Summary Progress Report on OIDA M&E System...
Transcript of Summary Progress Report on OIDA M&E System...
SMALL SCALE AND MICRO IRRIGATION SUPPORT PROJECT (SMIS Project)
Summary Progress Report on OIDA M&E System Development Process (DRAFT)
SMIS Document No. --
Prepared by OSMIS
May 2016 Finfinnee
In association with:
Contents Annexes ......................................................................................................................................................... 2
Figure ............................................................................................................................................................ 3
Annexes ......................................................................................................................................................... 3
1. Background ........................................................................................................................................... 1
2. Steps in Designing the M&E system ..................................................................................................... 1
1.1 Step one: Identify Institutional capacity and M&E system need assessment .............................. 2
1.2 Step two: Know the information to be generated by the M&E system - A foundation to
develop the program Logic Model ............................................................................................................ 3
2.3 Step three: Choose indicators ....................................................................................................... 4
2.4 Step four: Develop Performance Measurement Framework (M&E Framework) – putting all in
one 6
2.5 Step five: create the data collection tools to measure the indicators ......................................... 6
2.5.1 Developing the tools ............................................................................................................. 6
2.5.2 Coding ................................................................................................................................... 8
2.5.3 Pre testing ............................................................................................................................. 8
2.6 Data Entry, analysis and reporting ..................................................................................................... 9
3. Overall Outcome gained from the whole M&E system development Process: ................................. 10
3.1 Institutional capability is improved............................................................................................. 10
3.2 Individual competency is improved ............................................................................................ 10
3.2.1 M&E Framework and Indicator Development Workshops Result (Before and After). ...... 11
3.2.1 Data collection tool development Workshops Result (Before and After) ................................. 11
3.2.1 SPSS training Result (Before and After). ............................................................................. 12
4. Constraints .......................................................................................................................................... 12
5. Lessons learned/ solutions .................................................................................................................. 13
6. Next steps ........................................................................................................................................... 13
Annexes
Table 1 Components of the M&E Framework ............................................................................................ 6
Table 2 Indicator Definition Protocol - and example .................................................................................. 7
Table 3 Next steps ...................................................................................................................................... 13
Figure Figure 1 Steps in Designing OIDA's M&E System ........................................................................................ 2
Figure 2 OIDA's Prototypical Logic Model .................................................................................................. 4
Annexes Annex 1 Capacity and Need Assessment ................................................................................................... 14
Annex 2 Information requirement ............................................................................................................ 16
Annex 3The Logic Model ............................................................................................................................ 24
Annex 4 Indicators ...................................................................................................................................... 26
Annex 5 Monitoring & Evaluation Framework ......................................................................................... 29
Annex 6 Data collection Tools .................................................................................................................... 37
Annex 7 Workshop/ Training Evaluation ……………………………………………………………………………………………………………60
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1. Background
Small-Scale and Micro Irrigation Support (SMIS) Project, in alignment of the Small-Scale Irrigation (SSI) and
Micro Irrigation (MI) capacity development strategy of the Ministry of Agriculture (MoA), aims to support
the capacity of PIs in the four major regions. One of the areas of those capacity development is improving
the capacity of public institutions to coordinate and manage the planning, design and construction of SSI
schemes. Specifically, Result Based Monitoring & Evaluation (M&E) is one of the thematic areas that is
intended to be supported by the project.
As it is denoted on the project year one (PY1) Annual Work Plan (AWP), the Work Break down Structure
(WBS) 1110.2 is about providing support to Oromia Irrigation Development Authority (OIDA) in producing
M&E template. The corresponding expected output to be delivered through, among others, conducting
this activity is stated as “Staff of Responsible Public and Private Institutions Trained in Result Based
Irrigation Project Management”. Accordingly, after reaching consensus to put in place a standard M&E
system, OIDA and SMIS have jointly been developing the system for OIDA through conducting several
formal and informal discussion consecutive forums.
2. Steps in Designing the M&E system
The precise definition of an M&E system varies between different institutions. In most cases an M&E
system refers to all the results chain, indicators, tools and processes that will be used to measure if a
program has been implemented according to the plan (monitoring) and is having the desired
result (evaluation). Accordingly, the renowned World Banks “a ten steps to result based M&E system “is
followed to develop OIDA’s system with some customization.
using
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Figure 1 Steps in Designing OIDA's M&E System
1.1 Step one: Identify Institutional capacity and M&E system need assessment
OIDA is one of our key partner PIs that are engaged in SSI and MI development projects which require a
well-established institutionalized project management competency and capabilities.
To assess institutional capabilities, practices, attitude towards the existing M&E activities, if any, OSMIS
has initiate discussion with relevant OIDA experts. It was observed that OIDA M&E system focuses on the
operational results (activity and output levels). In addition, IMEE, NMEE and RMEE have paid official visit
on 1st of December 2015 to the Deputy head to of OIDA to further discuss and reach on consensus on the
issue. From the discussion, it was learnt that OIDA wants to make an M&E system for their program, but
they have limited soft skill where to start. Successively, SMIS has taken an initiative to collaboratively
design the planning and implementation of result based M&E system with particular emphasis on data
integration of the three mandates of OIDA:
Irrigation water supply / study & design, construction management /
Scheme administration
Extension / agronomic practices/
The summary of the need assessment and its result is attached as Annex 1
Assessmnt -Engaging Stakeholders
Information Need - Logic Model
Indicators Dev't
M&E framework Dev't
Data collection tools Dev't
Baselne Data collection
Data analysis, report, sharing & Learning
OIDA’s M&E
System
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1.2 Step two: Know the information to be generated by the M&E system - A
foundation to develop the program Logic Model
A monitoring and evaluation system depends on information requirements of project management.
Before we started working on the M&E system it was found important that we have to understand as
much about OIDA’s program itself as possible. We should also know why the program was created, what
the goals are, and how the goals will be achieved. We also needed to know what all the activities, outputs
and outcomes are. This information could be available in documents such as the program logic model/ log
frame, problem tree and/or theory of change. However, since we are creating institutional level M&E
system, we opted to get the recent firsthand information from different experts and officials from the
three core departments and other relevant work units of OIDA. The first in house workshop organized
on 25th of December 2015 in which several exceptional ideas have been brainstormed. The major ones
are as follows:
1. about “multiple actors”: there are a number of regional organizations whose work is not under
the direct management control of OIDA but who are critically important to OIDA success
in achieving the objectives/ higher level results. The concern from OIDA was that, OIDA
should not be accountable for combined effort and therefore suggested not to move
beyond the output level. In this regard, SMIS has already identified those organizations
with a view to create linkage platform. Having learnt that these organizations will work
in a coordinated and harmonized manner, OIDA Experts agreed to identify the
information that each core process need for all levels of the results chain including
outputs, immediate and intermediate outcomes.
2. about “alignment” among the types of the data requirement. Current OIDAs data
requirement is of two types/ levels: management and technical. The issue raised here
was as to how to align the technical and the managerial information in the forthcoming
M&E system? The reflection on this issue was just to identify and collect all the required
data and then select as per “who needs what information” approach.
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Accordingly, we have managed to get as sufficient and representative information as we need.
Annex 2 shows the information need.
The second in-house workshop has also been organized on 12th of January 2016 to convert the
information need into a logical interrelated levels of results by providing responses for the above
mentioned inquiries – what are the goals? How the goals will be achieved? The outcome of the
gatherings was producing a strong and representative institution level Logic model (LM) for
OIDA’s programming which is representing desired outcomes and the assumed causal link
between the activities and outcomes. The LM will also provide a clear road map to a specific end.
It is basically a systematic and visual way of presenting and sharing understanding of the
relationships among the resources operating the program, the planned activities, and the
anticipated changes or result:
Figure 2 OIDA's Prototypical Logic Model
Planned work Intended results
The LM development process was participatory engaging OIDA’s thematic experts while OSMIS
has been playing a facilitation role. The Logic Model is set as Annex 3
2.3 Step three: Choose indicators
The third step is to decide which indicators OIDA will use to measure the success of its program. This is a
very important step that tells whether the intended results are achieved or not on the specified period.
Therefore, the team has tried to involve as multidimensional expertise as possible to get different
perspectives.
one
intermediate
outcome
five
Immediate
Outcomes
Resources/
Inputs
nine
Outputs
Several
Activities
Implementation Direction- Why? So what?
Design Direction-How?
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Based on the developed Logic Model, the M&E Framework development workshop, which was facilitated
by IMEE, was undertaken on February 5-6, 2016 at Adama. The workshop included a brief training in
developing results-based M&E systems and also most time was spent in a hand-on process of outputs,
outcomes and goal level indicator development. The workshop was very successful as a consensus
building tool with strong debate and useful contributions being made by a range of OIDA staff and
processes, as well as OIDA/ Agricultural Growth Progrem (AGP), OIDA- East Wollega zone, Oromia Bureau
of Finance & Economic Development (Oromia BoFED) and MOA/ Small Scale Irrigation Directorate (SSID)
staff. The outcome of the workshop was a set of rough draft indicators and general suggestions for data
collection methodologies.
Opening session by Extension Process owner-OIDA (left) and group work on indicator and methodologies (right)
To exhaust and refine the indicators and data collection methodologies, several small group in-house
meetings have been arranged. There is more than one indicator for each result level although it has been
managed to keep the total number of indicators manageable i.e 51 (4 at a goal/ intermediate level, 14 at
an immediate outcome level and 33 at an output level). It should be noted that these indicators are not
mutually exclusive across the different level of results.
Each indicator is:
Directly related to the output, outcome or goal listed on the Logic model.
OIDA can measure them accurately using either qualitative and/or quantitative methods within
its available resources.
Something that is useful for decision making to improve the program. There is no point measuring
an indicator if the results won’t make any difference on decisions. Indicators are located as
Annex 4.
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2.4 Step four: Develop Performance Measurement Framework (M&E Framework) –
putting all in one
After having develop the indicators, a small in-house meetings have been arranged to nurture and develop
the general suggestions made previously on a strategy and data management etiquette. Accordingly, it
was managed to develop an M&E framework comprising eight components/ columns:
Table 1 Components of the M&E Framework
Column Components FRemark/ status
1 The Expected results/ results' chain already taken from Annex 3
2 The indicators already taken from Annex 4
3 The baseline values to be conducted when the weather gets dry to manage field works
4 The Targets to be set after having the baseline
5 The data source already stated in the M&E framework
6 Data collection methods already set in the M&E framework
7 Frequency already set in the M&E framework
8 Responsibility already set in the M&E framework
The responsibility section is about who will be responsible for using the tool to collect and enter
the data into the computer, who will analyze the data , create and share the final report.
In a nut shell, The M&E framework is essential as it links the objectives with the process and
enables the M&E expert know what to measure and how to measure it. Annex 5 shows the
M&E framework.
2.5 Step five: create the data collection tools to measure the indicators
2.5.1 Developing the tools
Once the team has chosen the indicators, it is necessary to write definition for each one, which
describes exactly how the it is calculated.
As per the M&E framework, 17 indicators (3 for intermediate, 9 for immediate and 5 for output level
results) have been allocated to the following six different data collection approaches that include Farm
Survey, WUA Assessment, worda and zone offices Focus Group Discussion (FGD), Efficiency, Verification
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and, Inspection assessment of schemes. The data on the remaining 34 indicators will be collected either
through existing channel or through developing simple forms.
Each of these approaches are demanding independent data collection tools which usually take the form
of structured questionnaires, observation checklists, various forms and interview guides. Accordingly,
after defining each indicator, 6 different tools have been developed through two workshops, an in-house
on 25th March 2016 and at Adama on 20th April 2016, and successive small meetings. OIDA experts and
OSMIS (the National Regional Team Leader (NRTL) and Regional M&E expert (RMEE) were the facilitators
and participants in the process of developing the tools using the following Indicator definition protocol
with an example.
Table 2 Indicator Definition Protocol - and example
Indicator Parameters Definition
B. Average yield per hectare for
irrigated crops (MHH/FHH)
Total area irrigated ha
by MHH
Total yield in quintal by
MHH
Total area irrigated ha
by FHH
Total Yield in quintal by
FHH
Compute yield in Quintal divided by total irrigated area, i.e; = Total yield in Quintal by MHH Total irrigated area by MHH = Total yield in Quintal by FHH Total irrigated area by FHH
Six tools have been developed to collect data for the 19 indicators through farm survey, verification
assessment, efficiency assessment, inspection and interview to Water user associations. The tools are:
1. Questionnaire to conduct Farm Survey
2. Questionnaire to conduct WUA Assessment
3. Interview Guide to conduct woreda level focus group discussion to get general data
4. Checklist with a form for Efficiency assessment on selected schemes
5. Checklist for Verification Assessment
6. Checklist for Inspection assessment
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Thematic group work in developing the tools
2.5.2 Coding
The questionnaires are coded for ease of data entry and analysis. At this point, we have a pile of
instruments that ready to be completed by the participants. As the entire response of every participant
will not be entered in a computer, we have to give a code to each questions and their response options.
2.5.3 Pre testing
It’s important to test the survey questionnaire before using it to collect data. Pretesting and piloting (for
complex surveys) can help identify questions that don’t make sense to participants, or problems with the
questionnaire that might lead to biased answers, and many more. Running the survey without any testing
is a big mistake. Even testing with one person is better than no testing at all.
Accordingly, our tools have been pretested at field level to ensure the practicability, to identify the
potential bottlenecks and subsequently to make improvements. The field test team includes, RMEE
and two experts from OIDA.
2.5.3.1. Methods considered for the pre-test:
i. Detail procedure: First, relevant experts from the Irrigation Development Authority of
Ada’a District were approached for briefing of the purpose of the pre-test and enquiring
some general data from the office level.
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Interviewing Irrigation Farmers (left) Irrigation Water User Associations (right)
Godino scheme, Ada’a District of E/Shoa zone
ii. Site selection: Accessibility, proximity and availability of modern irrigation schemes were the
main criteria considered during site identification. Accordingly, two schemes, namely,
Godino and Harawa, both in Godino Kebele, were considered out of the existing five (5)
schemes for this pilot survey. Both schemes are administered by Ada’a District of East
Showa zone Irrigation development office. Five farmers and two members of the Water
User association (WUA) from each scheme were selected for an interview related to farm
survey and WUA. Discharge measurements at the headwork and the end of the main canals
were carried out for estimation of the conveyance efficiency of both schemes.
2.5.3.2 Outcome of the pretest
Based on the real exposures in the field, a thorough review of the prepared questionnaires was
conducted and significant modifications were applied. In doing so, even the team was surprised how
many improvements it made. Currently, the final version of the questionnaires is ready to be used
to collect the baseline, which is delayed due to the unpredictable climatic situation. It also can be
used to collect subsequent performance data. Data Collection tools are appended as Annex 6.
2.6 Data Entry, analysis and reporting
Monitoring and evaluation consists of data collection, analysis, reporting and sharing. Managers and
stakeholders requires information about project results and impacts for better project planning and
control. With the view to analyze the data that will be collected in the near future, OSMIS has made an
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arrangement for OIDA experts to be participated in the SPSS training that was organized and conducted by
National Project management Unit of SMIS. Accordingly, 16 experts including 10 (3F) experts from OIDA
have been participating on three- day SPSS training. the analysis and reporting will be done upon
conducting the Baseline survey.
3. Overall Outcome gained from the whole M&E system development
Process: The outcomes gained from the entire process can be classified into two level – institutional and individual.
Both are linked to immediate outcomes (change of capacity) which will lead to change in performance i.e
intermediate outcome.
3.1 Institutional capability is improved
In the Institutional/ organizational level capacity change, OIDA have put in place a standard M&E
system for its program management evidenced by the LM, M&E framework and data collection tools.
As referred to Annex 1 to 6.
3.2 Individual competency is improved
individual level capacity which is about change in knowledge and skills of individuals i.e thematic
experts have competencies related to irrigation infrastructure management specifically to M&E system
design and implementation. Improvements in individual competency evidenced by the self-
assessments made by the participant in each workshop. Feedbacks were provided by the participants
via a workshop/ training evaluation form. The evaluation method employed was five points Likert
scale with before and after scenario focusing on level of understanding, knowledge & skill (KS), ability
to apply the KS gained. Accordingly, the changes in KS are depicted as follow:
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3.2.1 M&E Framework and Indicator Development Workshops Result (Before and After).
Out of total attendees of 20, 18 (1F) of them have completed more or less all parts of the form.
Before the workshop, 68% of the participants rated their level of knowledge and skill (KS) as disagree and only
11% of them rated as agree. After the workshop, 69% of them rated their KS as Agree a level. Hence, 58% of
the participant who were in the disagree category before the workshop have changed their KS level into Agree
category.
3.2.1 Data collection tool development Workshops Result (Before and After)
Out of the total 13 participants from OIDA, 11 (1F) of them have evaluated their KS with the following result.
38%30%
21%
7% 4%0 0
22%
41% 37%
0%
20%
40%
60%
StronglyDisagree
disagree Neutral Agree Strongly Agree
Change in Level of Knowledge and Skill (2)
Before After
16.4%
23.6%
32.7%
25.5%
1.8%5.5%
40.0%
54.5%
0.0%
10.0%
20.0%
30.0%
40.0%
50.0%
60.0%
S.Disagree Disagree neutral Agree S.Agree
Changes in Knowledge & Skill
Before After
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Before the workshop, 68% of the participants rated their level of knowledge and skill (KS) as disagree and only
27% of them rated as agree. After the workshop, this figure rose to 95%. Hence, 68% of the participant who
were in the disagree category before the workshop have changed their KS level into Agree category.
3.2.1 SPSS training Result (Before and After).
Though there are 17 (5F) participants from OIDA and OSMIS, only 11 of them are able to provided their self-
evaluation results as shown below.
Before the training, only 9% of the trainees rated their level of KS as Agree while after the training this figure
rose to 80% as agree and strongly agree. It can be seen from the graph that the KS level after the training is
concentrated in Agree level which might imply that require another training focusing on other elements of the
package. The training/ workshop KS evaluation questions are appended as Annex 7.
4. Constraints The entire process was participatory in nature. Our relationship with OIDA is going well. They have
been very supportive in making their thematic experts available on meetings for the development of
the M&E system. We are continuing to have subsequent activities (baseline survey, data cleaning and
entry, analysis and reporting) with their experts. However, we have had some difficulty with a small
number of people unable to attend these meetings because they have other priority activities.
The unpredictable weather condition has also affected our progress specially the implementation
phase the M&E system, i.e. conducting the baseline survey and subsequent activities.
49%
38%
4%9%
0%0 0
20%
64%
16%
0%
10%
20%
30%
40%
50%
60%
70%
StronglyDisagree
disagree Neutral Agree Strongly Agree
Changes in level of Knowledge & Skill
Before After
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5. Lessons learned/ solutions
We have strived to get the management commitment from the OIDA side through dealing/ working
with top management level. This helped the M&E system design activity to be among the priority areas
of OIDA.
There was also flexibility from the OSMIS management side in a way that changing work locations and
schedules becoming increasingly common.
SMIS has been appreciating OIDAs challenges and has been creating a conducive environment to work
in small groups when the whole team members were not available at a time. When required and
possible, RMEE repeatedly went to OIDA to work with the available team members.
6. Next steps
Some steps are remaining to finalize the M&E system development. These are summarized in the following
table:
Table 3 Next steps
Steps Activities Responsible Remark
6 Conducting the survey RMEE/OIDA can be done excluding the efficiency assessment as it requires dry season to get reliable data
7 Data entry and analysis RMEE/OIDA can be done excluding the efficiency assessment
7 Producing Baseline Report and sharing RMEE/OIDA to be done after the data collection
4 Setting baseline and targets RMEE/OIDA Part of M&E framework
5 Developing other data collection tools RMEE/OIDA Simple forms
4 Finalizing the framework with the baseline and target values of indicators.
RMEE/OIDA The framework is waiting for the baseline and target to be finalized.
8 Finalize the M&E manual which is already at draft level.
IMEE/RMEE IMEE is the main responsible. RMEE is responsible to sketch the data flow chart and reporting schedule
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Annex 1 Capacity and Need Assessment
Concept Note for Identification mission
on
Institutional capacity assessment with respect to M&E system of Oromia Irrigation Development Authority
(OIDA)
On 1st of December 2015, a SMIS team has visited OIDA to discuss on issues related to M&E system with Ato
Samuel- deputy head. The team members were:
Mr. Robin- IMEE;
Mr. Aleazar – NMEE and
Ms. Alemnesh –RMEE
The purpose of the visit was to:
1. Assess OIDAs institutional capacity with regard to M&E and
2. Identify need for M&E system establishment.
Summary of the discussion on M&E capacity need identification of the institution
Discussion Points
From SMIS From OIDA
Do you need to expand the M&E system? Yes, M&E is very important management activity
Do you need SMIS’s support on M&E system development?
Yes, we have no standard M&E system though we plan and monitor activities just in numbers. i.e no narratives. It is important to have a systematic way of collecting data
How can we help you to support you around that?
We need manual to guide us on a step by step process especially for our 3 core processes; namely: 1/ Irrigation water supply / study & design, construction management / 2/scheme administration 3/extension / agronomic practices/
What information do the 3 core processes need to know / With what information the M&E to support them/?
We need accurate grass root level data so that we can have better judgement. We have a system to collect data i.e phones, e-mails, written report. But to have the accurate one is beyond our capacity. For example the size of the land covered, input utilized, etc always comes with +/-. For the last 10 years, we have been implementing a number of projects but we have never conducted strong M&E. Traditional irrigation by farmers by far are better than the moderns /constructed ones/. There are high skilled farmers. We have to evaluate the traditional vs the moderns to compare their impacts.
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Discussion Points
From SMIS From OIDA
If we develop an M&E system for OIDA, does it need to be linked to MoA/ MoW or any other organizations M&E system and indicators? (do you have any collaboration with MoA and MoW in terms of M&E?
We are independently running Micro, small, medium and large scale Irrigation projects. MoA is in charge of micro and small while MoW is in charge of Medium and large scales.
How many schemes per year do get into pipeline?
It depends on the financiers. However, on, average it is about 60 SSI schemes.
What information do you have now? TBD: Sunyom, the acting head for the M&E section, will coordinate about all issues
What information do you want in the future? TBD: Sunyom, the acting head for the M&E section, will coordinate about all issues
When to start the process with the workshop? TBD: Sunyom, the acting head for the M&E section, will coordinate about all issues
Who would be involved in that TBD: Sunyom, the acting head for the M&E section, will coordinate about all issues. But we need to involve experts from BoFED
Do you have enough staff/ experts in the M&E section?
No, we have only two though we could have more structurally. We have tried to get them through different mechanism, but we couldn’t get competent ones.
Having the discussion, the next step will be developing a process for moving forward. The first step in the
process for developing and implementing M&E system will be conducting a workshop to capture what
information that the M&E will provide.
Activates/ outputs to be treated under this undertaking include:
1110.2 - Conduct a Rapid Review of M&E Systems (consensus building) for OIDA
3150 - Responsible public institutions supported to monitor and evaluate performances of HHMI technologies (though this activity requires further clarification)
M&E head from OIDA and OSMIS RMEE are working on some of the preparatory works for the development of
the Framework.
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Annex 2 Information requirement
Consensus meeting on OIDA’s Information requirement
Meeting Date: Friday, December 25th
Meeting Time: 9:00am
Meeting Duration: 5 hours
Venue: OSMIS
List of Attendees:
S #
Name of participant
Sex From Position Mobile E-mail
1 Kifle Bekele M OIDA Core, Extension
0911853032 [email protected]
2 Gobena Chemeda
M “ Elec. Me. 0921071341 [email protected]
3 Abdeta Natea M “ Expert 0912230407 [email protected]
4 Abebe Merga M “ M&E expert 0911751785 [email protected]
5 Teferi Dhaba M “ Engineer 0913946250 [email protected]
6 Suniom Garomsa M “ Economist/ head M&E
0911096828 [email protected]
7 Firaol Muluneh F “ Cont. admin-Engineer
0912135622 [email protected]
8 Tewodros Gebeyehu
M “ Sr. Economist
0912233138 [email protected]
9 Yohannis Geleta M SMIS NRTL 0911981665 [email protected]
10 Alazar Tilahun M SMIS NMEE 0911605291 [email protected]
Agenda: to identify what information would help the three OIDA processes (study, design & construction;
scheme administration and extension) and sub processes do their job better.
Executive Overview: The purpose of this meeting to identify what information would help the three OIDA
processes. Based on this, small numbers indicators would be identified to capture the identified information
during the forthcoming workshop. This meeting was held in accordance of SMIS 1st year annual work plan;
activity number 1110.2
Meeting discussion:
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During the discussion, several ideas has been brainstormed. The major ones are as follows:
1. about multiple actors”: There are a number of regional organizations whose work is not under the
control of OIDA but who are critically important to its success in achieving its objectives. Therefore,
the concern from OIDA is that it might not be easy to get information with respect to project outcomes
as they are results of these organizations’ combined effort. In this regard, SMIS has identified those
organizations with whom the project interacts directly. It is revealed that efforts have being made to
create linkage among these partners. Lastly, the attendees decided to identify the information need
up to the output level and if possible, they may include the immediate outcome level.
2. about the alignment among the types of the data requirements. Current OIDAs data requirement is of
two types/ levels: management and technical. The issue raised here was as to how to align the
technical and the managerial information in the forthcoming M&E system? The reflection on this issue
was just to identify and collect all the required data and then provide as per “who needs what
information”.
3. A number of information have been identified for each of the three processes.
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Extension core Process
19
20
Scheme Admin Process
21
22
Study, Design and Construction
Process
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4. Core team, comprising of 4 persons has been established to finalize the identification of the
information need.
Meeting Decisions and action points/ plan
Decision/
Action
Expected
deliverable
Dead line for
delivery Responsibility Remark
Finalize the information identification
information requirement in a logic model
4th of January
2016
Core team Next meeting,
4th of January
2016
Reconvene to validate the finalized information need.
Full-fledged Information requirement in a logic model / preliminary Logic model/
12th of January
2016
Whole team Next meeting,
12th of January
2016
Finally, the meeting adjourned at 14:00 pm.
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Annex 3The Logic Model
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1200 1300 Quality Irrigation Alternative irrigation
Infrastructure water source developed Constructed and Quality water lifting
(new and existing) devices supplied
1100
Quality Irrigation Study
and Design
1400
Quality scheme
administration
undertaken
2100
Standard extension
manual developed,
trained and exercised
3100
Developed/Improved
irrigation agronomy
package distributed and
trained
4100
Agricultural technology input
supply, distribution and
utilization facilitation
strengthen
4200
Strengthen the
technical support on
distributed
technologies and
inputs
1101
Training on irrigation study,
design and construction
management
1201
Contract
management
1301
Identifying alternative
irrigation water
resource techoniligy
1401
Scheme take-over/
hand-over
2101
Inventory of existing
extension manuals
3101
Assessment and
identification of best
practices
4101
Creating demand for
agricultural input and
technology
4201
Demonstrate
technologies on FTC s
and farmers field
Adequate budget
Skilled man power
Office facilities
Logistic
Agricultural farm inputs
Water Pumps
2102
Conducting review
and situational
analysis of the
manuals
3102
Collecting and compile
best agronomy practice
4102
Collecting data on the created
demand
1402
Training on O&M of
irrigation scheme
4202
Experience sharing/
exchange on
demonstrated
technologies
1202
Construction
supervision
1302
Developing Standard
design
1102
Data Collection (surveying,
Agronomy, Soil, Geology,
Hydrology, Watershed, Socio-
economy, EIA, Engineering,
Community)
4203
Follow-up the
scaling-up and
demonstration of the
technology
2103
Develop/improve
irrigation extension
manual
3103
Analyzing and
interpreting best
practice package
4103
Endorsement of the demand
at different levels
1203
As built drawing,
O&M development
and scheme transfer
1303
Standard water lifting
device identification
and promotion
1403
Implementation of
water scheduling
1103
Data Analysis
1304
Providing technical
assistance for
beneficiaries and
supervision
2104
Provide training on
developed manual
and disseminate
3104
Provide training on
technology package
manual
4104
Transfer the compiled
demand, communicate and
follow-up the supply of inputs
from legal registered suppliers
1404
Planning periodic/
routine facility
supervision
1104
Document Preparation
1105
Review and approval of
prepared document
26
Annex 4 Indicators
Data Collection Tool Indicators Measured Comments
Zone Annual Report - Extension
A. Total production for irrigated crops B. Average yield per hectare for irrigated crops (MHH/FHH) 3000c. Average yield per hectare for main agronomic packages, by package (MHH/FHH) 4100a. Amount of input demand created, by type (seed, fertilizer, chemical)
Already exists
Zone Annual report - Scheme admin
1000a. Average % of irrigated command area per scheme receiving water in new modern/old modern (greater than 5 year old) schemes 1000b. % of schemes delivering 100% of water for whole system in new modern/old modern schemes
Already exists
Zone Quarterly Report – extension
2000b. # of new farmers (MHH/FHH/WMHH) receiving irrigated extension 4000b. % of farmers (MHH/FHH) utilizing minimum technology package per hectare 1300a. # of alternative water sources developed for micro-irrigation by type 1300b. # of water lifting devices supplied by type 3100e. # of farmers supported (MHH/FHH/FIMHH) on agronomy packages 4200a. # of irrigation technologies demonstrated on FTCs 4200b. # of irrigation best practices scaled out from model farmers 4200c. % of irrigated farmers (MHH/FHH/FIMHH) supported on the distributed technologies and inputs for irrigation
Already exists
Zone monthly reports 2100c. # of SMS and DAs trained on extension manual through ToT 2100d. # of model farmers (m/f) trained on extension manual 3100c. # of SMS and DAs trained on agronomy packages 3100d. # of model farmers trained (m/f) on agronomy packages
Already exists
Regional extension training reports
2100c. # of SMS and DAs trained on extension manual through ToT 3100c. # of SMS and DAs trained on agronomy packages
Already exists
27
Data Collection Tool Indicators Measured Comments
Farm survey on selected schemes
B. Average yield per hectare for irrigated crops (MHH/FHH) C. Average % of irrigated area used for market-oriented crops (MHH/FHH) D. % of market-oriented crops rejected by traders (MHH/FHH) 2000a. Level of satisfaction of farmers (MHH/FHH/FIMHH) with extension service delivered 3000a. % of farmers (MHH/FHH) using irrigated agronomy packages productivity) 3000c. Average yield per hectare for main agronomic packages, by package (MHH/FHH) 4000a. % of requested inputs supplied by supply organizations on-time (before irrigation season) 4000b. % of farmers (MHH/FHH) utilizing minimum technology package per hectare 5000a. % of farmers (MHH/FHH/FIMHH) receiving advice on crop selection based upon market forecast 1400c. % of schemes implementing water schedule as planned 1400e. Satisfaction of farmers (MHH/FHH/FIMHH) with irrigated water delivery 4200c. % of irrigated farmers (MHH/FHH/FIMHH) supported on the distributed technologies and inputs for irrigation
To be developed To be completed after each irrigation season
Verification Assessment on selected schemes
1000a. Average % of irrigated command area per scheme receiving water in new modern/old modern (greater than 5 year old) schemes 1000b. % of schemes delivering 100% of water for whole system in new modern/old modern schemes
To be developed To be completed once during irrigation season
Efficiency assessment on selected schemes – 2 times per irrig season
1000c. % efficiency of scheme (water conveyance and distribution) for modern and traditional schemes 3000b. Yield per cubic metre of water at farm gate for selected packages (water productivity)
To be developed To be completed twice during irrigation season
Inspection of selected schemes
1200b. % of completed schemes which meet quality standards To be developed To be completed once during irrigation season
Water user association assessment tool
1400c. % of schemes implementing water schedule as planned 1400d. % of water user associations with ability to manage scheme operations and maintenance
To be developed To be completed once during irrigation season
28
Data Collection Tool Indicators Measured Comments
Document review by OIDA ADPLAC regional focal person
5000b. # of planned agenda brought to ADPLAC 5000c. # of planned agenda being addressed or solved by ADPLAC 5000d. % of joint planned activities with PIs completed 5100a. # of coordination forums held per year 5100b. # of joint plans developed with PIs (government and non-governmental)
Already exists Need form to capture
Document review by region and zone design and study team
1100a. # of pre-feasibility studies completed 1100b. % of pre-feasibility studies approved based upon OIDA study and design technical guidelines including EIA and watershed-based approach 1100c. # of feasibility/detailed design studies completed 1100d. % of feasibility/detailed design studies approved based upon OIDA study and design technical guidelines including EIA and watershed-based approach
Already exists Need form to capture
Document review by region and zone construction and contract admin
1200a. # of infrastructure constructed by scale (small, medium, large) and new/rehabilitated scheme 1200c. % of schemes which are completed on-time 1200d. % of schemes which are completed within 15% budget variation 1200e. % of schemes transferred to community upon initial completion (no rejection) 1400a. # of traditional schemes with O&M document developed 1400b. # of O&M documents adapted for older modern schemes with no existing O&M document
Already exists Need form to capture
Document review by regional extension
2100a. Standard extension manual developed/revised 2100b. Training materials developed/ revised to extend manual throughout OIDA system 3100a. # of agronomy packages developed/revised 3100b. % of agronomy packages with training materials 4000a. % of requested inputs supplied by supply organizations on-time (before irrigation season) 4100a. Amount of input demand created, by type (seed, fertilizer, chemical) 5100c. OIDA with the concerned PIs develops crop recommendation document based on provided market forecast 4200d. # of farmers using IVR for irrigation
Already exists Need form to capture
29
Annex 5 Monitoring & Evaluation Framework
Indicators Baseline Target Data Sources Collection
Methods
Frequency Responsibility
Intermediate Outcome
Increased quality of irrigated crops production and productivity
A. Total production for irrigated crops
Zone Irr. Dev. & Ext. Zone annual report
Annual Extension
B. Average yield per hectare for irrigated crops (MHH/FHH)
Zone Irr. Dev. & Ext. Farmers (MHH/FHH) in selected schemes
Zone annual report Survey
Annual Per Irrig season
Extension Survey team – Irr. Dev. & Ext. and Planning
C. Average % of irrigated area used for market-oriented crops (MHH/FHH)
Farmers (MHH/FHH) in selected schemes
Survey Per Irrig season
Survey team – Irr. Dev. & Ext. and Planning
D. % of market-oriented crops rejected by traders (MHH/FHH)
Farmers (MHH/FHH) in selected schemes
Survey Per Irrig season
Survey team – Irr. Dev. & Ext. and Planning
Immediate Outcomes
1000. Sufficient and sustainable irrigation water supplied
1000a. Average % of irrigated command area per scheme receiving water in new modern/old modern (greater than 5 year old) schemes
Zone scheme administration Selected schemes
Zone annual report Verification assessment
Per irrig season Per irrig season
Scheme administration Survey team – Scheme and Irr. Dev. & Ext.
30
Indicators Baseline Target Data Sources Collection
Methods
Frequency Responsibility
1000b. % of schemes delivering 100% of water for whole system in new modern/old modern schemes
Zone scheme administration Selected schemes
Zone annual report Verification assessment
Per irrig season Per irrig season
Planning Dept Survey team – Scheme and Irr. Dev. & Ext
1000c. % efficiency of scheme (water conveyance and distribution) for modern and traditional schemes
Selected schemes Efficiency assessment
2 times per irrig season
Zone scheme administration
2000. Improved irrigation extension service delivery
2000a. Level of satisfaction of farmers (MHH/FHH/FIMHH) with extension service delivered
Farmers (MHH/FHH/FIMHH) in selected schemes
Survey Annual Survey team – Irr. Dev. & Ext. and Planning
2000b. # of new farmers (MHH/FHH/WMHH) receiving irrigated extension
Zone OIDA Quarterly Report
Annual Irr. Dev. & Ext.
3000. Improved irrigated agronomy
3000a. % of farmers (MHH/FHH) using irrigated agronomy packages
Farmers (MHH/FHH) in selected schemes
Survey Annual Survey team – Irr. Dev. & Ext. and Planning
3000b. Yield per cubic metre of water at farm gate for selected packages (water productivity)
Selected schemes Efficiency assessment Farm survey (yields)
2 times per irrig scheme Per irrig season
Zone scheme administration Survey team – Irr. Dev. & Ext. and Planning
31
Indicators Baseline Target Data Sources Collection
Methods
Frequency Responsibility
3000c. Average yield per hectare for main agronomic packages, by package (MHH/FHH)
Zone Irr. Dev. & Ext Farmers (MHH/FHH) in selected schemes
Zone annual report Survey
Annual Per Irrig season
Extension Dept Survey team – Irr. Dev. & Ext. and Planning
4000. Improve the delivery and utilization of agronomic technology (seed, fertilizer, pesticide) for irrigated agriculture
4000a. % of requested inputs supplied by supply organizations on-time (before irrigation season)
Unions/Zone BoA Farmers (MHH/FHH) in selected schemes
Survey Report Survey
Annual Per Irrig season
Extension Dept Survey team – Irr. Dev. & Ext. and Planning
4000b. % of farmers (MHH/FHH) utilizing minimum technology package per hectare
Zone OIDA Farmers (MHH/FHH/FIMHH) in selected schemes
Quarterly Report Survey
Annual Per Irrig season
Extension Dept Survey team – Irr. Dev. & Ext. and Planning
5000. Strengthen institutional linkages
5000a. % of farmers (MHH/FHH/FIMHH) receiving advice on crop selection based upon market forecast
Farmers (MHH/FHH/FIMHH) in selected schemes
Survey Per Irrig season
Survey team – extension and planning
5000b. # of planned agenda brought to ADPLAC
OIDA ADPLAC regional focal person
Document review
Annual Planning
5000c. # of planned agenda being addressed or solved by ADPLAC
OIDA ADPLAC regional focal person
ADPLAC documents
Annual Planning
5000d. % of joint planned activities with PIs completed
OIDA ADPLAC regional focal person
ADPLAC documents
Annual Planning
32
Indicators Baseline Target Data Sources Collection
Methods
Frequency Responsibility
Outputs
1100 Quality irrigation study and design
1100a. # of pre-feasibility studies completed
Region and zone study and design team
Review of pre-feasibility studies
Annual Study and design
1100b. % of pre-feasibility studies approved based upon OIDA study and design technical guidelines including EIA and watershed-based approach
Region and zone study and design team
Appraisal form for pre-feasibility studies
Annual Study and design
1100c. # of feasibility/detailed design studies completed
Region and zone study and design team
Review of feasibility studies
Annual
Study and design
1100d. % of feasibility/detailed design studies approved based upon OIDA study and design technical guidelines including EIA and watershed-based approach
Region and zone study and design team
Appraisal form for feasibility studies
Annual Study and design
1200 Quality irrigation infrastructure constructed (new and existing
1200a. # of infrastructure constructed by scale (small, medium, large) and new/rehabilitated scheme
Region and zone construction, supervision and contract admin
Handover documents
Annual Construction, supervision and contract admin
1200b. % of completed schemes which meet quality standards
Selected schemes Inspection Annual Inspection team- scheme, contract admin, comm
1200c. % of schemes which are completed on-time
Completion report Document review
Annual Construction, supervision and contract admin
33
Indicators Baseline Target Data Sources Collection
Methods
Frequency Responsibility
1200d. % of schemes which are completed within 15% budget variation
Completion report Document review
Annual Construction, supervision and contract admin
1200e. % of schemes transferred to community upon initial completion (no rejection)
Completion report Document review
Annual Construction, supervision and contract admin
1300 Alternative irrigation water sources developed and quality water lifting devices supplied
1300a. # of alternative water sources developed for micro-irrigation by type
Zone Irr. Dev. & Ext Quarterly report
Annual Irr. Dev. & Ext.
1300b. # of water lifting devices supplied by type
Zone Irr. Dev. & Ext Quarterly report
Annual Irr. Dev. & Ext.
1400 Quality scheme administration undertaken
1400a. # of traditional schemes with O&M document developed
Zone scheme administration
Annual report Annual Scheme Administration
1400b. # of O&M documents adapted for older modern schemes with no existing O&M document
Zone scheme administration
Annual report Annual Scheme Administration
1400c. % of schemes implementing water schedule as planned
Water user groups and farmers (MHH/FHH) in selected schemes
Water user association assessment tool Survey for farmers
Per Irrig season
Survey team – scheme and community Survey team – Irr. Dev. & Ext. and Planning
34
Indicators Baseline Target Data Sources Collection
Methods
Frequency Responsibility
1400d. % of water user associations with ability to manage scheme operations and maintenance
Water user groups Water user association assessment tool
n/a for Y1 Per Irrig season
Survey team – scheme and community Survey team – Irr. Dev. & Ext. and Planning
1400e. Satisfaction of farmers (MHH/FHH/FIMHH) with irrigated water delivery
Farmers (MHH/FHH/FIMHH)
Survey Annual Survey team – Irr. Dev. & Ext. and Planning
2100 Standard extension manual developed and trained
2100a. Standard extension manual developed/revised
Region Irr. Dev. & Ext.
Document review of manual
Annual until completed
Irr. Dev. & Ext.
2100b. Training materials developed/ revised to extend manual throughout OIDA system
Region Irr. Dev. & Ext.
Document review of training materials
Annual until completed
Irr. Dev. & Ext.
2100c. # of SMS and DAs trained on extension manual through ToT
Region and zone Irr. Dev. & Ext training reports
Training report/ monthly report
Annual Irr. Dev. & Ext.
2100d. # of model farmers (m/f) trained on extension manual
Zone Irr. Dev. & Ext training reports
Training report/ monthly report
Annual Irr. Dev. & Ext.
3100 Developed/ improved irrigation agronomy packages
3100a. # of agronomy packages developed/revised
Region Irr. Dev. & Ext
Document review
Annual Irr. Dev. & Ext.
3100b. % of agronomy packages with training materials
Irr. Dev. & Ext Document review
Annual Irr. Dev. & Ext.
35
Indicators Baseline Target Data Sources Collection
Methods
Frequency Responsibility
distributed and trained
3100c. # of SMS and DAs trained on agronomy packages
Region and zone Irr. Dev. & Ext training reports
Training report/ monthly report
Annual Irr. Dev. & Ext.
3100d. # of model farmers trained (m/f) on agronomy packages
Zone Irr. Dev. & Ext training reports
Training report/ monthly report
Annual Irr. Dev. & Ext.
3100e. # of farmers supported (MHH/FHH/FIMHH) on agronomy packages
Zone Irr. Dev. & Ext training reports
Quarterly report
Annual Irr. Dev. & Ext.
4100 Agricultural supply and distribution facilitation strengthened
4100a. Amount of input demand created, by type (seed, fertilizer, chemical)
Zone Irr. Dev. & Ext and Community
Planning document Annual report
Annual Irr. Dev. & Ext.
4200 Strengthen the technical support on distributed technologies and inputs for irrigation (seed, fertilizer, chemical, others)
4200a. # of irrigation technologies demonstrated on FTCs
Zone Irr. Dev. & Ext. Quarterly report
Annual Irr. Dev. & Ext.
4200b. # of irrigation best practices scaled out from model farmers
Zone Irr. Dev. & Ext Quarterly report
Annual Irr. Dev. & Ext.
4200c. % of irrigated farmers (MHH/FHH/FIMHH) supported on the distributed technologies and inputs for irrigation
Zone Irr. Dev. & Ext Farmers (MHH/FHH)
Quarterly report Survey
Annual Annual
Irr. Dev. & Ext. Survey team - Irr. Dev. & Ext. and Planning
4200d. # of farmers using IVR for irrigation
Call log reports Document review
Annual Irr. Dev. & Ext.
36
Indicators Baseline Target Data Sources Collection
Methods
Frequency Responsibility
5100 Institutional linkages fully operational
5100a. # of coordination forums held per year
OIDA ADPLAC regional focal person
ADPLAC documents
Annual Planning
5100b. # of joint plans developed with PIs (government and non-governmental)
OIDA ADPLAC regional focal person
ADPLAC documents
Annual Planning
5100c. OIDA with the concerned PIs develops crop recommendation document based on provided market forecast
Market SMS within Regional Extension
Document review
Annual Irr. Dev. & Ext.
37
Annex 6 Data collection Tools
Annex 6.1 Farm Survey Questionnaire
Code: Farm Survey 2016, ID _______ OROMIA IRRIGATION DEVELOPMENT AUTHORITY
Survey Questionnaire for Irrigation Water User Farmers, 2016
The following survey checklist is a product of joint endeavors by relevant experts from OIDA and SMIS
Project. The goal of OIDA is to increase the production and productivity of irrigated crops. It is activities are
being implemented in almost all zones with different coverage with a total number of 612 schemes in 18
Zones.
This survey checklist is mainly focused on _________________________ scheme in
_________________district of __________________zone.
In case there is any need of enquiry regarding this survey, please contact the Planning, Budgeting and
Monitoring & Evaluation (PB and M & E) department of OIDA through Telephone number: 011 126 2241.
Objective: the main objective of this baseline survey is to gather baseline data for M & E system which is helpful
for performance indicators that assist the development of data base for baseline and subsequent management
interventions.
Unit of Analysis: In technical terms the unit of analysis is at household level
Sampling method and sample size: It is suggested that the farmer survey sample size for baseline data
should be based on the actual capacity of this project.
Proper sampling method should be used as per the need and the nature of the population
The sample size may range from 5 to 20 % of the total population
For the selected sample size 30% should be FHH and the remaining will be MHH, when available.
Remarks
Do not survey any farmers working only on rain fed agriculture within the command area.
Attention should be given to survey both male and female households. If only a male or female farmer
is available, take whichever is available. If both male and female farmers are available, choose the
female farmer the first time this happens, then a male farmer the next time, alternating to ensure
you get a similar proportion of male and female farmers in the overall sample.
01-Frm-
Survey
38
Explain to farmers that you work for an irrigation project and you are doing a short survey to improve
irrigation performance in Ethiopia.
As a guarantee of confidentiality, tell them that you would like to ask them a short set of questions
to help SMIS project broadly understand the environment of the irrigation system in which farmers
are targeting.
Tell them that their response will only be used for survey purposes.
Request the farmers (respondents) to provide their honest opinion.
Thank them for their time and suggestions.
Section A: General Data
Response code Response options code _______________
A01 Zone
A02 District _______________
A03 Kebele _______________
A04 Scheme
A05 Duration for Interview ____ hr.:______ min
Section B: Demographic data
B01 Name of Respondent ______________
B02 Respondent’s sex 1 = Male; 2 = Female _____________
B03 Respondent’s age ____________
B04 Household/ Family Size _____________
B06 Type of Household How 1 = Male Headed /MHH/
2= Female headed /FHH/
3 = Female in male Household /FIMHH/
_____________
B061 Other__________
B07 How many hectares are irrigable under the command area?
_______________
B08 much area is currently irrigated?
_______________
39
Section C: Yields per ha for each Crops (Indicators B, C, D & 3000c)
No. Crop
C01. How many hectare of land Cultivated per crop
type per irrigation season in 2015/16
C02. How many hectare of land used for market oriented
crops per crop type in 2015/16
C03.How many quintals of irrigated crops yield
do you get per crop type per irrigation round in 2015/16
C011. Irrigation 1st round
C012. Irrigation 2nd round
C021. Irrigation 1st round
C022 Irrigation 2nd round
C031.Irrigation 1st round
C032.Irrigation 2nd round
1 Tomato C0111___________
C0121__________
C0211_________
C0221__________
C0311_______
C0321_________
2 Potato C0112__________
C0122__________
C0212_________
C0222__________
C0312_______
C0322_________
3 Pepper C0113_________
C0123__________
C0213_________
C0223__________
C0313_______
C0323_________
4 Cabbage C0114_________
C0124__________
C0214_________
C0224__________
C0314_______
C0324_________
5 Carrot C0115_________
C0125__________
C0215_________
C0225__________
C0315_______
C0325_________
6 Onion C0116_________
C0126__________
C0216_________
C0226__________
C0316_______
C0326_________
7 Beetroot C0117_________
C0127__________
C0217_________
C0227__________
C0317_______
C0327_________
8 Maize C0118_________
C0128__________
C0218_________
C0228__________
C0318_______
C0328_________
9 Green bean C0119_________
C0129__________
C0219_________
C0229__________
C0319_______
C0329_________
10 Avocado C01110_________
C01210__________
C02110_________
C02210__________
C03110_______
C03210_________
11 Papaya C01111_________
C01211__________
C02111_________
C02211__________
C03111_______
C03211_________
12 Mango C01112_________
C01212__________
C02112_________
C02212__________
C03112_______
C03212_________
13 Apple C01113_________
C01213__________
C02113_________
C02213__________
C03113_______
C03213_________
40
No. Crop
C04.Quantity of products/yield/ fitting to the
market requirement per crop type per
irrigation season in 2015/16
C05. Quantity of products/yield/ not
fitting to the market requirement per
crop type per irrigation season in
2015/16
C041. Irrigation 1st
round
C042. Irrigation 2nd
round
C051. Irrigation 1st
round
C052. Irrigation
2nd round
1 Tomato C0411_______ C0421_______ C0511______ C0521_______
2 Potato C0412_______ C0422_______ C0512______ C0522_______
3 Pepper C0413_______ C0423_______ C0513______ C0523_______
4 Cabbage C0414_______ C0424_______ C0514______ C0524_______
5 Carrot C0415_______ C0425_______ C0515______ C0525_______
6 Onion C0416_______ C0426_______ C0516______ C0526_______
7 Beetroot C0417_______ C0427_______ C0517______ C0527_______
8 Maize C0418_______ C0428_______ C0518______ C0528_______
9 Green bean C0419_______ C0429_______ C0519______ C0529_______
10 Avocado C04110_______ C04210_______ C05110______ C05210_______
11 Papaya C04111_______ C04211_______ C05111______ C05211_______
12 Mango C04112_______ C04212_______ C05112______ C05212_______
13 Apple C04113_______ C04213_______ C05113______ C05213_______
41
Section D: Minimum package and extension service (indicator 3000a)
D01 Do you use agronomic
package?
1 = yes
2 = No
_____________
D02. If yes, please mention the type of technology used per crop type listed below
No Crop
D02-D07.Type of irrigation agronomy package utilized (Ind.4000b)
D02. Type of fertilizer
used
D03. Amount of
fertilizer in kg
D04. types of seeds
used
D05. Methods of
Irrigation employed
D06. Ploughing frequency
D07. Integrated
pest management
1=urea 2=NPS 3=blend 4=organic 5=DAP 6=Urea +DAP
1=improved 2=local seed
1=flooding 2=furrow 3=basin 4=Ring 5=Drip
1 = once 2 = twice 3 = three times 4 = more
1= used 2 = Not used
1 Tomato D021_____ D031_____ D041_____ D051_____ D061_____ B071_____
2 Potato D022_____ D032_____ D042_____ D052_____ D062_____ B072_____
3 Pepper D023_____ D033_____ D043_____ D053_____ D063_____ B073_____
4 Cabbage D024_____ D034_____ D045_____ D054_____ D064_____ B074_____
5 Carrot D025_____ D035_____ D046_____ D055_____ D065_____ B075_____
6 Onion D026_____ D036_____ D047_____ D056_____ D066_____ B076_____
7 Beetroot D027_____ D037_____ D048_____ D057_____ D067_____ B077_____
8 Maize D028_____ D038_____ D049_____ D058_____ D068_____ B078_____
9 Green bean D029_____ D039_____ D0410_____ D059_____
D069_____ B079_____
10 Avocado D0210_____ D0310_____ D0411_____ D0510_____ D0610_____ B0710_____
11 Papaya D0211_____ D0311_____ D0412_____ D0511_____ D0611_____ B0711_____
12 Mango D0212_____ D0312_____ D0413_____ D0512_____ D0612_____ B0712_____
13 Apple D0213_____ D0313_____ D0414_____ D0513_____ D0613_____ B0713_____
D08. Do you get any support from District (Woreda) expert or DA on how to use irrigation technologies
(Improved seeds, fertilizer, chemicals and pumps)? (+4200c)
1= yes 2= No
42
D09. If no, why? _________________________________________________________________
D10. Do you get enough extension services (Improved seeds, fertilizer supply, chemicals, pumps, technical
support and experience sharing) on irrigation activities? (Indi. 2000a)
1= yes 2= No
D11. If no, why? _________________________________________________________________
D12. If yes, what is your level of satisfaction with the extension service provided?
1. Very satisfied
2. Satisfied
3. Medium
4. Dissatisfied
5. If 3 and 4, Why? _____________________________________________________
D13. Do you get water lifting device?
1 = Yes 2 = No
D14. If no, Why? _______________________________________________
____________________________________________________________________
D15. If yes, what is the level of your satisfaction with the supplied water lifting devices? (Indi. 4200c)
1. Very satisfied
2. Satisfied
3. Medium
4. Dissatisfied
5. If 3 and 4, Why? ____________________________________________
_____________________________________________________
D16. Do you get enough technical support on installation and the use of water lifting device?
1 = Yes 2 = No
D17. Do you get an advice on selection of market oriented crops? (Ind. 5000a)
1 = Yes 2 = No
43
D18. If no, why? _______________________________________
Section E: Water User
E01. Do you get irrigation water according the proposed schedule? (Ind.1400c)
1 = Yes 2 = No
E02. If no, Why? ____________________________________________________________
______________________________________________________________________
E03. Is the quantity of water enough?
1 = Yes 2 = No
E04. If no, what is the reason? ________________________________________________________
____________________________________________________________________
E05. What is your level of satisfaction on irrigation water supply/schedules? (1400E)
1. Very satisfied
2. Satisfied
3. Neutral
4. Dissatisfied
5. Very Dissatisfied
6. If 4 and 5, Why? _____________________________________________________
F. Comments
F1. Other Comments by respondent ____________________________________
______________________________________________________________________________
We would like to thank you for your time and suggestion. Your information will be kept confidential.
Completed by (enumerator’s name) ____________________________ Signature _________ Date________
Checked and approved by (supervisor name)____________________ Signature ___________ date ________
44
Annex 6.2 Verification Assessment
Code: Verification Assessment, 2016, ID _______ OROMIA IRRIGATION DEVELOPMENT AUTHORITY
Survey Checklist for Verification Assessment on Irrigation Schemes, 2016
The following survey checklist is a product of joint endeavors by relevant experts from OIDA and SMIS
Project. The goal of OIDA is to increase the production and productivity of irrigated crops. It is activities are
being implemented in almost all zones with different coverage with a total number of 612 schemes in 18
Zones.
This survey checklist is focused on _________________________ scheme in _________________district of
__________________zone.
In case there is any need of enquiry regarding this survey, please contact the Planning, Budgeting and
Monitoring & Evaluation (PB and M & E) department of OIDA through Telephone number: 011 126 2241.
Objective: the main objective of this baseline survey is to gather baseline data for M & E system which is helpful
for performance indicators that assist the development of data base for baseline and subsequent management
interventions.
Instruction: Fill the following questions.
Section A: General Data
Conduct the assessment at the following administrative entities.
A01 Zone
A02 District _______________
A03 Kebele _______________
A04 Scheme
A05 Duration for Inspection ____ hr.: ______min
Section B verification Assessment
(Indicator 1000a)
B01. How old is the scheme?
1 = 0-5 years (New modern)
2 = >5 years (Old modern)
B02. If it is 0- 5 years old, what is the total command area of the scheme (ha)?_______________
02-Ver.
Assess’t
45
B03. Is the scheme providing irrigation water for all the command area?
1 = Yes 2 = No
B04. If no, estimate the area of the irrigated command area getting water (Ha)?
B11. If no, what are the reasons?
_________________________________________________________________________________________
___________________________________________________________________
B05. If it is greater than 5 years old: What is the total command area of the scheme (ha)?
_________________
B06. Is the scheme providing irrigation water for all the command area?
1 = Yes 2 = No
B07. If no, estimate the area of the irrigated command area getting water (Ha)?
____________
B11. If no, what are the reasons?
_________________________________________________________________________________________
___________________________________________________________________
(Indicator 1000b)
B09. How many schemes are there in operations for the following years (Indicator 1000b?)
1 = 0-5 years (new modern)
2 = >5 years (old modern)
B10. If it is less than 5 years old, does the scheme fully get water?
1 = Yes 2 = No
B11. If no, what are the reasons?
_________________________________________________________________________________________
_________________________________________________________________________________________
_________________________________________________________________________________________
_____________________________________________
B12. If it is older than 5 years, does the scheme fully get water?
1 = Yes 2 =No
46
B13. If no, what are the reasons?
_________________________________________________________________________________________
_________________________________________________________________________________________
________________________________________________________
C. Comments
C1. Other Comments by respondent ____________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
We would like to thank you for your time and suggestion. Your information will be kept confidential.
Completed by (enumerator’s name) _____________________ Signature _______ Date________
Checked and approved by (supervisor name) ______________ Signature ______ date ________
47
Annex 6.3 Efficiency Assessment
Code: Efficiency Assessment 2016, ID _______
OROMIA IRRIGATION DEVELOPMENT AUTHORITY
Survey Checklist for Efficiency Assessment on SSI Schemes, 2016
The following survey checklist is a product of joint endeavors by relevant experts from OIDA and SMIS
Project. The goal of OIDA is to increase the production and productivity of irrigated crops. It is activities are
being implemented in almost all zones with different coverage with a total number of 612 schemes in 18
Zones.
This survey checklist is mainly focused on _________________________ scheme in
_________________district of __________________zone.
In case there is any need of enquiry regarding this survey, please contact the Planning, Budgeting and
Monitoring & Evaluation (PB and M & E) department of OIDA through telephone number: 011 126 2241.
Objective: the main objective of this baseline survey is to gather baseline data for M & E system which is helpful
for performance indicators that assist the development of data base for baseline and subsequent management
interventions.
Unit of Analysis: At scheme level
Instruction: Fill the following questions.
03-Eff-
Assess’t
48
Section A: General Data
Conduct the assessment at the following administrative entities.
A01 Zone ___________________
A02 District _______________
A03 Kebele _______________
A04 Scheme
A05 Duration for Inspection _______ hr, ____ min.
Section B: Water Conveyance efficiency for main canal and secondary canal (Indicator 1000c)
B01. What is the design capacity of discharge rate of the main canal at the intake (L/S)? __________
B02. What is the current discharge rate of the main canal at the intake (L/S)/ ___________
B03. What is the current discharge at the end of the main canal (L/S)? ______________
B02. What is the current discharge rate of the secondary canal at the inlet (L/S)? (optional)_________
B03. What is the current discharge at the end of the secondary canal (L/S)? (optional) ________
Section C: Water Productivity (Ind. 3000b)
No. Crop C01.Irrigated area (Ha)
C02. Crop Water Requirement. m
C03. Volume of water
(m3)
C04. Total production
(quintal)
C05. Yield/Volume
(C04/C03)
1 Tomato C011________
_
C021__________ C031______
_
C041_______ C051 _______
2 Potato C012________
_
C022__________ C032______
_
C042_______ C052_______
3 Pepper C013________
_
C023__________ C033______
_
C043_______ C053 _______
4 Cabbage C014________
_
C024__________ C034______
_
C044_______ C054 _______
5 Carrot C015________
_
C025__________ C035______
_
C045_______ C055_______
6 Onion C016________
_
C026__________ C036______
_
C046_______ C056 _______
7 Beetroot C017________
_
C027__________ C037______
_
C047_______ C057 _______
8 Maize C018________
_
C028__________ C038______
_
C048_______ C058 _______
9 Green bean C019________
_
C029__________ C039______
_
C049_______ C059 _______
10 Avocado C0110_______
__
C0210__________ C0310_____
__
C0410______
_
C0510_______
11 Papaya C0111_______
__
C0211__________ C0311_____
__
C0411______
_
C0511_______
12 Mango C0112_______
__
C0212__________ C0312_____
__
C0412______
_
C0512_______
13 Apple C0113_______
__
C0213__________ C0313_____
__
C0413______
_
C0513_______
49
Section D: Comments
D01. Other Comments by enumerator ____________________________________
________________________________________________________________________
Completed by (enumerator’s name) ___________________ Signature _________ Date________
Checked and approved by (supervisor name) ______________Signature _______ date ________
50
Annex 6.5 Inspection Checklist
Code: Inspection 2016, ID _______
OROMIA IRRIGATION DEVELOPMENT AUTHORITY
Survey Checklist for Inspection Assessment on SSI Schemes, 2016
The following survey checklist is a product of joint endeavors by relevant experts from OIDA and SMIS
Project. The goal of OIDA is to increase the production and productivity of irrigated crops. It is activities are
being implemented in almost all zones with different coverage with a total number of 612 schemes in 18
Zones.
This survey checklist is focused on _________________________ scheme in ______________ district of
__________________zone.
In case there is any need of enquiry regarding this survey, please contact the Planning, Budgeting and
Monitoring & Evaluation (PB and M & E) department of OIDA through Telephone number: 011 126 2241.
Objective: the main objective of this baseline survey is to gather baseline data for M & E system which is helpful
for performance indicators that assist the development of data base for baseline and subsequent management
interventions.
Unit of Analysis: At scheme level.
Instruction: Fill the following questions.
04-
Inspec.
51
Section A: General Data
Conduct the assessment at the following administrative entities.
A01 Zone
A02 District _______________
A03 Kebele _______________
A04 Scheme
A05 Duration for Inspection _____hr.: ___min
Section B: Scheme Quality (indicator 1200b)
B01. Was the scheme design improved?
1 = yes 2 = No
B02. Was the design amended during construction?
1 = yes 2 = No
B03. If yes, indicate the main design modified for redesign.
1. Lined main canal (MC):
2. Earthen main canal (MC)
3. Others structures, Specify _____________________________________
B04. Regarding its hydrology, is the intake opening enough for the design discharge?
1 = yes 2 = No
If no, why? -------------------------------
B05. Was the main canal constructed according to the design?
1= yes 2 = No
If no, why? -------------------------------
B06. Was the earth canal constructed according to the design?
1 = yes 2 = No
If no, why? -------------------------------
B07. Was their material inspected during construction?
1 = yes 2 = No
If no, why? -------------------------------
B08. If yes, then which material was inspected during construction?
1. stone
2. Sand
3. Cement
B09. Regarding its environmental impact, was the mitigation measures seriously considered?
1 = Yes 2 = No
52
B10. If no, why?
1. On the Headwork _____________________________________________________
2. On the Command area _________________________________________________
3. On the Watershed ____________________________________________________
B11. Was the scheme participatory during the following project stages?
1 = Yes 2 = No
B12. If yes, on what stages?
1. Study
2. Supervision
3. Construction
4. Handover
B13. What was the contract period of the project (month)? ___________
1. How long it took to be completed (months)? ________
2. Delay in months, if any? _________
B14. If 2, why? ------------------------------------------------------------------------------------
B15. Regarding its WUA, do you apply water scheduling?
1 = Yes 2 = No
B16. If no, why not? ---------------------------------------------------------------------------------------------------------------
B17. If yes, in how many day intervals you get water? ------------------------------------ ------------------------------
--------------------------------------------------------------------------------
C. Comments
C1. Other Comments by respondent ____________________________________
________________________________________________________________________
We would like to thank you for your time and suggestion. Your information will be kept confidential.
Completed by (enumerator’s name) ____________________ Signature ________ Date________
Checked and approved by (supervisor name) _____________Signature ________ date ________
53
Annex 6.5 WUA Assessment Questionnaire
Code: WUA Survey, 2016, ID _______
OROMIA IRRIGATION DEVELOPMENT AUTHORITY
Survey Checklist for Irrigation Water Users’ Association, 2016
The following survey checklist is a product of joint endeavors by relevant experts from OIDA and SMIS
Project. The goal of OIDA is to increase the production and productivity of irrigated crops. It is activities are
being implemented in almost all zones with different coverage with a total number of 612 schemes in 18
Zones.
This survey checklist is mainly focused on _________________________ scheme in
_________________district of __________________zone.
In case there is any need of enquiry regarding this survey, please contact the Planning, Budgeting and
Monitoring & Evaluation (PB and M & E) department of OIDA through Telephone number: 011 126 2241.
Objective: the main objective of this baseline survey is to gather baseline data for M & E system which is helpful
for performance indicators that assist the development of data base for baseline and subsequent management
interventions.
Unit of Analysis: Water user association level
Instruction:
Interview with IC/ WUA board members/ management
Undertake with 1 scheme per district
Section A: General Data
Respondent’s
code
Response options code _______________
A01 Zone
A02 District _______________
A03 Kebele _______________
A04 Name of Scheme
A05 Duration for Interview ______ hr,: _____ min
05-WUA
54
Section B: Demographic data
B01 Name of Respondent ______________
B02 Designation
B02 sex 1=Male; 2=Female ______________
B03 age ______________
B04 Name of Respondent ______________
B05 Designation of
respondent
B06 sex 1=Male; 2=Female ______________
B07 age ______________
B08 Name of Respondent ______________
B09 sex 1=Male; 2=Female ______________
B10 age ______________
Section C: Implementation of Plans (Indicator 1400c)
C01. Is the scheme providing water as planned schedule?
1 = Yes 2 = No
C02. If no, why not? _____________________________________________________
Section D: Operation& maintenance (indicator 1400d)
D01. Do you formulate internal rules and regulations for IWUA?
1 = Yes 2 = No
D02. If no, why not?
_________________________________________________________________________________________
_____________________________________
D03. If yes did the IWUA implement the rule and regulation formulated?
1 = yes 2 = No
D04. If no, why not?
__________________________________________________________________________________
________________________________________
55
D05. If yes, did you collect the fee as per the Rules & Regulations?
1 = yes 2 = No
D06. If no, why not?___________________________________________________
D07. Do you have procedures and ways to resolve conflicts on irrigation water distribution?
1 = yes 2 = No
D08. If no, why not?
________________________________________________________________________
D09. Is maintenance procedure carried out under the IC/ IWUA responsibility?
1 = Yes 2 = No
D10. If no, who is responsible?
1=District IDA
2 = OIDA
3 = others, specify ______________
D11. If yes, do you maintain it timely?
1 = Yes 2 = No
D12. If no, why not?
______________________________________________________________________________
D13. Does the IWUA implement the following activities such as;
1 = Record keeping
2 = Measuring amount of water supplied
3 = Operation of water distribution structures (gates)
4 = Resolving conflicts raised on water distribution
5 = Operation of pump (in case of water supply from a pump)
6 = Managing fuel use of the pump, if any
56
D15.Do you get any training including O & M?
1 = Yes 2 = No
D16. If yes do you think that you have got knowledge & skill from the training?
1 = Yes 2 = No
D17. Do you apply it? _______________________________________________________
1 = Yes 2. No
D18. If no, why not? ________________________________________________________________________
E. Comments
E1. Other Comments by respondent ____________________________________
_______________________________________________________________________.
We would like to thank you for your time and suggestion. Your information will be kept confidential.
Completed by (enumerator’s name) ____________________ Signature________ Date________
Checked and approved by (supervisor name) _____________ Signature _______ date ________
57
Annex 6.6 Zone/ Woreda Interview Checklist
Code: Zone and Woreda Interview 2016, ID _____
OROMIA IRRIGATION DEVELOPMENT AUTHORITY
Survey Questionnaire for Zonal and Woreda Sectors, 2016
The following survey checklist is a product of joint endeavors by relevant experts from OIDA and SMIS
Project. The goal of OIDA is to increase the production and productivity of irrigated crops. It is activities are
being implemented in almost all zones with different coverage with a total number of 612 schemes in 18
Zones.
This survey checklist is mainly focused on _________________________ scheme in
_________________district of __________________zone.
In case there is any need of enquiry regarding this survey, please contact the Planning, Budgeting and
Monitoring & Evaluation (PB and M & E) department of OIDA through Telephone number: 011 126 2241.
Objective: the main objective of this baseline survey is to gather baseline data for M & E system which is helpful
for performance indicators that assist the development of data base for baseline and subsequent management
interventions.
Instruction: Fill the following questions.
1. Name of Zone _______________
2. Name of Woreda _____________
3. Total number of Modern schemes _________, please list them in the following table as required
No Name of Scheme Name of
Kebele
Number
of WUA
Land size Potential
Beneficiaries
Actual
Beneficiaries
Potential Actual MHH FHH MHH FHH
1
2
3
4
5
06-Zone-
Woreda
58
No Name of Scheme Name of
Kebele
Number
of WUA
Land size Potential
Beneficiaries
Actual
Beneficiaries
Potential Actual MHH FHH MHH FHH
6
7
8
9
10
11
12
13
14
15
4. Amount of Input requested in kg / lit / no.
1. Improved seeds _________
2. DAP __________
3. UREA __________
4. NPS ___________
5. Agro-Chemicals in lit _________
6. Pumps ___________
5. Amount of Input received in kg and lit
1. Improved seeds _________
2. DAP __________
3. UREA __________
4. NPS ___________
5. Agro-Chemicals in lit _________
6. Pumps ___________
6. How many times you give training on different topics since 2013 /1005 E.C/? ________, please list
them in the following table.
List of Trainings No pf participants Remark
59
Comments
7. Other Comments by respondent ____________________________________
_______________________________________________________________________.
We would like to thank you for your time and suggestion. Your information will be kept confidential.
Completed by (enumerator’s name) ____________________ Signature________ Date________
Checked and approved by (supervisor name) _____________ Signature _______ date _____
60
Annex 7 Workshop/ Training Evaluation
M&E system Development Workshop Participant Evaluation form
SMIS requests your assistance in evaluating this discussion forum event. As part of this evaluation, please
provide SMIS with information about your experience. The data compiled will be used to improve future
capacity development events and facilitation processes. SMIS will be monitoring the overall effectiveness of
SMIS capacity development events.
Participant Kebele Identification Number
Name of Event M&E Workshop for OIDA
Date of Event February 5-6/2016
Region Oromia
Location where event took place Adama, Dire 2 International Hotel
Please rate your level of agreement as per the rating scale below (Likert).
The estimated time to complete this questionnaire is 20 minutes. Section A: Assessment of Learning - Knowledge and Skills Gained Please reflect on your knowledge and skills gained through this capacity development event. Rate your level of agreement using a X with each statement from two perspectives: before the event and after the event.
Before the training
Knowledge and Skills Gained
After the training
1 2 3 4 5 1 2 3 4 5
A.1 I understand how M&E framework is established (K).
A.2 I know the relationship between results statement and Indicators (K).
A.3 I can identify information needs/ indicators for results statement(S).
A.4 I can design an M&E framework for SSI and MI projects (S)
A.5 I understand the role of M&E framework (K)
1 Strongly Disagree
2 Disagree
3 Neither Disagree or Agree
4 Agree5
Strongly Agree
61
Tool Development Workshop Participant Evaluation
SMIS requests your assistance in evaluating this discussion forum event. As part of this evaluation, please
provide SMIS with information about your experience. The data compiled will be used to improve future
capacity development events and facilitation processes. SMIS will be monitoring the overall effectiveness of
SMIS capacity development events.
Participant Kebele Identification Number
Name of Event Data Collection tool Development Workshop for OIDA
Date of Event April 20/2016
Region Oromia
Location where event took place Adama, Tokuma Hotel
Please rate your level of agreement as per the rating scale below (Likert).
The estimated time to complete this questionnaire is 20 minutes. Section A: Assessment of Learning - Knowledge and Skills Gained Please reflect on your knowledge and skills gained through this capacity development event. Rate your level of agreement using a X with each statement from two perspectives: before the event and after the event.
Before the training
Knowledge and Skills Gained
After the training
1 2 3 4 5 1 2 3 4 5
A.1 I understand how to develop questions (K).
A.2 I know the relationship between indicators and questions to collect data to answer indicators (K).
A.3 I can identify questions on for indicators (S).
A.4 I can design effective questionnaire and checklists for data collection for irrigation projects (S)
A.5 I understand the role of questionnaire (K)
1 Strongly Disagree
2 Disagree
3 Neither Disagree or Agree
4 Agree5
Strongly Agree
62
SPSS Training Participant Evaluation
SMIS requests your assistance in evaluating this discussion forum event. As part of this evaluation, please provide SMIS with information about your experience. The data compiled will be used to improve future capacity development events and facilitation processes. SMIS will be monitoring the overall effectiveness of SMIS capacity development events.
Participant Kebele Identification Number
Name of Event SPSS training
Date of Event 9-11/ May 2016
Region Oromia
Location where event took place Adama
Please rate your level of agreement as per the rating scale below (Likert).
The estimated time to complete this questionnaire is 20 minutes. Section A: Assessment of Learning - Knowledge and Skills Gained Please reflect on your knowledge and skills gained through this capacity development event. Rate your level of agreement using a X with each statement from two perspectives: before the event and after the event. 1 is the lowest value; 5 is the highest value.
Before the training
Knowledge and Skills Gained After the training
1 2 3 4 5 1 2 3 4 5
A.1 I know the use of SPSS (K)
A.2 I understand how to use SPSS (K).
A.3 I can use/ operate SPSS (S).
A.4 I can summarize the interpretation of survey findings
A.5 I am acquainted with baseline report format
1 Strongly Disagree
2 Disagree
3 Neither Disagree or Agree
4 Agree5
Strongly Agree