PROTOCOL P-27 | Learning, Monitoring & Institutionalization

Periodic SE-GRM Review Protocol

TRIGGER On a scheduled cycle, quarterly during active development and construction; semi-annually during operations. And after any major system failure or conflict.

STEPS

1. Schedule quarterly reviews as a standing commitment from project inception

   The first quarterly review should be scheduled before the project's first community engagement. It should be a fixed calendar commitment. Not convened only when there are problems.

2. Complete the SE-GRM Health Scorecard before each review session

   The ComRel officer prepares the scorecard (T-34) in advance: assessing all ten performance indicators, identifying trends, and flagging priority gaps.

3. Review with the Project Manager and LGU focal person

   The review is not a ComRel officer solo exercise. The Project Manager must be present, because gaps often require management authority to address. The LGU focal person brings community-side intelligence.

4. Conduct a brief community check-in as part of every review

   Before or during each review, ask a small sample of community members: Do you know how to raise a concern with the project? Have you raised a concern recently? If so, did you hear back? Their answers validate or challenge the internal performance assessment.

5. Identify two or three priority improvement actions

   The review should produce specific, assigned improvement actions. Not general observations. Each action should have a named responsible person and a deadline before the next review.

6. Complete the Lesson Capture Template for any significant event since the last review

   If a conflict, coordination failure, or GRM breakdown has occurred since the last review, complete T-35 before the review session and discuss it as part of the agenda.

7. Document the review and improvement actions

   File the SE-GRM Health Scorecard and improvement action log as part of the project record. Review progress at the next session.

PURPOSE

To define the frequency, format, responsible actors, and outputs of regular SE-GRM system performance reviews, ensuring that the system is assessed, improved, and adapted on an ongoing basis rather than only when a crisis makes its failures visible.

Roles and Responsibilities

Prepares and presents:

Actor: ComRel Officer / PCO
Responsibility: Completes the SE-GRM Health Scorecard; prepares the community check-in findings; presents the review.

Reviews and decides:

Actor: Project Manager
Responsibility: Reviews the scorecard; approves improvement actions; provides resources or authority where needed.

Receiving:

Actor: LGU Focal Person
Responsibility: Provides community-side intelligence; confirms or challenges the internal performance assessment.

Field Notes and Adaptation Guidance

• Field Note — The review is only useful if it generates action

  A quarterly review that produces a completed scorecard and no improvement actions is a compliance exercise. The test of a useful review is whether anything changes as a result. Each review should produce at least two or three specific, time-bound actions. Review progress on those actions at the following session before discussing new ones.

• Field Note — Community input belongs in the review

  An SE-GRM performance review conducted only by the project team assesses the system from the inside. Including community check-in findings, even from a brief conversation with five or six community members, introduces the community's perspective on whether the system is working. Internal and community assessments frequently diverge, and the divergence is itself a significant finding.

• Adaptation Guidance

  In projects where the Project Manager is not regularly present on site, consider a brief monthly ComRel check-in between full quarterly reviews. This keeps the signal environment visible to management between formal review sessions and prevents the accumulation of unaddressed gaps that the quarterly review is designed to catch.

Required Output / Documentation

• Completed SE-GRM Health Scorecard (T-34) filed

• Community check-in findings documented

• Improvement action log: specific actions, responsible persons, deadlines

• Lesson capture completed for any significant event since last review