• participatory – engage a wide range of stakeholders

• minimum and cost-effective – don’t overcomplicate, not too technical

• gender aware – disaggregated data collection…

• builds capacity – develops the understanding of participants

Monitoring Systems: Principles1

Adapted from INTRAC (2008)

1. Stakeholder Engagement:

Has there been adequate consultation with those who collect or use the information? (staff, donors, beneficiaries, others)

Is there appropriate buy-in, ownership and balance of power between these key stakeholders?

2Adapted from Ausaid 2006

Monitoring Systems: Checklist2

2. Theory of Change:

Are stakeholders clear on what the programme is trying to achieve?

Is there a clear theory / logic on how it is going to get there (activities-outcomes link)?

Monitoring Systems: Checklist

3. Information Requirements:

Is it clear what information is to be collected, when, where from and how?

Will the system capture info on the major changes – the outcomes that the programme seeks to make?

How will the system capture info on unintended outcomes and consequences?

Monitoring Systems: Checklist

4. Responsibilities and Resourcing:

Who will contribute to what and when? (operations plan)

How will all monitoring activities be paid for and resourced? (budget checklist)

Monitoring Systems: Checklist

5. Partner Capacity: Is the M&E framework proportional to the

activity expenditure and complexity?

Does the framework build on existing knowledge and practice?

What is the capacity of individuals at each level to use the system?

Is there a monitoring capacity-building plan?

Monitoring Systems: Checklist

6. Learning:

Are the sufficient mechanisms and incentives for sharing information?

Will ‘failures’ be safely admitted and analysed?

Monitoring Systems: Checklist

Monitoring Plan: Contents

Suggested contents:2. Theory of change (focus on outcomes)3. Description of stakeholders, roles and responsibilities4. Key outcomes, indicators and baseline values5. Data collection tools and data sources (what, how)6. Monitoring schedule (who, when)7. Data flow (collection, analysis & feedback links)8. Meeting and reporting schedule (who, when)9. M&E capacity-building plan10.Note on adaptation and adjustment

Q. What data will be collected, when, how and by whom?e.g. Data collection and analysis table (SCF-UK)

Intended outcomes

Indicators Baseline situation (data and source of info)

Monitoring data sources

Frequency of collection and dates

Format Person responsible

Uses, analysis, destination

Mechanism for feedback / programme adjustment

Q. How to illustrate the monitoring schedule?e.g. monitoring GANTT chart (Accion Fraterna, India)

Q. How to assess progress over the life of the programme?e.g. Indicator Tracking Table (Gisele Henriques CAFOD – after CRS)

Baseline Target Achieved Target vs Achieved Target Achieved

Target vs Achieved Target Achieved

Target vs Achieved

Outcome 1. Farmers participate in organized groups to pool resources

Indicators10 farmer’s groups functioning in a cohesive manner 0 3 3 Yes 6 10

Number of farmers groups generating collective income 0 0 3 6

Number of groups marketing collectively 0 0 3 6

Outcome

2. Farmers enjoy increased production resulting in better household food security

IndicatorsHectares of productive dry land is increased in project sites 150 45 ha

45 ha

Yes

50 ha (new) plus 45 from year 1. Total 95 ha for year 2

155 total (45 ha year 1, 50 ha year 2, 60 ha year 3)

Hectares of productive wet land is increased in project sites 120 45 ha

0

No

50 ha (new) plus 45 from year 1. Total 95 ha for year 2

155 total (45 ha year 1, 50 ha year 2, 60 ha year 3)

Farmers have access to improved technology

1 compost training

1

Yes

1 compost with new group

2 trainings in post harvest

Farmers’ groups are grwoing quality seeds 0

1 trainings with old groups

Seed saving trainings with remaining groups

Farmers have access to physical resources 0

tractor rented for preparation of 45 hectares

45 ha ploughed

Yes

50 ha (new) plus 45 from year 1, with famer contribution. Total 95 ha for year 2

155 total (45 ha year 1, 50 ha year 2, 60 ha year 3). Old grpups contribute percentage to tractor rental

Year 3

Rural Agriculture Integrated Program - Caritas BaucauPerformance Indicator Tracking Table

Year 2Year 1

Q. How to develop an M&E capacity-building plan?e.g. M&E capacity assessment (HIV AIDS alliance)