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B. Intent and Purpose

1. Intent

Guidelines Monitoring and Evaluation SOP Ministry of Agriculture is intended as a reference in carrying out the monitoring and evaluation of implementation of SOP applications in the Ministry of Agriculture.

2. Objectives

Guidelines Monitoring and Evaluation SOP Ministry of Agriculture aims to increase the effectiveness of SOP applications in the Ministry of Agriculture 's environment so that it is expected to encourage improvement of the Ministry of Agriculture' s performance.

Scope

The scope of the Monev Guidelines Standards Operational Procedure of the Ministry of Agriculture included: monitoring, evaluation and reporting.

D. Understanding

In this guideline is referred to:

1. The operational standard of the procedure called SOP is a series of written instructions that are standardized about the various processes of the administration, how and when to be done, where and by whom it is performed.

2. The next operational standard team of the procedure called the SOP Team consists of: The SOP Team of the Ministry of Agriculture, Team SOP Working Unit Eselon I, Team SOP Technical Managing Unit, which is established with the Decree of the authorized Officer.

3. The Eselon I Working Unit is an organization within the scope of the Ministry of Agriculture which is located below and is directly responsible to the Minister of Agriculture, the General Secretariat, the Inspectorate General, the Directorate General, and the Agency.

4. A Technical Managing Unit is an independent organization unit that carries out operational technical and/or technical duties of its organization's parent.

5. Monitoring SOP is a continuously conducted monitoring process against SOP practice practices.

6. Evaluation is the follow-up process of the monitoring stage, whether or not the SOP should be done with refinement or improvement.

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BAB II

MONITORING AND EVALUATION

In order for the effectiveness of SOP applications in support of the Ministry of Agriculture's performance, the need to be monitoring continuously in order to ensure that it is not available. The SOP application is running well. Input-input in any monitoring activity will be a valuable ingredient in evaluation activities, so that the refinement of SOP can be done quickly and precisely according to the needs and development of the existing conditions.

Monitoring

The monitoring activity is a process of assessment of SOP execution practices by executors in running procedures that have been established based on certain quality standards. These activities are directed to compare and ensure the acting performance in accordance with the intent and purpose set forth in the SOP, identify the problems that may arise, and determine how to fix it.

The method that used in SOP monitoring activities in the Ministry of Agriculture is:

1. Direct observations

The SOP team performs monitoring by directly monitoring the application of SOP on a work unit. In performing monitoring/observations, the SOP team noted or recorded an important event that occurred.

2. Interview

In addition to direct observation, monitoring can be done through interviews, the SOP Team is doing a question answer with the SOP executor. Interviews can also be done with customers/community members to get information from outside.

3. Meeting

Meeting and discussion with the SOP executor. The meetings can be designed periodically and for things to be solved quickly, it can be a surprise meeting.

4. Briefing

Monitoring can also be conducted through the directions in the implementation conducted by the SOP Team to ensure that the process is running according to the standardized procedures.

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The SOP team noted and documented various matters relating to the implementation of the application of SOP, among others:

a. Seeing each stage described in SOP can be run according to its practice.

b. If it cannot run as it has been formulated, then it needs to be seen what things are hinting, or be a problem. Problems can be in SOP formulas, in the mastery of the executors of the SOP, or the issue of lack of means and throne, or any other problem.

c. If the application of SOPs can be running, it also needs to be noticed whether each stage can run according to the terms of the requirements (completeness), the default time and generate the default output that has been targeted. If it turns out that the results obtained are below the specified target, it needs to be seen as to the obstacles or problems that arise.

d. Actions taken by the executors to address the various issues that occur in order to keep the process running must conform to the rules of the law-an invitation that applies and may be justified by the leadership of the organization.

To assist documentation in performing monitoring, can use table 1 as follows:

Table 1

Monitoring Execution Standard Operating Procedure (SOP)

No. Procedure

(SOP Title)

Assessment Of

Application

Results

Assessment

Actions

Must Be Taken

Paraf/and name

clearly assessor

1 2 3 4 5 6

1. Running well

Not running well

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2.

Walk well

Not running well

3.

Walk well

Not running well

4.

dst.

Way of charging:

Column 1: Conloaded with sequence number.

Column 2: Dicontents SOP titles monitored for the application process.

Column 3: If it turns out the assessment results are well, then it is given the "x" sign on the box which is available with the label "Walk well". If the results of the assessment show that the application of the SOP cannot go well, then it is given the "x" sign on the box with the label "Not going well"

Column 4: Concurrent with the record results record, especially for results The "Not going well" assessment is: the reason why the procedure is not going well, which things are considered not to go well, what are the probable causes.

Column 5: Filled with actions that must be taken for SOP to be properly applied, for example: the need for refinement, training for executors, inadequate means repair, and so on.

Column 6: Conloaded with paraf and name Clearly the officer did the assessment.

B. Evaluation

The Operating Standards of the Procedure are dynamic due to the presence of organizational changes and/or regulations in effect will bring influence on existing SOPs. Therefore SOP needs to be continually evaluated for procedures within the organization to always refer to good accountability and performance.

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The goal is to look back at the level of accuracy and accuracy of SOP that is already being compiled with the process of execution of the task and function of the organization efficiently and effectively.

Evaluation, as a follow up further from the monitoring step, it may include the SOP substance itself or related to its application process. From the side of the substance, the evaluation is performed by referring to:

1. The operational standard of the procedure that applies should be able to drive the increase in individual performance, work units and the organization as a whole.

2. The operational standard of the procedure applied must be able to be understood and performed well by the executors.

3. Any person who is tasked with carrying out a certain procedure must be capable of performing well.

4. Improvements to SOPs have been applied or the new SOP is required, depending on the monitoring results that have been performed on the previous stage.

5. The operational standard of the procedure is able to address the various procedural issues that impede the organization process.

6. The operational standard of the procedure is able to answer the challenges of organizational environment change, whether changes in relation to government policies or changes in relation to the fulfillment of community expectations or customers.

7. The operational standard of the procedure that is applied can run synergically one with the other. From the monitoring stage can also be known which procedures do not function so that it interferes with the entire organizational process, or which procedures are slow to interfere with other procedures that depend on the procedure. such.

To ease in conducting evaluations can use table 2 as follows:

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Table 2

Evaluation Of The Implementation Of The Operational Standards Of ProceProceed Proceed (sOP)

No Assessment

Operational Standards

(Number)

1. 2 3 4 5 6 7 8

1. Able to drive performance improvement

2. Easy to understand

3. Easy to implement

4. Everyone can run their roles

5. Capable of handling problems related to the

6 process. Able to answer the organizational performance improvement needs

7. Synergy of one with the other

How to Fill

Column 1: Conloaded with column number 2: evaluation assessment Criteria (could be added and changed

as per evaluation needs). Column 3 s/d 8 and beyond if there is still an Evaluated SOP: Each SOP is always given a code number, this number

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will be easier to present SOP. Each SOP that is evaluated is listed in a column above its own column. In each cell with another assessor, SOP is assessed by giving the "x" sign if the application results are not in compliance with the statement, and the "√" sign if in accordance with the statement.

From the side of the application process, the SOP Team in conducting evaluations can see some things as follows: 1. The strategy that has been done successfully drives the application of SOP

correctly. The correct application process, through systematic planning, training training, notifications as well as extensive access opening, will increase the level of success of the application;

2. The degree of acceptance of the executors to the SOP that has been applied. The attitude of reluctance towards the application of SOP will inhibit the organization's overall process. The minimum of notifications, training and accessibility to SOP, tends to pose a rejection attitude towards SOP;

3. The established SOP team was able to work effectively from starting the requirement assessment process up to the monitoring process.

4. The super-vision mechanism by the SOP team is capable of running well. Supervision holds an important role in the application of SOP, because a good supervision mechanism will also encourage the success of SOP application;

5. Training is provided to SOP executors so that it is able to streamline the implementation process. This evaluation is also to see whether the proper identification of the training needs is set, how the training method is, who is the instructor and the evaluation after following the training;

6. The risk of SOP changes must be handled properly. SOP changes in the initial stages of the application always provide an impact on the organizational task and function execution process. It is therefore necessary to see how much the impact affects the performance of the organization and its antisipation ways.

The SOP team in conducting evaluations of the SOP format as follows: 1. The SOP title must meet the rules:

a. It has an output element. B. It has an aspect element. C. It doesn't give a different interpretation. D. Gives a clear description of the scope of activities that

in SOP-kan.

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2. The identity of SOP IDs must meet the rules: a. The SOP number of writing is already in place. B. The writing of the date of creation is correct.

3. The writing of the SOP procedure must meet the rules: a. The writing of SOP activities is correct. B. The executor is correct. C. The SOP symbol writing is correct.

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BAB III

REPORTING

A. Reporting mechanism

The results of the SOP Kementan evaluation implementation report are delivered separately from the SOP Technical Managing Unit Team to the parent of its organization, the Eselon I work unit SOP report to the SOP evaluation results report to the The SOP team of the Ministry and subsequently are delivered to the Secretary General (as a director) to be forwarded to the Minister of Agriculture.

Time delivery of the report:

1. The SOP Team Tennis Team delivered an evaluation results report to the parent of its organization the slowest third week of January.

2. The SOP working unit of Eselon I delivered the Evaluation Results Report to the SOP Team of the Ministry the slowest of the second week of February.

3. The SOP Team of the Ministry of Agriculture the slowest week to the four months of February has delivered a report to the Minister of Agriculture.

The report of the evaluation results of the Operational Standards of Procedure (SOP) was used for:

1. As a consummation of the SOP that is already in effect on each work unit.

2. To find out the consistency of SOP application in the execution of work on a working unit;

3. Identify the problem and resolution as well as to write a recommendation in the decision making by the leader of a working unit;

4. Provides information about SOPs that cannot be implemented or are not relevant anymore, as well as new SOPs that may be required.

B. Report Format

Report the results of monitoring and evaluation to be compiled concise and at least include the following:

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1. Introduction

This section contains an introduction to the monitoring of the monitoring and evaluation results report from each work unit.

2. Executive summary

This section contains a summary of the overall performance monitoring and evaluation results.

3. The implementation of the Monitoring and Evaluation

In this section is described how monitoring and evaluation activities are carried out among others: The Managing Team, the execution process, the timing of execution.

4. Monitoring and evaluation results

The reported evaluation results include: substance evaluation, application process evaluation, format evaluation.

5. The advice

Based on the evaluation results can be explained things that need to get attention for the follow-up.

6. Attachment

In this section in order to be attached to SOP evaluated

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BAB IV

CLOSURE

From the results of the SOP monitoring and evaluation implementation, is expected to be conducted follow-up steps as follows:

1. Perfecting the SOP Document based on the Monitoring and Evaluation results;

2. Complete the SOP Document with the legal basis and other data required;

3. Perform Internalization, Socialization and Publication of Service SOP Documents;

4. Doing SOP development.

Although SOP is a small part of the governing aspects of government administration, SOP has a great role to create efficient, effective, and consistent governance in providing services to Society. Therefore, these guidelines become essential instruments to encourage the Ministry of Agriculture in repairing internal processes so that it can improve the quality of service to the community, increase accountability, which in the end will be increasing public trust to the government in general and the Ministry of Agriculture in particular.

MINISTER OF AGRICULTURE OF THE REPUBLIC OF INDONESIA,

SUSWONO

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