Department of Social Welfare and Development

Sustainable Livelihood Program

Organization

ASSESSMENT
TOOL
 SLP ORGANIZATION ASSESSMENT TOOL

Definition : Organization Assessment Tool contains the different attributes

of an organization. It assesses the status of SLPA operations
and the progress of the associations in relation organizational
management and stability towards a healthy organization.
Purpose : This tool is used to assess the development of SLPA operations
in terms of self-governance by looking at its governance and
internal affairs, leadership capabilities, problem solving and
decision-making ability, members’ participation, financial
management, and partnerships initiative. The results will be
used for planning improvements and monitoring progress.
Applicability : All SLP Associations organized/ formed from CY 2017 onwards
Pre-requisite : Accomplished MD Monitoring and MD Assessment Tools
Administrator : SLP Monitoring Project Development Officers (MPDOs)
Frequency : Annually

How to accomplish the Organization Assessment Tool:

SECTION/ITEMS INSTRUCTIONS, DEFINITIONS, AND GUIDELINES

Note A note is indicated in the upper left corner that all items with asterisks
are required fields. The MPDO must ensure that all fields must be
filled out properly and correctly.

Introduction This section must be read out by the MPDO to the participant. It
includes an introduction of the MPDO and it states the purpose of the
monitoring. It also includes a question asking the participant a little of
his/her time for an interview.

The MPDO must politely ask the participants’ time for an interview. If
the participant declines the interview or does not want to be
interviewed, the MPDO must not force the participant for an interview.
Instead, the MPDO must come back to the available date and time of
the participant.

Tip: It would be helpful if the MPDO must have a prior coordination

with the participant to be interviewed (e.g. via text or call), to be able
to save time and resources.

Consent and Confidentiality This section must be read out by the MPDO to the participant. It is
Clause included to assure the participant that his/her personal information will
be kept strictly confidential and protected. If the participant agrees to

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 be interviewed, the MPDO must let him/her check the circle and write
the complete name and sign.

A. SLP ASSOCIATION This section contains the basic information of the SLPA.
INFORMATION

Time Started This refers to the time the interview was started.

Time Ended This refers to the time the interview was ended.

A.1 Location of the SLPA This refers to the geographic information/location or address of the
SLPA.

The MPDO must write the house number and name of the street,
barangay, city/municipality, province, and region.

A.2 Modality/ies Provided This refers to the modality/ies provided and corresponding date it was
& Date Provided provided to the members of the association which are defined as
follows:

Type of Modalities Definition

Seed Capital Fund (SCF)
SCF is used as start-up capital for
the SLPA/program participant to
purchase small tools, raw materials,
and common service facilities such
as machinery, equipment, and plant
needed in starting or expanding a
micro-enterprise.

Reference Date: The cash grant

was received by the participant/
association.

Skills Training-MD (ST-MD) ST-MD is a capability building

assistance per training to be utilized
for the acquisition of technical and
vocational knowledge and skills
delivered in the form of orientations
and lectures, demonstrations, and
other similar skills application
methodologies.

Reference Date: The training was

completed, and a certificate was
provided to the members of the
association.

Cash for Building Livelihood Assets CBLA is implemented through labor-

(CBLA) intensive projects executed by
program participants to build, re-
build, and/ or protect natural and
physical assets necessary for more
profitable, self-sustaining and
resilient micro-enterprises.

Reference Date: The activity was

completed according to approved

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 scope of works and the wage was
received by the members of the
association.

The MPDO must check the modality/modalities provided to the group/

association representative and write the corresponding complete date
it was provided using the (mm/dd/yyyy) format only. For other
modality/ies not provided in the list of options, the MPDO must specify
and write the appropriate modality received by the group/ association
representative.

A.3 Name of SLP This refers to the complete name of the participant or
Association group/association representative. This must be written in the following
Representative format: First Name, Middle Name, Last Name, and Extension Name.

For group/association enterprises, the President or any officers

present/available are the eligible interviewees. The interviewee must
be knowledgeable of group/association operations/activities, so they
can answer fully the questions being requested in the form.

Further, there are instances wherein a group interview is being

conducted by MPDO to be able to gather a comprehensive view of
the current situation of the project. In this case, it is highly
recommended that there should be a mix of officers and members to
be interviewed. Lastly, the designation and hierarchy of officers shall
be followed/observed to determine the main representative of the
group for the conduct of the monitoring.

Tip: Prior to the conduct of monitoring interview, it would be helpful if

the MPDO has a detailed list of information on the served participants
(name and location) to be monitored on-hand to serve as easy
reference during the interview to save time.

Note: The attendance of all the SLP Association members during the
assessment/ interview must be under the discretion of the association
or the MPDO.

A.4 SLP Participant This refers to the assigned unique identification code of the
Unique Code association representative. The SLP Unique Code’s format follows
the unique code assigned and reported in the baseline database.

Note: SLP Unique code is applicable only to those participants served

on CY 2018 onwards.

A.5 Location of the This refers to the geographic information/location or address of the
Association association representative.
Representative
The MPDO must write the house number and name of the street,
barangay, city/municipality, province, and region.

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A.6 Designation within This refers to the position of the association representative being
SLPA interviewed.

A.7 Sex This refers to the sex of the association representative being
interviewed.

A.8 Type of Participant This refers to the type of participant categorized as either Pantawid,
Listahanan Poor, or SLP Means Test Poor. The participants who fall
under Listahanan Poor or SLP Means Test Poor categories are
considered Non-Pantawid members. The MPDO must check the
appropriate type of participant to where he/she is categorized.

For Pantawid participants, the MPDO shall request the Pantawid

Pamilya ID of the respondent for validation purposes.

A.9 Contact Number This refers to the valid contact number (e.g. landline or mobile
number) of the association representative. The MPDO must write only
the valid landline number (AREA CODE + 7-digit landline number),
and 11-digit mobile number of the participant. Otherwise, indicate
“N/A” if not applicable.

A.10 Name of SLP This refers to the name of the organization/ association organized by
Association the program. The MPDO must write its complete name. Otherwise,
indicate “N/A” if not applicable.

A.11 Date Formalized This refers to the exact and complete date the SLPA was formalized
or organized as a group. This should be written in (mm/dd/yyyy)
format only.

A.12 Status of SLP This refers to the status of SLPA whether its operational or not
Association operational.

Operational is defined as an active association characterized by the

presence of on-going operations, meetings or activities for the past
three (3) months from the date of the current assessment visit, while
Not operational is defined as closed and not operating association
for the past three (3) months from the date of the current assessment
visit.

If the SLPA is not operational, the MPDO must specify the reason/s
for being not operational in the space provided.

A.13 SLP Association This refers to the membership status of the members within the SLP
Membership Status association. It is categorized into:

Active Member is defined as a registered member of the association

at the time the grant was received. A member must participate and
contribute in the association activities and operations for the past
three (3) months from the date of the current assessment visit. A
member shall be called “active member” if he/she: actively

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 participates in the meetings/ activities/ operations of the association,
allotted a share of his/her income from the project to the savings of
the association, and follows what is stipulated in the Constitution and
By-Laws (CBL), among others.

Inactive Member is defined as a registered member of the

association at the time the grant was received but could not
participate or contribute in the association activities and operations
for the past three (3) months from the date of the current assesment
visit, in line with the chosen enterprise due to various reason/s.

Active member and inactive member are further classified into

Original Members and New Members with the definition below:

Original Member refers to the participant who is part of the original

list at the time the grant was received while New Member refers to
the participant who joined the association after the intervention was
provided.

The MPDO must write the ratio of original and new members by active
and inactive members according to sex.

A.14 Ratio of Male and This refers to the proportion of male and female officers within the
Female Officers SLPA.
within SLPA

A.15 Reason/s for being This refers to the common/ main reasons why the members of the
Inactive SLPA are inactive and could no longer participate in the activities and
business operations of the enterprise. For other reason/s not
provided in the list of options, the MPDO must specify and write the
appropriate reason/s.

A.16 Acquired This refers to the list of acquired registrations/ accreditations/

Registrations/ certifications of the organization.
Accreditations/
Certifications Note: Do not use acronyms or abbreviations.

B. ORGANIZATION This section provides the different attributes that an organization must
ASSESSMENT possess. The organization assessment is scored using a series of
statements based on the enumerated responses. It contains the
different levels of organization attributes that the MPDO must check
and assess in relation to its status.

For every attribute, enumerated are the criteria/minimum

requirements that will help MPDO better assess the status of the
association. Also, listed are the means of verifications that the MPDO
can look or refer into as a means of validation to what is being asked.

Note: Do not be limited to the criteria and means of verification

enumerated in this guide. The enumerated MOVs are the standard

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 and common documents being issued or developed. The MPDO can
identify aside from what is listed that will help him/her better assess
the group/ association.

Date Assessed This refers to the complete date the group or association
representative was assessed, and the interview was conducted. This
should be written in (mm/dd/yyyy) format only.

No. of Visits Made This refers to the frequency the group/ association representative was
visited. Only number must be written in the space provided.

B.1 Governance and Governance and Internal Affairs refers to the overall management of
Internal Affairs the organization.

B.1.1 Effective Governance This attribute refers to the effective documentation of policies and
through Documented governing principles such as CBL.
Governing Rules and
Elected Officers Things to Consider
- The members strictly follow the CBL.
- The officers and committees of the organization are performing their
roles as defined in the CBL.

Means of Verification
- Documents detailing the roles and responsibilities of the officers and
members, and functions of committees within the organization
- Policies and Procedures
- CBL

B.1.2 Effective This attribute refers to the effective management and improvement of
Management of the organizational tasks, performance, and productivity through
Association meetings and activities that are participated actively by the officers
Meetings/Activities and the members.

Things to Consider
- Organize meetings logistics (venue, chairs, boards, tables, or any
materials needed for the meeting) is present
- Schedule of the meeting is communicated prior to its conduct
- Agenda of the meeting is presented
- Participation/discussion of the officers and members during the
meeting regarding issues and concerns
- Participation in different committees within the organization and
activity organized by the organization
- Documentation of the meetings
- Summarize decisions/agreements and actions items are presented
before the end of the meetings

Means of Verification
- Minutes of the Meetings/ Summary of Agreements
- Documentation of Meetings or Activities
- Committee membership in the organization and/or activities

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 - Attendance sheet of the meetings

B.1.3 Effective Asset This attribute refers to the effective management of the assets
Management acquired/received by the organization. These assets are being used
for the operations or activities of the organization.

Things to Consider

Physical Assets:
- Cash, equipment, etc. that are owned and being used by the
association.
- Cash resources are available.

Natural Assets:
- Livestock, Land, Seeds

Financial Assets
- Bank/savings account which is named under the enterprise name.

Means of Verification
- Equipment (office supplies/equipment)
- Bank Account/Passbook
- Any documents/certificates/certifications that will substantiate the
assets acquired/received

B.2 Leadership Leadership capabilities refers to the effectiveness of elected officials

Capabilities in managing the organization and how they positively provide impact
to all its members.

B.2.1 Effective Leadership Things to Consider:

and Management by - Inspires, influences, and motivate others to engage and perform
Elected Officials effectively toward achieving common goals.
- Makes sound and timely managerial decisions that are consistent
with the organization's vision and mission.
- Seeks others’ views and ideas and respects their contribution.
- Develops and implements policies and procedures.
- Has defined organizational chart
- No overlapping of roles/responsibilities
- Hierarchy is clear
- No multiple supervisors
- Officers are classified according to function
- Each department/unit has its own department/unit head
- Officers are skilled according to their expertise
- No duplication of work
- Assigned tasks are performed
- There is a process followed in recruiting and selecting members

Means of Verification
- SLPA Vision, Mission, Goals, and Objectives
Organizational Chart

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 - Documents detailing the roles and responsibilities of the officers and
members
- Policies and Procedures
- CBL
- Minutes of the Meetings

B.2.2 Leadership Roles Things to Consider:

Taken by Members - Assumes responsibility and accepts accountability for decisions.
- Has defined organizational chart
- No overlapping of roles/responsibilities
- Hierarchy is clear
- No multiple supervisors
- Officers are classified according to function
- Each department has its own department/unit head
- Officers are skilled according to their expertise
- No duplication of work
- Assigned tasks are performed
- There is a process followed in recruiting and selecting members

Means of Verification
- SLPA Vision, Mission, Goals, and Objectives
Organizational Chart
- Documents detailing the roles and responsibilities of the officers and
members
- Policies and Procedures
- CBL

B.3 Problem solving and Problem solving and decision making refers to the capability of the
Decision Making organization to resolve issues and conflicts within the organization
and make appropriate decisions for the betterment of the
organization.

B.3.1 Healthy Resolution of Things to Consider

Organizational - Consultative process in discussing the issues/concerns/conflicts
Issues and Conflict - Concerned parties are informed and involved during meetings
- Healthy discussion and resolution of the issues/concerns/conflicts
- All members of the organization voice out and share their concerns
and provides possible solutions to the identified
issues/concerns/conflicts.
- Updates on the issues/concerns/conflicts are disclosed and
discussed thoroughly and resolved within the organization during
meetings.

Means of Verification
- Minutes of the Meeting or Summary of Agreements
- CBL/ Resolutions

Involvement in Things to Consider

Addressing - There are identified community issues and discussed during
Community Issues meetings.

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 - The association has plans to create projects and/or on-going
projects that will help solve the community issues.
- The ideas and opportunities are translated into realistic plans and
actions.

Means of Verification
- Minutes of the Meetings or Summary of Agreements
- Activity plan or project plan
- Any documents/documentation that will provide proof that the
organization has plans or involved in addressing community issues.

B.4 Members’ Members’ participation refers to the active participation of the

Participation members in the operations of the organization such as meetings,
activities, among others.

B.4.1 Active Participation Things to Consider

of Members - Attendance of members to meetings of the organization
- Members actively participate during meetings or activities (the
members share his/her opinions/concerns, proposes suggestions,
and/or ask questions)
- Members actively participate and perform their roles according to
their functions in the committee/s they are involved in.

Means of Verification
- Minutes of the Meetings or Summary of Agreements
- Attendance sheet
- CBL

B.5 Financial Financial management refers to how the organization effectively

Management manages their finances for the benefit of the organization.

B.5.1 Effective This attribute refers to the effective management of funds such as the
Management of generation of capital and other operational funds for the benefit of the
Operational Funds organization.

Things to Consider
- Has savings for a capital build-up
- Has operational or emergency funds and is being used for the
intended purpose
- Discussion and presentation of the status of funds to members
during meetings.

Means of Verification
- Savings/passbook account
- Any documents that will prove that they have savings or operational
and emergency funds
- Minutes of the Meetings/ Summary of Agreements showing the
discussion of the financial status of the association

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B.5.2 Savings Collection This attribute refers to the savings collected by the organization and
how they properly manage it for other income-generating activities.
dues

Things to Consider
- Has savings generated from the collection of dues to members
- Discussion and presentation of the status of funds to members
during meetings.

Means of Verification
- Savings/passbook account
- Any documents that will prove that they have savings
- Minutes of the Meetings/ Summary of Agreements showing the
discussion of the financial status of the association

Rollback Collection This attribute refers to the rollback collected by the organization
and how they properly manage it for other income-generating
activities.

Things to Consider
- Association can pay back the funds provided to them
- There is a system of collection and management of funds recovered
- The funds are used for capital build-up, re-loaned to other members
of the organization, or loaned to other members of the community.

Means of Verification
- CBL/Resolutions
- Any documents that can prove that there is a rollback collection
happening

Lending Activities This attribute refers to the lending activities of the organization
through providing loans to its members that can be used for livelihood
or personal needs.

Things to Consider
- The association has lending benefits through a loan to members

Means of Verification
- CBL/Resolutions
- Any documents that can prove that there are lending activities
happening

B.6 Partnerships Initiative This attribute refers to the initiative of the organization in networking
and alliance building with various stakeholders/partners for the
mainstreaming of the enterprise and organization.

B.6.1 Openness to This attribute refers to the initiative of the organization in networking
Networking and and alliance building with various stakeholders/partners for the
Alliance Building mainstreaming of the enterprise and organization.

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 Things to Consider
- Invitation of possible partners to attend the meetings
- Initiative of the organization to tie-up with different
stakeholders/partners for the sustainability of the enterprise
- Building of professional relationships with stakeholder/partners,
ensuring the viability and quality of the partnerships to enhance
coordination and collaboration.

Means of Verification
- Minutes of the Meetings/ Summary of Agreements showing the
discussion on the possible partnership of the association
- Attendance sheet showing the name of partners
- Partnership concept or agreement

C. SUMMARY OF This section provides a summary of rating of the attributes being

RATINGS assessed. The MPDO must write the total score of the organization
based on the assessment and must indicate the corresponding
adjectival rating:

Self-governing – A self-governing organization is a functioning

organization/ association that is governed by its members based on
its CBL. This organization/ association requires little or no supervision
from any SLP staff or external partners in terms of conducting
activities, decision-making, organization and operations matters,
among others.

Has potential for self-governance and must be revisited – This

organization/ association has a potential of becoming a self-governing
organization/ association. However, it requires continuous
supervision and/or technical assistance from the SLP staff or external
partners in terms of conducting activities, decision-making,
organization and operations matters, among others.

Needs immediate intervention – This organization/ association

needs immediate intervention from the SLP staff or external partners
in the forms of any technical assistance in conducting activities,
decision-making, organization and operations matters, among others.

The MPDO must assessed the organization/ association based on the

attributes identified in the form. Each attribute has a corresponding
guide for rating wherein a numerical value is assigned to the varying
levels of characteristics. If the organization/ association does not
exhibit the identified characteristics per attribute, the MPDO must rate
them zero (0).

D. ACTIONS TO BE TAKEN This is the section where can MPDO input textual data such as
issues/concerns, recommendations, and its status for a specific
community organization characteristic. The MPDO should check the
appropriate status of the recommendation/s provided. The status is
categorized as follows:

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 Status Definition
Completed The identified recommendation/s is/are already
provided to the SLPA.

On-going The identified recommendation/s is/are currently

happening/on-going.

Still for Discussion The identified recommendation/s is/are still being

with SLPA discussed and resolved within the SLPA.

This will provide additional important information to consider in

discussing the necessary actions to take.

E. CERTIFICATION This is the section wherein the interviewer (MPDO) and reviewer (PC)
will both confirm/acknowledge that the information stated in the form
is reviewed completely and correctly.

Accomplished By This refers to the interviewer (MPDO) who is assigned to assess the
SLP association. It declares that the MPDO has interviewed and
reviewed the data presented in the form. He/she is required to write
his/her complete name, signature above it, and the complete date it
was accomplished in (mm/dd/yyyy) format.

Reviewed and Approved By This refers to the reviewer (PC) who is assigned to supervise the
MPDO. It confirms that the PC has reviewed and approved the
submitted form. He/she is required to write his/her complete name,
signature above it, and the complete date it was reviewed in
(mm/dd/yyyy) format.

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