GOVERNMENT OF KHYBER PAKHTUNKHWA

Planning & Development Department

PC-I
1.

Name of the Project

Establishment of M & E System in Khyber Pakhtunkhwa .ADP No 848
Code No 70532.

2.

Location
All Divisions of Khyber Pakhtunkhwa.

3.

4.

Authority responsible for:

i.

Sponsoring
Planning & Development Department, Government of Khyber Pakhtunkhwa.

ii.

Execution
a. Directorate General M & E, P&D Department.
b. All Divisions M & E Offices in Khyber Pakhtunkhwa.

iii.

Operation and maintenance

Directorate General M & E, P&D Department.

Plan Provision
The project is reflected in the ADP 2010-11, under the R&D sector. An amount of
Rs.91.490. million has been allocated for the project in the ADP 2010-2011

5.

Project objectives and its relationship with Sectoral objectives

Objectives

The main objective of the project is to establish a rigorous and responsive

Monitoring and Evaluation system in Khyber Pakhtunkhwa for the development
projects funded under the Provincial ADP/PSDP.

Outputs

The rigorous and responsive M & E system may assist in the:

a)

Timely completion of projects within the approved costs (PC1).

b)
c)
d)
e)
f)
g)
h)
i)

Adherence to quality standards.

Identification of impediments in project implementation and
reporting to concerned quarters.
Improvement in the project management.
Implementation of Khyber Pakhtunkhwa Monitoring &
Evaluation Framework for the integrated policy planning and
budget cycle.
Operationalization of Development Projects Management
System (DPMS).
Feedback for future planning (i.e. assist in strategic allocation
and utilization of scarce resources).
Availability of updated information on the status of project
activities.
Introduction of pre, mid, final and post terms monitoring and
evaluation mechanism in project implementation.

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j)

Enhanced coordination among the administrative departments

on the progress of physical and financial targets.
k)
Imparting Diploma in Public Sector Project Management with
collaboration of Establishment Department & IMSciences.
6.

Description, justification and technical parameters

Description
The M & E is being implemented in the entire Divisions of Khyber Pakhtunkhwa. The Directorate
General of Monitoring & Evaluation, Planning & Development Department setup has been established in
all divisions of the Province. Each Division has a Divisional Monitoring Office, which have its own
Divisional Monitoring Officer (DMO) and two /three Assistant Divisional Monitoring Officers (ADMO)
along with support staff. Director General is heading the project. (Organogram of the project is at AnnexA) having the following features.

The setup is headed by Director General M & E who is based in Provincial Headquarters.

Two Directors of which each is responsible for his respective Divisions. The Directors are
based in the Headquarters.

The jurisdictions of Director-I include Divisions of Peshawar, Kohat, Bannu and D.I.
Khan.

In the Revised PC-I the new posts of Director Evaluation, Deputy Director Evaluation,
Assistant Director Evaluation & the support staff are included for the evaluation of over
all projects of the ADP, PSDP.

The jurisdictions of Director-II include Divisions of Mardan, Malakand and Hazara.

At each Divisional level, a Divisional Monitoring Officer (DMO) along with two Assistant
Divisional Monitoring Officers (ADMOs) and support staff (Support staff includes
Office/Accounts Assistant, IT Assistant, Driver, Naib Qasid, Chowkidar) are performing
duties under the direct supervision of the respective Divisional Commissioner and report
to concerned Director in the Headquarters. (In some Divisions two ADMOs have been
included based on the geographical location and workload).

The IT Wing will be assisted by Database Administrator, Network Administrator and Web
Developer at Peshawar to maintain a secure web-based Development Projects
Management System (DPMS) in which each Division will use the software to generate
different reports of their relevant projects. The data entered into the system will be updated
regularly by the line departments.

The project has its head quarter in Peshawar and the cost for Head Quarter is Rs. 191.135 Million
(Annex-B). A Divisional Office is equipped with support staff, office Equipment, Furniture, Computer,
Vehicle and management. The Cost for Peshawar Division Rs. 22.122 Million (Annex-E) The cost for
Mardan Rs. 17.367 million (Annex-G), Kohat Rs. 16.945 million (Annex-I), DI Khan Rs. 16.905 million
(Annex-M) and Bannu Rs. 17.292 million (Annex-K) while Malakand Rs. 23.862 Million (Annex-O)
and Hazara Rs. 22.970 million (Annex-Q). The overall proposed cost for six years is Rs. 328.597 million.
Detail of which is placed at Annex-A1.
Justification
The Khyber Pakhtunkhwa is a small province of Pakistan with population of 20 million people and
various ecological zones with mountainous North, horticulture-based valleys in the centre and arid zone in
the South. It is rich in water, forest and mineral resources, most of which is yet to be exploited. The
Province has a very small industrial base and service sector. As a result of that, it is faced with financial
constraint and is dependent on the federal divisible pool to the extent of 85% of its budget, which has
current and development components.

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The socio economic indicators of Khyber Pakhtunkhwa are low even compared to national
averages and it is estimated that around 40 % population is living below the poverty line. The provincial
government in order to improve the living standard of the people has allocated an amount of Rs.69.284
billion for the public sector development program in the financial year 2010-11. The development program
is comprised of about 972 Projects. Implementation of the Program is carried out through different
Government Departments and Agencies but major role is played by the Communication & Works
Department, responsible for construction of various components of civil works. However, the
Communication & Works Department having an important role in the development agenda of the province
has a low management capacity to execute the projects in time and within the approved costs. The
Planning and Development Department being responsible for allocation of resources and coordination of
development portfolio has not been able to effectively monitor the implementation of development
program. This has often resulted in cost and time over runs along with questionable quality of works as
appropriate quality control systems are not followed in majority of the projects. In addition to that,
outcome of the projects are not evaluated on regular basis to assess effectiveness of the projects and impact
of policies in different Sectors. Keeping in view these facts, the issues need to be addressed on priority
basis.
The Khyber Pakhtunkhwa is a poor province with very low indicators in all sectors of the
economy. Any improvement in the management and supervisory capacity, therefore, will be of immense
public value both for the government and the people. Furthermore, improved performance of the province
in implementation of the development program may attract better response from donors in the form of
more assistance. The M & E system proposed under this PC-1 will assist in the planning for strategic
allocation and utilization of the scarce resources of the province.
The concentration of the extended M & E system is the enhancement of the planning and
management capacity of the government by introducing the result-based monitoring and evaluation
system, which will focus on the pre, mid, final and post terms monitoring and evaluation for the projects
under the ADP/PSDP schemes. In addition, the network of 7 Divisional-level monitoring units will provide
the platform for monitoring the sequential rollout of programs and projects across the Province in a way
that generates information for evidence-based policy implementation. It will permit regular application of
progressive and comparative performance benchmarking across the Divisions of the Province, from which
it will be possible to refine what works and what does not work and thus improve the design of
subsequent projects and interventions.
The Communication & Works Department is the executing agency for about 60% of the
development portfolio; therefore successful implementation of the program depends on its operational
capacity both at the policy and execution level. Under the rules of business, this Department undertakes all
the civil works of other Departments except Irrigation and Forest Departments works. The Department is
organized at the Divisional level in a very conventional manner with some establishment at the province.
The personnel of the Department are mostly engineers while the Provincial secretariat has generalists at
various positions. At both these levels, there is no formal skill up gradation program. At the client level,
there is no coordinating mechanism to establish a smooth working relationship with the Communication &
Works Department. Budgets are reflected in the client agencies books and works are undertaken by the
Communication & Works Department. Similarly, requirements and nature of projects is known better to
the client department but estimation and execution is done by the other department. Both of them lack the
technical capacity at the field and Divisional level to determine scope of projects. As a result normally
wrong estimation and design are prepared thereby ending up in revision of projects both from the time and
cost point of view.
The Planning & Development Department was mainly stationed at the Provincial headquarter with
technical sections dealing with processing of projects and an M & E Directorate overseeing
implementation. The M & E Directorate stationed at Peshawar was monitoring the huge portfolio of
thousands of projects in the province. The linkage at Divisional level was virtually non-existent, as the
Planning Officers assigned to the district governments under the devolution plan, had not been provided
with any logistic support for monitoring of projects. The capacity of the M & E Directorate at Peshawar
was therefore limited because of the following constraints.
i.
ii.

The Directorate had not been provided with support in the form of an IT wing.
There was no coordination between the M & E Directorate, executing and client departments.

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The M & E Directorate which was responsible to report on the performance of projects under the
ADP/PSDP in order to assist the administrative departments to detect any flaws, delays, quality standards,
etc was poorly staffed and equipped. Thus, it was virtually impossible for this Directorate to carryout the
assigned responsibility in an efficient manner.
Since the Planning & Development Department is responsible for formulating development
policies, allocating funds and monitoring of the projects therefore, it was duty bound to design a program
for the purpose. It may be mentioned that on the Floor of the House at the time of taking the Vote of
Confidence on Thursday, 10th April 2008, the Honorable Chief Minister of Khyber Pakhtunkhwa,
Mr. Amir Haider Khan Hoti, in his policy speech, stressed the need for the strengthening of monitoring
systems in following words:

The monitoring role of the Provincial Departments is very weak although there are officers
available at every level. A proper mechanism should immediately be devised and existing ones
must be strengthened.

The Secretaries of these Departments may be made responsible to brief the Cabinet on a monthly
basis about the progress made against certain indicators like school attendance, percentage of
students that have cleared their exams, number of visits made by different officers, teachers
absenteeism, etc.

It is pertinent to mention that such indicators, as well as a monitoring mechanism, are already in
place at least on paper. It .is follow-up of these mechanisms and their implementation, which
needs emphasis and is the real key to success.

Similarly the performance of the provincial development program was also discussed in the
National Economic Council headed by the Prime Minister of the Country. Besides that the Steering
Committee of the National Commission on Governance Reforms (NCGR) headed by the President of
Pakistan has directed all the provincial governments to set up the monitoring mechanism at the Divisional
level. The following decision was made in during the meeting,
Federal and provincial Government should create Monitoring and Evaluation Units at
District/sub-regional level, which should report to P&D Department of the Provincial
Governments for the provincially funded projects and to the Planning Commission for the
federally funded Projects.
Based on the above discussion and realizing the need for a rigorous and responsive Monitoring &
Evaluation System, the formation of Divisional Monitoring setup was inevitable and justified. Moreover its
continuation is of utmost importance for good governance and proper utilization of public money.
The Khyber Pakhtunkhwa Monitoring Framework for the integrated policy, planning, and budget
process (the Framework is attached at Annex-J) has also envisioned a challenging job for Directorate
General M & E. The Directorate General will have a very important role in implementation of Provincial
Monitoring Framework and it has to monitor Comprehensive Monitoring Strategy, Output Based Budgets,
post crises need assessment and Annual Development Plan.
Around 1000 ADP projects will be monitored till June, 2011 and around 4000 projects and subprojects have to be monitored for effective execution of Annual Development Program. At the same time
around 5 evaluation studies annually have to be undertaken in future.
After 18 amendments the workload of Directorate General of Monitoring & Evaluation will also
increase like other departments.
In future it will be greater interest of Planning & Development Department that the development
budget of Directorate shifts to non developmental side.
Moreover the key of this implementable and affordable M & E system is the effective and timely
coordination, which will be aligned with the ADP/PSDP approval mechanism in the Province. However,
this coordination mechanism will have the following three pillars:

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1. M & E Advisory Committee

Under the Chairmanship of the ACS with memberships of the Secretaries of relevant
administrative departments including two members from Civil Society Organizations for over all
supervision, Review and guidance. The Director General, M & E will be the Secretary to the
Committee. The composition of the committee as shown in the table below.
S.N
o
1.

Designation & Department

Portfolio

Additional Chief Secretary

Chairman

2.

Secretary P&D Department

Member

3.

Secretary Finance Department

Member

4.

Secretary of Relevant Administrative Department

Member

5.

Director General (M&E)

Secretary

6.

Two members from Civil Society Organization (Preferably

one female member)

Member

Terms of Reference of the above Committee are as under:

The Committee will advise and supervise overall activities as per PC-I of the project and will
be responsible to,

a. Advise the M&E Directorate in implementation of the M&E system through its
Divisional Offices in Khyber Pakhtunkhwa according to approved PC-I.
b. Approve and steer implementation of the Monitoring and Evaluation Plan of the
Directorate General M&E developed at the start of each fiscal year. Approve
targets for the Directorate on annual basis according to the approved ADP/PSDP.
c. Provide strategic guidance to the Directorate General M&E for the Monitoring and
Evaluation of the provincial policies, plans and development programs/ projects as
outlined under the M&E Framework of the Government of Khyber Pakhtunkhwa.
d. Review and approve quarterly and annual M&E reports of the Government of
Khyber Pakhtunkhwa.
e. Review the progress of the Directorate being presented quarterly/bi-annually.
f. Any issue regarding DPMS recommended by Strategic Committee shall be
resolved at this forum.
g. Provide assistance for improving compliance on the M&E recommendations in
consultation with the concerned line departments.
2. M & E Strategic Committee
under the Chairmanship of the Director General, M & E Directorate with the membership
of all Divisional Monitoring Officers, CPO/M & E officers & others relevant officers of Concern
departments and two members from Civil Society Organizations for implementation of targets set
by the advisory committee. Whereas, the Regional Directors, M & E Directorate will act as the
Secretaries for their corresponding Regions as shown in the table.
S.No
1.

Designation & Department

Director General (M&E)

Portfolio
Chairman

2.

Director-I & II (M&E)

3.

Superintending Engineers/EDOs of relevant department

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Secretaries for
respective regions
Member

4.

CPO / M&E Officers of relevant Departments

Member

5.

Divisional Monitoring Officer, Peshawar Division

Member

6.

Divisional Monitoring Officer, Mardan Division

Member

7.

Divisional Monitoring Officer, Malakand Division

Member

8.

Divisional Monitoring Officer, Hazara Division

Member

9.

Divisional Monitoring Officer, Kohat Division

Member

10.

Divisional Monitoring Officer, Bannu Division

Member

11.

Divisional Monitoring Officer, D.I Khan Division

Member

Two members from Civil Society Organization

(Preferably one female member)
Terms of Reference of the above Committee are as under:

Member

12.

The Committee will supervise overall activities as per PC-1 of the project and will be
responsible to,
a. Approve the work plan of the divisional offices and closely monitor the progress and
process of the activities against the work plan.
b. Implement the targets and plans set by the M&E Advisory Committee.
c. Provide overall guidance and framework for the M&E operations of the Directorate
General M&E.
d. Supervise the implementation of projects of ADP/PSDP at divisional level through
divisional office and relevant district line department.
e. Facilitate compliance and course correction on M&E recommendations by the concerned
line Departments.
f.

Supervise operationalisation of the M&E Module of DPMS including capacity building

needs, software enhancement requirements, data entries by Line Departments and use of
information for course corrections.

g. Review the progress of the divisional office being presented quarterly/bi-annually

h. Guide the divisional offices as and when needed.
i. Any others special task/activities regarding M&E Framework and ADP/PSDP.

3. M & E Operations Committee

under the Chairmanship of Commissioner with memberships relevant administrative
departments whereas, the Divisional Monitoring Officer will act as Secretary including two
members from Civil Society Organization.
S. No
1.
2.
3.
4.
5.
6.

Designation & Department

Commissioner of Respective Division
Divisional Monitoring Officer of respective Division
District Coordination Officer of respective District
Executive District Officer Finance & Planning of respective
District
XEN/Executive District Officer of relevant department
Two members from Civil Society Organization
(Preferably one female member)

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Portfolio
Chairman
Secretary
Member
Member
Member
Member

Terms of Reference of the above Committee are as under:

The Committee will implement overall activities as per PC-1 of the project and will be
responsible to,
a. Implement the targets and plans set by the M&E Advisory Committee and M&E Strategic
Committee.
b. Directly responsible for the implementation at field level.
c. Review and approve indicators framework and guidelines for the relevant Divisional
Monitoring Office.
d. Make sure quality of implementation of the projects within allocated budget and
timeframe.
e. Submit work plan with clear monitoring indicator of the projects reflecting in ADP/ PSDP.
f. Facilitate compliance and course correction on M&E recommendations by the line
department.
g. Supervise and support data entries on the M&E module of DPMS at the Divisional/District
level and identify capacity needs as appropriate.
h. Develop and retain a close coordination with the district line department for effectiveness
of the project.
i. Regularly review and steer progress of the relevant Divisional Monitoring Office and the
concerned Line Departments on the M&E recommendations for reporting to DG (M&E)
on monthly basis.
Methodology for Selection/ Approval of CSO Members
The Divisional Monitoring Officer after close Coordination with Civil Societies shall propose a
panel of six persons. The Commissioner shall approve two members from the panel for inclusion in the
M&E Operation Committee. The Director General shall approve two members for strategic committee and
Additional Chief Secretary Khyber Pakhtunkhwa shall approve two members for advisory committee.
Reporting Methodology
M&E Reports developed at Divisional level shall be forwarded by Divisional Monitoring Officer
to the Directorate General of M&E through respective Commissioner. After detail analysis of the report,
the Director General M&E shall submit the report along with concrete recommendations to Additional
Chief Secretary, Khyber Pakhtunkhwa for approval.
M&E Reports developed at Head quarter level shall be directly submitted along with recommendations to
Additional Chief Secretary, Khyber Pakhtunkhwa for approval. The approved report shall be shared with
concerned department/agency as directed for onward action. All the departments shall be bound to provide
feedback on the M&E reports within fifteen days failing which the matter shall be brought to the notice of
Additional Chief Secretary for decision/further action.
Technical Parameters and Technology Aspect
The technical and technological aspects of the project are as following,
Development Projects Management System (DPMS)
Flow of information regarding DPMS will be ensured through Internet and periodic reports i.e.
Project Status Reports containing data on the physical progress generated by the Divisional M
& E Officers and Project Physical and Financial Progress Reports generated by the Director,
M & E Directorate through administrative departments.
Training on Project Analysis, Development, Management, Implementation, Monitoring,
Evaluation, Communication, Finance and Budgeting. A certified PMP course will be provided
to staff members of the M & E Directorate and also to the concerned staff members of the
administrative departments.
DPMS has been formally launched on 1 st January, 2011 and will try to bring on-line massive
data. Technical expertise in IT will be the key to success of DPMS. It will be a major step
towards E-Government
Details of Equipment, Machinery and other Physical Facilities Required for the Project.

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As the project is being implemented in all the 7 Divisions of Khyber Pakhtunkhwa, therefore
separate offices along with facilities and staff are being maintained in each Division for the M & E Staff.
The equipment required for the project are Computers along with its accessories, Printers,
Photocopier, Digital Cameras, Vehicles, Furniture, Air conditioners, Stationary, Internet Accessibility, has
been purchased and laptops & others equipments will be purchased in near future.
The following engineering equipments are being purchased.
Concrete Cover meter, Schmidt Hammer, Ultrasonic Pulse Velocity, Vernier Caliper, and Gauge
Meter & others engineering equipments will be purchase in near future.
Ten numbers of vehicles (Pickup 4X2) has been purchased for Divisional Monitoring Offices but
are not fulfilled the requirements of Divisional Monitoring Offices as the most of the projects situated at
hilly areas. It is decided that existing Vehicles may be converted to pickup 4X4 in the near future.
The equipment required for DPMS is Server, licensed Windows, Licensed SQL Server, Licensed
Corporate Antivirus, LCD, Hardware Based Firewall/VPN Device, Generator 8 KVA, AC Split 1 Ton, 2
MBPs CIR internet Connection
Governance Issues of the Sector Relevant to the Project and Strategy to resolve them.
The governance issue involved in the project is the availability and retention of competent trained
staff. For this purpose, the staff requirement and their job descriptions are already worked out and enclosed
as Annex S. In order to attract and retain proficient workforce, market-based competitive salaries are
being offered.
BENEFITS
The following benefits are expected to be achieved from the project proposed under this PC-1:
a) Assistance in the timely completion of projects within the approved costs (PC-1).
b) Assistance in the adherence to quality standards.
c) Assistance in the identification of impediments in project implementation and
reporting to concerned quarters.
d) Assistance in the improvement of project management.
e) Feedback for future planning (i.e. assist in strategic allocation and utilization of
scarce resources).
f) Introduction of pre, mid, final and post terms monitoring and evaluation
mechanism in project implementation.
g) Availability of updated information on the status of project activities for
administrative and legal actions (if any).
h) Enhanced coordination among the administrative departments on the progress of
physical and financial targets.
7. Capital cost estimates

Expenditure

2008-09

2009-10

Year
2010-11
2011-12

20.667

29.565

42.496

Rs in Million
Total Cost
20102-13

2013-14

68.915

68.092

98.862

328.597

*The figure has been round off.

The revised PC-I cost estimate have been prepared in February, 2011. It includes actual for 200809, 2009-10, and 2010-11 and estimated expenditure for 2011-12, 2012-13, and 2013-14.

Component-wise, year- wise Physical activates

Items

Unit

Year-IV

-8-

Year-V

Year-VI

Staff Salaries
(Officers/Officials)

B
C
D
E
F
G
H
I

Vehicles
Laptop
Laser Printers Black

Engineering Equipments

Computer Accessories

Networking

Furniture

Operation & Maintenance

Laser Jet Color Printer

Computers
UPS
Fax Machine
Photocopier Machine

118

118

118

118

04
13
05
08
05
05
01
01
Lum sum
Provision
Lum Sum
Provision
Lum Sum
Provision
(as per
requirement)
All the
operation &
Maintenance
Heads

04
13
05
08
05
05
01
01
Lum sum
Provision
Lum sum
Provision
Lum Sum
Provision
(as per
requirement)

Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil

Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil

Nil

Nil

Nil

Nil

Nil

Nil

Nil

Nil

Applicable

Applicable

Applicable

Year-wise/component-wise financial phasing(Million Rs)

Year-I
Year-II
Item
Local

Staff Salaries

FEC

9.194

Total

Local

9.194

28.917

FEC

B.

Vehicles
23.486
23.486
*Equipment
7.590
7.590
C.
1.557
1.557
D Furniture
12.320
12.320 20.717
E Operations &
Maintenance
Total
54.147
54.147 49.634
*All the above items are one time purchase in the first year.

Total

Local

Year-III
FEC Total

28.917 30.363

30.363

20.717 20.719

20.719

49.634 51.082

51.082

Year-Wise/Component-Wise Financial Phasing-I

Year
2008-09
2009-10
2010-11
Total

Financial

(Million Rs.)
Physical

54.147
49.634
51.082

35.864
31.612
32.523

154.867

100%

Year-wise/component-wise financial phasing (Million Rs)

Item
Year-IV
Year-V
Year-VI
Local FEC Total Local FEC Total Local FEC Total
A
Staff Salaries
37.683
37.683 39.567
39.567 41.546
41.546
B.

Vehicles

18.886

18.886

C.

Equipment

8.420

8.420

-9-

Furniture

1.350

1.350

Operations &
Maintenance
Total

32.523

32.523 29.348

98.862

98.862 68.915

29.348 26.546

26.546

68.915 68.092

68.092

Year-Wise/Component-Wise Financial Phasing-II

Year
2011-12
2012-13
2013-14
Total

Financial
98.862
68.915
68.092
235.869

(Million Rs.)
Physical
41.914
29.217
28.869
100%

Project Performance /Achievements

The Director General and Seven division offices has been established in the project. The
core staff was recruited in April, 2009. The posts of six DMOs which were vacant till December,
2010 have been filled and deputed in their respective divisions. The vehicles were purchased in
May-June 2008-09 and equipments in Aug-November 2009-10. The procurement of engineering
equipments and IT equipments for DPMS are in process. M & E Module of DPMS has been
prepared, Master Trainers trained and software launched for Real Time Data Entry. The Proposal
on Diploma in Public Sector Project Management was developed and approved by the Additional
Chief Secretary and Chief Secretary. The M & E framework on Integrated Policy, Planning and
Budget Process has been approved. The Citizens Voice Study has been successfully conducted
and final draft report is awaited. The Directorate General has started compiling the M & E interim
report due in April-May 2011.
The Directorate General (M & E), established under ADP scheme No.848, has generated
945 projects till date. It has also conducted a number of successful inquiries. At the same time,
monitoring reports are helping the implementation agencies in improving quality of work and
bringing transparency. It is also helping in better co-ordination between the line departments and
P&D Department.
S. NO

1
2
3
4
5
6
7
8

Division
Bannu
D.I Khan
Hazara
Kohat
Malakand
Mardan
Peshawar
G.Total

2009-10
57
17
64
68
79
134
53
472

2010-11
59
32
73
44
69
90
106
473

Total
116
49
137
112
148
224
159
945

Project Approval History, Year Wise Allocations, Releases and Expenditure:

The current setup of M & E was approved by PDWP on 25-11-2008 and M & E system established
in the province vide order No. DG (M&E)/P&D/2008-09 dated 12th January, 2009. The M & E Directorate
in P&D Department consisted of four officers stationed at Peshawar and was unable to effectively monitor
the huge portfolio of around 1000 projects in the Province. The linkage at Divisional level was virtually
non-existent. The capacity of the M & E Directorate at Peshawar was therefore limited. Also in the decision
of the 1st meeting of the Steering Committee of National Commission for Government Reforms (NCGR)

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held on 5th September 2006 under the Co-Chairmanship of President and Prime Minister, following decision
was made,
Federal and provincial Government should create Monitoring and Evaluation Units at
District/sub-regional level, which should report to P&D Department of the Provincial
Governments for the provincially funded projects and to the Planning Commission for the
federally funded Projects.
At the same time the Planning & Development Department, Government of Khyber Pakhtunkhwa
in response to the NCGR decision prepared the proposal for establishment of Divisional M & E System in
Khyber Pakhtunkhwa, in which the sphere of current Monitoring & Evaluation process has been extended
to the entire 7 divisions of the province.
Year Wise Allocations, Releases
Year Wise Allocations and releases as per Annual Development Plan are as following
ADP
S. #.

848

Code Name of
the Scheme.
(Status)
with forum and
date of last
approval
70532-Establis
hment of M &
E System
Khyber
Pakhtunkhwa

Exp.
Upto
June,
2011

Cost

Local

Foreign

328.597

0.000

Local

92.727

TF
Beyond
2011-12

Allocation for 2011-12

Cap

Rev

Total

Forei
gn

0.00

98.862

98.862

0.000

137.007

8.

Annual Operating and Maintenance Cost after Completion of the Project.

Rs.70.000 million per annum to cover the salaries and operational cost. Increase in the salaries of
the staff shall be made in accordance with the Government policy. Also the operational cost will be
calculated at the time based on the market basis.
9.

Demand and Supply Analysis

The issue in focus is the availability of timely and accurate information on the physical and
financial progress of the targets set each under the ADP/PSDP in order to reach evidence-based and
strategic decisions by the top management on the fate of the projects so that the benefits trickle down to
their intended audience in the timely and efficient manner ensuring the quality standards. This objective
cannot be achieved without the presence of a rigorous and responsive monitoring and evaluation system,
which at the same time is implementable and affordable.
10.

Financial Plan and Mode of Financing

The project phase-I has been funded from the provincial ADP 2008-09, ADP No.776, for an
amount of 154.867 million. The total cost of the project phase-II from 2011 to June, 2014 is Rs. 235.869
million out of which a total of Rs. 62.140 million is savings from project phase-I and the remaining Rs.
173.729 million shall be funded from the Provincial ADP 2011-12.
The project will adopt Accounting system as per revised procedure for operation of Assignment
Accounts duly approved by the Controller General of Accounts Islamabad vide letter No. AC-II/1-39/08Vol-V/632 dated September 24, 2008 and circulated by Accountant General Office Letter No. T-15(235)
Assig: A/c/Procedure/Vol-II/2631 dated 19-10 2009.and then endorsed by the Finance Department to all
Administrative Secretaries of Khyber Pakhtunkhwa for implementation.
Monitoring the progress of projects under the ADP/PSDP schemes require an uninterrupted supply
of resources in order to increase service efficiency, transparency and accountability. Thus, the budget at the

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Divisional level should be utilized by the Divisions through decentralizing the fiscal functions to the
Divisional M & E Officer as the Drawing and Disbursement Officer. For this purpose designated accounts
have been opened, which will be replenished each year by the Province on receipt of the Divisional
Budgets. The Divisional M & E Officer sends all the Statement of Expenditure, Bank Reconciliation and
original vouchers on regular basis to the Director General, Directorate of M & E for record, release of
budget and audit. At any point of time the operations of the Divisional M & E Offices can be audited and
inspected, as the Competent Authority deems appropriate.

11.

Project Benefits and Analysis

(a)

Project Benefits

As the setup has been expanded to all the 07 Divisions of the province, the Divisional
Monitoring office will be responsible for Monitoring of the entire ADP and federally (PSDP) funded
projects of their specific Division. It will improve the efficiency and out put of all the developmental
projects.
The following benefits are expected to be achieved from the project proposed under this PC-1:
a)Assistance in the timely completion of projects within the approved costs (PC-1).
b) Assistance in the adherence to quality standards.
c)Assistance in the identification of impediments in project implementation and
reporting to concerned quarters.
d) Assistance in the improvement of project management.
e)Feedback for future planning (i.e. assist in strategic allocation and utilization of scarce
resources).
f) Introduction of pre, mid, final and post terms monitoring and evaluation mechanism in
project implementation.
g) Availability of updated information on the status of project activities for
administrative and legal actions (if any).
h) Enhanced coordination among the administrative departments on the progress of
physical and financial targets.
i) Provision of a basis for progressive and comparative benchmarking of performance
across the 07 Divisions of the Province.
This project has created a sizeable employment opportunities for the technical and non-technical
individuals, which will put a positive effect on the economy of Khyber Pakhtunkhwa in particular and
Pakistan in general.
(b)

Project Analysis

Under the clear direction from the Chief Minister of the province and the Steering Committee of
National Commission for Government Reforms, as mentioned above, the proposed M & E project has been
designed in consultation with the concerned administrative departments in order to produce quantifiable
outputs. Divisional M & E Offices will monitor the ADP and PSDP projects through the result-based
DPMS.
Year Wise Projects to be monitored
Divisional

Number of Projects
Monitored

2011-12

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2012-13

2013-14

Divisional
Monitoring
Officer of
all 07
Divisions.

Entire ADP and PSDP

(locally & foreign
funded) projects in
their respective
Division

ADP and PSDP

(locally & foreign
funded) projects
in their respective
Division

ADP and PSDP

(locally &
foreign funded)
projects in their
respective
Division.

ADP and PSDP

(locally & foreign
funded) projects
in their respective
Division.

Employment Generation
Out of 118 project staff 105 (29 Officer & 76 Officials) have been recruited. The remaining 09
Officers & 04 Officials will be recruited in the next Phase of the project. The Detail of staff is at Annex-T
12.

Implementation schedule
Starting Date:
Completion Date:

13.

April, 2009
June, 2014

Management Structure and Manpower Requirements including Specialized Skills During

Execution and Operational Phases.

Staff required for the project has been hired through selection from local market on merit basis or
on deputation from government department. The officers/officials will be offered market base competitive
fixed salaries. The management structure and setup is shown in the Organogram. Details of posts along
with their qualification, salary offered and TORS is given at Annex-S.
14.

Additional Projects/Decisions Required to Maximize Socio-Economic Benefits from the

Proposed Project
Operationalization and ownership of DPMS
Implementation of Khyber Pakhtunkhwa M & E Framework for integrated policy, planning
and budgeting
Launch of Diploma in Public Sector in Project Management by P&D and Establishment
department.

Regular review of M & E Reports (Project Status Reports and Project Physical and Financial
Progress Reports) at appropriate level shall maximize benefits of the project. Beside that appropriate
reforms in the management and governance may be introduced based on the feedback provided by the M
& E System. This will further improve public image of the government.

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15.
Certified that the project proposal has been prepared on the basis of
Instructions provided by the Planning Commission for the preparation of PC-I for Social
Sector projects.
Prepared by: __________________
Ahmed Ali
Director M&E
Planning & Development Department
091-9213763-64

Checked by:

__________________
Dil Nawaz Khan
Director General (M&E)
Planning & Development Department
091-9213753

Approved by: __________________

Muhammad Saleem Khan
Secretary to Govt. of Khyber Pakhtunkhwa,
Planning & Development Department
091-9210516
__________________
Attaullah Khan Toru
Additional Chief Secretary
Government of Khyber Pakhtunkhwa
091-9210344

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