount Released

Actual Expenditure

Source of Funding

Personal Emoluments

Administration

Service

Investment

Total

(Unit: GH¢)

Source of funding

2009 2010

Approved Budget

Amount released

Approved Budget

Amount released

GOG

GETFund

[image:16.595.68.481.375.734.2]

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13

Social Intervention Programme

Internally Generated Fund

Donors

District Assembly Common Fund

Total

7.2 Qualitative Analysis (Budget Execution)

・ In which area have there been significant increases in budget allocations compared with earlier years? Why has this increase occurred?

・ In which areas have there been significant decreases in budget allocations compared with earlier years? Why has this decrease occurred?

・ Which areas will require increased budgets in future? Why?

・ Which areas can budgets be decreased in future? Why?

・ What are the key priorities for next year?

7.3 Financial Management Issues

・ Are there any areas of financial management that require strengthening?

・ Are reporting formats clear and easy to use? -how would you improve them?

・ Is budget release timely? If not, what problems does this cause?

・ Are there any problems concerned with cash flow?

7.4 Monitoring Finances

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14

Inputs-Check source of funding: GOG, IGF & Donor and releases under Administration, Service and Investment. Find out the itemized amount budgeted for and actual

releases given to the district Process:

・ Which amount to be used for what?

・ Plans put in place for the use of the fund

・ How amount is kept (saved)

・ Main signatories to the account

Activity: What activities has been earmarked for item 2-4 Output: Has the releases been used for its purposes Outcomes:

・ Verify the variance between the actual and budgeted figures

・ Check the expenditures in all aspects of the activities

・ Where in doubt of the expenditure find out the source of expenditure

・ Find out the impact the funds have made (Administration, Service and Investment)

・ Find out if the disbursement of funds were done correctly

・ Comment on your findings and follow up with other methods such as Expenditure Tracking Survey

8. Non-Governmental Organizations in Education

8.1. Registration of NGOs

Name of NGO Registration Number

Date of Registration

MDA of Registration

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15 8.2. Interventions from NGOs

Level Name of

NGO

Intervention/Contribution Value Number of Beneficiary School

9. Infrastructure profile

9.1. Infrastructure profile in public schools

9.2. What is the number and the state of repair of the following rooms/blocks?

9.3. Project Appraisal Activity Code Approach

10. Assessment of Classroom Furniture

11. Assessment of Teaching and Learning Materals

12. Education Payroll Expenditure

13. Staff Attrition

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16

15. Illness/Accident/Suicide of Non-Teachers

16. Students/Pupils Deaths per Year

9. Conclusion

Conclude the report by describing the following points:

1) how the district performance has contributed to the national level sector performance

2) challenges to be overcome

3) recommendations for the next year ADEOP/ADEAP

Comment [DK9]: These should be deleted as these are too detailed for performance reporting.

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1 Annex 2

Regional Education Sector Performance Report (Suggested format)

1. Overview of the education status in the region

1.1. Socio-economic status

1) Size and population

Briefly state the size and the general population status of the region.

2) Social background

Briefly state the status of social groups in the region.

3) Economic activities

Briefly state the status of economic activities in the region.

4) Administrative structure

Briefly state the administrative structure of the region related to education and list

names of districts in the region.

1.2. Regional vision and mission on education

1) Vision

State what is the vision of the regional education office.

2) Mission

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2 1.3. Education status in School Year 2010/11

1) Number of schools

Fill in the table below and describe your observations on the number of schools in the

region.

Level

2008/09

2009/10

2010/11

Gap over

2009/10

Pub.

Priv.

Total

Pub.

Priv.

Total

Pub.

Priv.

Total

Kindergarten

Primary

JHS

SHS

Tech. Voc.

Non-Formal

Educ.

2) Number of students

Fill in the table below and describe your observations on the number of students in the

region.

Level

2008/09

2009/10

2010/11

Gap over

2009/10

Pub.

Priv.

Total

Pub.

Priv.

Total

Pub.

Priv.

Total

Kindergarten

Primary

JHS

SHS

Tech. Voc.

Non-Formal

Educ.

3) Number of teachers

Fill in the table below and describe your observations on the number of teachers in the

region.

Level

2008/09

2009/10

2010/11

Gap over

2009/10

Pub.

Priv.

Total

Pub.

Priv.

Total

Pub.

Priv.

Total

Kindergarten

Primary

JHS

SHS

Tech. Voc.

Non-Formal

Educ.

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3 Fill in the table below and describe your observations on the number of classrooms in

public schools in the region.

SY2008/09

SY2009/10

SY2010/11

Gap over

2009/10

Kindergarten

Primary

JHS

SHS

5) School age population in 2010

Fill in the table below and describe your observations on the school age population in

the region.

Age Group

Male

Female

Total

4 – 5yrs.

6 – 11yrs.

12 – 14yrs.

15-17yrs.

2. Key indicator performance (Regional status, District performance)

2.1. Kindergarten

Fill in the table below and describe your observations on trends of the key indicators.

Indicator

Regional average

Higher

value

among

districts

Lowest

value

among

districts

SY2008/09 SY2009/10 SY2010/11 SY2010/11 SY2010/11

Gross

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4 Net

Admission

Rate

Gross

Enrolment

Rate

GPI on

GER

Net

Enrolment

Rate

Pupil

Teacher

Ratio

% of

trained

teachers

Pupil

Classroom

Ratio in

public

schools

2.2. Primary school

Fill in the table below and describe your observations on trends of the key indicators.

Indicator

Regional average

Higher

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5 Pupil

Classroom

Ratio in

public

schools

2.3. Junior High School

Fill in the table below and describe your observations on trends of the key indicators.

Indicator

Regional average

Higher

value

among

districts

Lowest

value

among

districts

SY2008/09 SY2009/10 SY2010/11 SY2010/11 SY2010/11

Gross

Enrolment

Rate

GPI on

GER

Net

Enrolment

Rate

Pupil

Teacher

Ratio

% of

trained

teachers

BECE pass

rate

Pupil

Classroom

Ratio in

public

schools

2.4. Senior High School

Fill in the table below and describe your observations on trends of the key indicators.

Indicator

Regional average

Higher

value

among

districts

Lowest

value

among

districts

SY2008/09 SY2009/10 SY2010/11 SY2010/11 SY2010/11

Gross

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6 GPI on

GER

Net

Enrolment

Rate

Pupil

Teacher

Ratio

% of

trained

teachers

SSCE pass

rate

Pupil

Classroom

Ratio in

public

schools

3. Results of activities

3.1. Results of Annual District Action Plan implementation

Fill in the table below by referring to Annual District Performance Reports submitted by

your districts and describe your observations on the results.Total Outputs is the sum of

all results (e.g. constructed classrooms in each district) in the region. Actions described

here should be those conducted from January to December 2010.

Action

Number of

districts

implementing

Planned

budget in

FY 2010

(GH¢)

Actual

expense in

FY 2010

(GH¢)

Total

Outputs

1 Construction of

classrooms

2 Provision of school

furniture

3 Construction of water

facilities

4 Construction of

sanitation facilities

5 Construction of libraries

6 Construction of ICT

facilities

7 Construction of staff

accommodation

8 Rehabilitation and

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7

9 Electricity supply to

schools

10 Implementation of

STME clinic

11 In-Service Training for

teaching staff and

circuit supervisors

12 In-Service Training for

non-teaching staff on

management, finance

and administration

13 Training for SMC/PTA

14 Training workshops on

girls education

15 Provision of incentive

package for teaching

staff in remote area

16 Implementation of

Enrolment Drive

17 Provision of

teaching/learning

materials

18 Provision of scholarship

for needy students

19 Implementation of

mock exams

20 Monitoring visits to

schools

21 Performance review

meetings

22 Design sponsorship

programme for

implementation by the

District Assembly

23 Capitation grant to

schools

24 Others

3.2. Observed impact of actions on performance

Describe whether those actions taken have given positive or negative impact on results

of the key indicators above or other educational performance.

3.3. Challenges to be overcome

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8 4. Education management

4.1. District management cycle

Describe whether the management cycles in the districts in the region are well

established or not. In a well established management cycle the processes of

operational planning, implementation, monitoring and evaluation are effectively

connected. If not, what are major problems?

4.2. District Education Oversight Committee

Describe how many districts have functional DEOCs. What are common obstacles for

DEOCs in the region?

4.3. SPIP and Capitation Grant

Describe whether or not School Performance Improvement Plans are well prepared

and monitored by schools in the region. If not, what are major problems?

Describe your observation on effectiveness of use of the capitation grant in the schools

in the region.

4.4. SMC

Summarise how functional the School Management Committees are in the region and

identify common challenges in the region.

4.5. Monitoring visits to schools

Describe effectiveness of monitoring visits by district offices to schools and identify

common issues on school monitoring.

4.6. Capacity strengthening

Briefly explain what kind of capacity development activities are conducted in the region

and identify common issues on capacity development.

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9 Generalise common issues of punctuality and absenteeism in the region.

5. Education Finance

5.1. Budget execution

Fill in the below table of the budget execution in Fiscal Year 2010 by budget items and

by source of funding and describe your observations

(Unit: GH¢)

Item

Approved

Budget

Amount

Released

Actual

Expenditure

Source of

Funding

Personal

Emoluments

Administration

Service

Investment

Total

(Unit: GH¢)

Source of

funding

2009

2010

Approved

Budget

Amount

released

Approved

Budget

Amount

released

GOG

GETFund

Social

Intervention

Programme

Internally

Generated

Fund

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