Integrating Planning, Monitoring and Evaluation to Increase Effectiveness of HIV/AIDS related Interventions:

THE LOGFRAME APPROACH

Workshop organized by

Laetitia Lienart

IAS Planning, Monitoring & Evaluation Expert

M&E is not an audit nor does it seek to place blame.

M&E is a systematic process of collecting and analyzing information to accompany the

implementation of an action, project or programme and assess its process, outcomes and impacts.

Institutional Memory & Evidence*

ACCOUNTABILITY

LEARNING / CONTINUOUS

IMPROVEMENT

M&E DEFINITION & ROLE

WHAT MAKES M&E SUCCESSFUL?

E Ethical, Effective, Efficient

V Valued

A Accurate, Achievable, Accessible

L Learning-oriented

U Usable, Used, Useful

A See above A

T Timely, Transparent, Technically sound

I Inclusive

O Objective

N Non-biaised

Another Success Key for M&E:

linkages with Planning

Monitoring

Evaluation

Planning

Organization’s Strategy

MAIN STEPS OF AN “IDEAL” PME PROCESS

1 Planning (during project design phase): design of a logic model (logframe) and M&E plan

2 Data collection (monitoring, desk reviews, surveys, interviews, etc.)

3 Data analysis

4 Reporting & dissemination

5 Use of M&E findings

6 Monitoring of M&E use

Failing to plan is Planning to fail!

A logic model (LF) is essential for results-based

management and for a successful M&E which needs to

have a clear understanding of what the project is

supposed to achieve and how…*

A 4x4 table giving a clear and synthetic picture of the project goal,

purpose, outputs and activities, their respective indicators (KPIs) and

sources of verification as well as assumptions/risks which could

affect the project implementation.

 

WHAT IS A LOGFRAME?

Intervention logic Indicators Verification AssumptionsGoal:

Purpose:

Outputs:

Activities:

The LF process helps guide the planning of a journey from

where we are now, HERE, to where we want to go, THERE.

A - Where do we want to be?

What are our objectives & expected results*?

B - How will we get there?

What are activities do we have to undertake?

C - What may stop us getting there?

What are the risks and how can we manage them?

What assumptions are we making?

D - How will we know if we’ve got there?

What are our indicators and targets?

What evidence do we need?

E – What do we need to get there?

What detailed resources and related budget are needed?

HERE

THERE

WHAT IS A LOGFRAME? (cont.)

The Goal is the higher order objective, the longer term impact,

that the project will contribute to.

The Goal defines the overall “big picture” need or problem being

addressed; it expresses the justification of what is planned.

TIPS

Use only one Goal statement.

Formulate the goal as a verb: e.g. Accelerate the response to

HIV/AIDS in the Nbiya region (or) Decrease the AIDS mortality

rate in the Nbiya region.

STEP 1 - DEFINE THE ‘DEVELOPMENT OBJECTIVE’ OR GOAL

The Purpose describes the specific and immediate results (outcomes) of

the project.

The Purpose should not be entirely deliverable, i.e. fully within the project

manager’s control. If it is deliverable, then it should be an Output*.

TIPS

The Purpose should be SMART: Specific/Simple, Measurable, Achievable,

Relevant & Time-based (i.e. linked to project duration).

Have only one Purpose. If you think you have more, then you may need

more than one logframe; or your multiple purposes are in fact indicators of a

single purpose or lower outputs.

Formulate the purpose as a verb: e.g. Improve access to HIV/AIDS treatment

in the Nbiya region (timing will be included in the indicator).**

STEP 2 - DEFINE THE ‘IMMEDIATE OBJECTIVE’ OR PURPOSE

The Outputs describe what the project will deliver in order to

achieve the Purpose. They are the results that the project must

deliver in the control of the project manager.

Outputs are nouns + adjectives. E.g. a) Medical infrastructures

rehabilitated/reinforced in the Nbiya region; b) HIV/AIDS awareness

of Nbiya region’s inhabitants raised; c) Health care workers of the

Nbiya region adequatly trained on HIV/AIDS; d) Partnerships

between Nbiya’s government and drug supplier(s) initiated; etc.

Typically there are between 2 – 8 Outputs; any more than that and

the logframe will become over-complicated.

STEP 3 - DESCRIBE THE ‘RESULTS/PRODUCTS’ OR OUTPUTS

The Activities describe what actions will be undertaken to achieve

each output.

Activities are usually actions (use nouns). E.g. needs assessment,

recruitment of experts/consultants, design of materials, development

of training programme, selection of participants/trainers/suppliers,

organization of coordination meetings, distribution of awareness

materials, implementation of works, procurement of equipment &

supplies, etc.

STEP 4 – DEFINE THE ACTIVITIES

When the four rows of column 1 have been drafted, the logic needs

to be tested: use the IF/THEN test to check cause and effect,

reading from the bottom up:

If we do these activities, then this output will be delivered.

If we deliver these outputs, then this purpose will be achieved.

If the purpose is achieved, then this will contribute to the Goal.

STEP 5 – TEST THE LOGIC FROM THE BOTTOM TO THE TOP

Taking all the activities needed for Output 1, ask the question: ‘if we

complete these Activities successfully, then what can stop us

delivering Output 1?’ . Repeat for all the other Outputs taking each

Output and its associated activities in turn.

Taking all the Outputs together, ask the question: ‘if we deliver all

these Outputs successfully, then what can stop us achieving our

Purpose?’

Now ask the question: ‘if we are achieve our Purpose successfully,

then what can stop us contributing to the Goal?’

IDENTIFY THE RISKS

STEP 6 – UNDERTAKE A RISK ANALYSIS

What is its likely impact ? high, medium or low.

What is its likely probability? high, medium or low. You may at this point

decide to hereafter disregard insignificant risks.

Discuss & agree possible mitigation measures; transfer them into Column

1 (i.e. extra activities) of your LF.

Example:

risk: decrease in the # of health care workers affected to the Nbiya region

mitigation measure/new activity: advocacy/lobbying to the relevant

authorities & stakeholders involved in health care workers management

STEP 6 – UNDERTAKE A RISK ANALYSIS (cont.)

ANALYSE AND MANAGE EACH RISK

Assumptions are what remains after the mitigation measures have

been put in place (even if mitigation measures are successful, it is

unlikely you can remove the risk completely).

Assumptions are external factors which could affect the success of the

project but over which the project manager has no direct control.

Example: ‘’Strong commitment and continuous support of the Nbiya’s

authorities towards combatting HIV/AIDS‘’

Logic test: once Activities have been carried out, and if the

Assumptions at this level hold true, Outputs will be delivered. Test

the same logic for the upper levels.

STEP 7 – FORMULATE THE ASSUMPTIONS

STEP 8 – IDENTIFY INDICATORS (KPI)

One of the key strengths of the logframe approach is that it forces

the planning team to build into the design how the project will be

monitored and evaluated.

Indicators and verification are needed to show what data we

intend to use to measure progress, and how that data will be

collected.

In most circumstances there is not enough baseline data available at

the design stage against which progress can be measured; in which

case the logframe helps to pinpoint the gaps and determine

what needs to be done.

Use the maxim Q Q T - Quantity, Quality, Time

Step 1: Set the basic indicator.

Step 2: Add Quantity - an amount or percentage that will be achieved.

Step 3: Add Quality – a built-in quality measure to specify the indicator.

Step 4: Add Time – when this should be accomplished by. Avoid using

general phrases such as ‘As soon as possible.’ It is important to include

a balance of terminal/end of project indicators (TARGETS) and some

mid-term indicators (MILESTONES).

STEP 8 – FORMULATE KPIs

Step 1: Increase in access of HIV/AIDS treatment

Step 2 (Quantity): [%] Increase over the baseline in number of HIV/AIDS

infected people (of the Nbiya region) receiving drugs or At least [X] % of

HIV/AIDS infected people (of the Nbiya region) receive drugs

Step 3 (Quality): [%] Increase over the baseline in number of HIV/AIDS

infected people (of the Nbiya region) receiving drugs with limited side

effects*

Step 4 (Time): [%] Increase over the baseline in number of HIV/AIDS infected

people (of the Nbiya region) receiving drugs with limited side effects by

[year/month] or within [duration]

STEP 8 – FORMULATE A KPI (example)

Indicators are a means by which change will be measured while

milestones & targets are respectively mid-term and end “goals”.

As in the early stages of a project, there may not be the baseline

information needed to set targets, there will be mostly indicators. Further

stakeholder meetings and data gathering will lead to targets.

Example (for a project lasting 4 years ):

[%] Increase over the baseline in number of HIV/AIDS infected people receiving drugs with limited side effects within [X] years is an indicator

10% Increase over the baseline in number of HIV/AIDS infected people receiving drugs with limited side effects within 2 years is a milestone

25% Increase over the baseline in number of HIV/AIDS infected people receiving drugs with limited side effects within 4 years is a target

STEP 8 – INDICATOR EVOLVING INTO MILESTONE/TARGET

The final element of developing the logframe is to decide how KPIs

will be measured – what evidence we will use. This is a vital stage

of the initial planning that is often overlooked. Building in evidence

sources at this stage will make the monitoring and evaluating of the

project easier.

The evidence will almost invariably be documents (or sometimes

interviews, films, DVDs, videos or audiotapes.)

It should be considered when you formulate your indicators; so

complete columns 2 and 3 of the LF at the same time.

STEP 9 – IDENTIFY THE EVIDENCE

Some typical sources of verification

Minutes of meetings and attendance lists

Stakeholder feedback & focus groups

Surveys and reports

Newspapers, radio and TV recordings, photographs, satellite imagery

National and international statistics

Project records, reviews and reports

External evaluation reports, training evaluation questionnaires, etc.

STEP 9 – IDENTIFY THE EVIDENCE (cont.)

STEP 10 - AND FINALLY, A FIFTH ROW?

For simplicity we say a logframe is a 4x4 grid but often a further 4

boxes are attached under the 16-box logframe to indicate the costs

and resources needed to fund the project activities together with

pre-condition assumptions that need to be agreed.

Inputs Budget summary Staff months

Accounts summary (budget lines)

Pre-conditions; Assumptions made to carry out the activities

EXAMPLE OF A COMPLETE LF

Always date your LF!

Intervention logic Indicators / Milestones / Targets Verification Assumptions

Goal : Decrease the AIDS

mortality rate in Nbiya.

Proportion of AIDS caused deaths

decreased by [X]% by Year 4 (I)

Reports, statistics,

surveys, etc.

Purpose: Improve access to

HIV/AIDS treatment in Nbiya.

25% Increase over the baseline in

number of HIV/AIDS infected

people receiving drugs with limited

side effects within Year 4 (T)

Reports, statistics,

surveys, hospital

patient/attendance

list, drug delivery

receipts, etc.

Sustainable

commitment from

authorities &

partners

Outputs:

O1. Medical infrastructures

rehabilitated/reinforced in

Nbiya

O2. HIV/AIDS awareness of

Nbiya region’s inhabitants

raised

O3. Health care workers of

Nbiya adequately trained on

HIV/AIDS

O4. Partnerships between

Nbiya’s government and drug

supplier(s) initiated

1. At least one hospital is running

independently in Nbiya

by Year 2 (M)

2. # of awareness campaigns

organised by Year 2 (I)

3. At least 50 health care workers

of Nbiya trained by Year 4 (T)

4.1 # of partnerships initiated by

Year 2 (I)

4.2 At least 2 partnership

agreements signed by Year 4 (T)

1. Reports of regular

control visits to the

hospital

2. Posters/leaflets &

other awareness

materials

3. Training reports &

post-training skills

evaluation stats

4. MoU/agreement,

minutes of meetings

Medical

infrastructures

regularly

maintained.

No security

restriction that

may prevent

reaching pops.

All trainees fully

affected to

HIV/AIDS & on a

sustainable way

Activities: to be developed with the same method

THE LF AS A COMMUNICATION TOOL

The LF can help report to project partners, sponsors & other

stakeholders what we are doing and why. This can be achieved by

taking a Step-by-step presentation approach

1. Goal: "The overall goal is to ............."

2. Purpose: "In order to contribute to this goal we in this project will............"

3. Outputs: "We will achieve this objective by taking direct responsibility for............"

4. Activities: "Let me describe our strategy in more detail. We believe that if we .............."

5. Activity level Assumptions: "and if .........."

6. Output level Indicators: "we will achieve our targets of ............."

7. Purpose: "In addition to reaching these targets, several other things must happen if we are to achieve our major objective of ............"

8. Output level Assumptions: "These other factors, outside our direct control, include ........."

9. Purpose level Assumptions: "We believe that if we can achieve our major objective, we will contribute to our overall goal. This contribution is, however, affected by factors outside of this project. These include ........ All of these factors taken together will be sufficient to realise this goal. The strategy we propose is an important and cost effective step towards that end."

10. Verification: "We propose that our performance be monitored and assessed in the following way..........."

THE LF AS A COMMUNICATION TOOL (cont.)

REPORTING USING THE LF

Complete the table for each different logic intervention level and at different times during the project cycle.

PROGRESS/MONITORING REPORT COUNTRY…………PROJECT TITLE……………… PERIOD COVERED………… CODE…………… DATE …………….. PREPARED BY…………………………

Project

Structure

Indicators of

achievement

Progress Comments &

recommendations

Rating

Insert

activities

and inputs

from the LF

Insert

indicators

from the LF

Provide a

report

against

each

activity and

input

Provide comments

against each

activity and input

(e.g. on the extent

to which the

assumptions are

being met) &

recommendations

where appropriate

1. Likely to be

completely achieved

2. Likely to be

partially achieved

3. Unlikely to be

achieved

x Too early to judge

the extent of

achievement

TASK TO PRACTICE THE LFA

Subject: the Nbiya region is severely affected by HIV/AIDS, with

children and women among the most HIV infected populations. You

wish to apply for a tender launched by a major donor in order to

address HIV/AIDS related health problems in that region.

Methodology: each working group is expected to follow all the

above-presented steps to eventually design and present a complete

LF with 3 outputs and max 3 activities per output. Use the fact

sheet as main background.