WHAT IS MEANING OF MONITORING

MONITOR means- To keep watch in order to take remedial action when progress does not
correspond to the plans.

Monitoring has several aspects in public policy delivery. It may involve physical progress of the
implementation of policies (e.g. water and forest policies), productivity and profitability in
perfoimance for public sector units in the core sector, and maintenance of resource assets
created to be monitored selectively so that expenditure is utilised purposefully. Primarily there
are three areas in which policy monitoring has to play its role.

Baca slides...

Before we go further, lets delves first into the basic of any policy making that is the Policy Cycle

POLICY CYCLE

1 – Policy cycle: what it is, and what it is used for

The policy cycle is an approach used to plan and analyse the different phases of policy
development (Giorgi 2017; HM Treasury 2011; Young and Quinn 2002). There are many ways to
represent the policy cycle (see examples below). As highlighted by Young and Quinn (2002), “it is
important to emphasise that policy processes are never as linear, or cyclical, as implied in the
model. But, looking at the policy process in terms of these stages or functional elements can help
us to understand how this process does (or should) work.”
Agenda setting: “The general approach starts out with agenda setting which identifies the
problem or issue that needs addressing. This first step often has specific phases of ‘defining the
issue’ and ‘understanding the situation’.”
Considering and formulating policy options / alternatives: “This is then followed by steps which
formulate and assess the different alternative courses of action and preparation for delivery.”
Choosing and specifying (designing) the preferred option: “In the following phase, Government
decides on the course of action (which includes maintaining the status quo i.e. taking no action).”
Implementing and monitoring: “The decision made in the previous step will then be put into
practice through implementation and monitoring”.
Evaluating and providing feedback for next period: “The final phase (which is the first step in the
next cycle) is about assessing the effectiveness of the policy in terms of its intended objectives,
outcomes and impacts. This ‘assessment of effectiveness’ is done through evaluation and
adapting lessons learned into the future delivery of the policy.”

What is the focus of monitoring?

Monitoring is a continuous process by which stakeholders obtain regular feedback on progress
towards achieving the set milestones and results (often focusing more on process, activities,
inputs and outputs).

Baca slides...

EFFECTIVE POLICY MONITORING MECHANISM

1. Effective monitoring Communication SysteM

Policy monitoring uses multiple methods. These help monitor program/policy status, deviations
from projected progress, and policy delivery strategies. They're also important for policy
communication. A good monitoring and control system involves an efficient communication
mechanism from programme activities to planning/policy-making. The monitoring system should
use electronic data processing to be minute, exact, and accurate.

2. Enhancing Administrative Capacity for Monitoring

The process of monitoring requires some level of effort on the part of personnel who are
particularly skilled in the process. It requires skills in planning and related administrative
activities.

3. Designing Standard Monitoring Instruments

For effective programme monitoring, it is important to design standard monitoring systems for
the process, which provide good detail for good control of the policy delivery. Besides,
performance critreria, standards and data collection procedures must be established for each of
the factors to be measured

4. Delegation of Authority
Authority is a critical element in the process of implementation. It provides the direction and
control in achieving results. For effective policy monitoring, it is necessary to delegate the
authority as far down the organisation as possible.

5. Holding Monitoring Meetings

To ensure effective monitoring, it is important to hold regular meetings to review the progress of
a programme. Meetings should be well planned and regular, Key personnel should be encouraged
for meaningful contributions, and presenting relevant data.

6. Involvement of the Staff

One of the most important characteristics of timely monitoring is the involvement of all
programme staff. In other words, the role for the person in-charge is to ensure that the staff
involved is adequately skilled and motivated to monitor the performance of policy delivery under
their jurisdiction.
ICU MONITORING IN MALAYSIA

The development and monitoring planning process and mechanism of the national socio-
economic development policy can be explained as in the figure below (open chart on slide)

Malaysian planning involves EPU, ministries and agencies, state governments, academics, the
commercial sector, and non-governmental groups. Also included are international agency inputs.
At the Inter-Agency Planning Group (IAPG) meeting, which the EPU secretariats, macro and
sectoral targets will be set. The socio-economic development planning process uses "top down"
and "bottom up" methodologies to implement national policies and plans through resource
optimization and balanced development. It may be applied and thoroughly integrated with
national development

The Parliament oversees national development planning. Before a plan was introduced in
Parliament, it was discussed at the Cabinet Committee and Prime Minister's Special Committee
level. National Development Planning Committee (NDPC) is the highest governing body of
government officials in policy creation and coordination, chaired by the Chief Secretary to the
Government (KSN). The NDPC draught plan and policies will be presented to the National
Development Council, chaired by the YAB PM, before being considered by the Cabinet.

In terms of implementation and monitoring mechanisms, the Implementation Coordination Unit,

under the Prime Minister's Department (ICU, JPM) has been tasked to monitor the achievement
of government’s policies and programs as well as projects at the ministry and agency level.
Directive No.1, 2018: Implementation Coordination Machinery is the power source to ensure
coordination mechanisms and monitoring of the implementation of government programs and
development projects at the Federal, state and district levels are in orderly manner. The
implementation evaluation reports at each level will be presented periodically for each quarter to
the National Action Working Committee chaired by the KSN before being brought to the National
Action Council which is the highest level in the governance of national development monitoring.

CONCLUSION..READ SLIDES

Planning in Malaysia is an interactive process between EPU and stakeholders, including ministries
and agencies, state governments, academics, private sector and non-governmental organizations.
In addition, inputs from international agencies are also taken into account. The determination of
macro and sectoral targets will be discussed and agreed at the Inter-Agency Planning Group
(IAPG) meeting whereby the EPU is a secretariat. The socio-economic development planning
process is implemented through the "top down" and "bottom up" approaches that aimed at
ensuring that national policies and strategies are realised through resource optimisation and
balanced development in various aspects. Therefore, it can be implemented and fully integrated
with core of national development

Parliament is the highest level in national development planning. Before a plan was tabled in
Parliament, the draft plan was first discussed at the Cabinet Committee and the Prime Minister's
Special Committee level. Meanwhile, the National Development Planning Committee (NDPC) is
the highest governing body of government officials in the formulation and coordination of
policies chaired by the Chief Secretary to the Government (KSN). The proposed draft plan and
policies at the NDPC level will be presented to the National Development Council chaired by YAB
Prime Minister before being brought for consideration by the Cabinet.

In terms of implementation and monitoring mechanisms, the Implementation Coordination Unit,

under the Prime Minister's Department (ICU, JPM) has been tasked to monitor the achievement
of government’s policies and programs as well as projects at the ministry and agency level.
Directive No.1, 2018: Implementation Coordination Machinery is the power source to ensure
coordination mechanisms and monitoring of the implementation of government programs and
development projects at the Federal, state and district levels are in orderly manner. The
implementation evaluation reports at each level will be presented periodically for each quarter to
the National Action Working Committee chaired by the KSN before being brought to the National
Action Council which is the highest level in the governance of national development monitoring.