Monitoring and Evaluation
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Transcript of Monitoring and Evaluation
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What is a project?
a starting and an ending point
clear objectives
a plan of the work to be done
a budget specific performance requirements that
must be met
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INPUTS- PROCESS RESULTS
OUTPUTS-
PRODUCTS/
SERVICES
Outcome
Impact
SYSTEM
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Impact
Outcome
Reduced mortality rates for children under 5 years old
Improved use of ORT for managing childhood diarrhea
Results
Outputs
Inputs
15 media campaigns completed· 100 health professionals
trained· Increased maternal knowledge
of ORT services· Increased access to ORT
· Launch media campaign to educate mother
· Train health professionals in ORT
· Trainers· ORT supplies· Funds· Participants
Imple-mentation
Activities
Project to Reduce Child Mortality Rate in A Particular Area
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What is Monitoring? A continuous management function. Provides programme/projects managers and
key stakeholders with regular feedback and early indications of progress or lack thereof in the achievement of intended results.
Tracks the actual performance against planned or expected.
Involves collecting and analysing data on programme/project processes and results.
And recommends corrective measures. Generally internal.
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Monitoring
Regular feed back Early
indication of
Progress or
Lack thereof
Tracks P
erform
ance
Collecting & Analysing
data
LINK
ACTIVIT
IES &
RESOURCES
TO
OBJE
CTIVES
RE
CO
MM
EN
DI
NG
Cor
rect
ions
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Purpose & Goals for the Monitoring Tool
~Collect information regarding project quality~Support the stake holders in project
implementation.~Lead the beneficiaries to possible solutions of
the problems detected in the implementation.~ Be familiar with the real resources.~ Assess the progress of the projects.~ Disseminate examples of good practices.~ Establish a close relation between the Stake
holders and the organisation
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Physical activity – Quality, timeliness
Financial – Cost of component, target
Performance – Overall performance of system
What to Monitor
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Inputs: Money, Material, human resources Activities: A set of tasks performed Process: A set of activities, towards a common
purpose Output Outcomes: Series of effects of some action and
activities (e.g. Crop diversity, reduced alkalinity, Increased Water table)
Impact: Changes in peoples lives and livelihoods (e.g. Increased income, reduced mortality, Increased capacity to bargain)
What to Monitor
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Principles of developing Monitoring System Demand driven
Simple and easy Participatory Not for policing or punishment rather for learning Mix of qualitative and quantitative data Aggregation of data 2 way feedback Meaningful use of analysed information at source
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MONITORING DICHOTOMY
Progress monitoring orInput-output monitoring or
Target-achievement monitoring
Process monitoring
Emphasis on physical
achievements vis-à-vis targets
Emphasis on the way the target has
been achieved
A complete monitoring system will have both progress and process monitoring
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Mechanism
Reports: Regular , specific Visit/observations/ transects, both at field and
office Meetings/reviews – Regular, specific Studies – Impact studies, other special studies Special tools – for measuring specific
processes or outputs.
Levels of monitoring are to be decided based on the project management level
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Monitoring ToolManagement Information System (MIS) A system for
Collection, Organisation, Maintenance, Analysis, Interpretation of data For assessment, Better decision, Corrective measures,
for better performance at various level
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Criteria of a good (MIS)
Regularity, Continuity,
Timeliness,Relevant Indicators,
Forward & Backward feedback,Automated
Hence a computerized MIS is a must Records & registers MPRs, QPRs, APRs
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TRIPLE A PROCESS
AnalysisAction
Assessment
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TRIPLE A
Assessment: Identify the “what” - Analysis: Identify the “why” - Talking and
understanding the causes Action: Identify the “how”-
praise for good practice, agree on actions to improve the situation
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Broken Triple A
A supervisor during her field visit finds that in an Anganwadi Centre the number of children in grade II, III and IV has increased. She advises the AWW to take more care of these children. However in her next visit she finds that the situation has not improved.
What is missing?
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Broken Triple A A supervisor during her field visit finds that
in an Anganwadi Centre the number of children in grade II, III and IV has increased. She discusses the causes with the AWW and is informed that a number of children are suffering from diarrhoea. She checks whether the AWW has stock of ORS and advises her to give ORS to the affected families.
What is missing?
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What is Evaluation?A time-bound exercise.Assess systematically and objectively the relevance, performance and success, or the lack thereof, of ongoing and completed programmes.Evaluation is undertaken selectively to answer specific questions to guide decision-makers and/or programme managers, and to provide information on whether underlying theories and assumptions used in programme development were valid, what worked and what did not work and why. Evaluation commonly aims to determine the relevance, validity of design, efficiency, effectiveness, impact and sustainability of a programme.
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Evaluation- concerned
with
RelevanceProgramme
continues to meetneeds
Sustainability
After
withdraw
al
An
ticip
ate
d/
Un
an
ticip
ate
d re
su
ltsCausality
Factors Validity of
DesignEffe
ctiv
enes
s
Achie
vem
ent
ofre
sults
Eff
icie
ncy
Res
ults
vs.
co
sts
Altern
ativ
e
stra
tegie
s
to th
e
prob
lem
Source: ILO, 1997.
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Why evaluate?• To inform decisions on operations, policy, or strategy
related to ongoing or future programme interventions; • To demonstrate accountability to decision-makers • To enable learning and contribute to the body of
knowledge on what works and what does not work and why;
• To verify/improve programme quality and management;• To identify successful strategies for extension/
expansion/ replication;• To modify unsuccessful strategies;• To measure effects/benefits of programme and project
interventions;• To give stakeholders the opportunity to have a say in
programme output and quality;• To justify/validate programmes to donors, partners and
other constituencies.
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Three Common Evaluation Purposes
To improve the design and performance of an ongoing programme – A formative evaluation.
To make an overall judgment about the effectiveness of a completed programme, often to ensure accountability – A summative evaluation.
To generate knowledge about good practices.
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Monitoring Continuous Keep track; oversight,
analyses and documents progress
Focuses on inputs, outputs, process, continued relevance, likely results at purpose l
Translate Objectives to performance indicators
Collect data on Indicators routinely
Report progress to stake holders & Alert them to problems and provides options for corrective actions
Internal Self assessment
Evaluation Periodic: Mid-term, End
term, Appraisal In-depth analysis compare
planned with actual achievement
Focuses on out-puts in relation to inputs, results in relation to cost, processes, overall relevance, impact and sustainability
Answers why and how results were achieved.
Contributes to building theories and model
Provide managers with strategy and policy options
Internal and or External
Monitoring vrs. Evaluation
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Evaluation
Evaluative Activities: Activities such as situational analysis, baseline surveys, applied research and diagnostic studies. Evaluation Questions: A set of questions developed by the evaluator, sponsor, and/or other stakeholders, which define the issues the evaluation will investigate and are stated in such terms that they can be answered in a way useful to stakeholders.
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Evaluation
Evaluation Standards: A set of criteria against which the completeness and quality of evaluation work can be assessed. The standards measure the utility, feasibility, propriety and accuracy of the evaluation. Evaluation standards must be established in consultation with stakeholders prior to the evaluation. Ex-ante Evaluation: An evaluation that is performed before implementation of a development intervention. Related term: appraisal.
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EvaluationEx-post Evaluation: A type of summative evaluation of an intervention usually conducted after it has been completed. Its purpose is to understand the factors of success or failure, to assess the outcome, impact and sustainability of results, and to draw conclusions that may inform similar interventions in the future. External Evaluation: An evaluation conducted by individuals or entities free of control by those responsible for the design and implementation of the development intervention to be evaluated (synonym: independent evaluation).
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Participatory Monitoring & Evaluation
Strengthening self development initiatives Public accountability of programmes to
communities Encouraging institutional reform towards
participatory structures Organization building and learning Capturing social dynamics
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M&E Stakeholders
Fundingagency
Implementingagency
Beneficiaries NGOs
Need & InterestOf all should be taken care of
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is a different approach which involves –
Local People,
Development Agencies, and
Policy Makers
deciding together how progress should be measured, and results acted upon.
It can reveal valuable lessons and improve accountability.
However, it is a challenging process for all concerned since it encourages people to examine their assumptions about what constitutes progress, and to face up to the contradictions and conflicts that can emerge.
Participatory monitoring and evaluation
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At the heart of P M & E, however, are four broad principles:
'Participation' –
‘Negotiation' to reach agreement about what will be monitored or evaluated, how and when data will be collected and analysed, what the data actually means, and how findings will be shared, and action taken.
This leads to 'learning' which becomes the basis for subsequent improvement and corrective action.
Since the number, role, and skills of stakeholders, the external environment, and other factors change over time, 'flexibility' is essential.
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Steps involved in PM&E
(Clockwise)
Identify who should and want
to be involved
Clarify participants Expectations of the Process,and in what
Way each personOr group wants to
contribute
Define the prioritiesFor M&E
Identify indicatorsThat will provide The information
needed
Agree on the methods,Responsibilities and
Timings of informationcollections
Collect the information
Analyse the information
Agree on how The findings areTo be used and
By whom
Clarify if the PM&E Process needs to be
Sustained and If so how
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Key Characteristics of Participatory M&E- Draws on local resources and capacities
Recognizes the innate wisdom and knowledge of the end-users
Demonstrates that end-users are creative and knowledge about their environment
Ensures that stakeholders are part of the decission-making process
Uses facilitators who act as catalysts and who assist stakeholders in asking key questions
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Benefits of participatory M&E
All Stakeholders owns the M&E Process & Results.
Correction, redesigning of the policy, plan of action, budgeting become easy.
Better decision making by insiders
Insiders develop evaluation skills
Outsiders have better understanding of insidersInsider to insider communication is strengthenedInformation is useful for ongoing management of projectEntry point for the participatory approach
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STEPS FOR EVALUATION
FIRST Step: Review objectives and activities Second step :Review reasons for evaluationThird step: Develop evaluation questionsFourth Step: Decide who will do the evaluation.
Fifth step: Identify direct and indirect indicators.
Sixth step :Identify the information sources for evaluation questions
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Seventh Step: Determine the skills and labour that are required to obtain information
Eighth step: Determine when information gathering and analysis can be done.
Ninth step : Determine who will gather information.
Tenth step: Analyze, present and use results.
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