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Designed M&E & Financial Monitoring Tools/Formats Developed & Written By Naushad Kazi Manager Monitoring, Evaluation &

Research at SAFWCO
naushad.kazi@safwco.org naushadrkazi@yahoo.com www.safwco.org Cell #00923003024090

Example- Analysis of Staff allocated Targets & against Achievements:


S# Name of Employee Designation Project Nature Nature of Project Activity e.g. Targets e.g. (July 011 to June 012 Complete achievement e.g. (July 011 to June 012) Partial achievement e.g. July 011 to June 012 Remaining Shortfall e.g. July 011 to June 012

Example- Log Book Analysis


Vehicle NO BE 0036 BE 0036 CT- 3003 Vehicle Type Jeep Jeep Carey Travel (KM) 50 N/A 290 Fuelled Liter 5 3 10 Average travelled K.M Per liter 14 12 10 Per liter cost 115.5 383.33 109 Total Cost 577.5 1150 1090 3144.5

S# 1 2 5

Date 3/9/2012 3/9/2012 3/9/2012

Nature Diesel Oil Change Petrol

EXAMPLE- Training Quality Assessment


No
1 2 3 4 5 6 7 8 9 10 11 12 13 14

Quality Assessment
Quality of sessions delivery Time Management Participants Interest Trainers concept clarity Trainees understanding Trainers Activeness Premises Cleanness Quality of Food Standards of displayed banners Training's venue Feedback Mechanism Existing knowledge of participants Training's Facilitation Skills Development Exercises

Poor

Average

Good

Very Good

Excellent

FIELD OFFICE ISSUES / OBSERVATIONS & RECOMMENDATIONS


S# 1 2 3 4 5 Issues Attendance Register & Leave file Work plan, Log book & Daily diary Meeting Minutes & its record SM Fling System Petty Cash and Stock register (Dead stock and consumable stationery) Handing Taking Over Data Entry & categorization Discussion Observation/ Remarks Recommendations/ Suggestions

6 7

Tool/Format to observing Community Management Skills Training (CMST) Frequency & its Expenditures
Details of HID Community Training Targets & Achievements at Field Unit level (WEF: _____________) Budget Per Event Remaining S# Activity Targets Achieved Activist Targets CMST Conference

Detail of CMST Format (W.E.F.____________________)


S# Date No of Participants Male Female Expenditures Resource Person Field Station

Detail Analysis of Fund Releasing at Field Unit Office


Date of funds disbursement. Description / Purpose Disbursement Amount Utilized Amount Remaining saved Funds (a) Total Net Available funds (a-b)

Deficit (b)

Expenditure Analysis at Field Unit Level (WEF: ______________)


Total Field Unit Salary Exp Other Program Exp HID training UNICEF Age Expenditures program. Exp Total Unit Expenditures

No 1 2 3 4 5 6

Months
January Feb March April May June

Administrative Exp

Example: Expenditure Analysis of the Field Unit (WEF: 1-7-2012 to 31-12-2012)


2,500,000.00 2,000,000.00 1,500,000.00 1,000,000.00 500,000.00 1 2 3 4 5 6 7 8

Khipro field Unit Salary Exp Administr-ative Exp HID training Expenditures

Category wise Expenditures at Field Unit Office (WEF :____________)


Description
Salary Petrol Miscellaneous Utilities Office Rent Operation & Maintenance Entertainment Repair & Maintenance Total

Amount

Remarks

Example- IOM Funded Shelter Cost Analysis


Village Name Shelter No of Type Size shelter Per Actual Per IOM Deficit Shelter Expected beneficiary Remarks Grant Payable Estimation Cost contribution

Grand Total

DAILY ACTIVITY SHEET Unit's Name/visit freq- 2012/01 DATED: Description of Particulars Activities Team Leader's Name: Name of Other Team Officials 1. 2. 3. 4. Social Mobilization PPAF 1. 2. 3. 4 1. 2. 3. 4. 1. 2. Calculation 100% (CO,Vos/LSO) F/E=Per days no of COs,VOs/LSOs (req: to visit during quarter) For example: 740/57=12.9 50% (COs,Vos/LSO) G/E= Per days no of COs,VOs/LSOs (req: to visit during quarter)

Remarks

Project Nature Funded By Field Unit's Name Nature of Activities

Name of contact Persons & Organizations (CO,VOs/LSOs etc) Agendas (if any meeting to be organized)

Strategic Target Analysis Total Days in quarter (July-Sept) 92 Total Working Days 65 Holidays 27 Office Working Days 8 Field Working Days 57 Total OLD COs /New COs, (Example) Vos/LSOs 740

Remarks

Further can distribute according to available vehicle or resource persons

50% COs /New COs, Vos/LSOs

370

For example: 370/57=6.5

Monitoring Mechanism
1. Internal Monitoring a. Desk monitoringFortnightly, Monthly, Quarterly and need basis reports collection such as MPR & QPR Analysis & its work out in to summary

Observations

Reporting to GM Operation & CEO Rectification at field & response to MER/HO

Feed back of observations to Senior Officials of concern project

Monitoring Mechanism
1. Internal Monitoring b. Field Monitoring
Projects Field Visits

Field Reports & Analysis

Observations

Reporting to GM Operation & CEO Rectification at field & response to MER/HO

Feed back of observations to Senior Officials of concern project

Monitoring Mechanism
1. External Monitoring a. Field Monitoring
Projects Field Visits

Field Observations

Report to CEO

GM Operation

Manager MER Rectification at field & meeting with project staff

MER official visit concern project

Report to GM /CEO after rectification