DECLARATION

We, HABAGUHIRWA Jean Bosco and UWIMANA Martin, hereby declare that to the best of our
knowledge, this dissertation of the project entitled:
Design of a Project Monitoring and Evaluation Management Information System
Case study: Nyagatare District office

For the award of a Bachelor‟s Degree in Information and Communication Technology is original
and has never been submitted for any academic award in any University or Institution of higher
learning as a whole or in part

HABAGUHIRWA Jean Bosco

Signed........................................... Date...............................

UWIMANA Martin

Signed ………………………….. Date……………………

i
APPROVAL

This is to certify that the project work entitled “Design of a Project Monitoring and
Evaluation Management Information System” is a record of the original work done
by HABAGUHIRWA Jean Bosco and UWIMANA Martin in partial fulfillment of the
requirements for the award of Bachelor‟s Degree in Information Technology and
Communication at UMUTARA Polytechnic, during the academic year 2011-2012.

SUPERVISOR: Mr. MATOVU Moses

Signed………………… Date…………………………..

ii
DEDICATION

I, HABAGUHIRWA Jean Bosco, with love and affection, I dedicate this book to the following:

To my parents;

To my beloved cousins Yves, Gretta and Elsy.

My other thanks go to my uncles NSENGIMANA Emmanuel and MUNYEMANA Godfred for

his financial support and advices during my studies.

I, UWIMANA Martin, with love and care, I dedicate this memoir:

Firstly to almighty God;

Secondly to my father SEKAMANA Tharcisse and my mother NTIRIBABAJE Seraphine, my

brothers and sisters for their sacrifice, patience, support and advice given during my academic
struggle.

iii
ACKNOWLEDGEMENT

Words are not really enough to express my gratitude and healthy thanks to almighty God.
I would like to express my sincere gratitude to our Supervisor Mr.MATOVU Moses for having
accepted to supervise this project despite his enormous responsibility.

I cannot forget to express my gratitude to Mr.NGEND NGEND Jean Luck Einstein as Project
coordinator for his instructions and guidelines to carry out this work. Sincere thanks to
Government of Rwanda, UMUTARA Polytechnic, especially to Faculty of Information and
Communication Technology staff that availed to my multitudes and skills to accomplish this
project.
I would like to acknowledge to my Friends INGABIRE Immaculee, UMUBYEYI Marie Grace,
HAKIZIMANA Gaspard, NIYONZIMA Emmanuel, BIGIRIMANA Philibert and HABIMANA
Emmanuel contribute to my social moral, financial and academic support during my education.

I, UWIMANA Martin,
Sincere thanks to GOD for His great and overall care He has provided to us throughout our life
and studies.

Great thanks to our supervisor, Mr. MATOVU Moses who has devoted much of him time in
facilitating our theoretical, practical research and him efficient supervision. May GOD bless him.

It is from bottom of our heart that we would like to acknowledge the parental care, Financial and
moral support our parents have given us.

To my beloved cousins for their support, tolerance and guidance.

I appreciate

To my aunts and uncles.

To my relatives and colleague.

Thanks God bless u!

iv
 TABLE OF CONTENTS

DECLARATION............................................................................................................................... i

APPROVAL ..................................................................................................................................... ii

DEDICATION ................................................................................................................................ iii

ACKNOWLEDGEMENT............................................................................................................... iv

TABLE OF CONTENTS ................................................................................................................. v

LIST OF TABLES .......................................................................................................................... xi

LIST OF FIGURES ........................................................................................................................ xii

ACRONYMS AND ABBREVIATIONS ..................................................................................... xiii

ABSTRACT ................................................................................................................................. xvii

CHAPTER ONE: INTRODUCTION .............................................................................................. 1

1.1 General Introduction ............................................................................................................... 1

1.2 Background of Nyagatare District .......................................................................................... 2

1.2. 1 Area description .............................................................................................................. 2

1.2.2 Geographical Features...................................................................................................... 2

2) Climate .............................................................................................................................. 2

3) Hydrographic Description ................................................................................................. 2

4) Fauna and Flora ................................................................................................................. 3

5) Soils ................................................................................................................................... 3

1.2.3 Monitoring and Evaluation in Nyagatare District ............................................................ 3

1.2.4 Nyagatare District Vision, Mission and Development Goals .......................................... 4

1.2.4.1 Vision ........................................................................................................................ 4

1.2.4.2 Mission ...................................................................................................................... 4

1.3 Statement of the Problem........................................................................................................ 5

v
 1.4 Objective ................................................................................................................................. 5

1.4.1 General Objective ............................................................................................................ 5

1.4.2 Specific Objectives .......................................................................................................... 5

1.5 Research Questions ................................................................................................................. 5

1.6 Hypothesis .............................................................................................................................. 6

1.7 Scope....................................................................................................................................... 6

1.8 Significance of the Study ........................................................................................................ 6

To The District:............................................................................................................................. 6

CHAPTER TWO: LITERATURE REVIEW .................................................................................. 8

2.0 Introduction............................................................................................................................. 8

2.1 Definitions .............................................................................................................................. 8

2.2 Recording and Analyzing Data ............................................................................................... 9

2.3 Information technology (IT): .................................................................................................. 9

2.4 Monitoring and Evaluation Cycle ......................................................................................... 10

2.5 Planning for Monitoring and Evaluation .............................................................................. 12

2.6 Strategy for Strengthening Monitoring and Evaluation System ........................................... 12

2.7 Role of MIS in the M&E System ......................................................................................... 12

2.7 Different Kinds of Information – Quantitative and Qualitative ........................................... 13

2.8 Designing a Monitoring and/or Evaluation Process ............................................................. 13

2.8.1 Designing a Monitoring System .................................................................................... 14

2.8.2 Designing an Evaluation Process ................................................................................... 14

2.9 Related Work ........................................................................................................................ 14

2.9.1 Designing a Monitoring System in South African Organizations ................................. 14

2.9.2 Cuchumatanes Project Monitoring and Evaluation System ........................................... 17

2.9.2.1 Introduction about the project ................................................................................. 17

vi
 2.9.2.2 The Components of the Project ............................................................................... 17

2.9.3 The monitoring and evaluation system .......................................................................... 18

2.9.4 Results Obtained ............................................................................................................ 18

2.9.4.1 Initial Logical Framework ....................................................................................... 18

2.9.4.2 Baseline Study ......................................................................................................... 18

2.9.4.3 Reporting System .................................................................................................... 18

2.9.4.3 Participatory Evaluation .......................................................................................... 19

2.9.5 The Current Monitoring and Evaluation System ....................................................... 19

2.9.5.1 Logical Framework and Formulation of Indicators ................................................ 19

2.9.5.2 Annual Operational Plan ......................................................................................... 19

2.9.5.3 Monitoring System .................................................................................................. 19

2.9.6 Users of the System and Data Collection Instruments ................................................... 20

2.9.7 The NSAS Computer Program ...................................................................................... 20

2.9.8 Beneficiaries Data Bank and Gender Perspective .......................................................... 20

2.9.9 Activities for raising awareness and training ................................................................. 20

2.9.10 Evaluation .................................................................................................................... 20

2.9.11 Community Participation Evaluation (conducted annually): ....................................... 20

2.9.11.1 Self Evaluating/Participatory Workshops with Formal Producers Organizations 20

2.9.11.2 Participatory Evaluation at the project level ......................................................... 21

2.9.11.3 Special Evaluations (by contract): ......................................................................... 21

2.9.11.4 Occasional Evaluations (not programmed): .......................................................... 21

2.9.12Evaluation Reports ........................................................................................................ 22

2.9.13 Monitoring and Evaluation Unit Organization, Staff and Logistics ............................ 22

2.9.14 Lessons Learned ........................................................................................................... 23

CHAPTER THREE: SYSTEM ANALYSIS AND DESIGN 3.1 Introduction ............................ 24

vii
3.2 Fact Finding Techniques....................................................................................................... 24

3.2.2 Questionnaire............................................................................................................ 24

3.2.3 Documentation ............................................................................................................... 25

3.3.1 Reasons for choosing a Database System ...................................................................... 25

3.3.2 DBMS Architecture ....................................................................................................... 26

3.3.3 Relational DBMS Model (RDBMS) .............................................................................. 26

3.3.4 Design of the Data Flows Diagram ................................................................................ 27

3.3.4.1 Concepts .................................................................................................................. 27

3.3.4.2 Dataflow Diagram Representation .......................................................................... 28

3.3.6 Entity relational diagram ................................................................................................ 29

3.4 Software tools used ............................................................................................................... 29

3.4.2 Visual Basic 6.0 ............................................................................................................. 30

3.5 Project development techniques ........................................................................................... 30

3.5.1 Waterfall model.............................................................................................................. 30

3.5.1.1Stages of the Waterfall Model: ................................................................................. 31

3.6 Entity Relationship Diagram (ERD) ..................................................................................... 31

3.6.1 Definition ....................................................................................................................... 31

3.6.2 Concepts ......................................................................................................................... 32

Cardinalities......................................................................................................................... 32

Cardinality notation ............................................................................................................. 32

3.6.3 Representation of Entities Relationship Diagram .......................................................... 33

3.6 Logical Model of Data (LMD) ............................................................................................. 34

3.6.1 Definition ....................................................................................................................... 34

3.6.2 Concepts ......................................................................................................................... 34

3.6.3 Representation of Logical Model of Data ...................................................................... 34

viii
 3.7 Data Dictionary ..................................................................................................................... 35

3.7.1 Representation of Data Dictionary ................................................................................. 35

3.7.3 Physical Model of Data (PMD) ..................................................................................... 36

3.7.3.1 Definition: ............................................................................................................... 36

CHAPTER FOUR: SYSTEM IMPLEMENTATION AND RESULTS ANALYSIS ................... 37

4.1 Introduction........................................................................................................................... 37

4.2 User Requirements................................................................................................................ 37

4.2.1 Functional Requirement ................................................................................................. 37

4.2.2 System Requirement ...................................................................................................... 37

4.2.3 Non-functional information ........................................................................................... 37

4.3 Presentation of Technology to be used ................................................................................. 37

4.3.1 SQL Server ..................................................................................................................... 38

4.3.2 Visual Basic 6.0 ............................................................................................................. 38

4.3.3 Crystal Reports ............................................................................................................... 38

4.3.4 Platform and Configurations .......................................................................................... 38

4.3.5 Hardware ........................................................................................................................ 39

4.4 System testing ....................................................................................................................... 39

4.4.1 Unit code testing ................................................................................................................ 39

4.4.2 Integration Testing ............................................................................................................. 39

4.4.3 System integrated testing ............................................................................................... 39

4.4.4 Integration testing .......................................................................................................... 39

4.4.5 Add model testing .......................................................................................................... 40

4.5 Some Interfaces .................................................................................................................... 40

4.5.1 Welcome Interface ......................................................................................................... 40

4.5.2 Login Interface ............................................................................................................... 41

ix
 4.5.5 Form Search Budget....................................................................................................... 43

4.5 Some Codes .......................................................................................................................... 44

4.6 Results found ............................................................................................................................ 47

CHAPTER FIVE: CONCLUSION AND RECOMMATION ....................................................... 48

5.1 Conclusion ............................................................................................................................ 48

5.2 Challenges............................................................................................................................. 48

5.3 Recommendations................................................................................................................. 48

REFERENCES ............................................................................................................................... 49

APPENDICES ................................................................................................................................ 50

Appendix A: Financial Budget ............................................................................................... 50

Appendix B: Work Plan Year 2012 Project Duration .................................................................... 51

x
LIST OF TABLES

Table 3.1: Data Dictionary ............................................................................................................. 35

Table 2 Financial budget ................................................................................................................ 50

Table 3 Work Plan Year 2012 Project Duration ............................................................................ 51

xi
LIST OF FIGURES

Figure 2.1: Monitoring and Evaluation cycle ................................................................................. 11

Figure 3.2 :Three Major Components of DMBS ........................................................................... 26

Figure 3.3: Data flow diagram of project presentation .................................................................. 28

Figure 3.4 : Data flow diagram of Budget...................................................................................... 29

Figure 3.5: Waterfall model .......................................................................................................... 30

Figure 3. 7: Cardinality Representation ......................................................................................... 32

Figure 3.8: Entity relationship Diagram ......................................................................................... 33

Figure 4. 9: Welcome screen .......................................................................................................... 40

Figure 4.10 : Login Screen ............................................................................................................. 41

Figure 4.11: Main Menu screen ..................................................................................................... 41

Figure 4.12: Save Screen projects ................................................................................................. 42

Figure 4.13: Search Budget Screen ................................................................................................ 43

Figure 4.14: List of Donors ............................................................................................................ 44

xii
ACRONYMS AND ABBREVIATIONS

AIDS Acquired Immudeficiency Syndrome

CMD Conceptual Model of Data

DAC Development Assistance Committee
DBMS Database Management Information System
DDP District Development Plan
DFD Data Flow Diagram
DX Data Store
EEA European Economic Area
E-mail Electronic Mail
ERD Entity Relationship Diagram
EUP Executive Unit of the Project
FIDA International Agriculture Development Fund
HIV Human Immudeficiency Virus
ICT Information Communication and Technology
IT Information Communication
IDE Integrated Development Environment
LMD Logical Model of Data
M&E Monitoring and Evaluation
MAGA Ministry of Agriculture of the Government of Guatemala
MIS Management Information System
MS Microsoft
NGO Non-Governmental Organization
NSAS New Automated Monitoring System
OPEP Organization of the Petroleum Exporting Country
Opx Internal Actor
P Page

xiii
PDAs Personal Digital Assistant
PMD Physical Model of Data
POA‟s Annual Operational Plans
RDBMS Relational Database Management Information System
Reg No Registration Number
SEGEPLAN General Planning Secretariat of the Presidency of Republic
SQL Structural Query Languages
SWOT Strengths, Opportunities, Weakness and Threats
Tel Telephone
TFPS Traditional File Processing System
UEP United Effort Plan
UEPLAN Unequal Error Protection Local Area Network
UNOPS United Nations Officer for Project Services
UP Umutara Polytechnic
USE Ultimate Sports Engineering
Www World Wide Web
ZOPP Zielorientierte Projektplanung or GOPP: Goal Oriented Project Planning

xv
ABSTRACT

This project aimed to analyze the existing system with a goal of designing a computerized system
that minimizes loss of records. The new system can render various services required to the users,
and contains a database.

The system was developed using Microsoft visual basic 6.0 for data entry and manipulation,
integrated with SQL SERVER 2000 for data storage. The system was designed with the
capabilities of finding, modifying, deleting, storing and updating of the available data. It was
designed to generate immediate reports about Project Monitoring and evaluation.

This system has security components to help secure information from unauthorized users.

xvii
CHAPTER ONE: INTRODUCTION

1.1 General Introduction

Information Communication and Technology is widely becoming a common asset of modern

socio-economic life in this new world of globalization .This technology is opening opportunities
and new avenues for all.

Our country, Rwanda has a long way to go to be successful in this area. Software development
and the use of automated systems, networks systems development and the need to share resources
within the country and with outside of the world, is the measure of development in the Rwandan
society.

Given the typical nature of information Technology (IT) evolving day after day, there are wide
range of activities that must be executed to perform Information Communication Technology
(ICT). The objective of this dissertation is to create a computerized system which will manage a
project monitoring and evaluation.

Over the past years the use of the computerized system as a mean of database management system
has been a mystery and the number of organizations and institutions continue to use Traditional
File Processing System (TFPS).

Need for effective monitoring and evaluation is increasingly recognized as an indispensable tool
of both project and portfolio management. The acknowledged need to improve the performance of
development assistance calls for close attention to the provision of management information, both
to support the implementation of projects and programs and to feed back into the design of new
initiatives. Monitoring and evaluation also provides a basis for accountability in the use of
development resources. Given the greater transparency now expected of the development
community, governments and agencies assisting them need to respond to calls for more "success
on the ground". So, there is a need for a transformation from rudimentary versions to renovate
computerized system of information and resources.

1
1.2 Background of Nyagatare District

1.2. 1 Area description

The District of Nyagatare is one of the seven districts making the Eastern Province. This District
is divided into 14 Sectors made of 106 cells and 630 Villages”Imidugudu”. The District spreads
over an area of 1920, 11 Km2, with Uganda at its northern border, Tanzania at its East, at the
South by Gatsibo District and by Gicumbi District on the Western border.

1.2.2 Geographical Features

1) Topographical Make up

The District of Nyagatare is characterized, in general, by short hills separated by dry allies for a
long period of the year (June- October). The District is located in the granite with low valley
whose the average altitude is 1513, 5m. This kind of topographical layout constitutes an important
potentiality for modern and mechanized agriculture.

2) Climate
The District of Nyagatare experiences small quantity of rains and hot temperatures. It is
characterized by two main seasons: one long dry season that varies between 3 and 5 months with
an annual average temperature varying between 25,3°C et 27,7°C. The monthly distribution of
the rains varies from one year to another. Annual rain falls are both very weak (827 mm/an) and
very unpredictable to satisfy the needs in agriculture and livestock.

3) Hydrographic Description
The hydrographic network is very limited in the District of Nyagatare. A part from the Muvumba
river that cuts across the District, the Akagera and Umuyanja Rivers passing the District
constituting its limits with Tanzania and Uganda respectively, there is no other big consistent
rivers that can be exploited by the population in Nyagatare. The district also has other few and
small rivers such as Nyiragahaya, Kayihenda, Karuruma, Nayagasharara and Kaborogota. These
are erratic and intermittent. The weak river network constitutes a serious handicap to responding
to the needs of water for people and animals.

2
4) Fauna and Flora
The District of Nyagatare contains a half of Akagera National Park where a vast number of Wild
life including buffalo, Antelopes and more other ruminants are living. The District also
accommodates a huge variety of birds such as birds of prey, guinea-fowl, partridges, heroes and
so forth. The hares, Wild boars, monkeys and more other small beasts of the rodent family are
rarely found in the wooden savanna and in the natural vegetation. There, in the River Umuvumba,
you will find Hippopotamus. Due to the fact that the park is not fenced, animals can come out to
cause some damages in the neighboring human inhabited areas.

The Flora in Nyagatare is made, in general, by afforested savanna vegetation and some forestry
gallery. The latter constitutes a very precious reserve which should be rationally exploited.

5) Soils
The soil of Nyagatare District is characterized by the tightness of the humifere layer of the soil
brought about by the grassy savanna and by the verity soils that are rich in nutrients and mineral
elements but lacking organic substances. These types of soils may be exploited with the help of
modern agricultural techniques and form sorts of artificial pastures camps for livestock.

1.2.3 Monitoring and Evaluation in Nyagatare District

The district is administered by three organs, namely, The District Counsel elected for a five year
renewable term. It is the supreme decision making organ of the District. Its responsibilities are
notably:

To approve the District budget;

To approve the District Development Plan (DDP);

To ensure the follow up of the Executive Committee‟s activities;

To set up taxation regulations;

To monitor the management of the District patrimony;

To approve legacies, donations and loans of the District;

To examine the audit report; etc

3
The Executive Committee is the execution organ of the Counsel‟s decisions. It is composed of the
Mayor, 2 Vice-Mayors and the Executive Secretary. With the exception of the Executive
Secretary who is appointed, others are elected by the population representatives for a renewable
five year term. Its responsibilities are notably:

To supervise the DDP elaboration and submit it to the District Counsel for approval.

To implement the budget plan.

The Security Committee ensures the follow up of the District security situation.

These three organs are technically assisted by the Executive Secretary who monitors the activities,
execution within all the units of the District as well as by the Development Committee. The
District of Nyagatare has a District Counsel made of 25 members among them 10 women -that is
40%.

As for the Executive Committee which is composed of 4 people: the Mayor, 2 Vices – Mayors
and the Executive Secretary, women are represented at 50%. The technical staff is composed of
35 people among them 8 women (22%) who are mostly young and dynamic.

1.2.4 Nyagatare District Vision, Mission and Development Goals

1.2.4.1 Vision

Nyagatare Disrict envisages insuring good governance through social justice, durable peace
sustainable Socio-economic development based on modernization of urban infrastructures thanks
to rural area development in order to open agro pastoral opportunities.

1.2.4.2 Mission

In order for this vision to be attained, Nyagatare District has assigned itself the mission of
executing government decisions and programs in promoting the development goals and ICT,
increasing and giving more value to agro pastoral production and protecting the environment

At the same time and providing quality services to its population with special care to the
vulnerable while promoting unity, reconciliation and gender balance

4
1.3 Statement of the Problem

The management of projects monitoring and evaluation in Nyagatare district office is done
manually creating problems including: Over working staff due to the tiresome nature of project
monitoring activities; monitoring and evaluating projects consumes a lot of staff‟s time; and the
increased costs in administering projects.

1.4 Objective

1.4.1 General Objective

The project aims generally to produce a system that will analyze the existing system with a goal
of designing a computerized project and create a system that minimizes loss of records.

1.4.2 Specific Objectives

 The system will produce reports in a short time to fulfill the requirements.

 To Design an effective system that renders various services required to the users.

 All data transmission is encrypted and data is constantly backed up.

 The system will have a friendly user interface.

 The system will contain the records of all projects in one database.

 To test and validate the system so as correct errors and to ensure it produces desire
results.

1.5 Research Questions

o Does Nyagatare district has a computerized information management system?

o Does Nyagatare district has difficulties concerning the existing system?

o Does an information management system help Nyagatare district to keep the records of
project monitoring and evaluation electronically?

5
 o Will the new management information system help Nyagatare district to ease and upgrade
the way it manages its projects monitoring and evaluation information?

1.6 Hypothesis

With the functionalities Project Monitoring and evaluation management information system will:

o Ease and upgrade the way Nyagatare district office manages information about project
monitoring and evaluation.

o Manage and store the records of the projects monitored and evaluated electronically.

1.7 Scope

The research project will be conducted at the department of project monitoring and evaluation of
Nyagatare district headquarters. The project will focus only on the function of project monitoring
and evaluation and as such will culminate into the design of a projects monitoring and evaluation
management information system. Other related functions of the department will be considered to
be out the scope of this research project.

The researchers are limited to the above scope due to the limited time and resources available to
us as students of Umtata Polytechnic. Analysis, design and testing will be done by the
researchers but implementation is left on the part of Nyagatare district office administration.

1.8 Significance of the Study

To The District:
Design of projects monitoring and evaluation will contribute to project controlling, monitoring
and other follow-ups. The services rendered will be transformed from manual system to
computerized system and this will solve a lot of problems. The current problems with project
information systems.

6
We hope these guidelines will help solve many of the current problems facing projects with
information management, problems that for the past years have been a source of complaints from
information users as well as information providers.
The projects monitored will be increased which will further help the growth of district,
Contributing to government and overall people satisfaction.

To Umutara polytechnic:

 First of all this will be a resource of information for any student who is interested in this
research topic.

 This project will be stored as resource of information

 This project can provide in Project monitoring and evaluation department of my Institute
if they meet same problem like this of this already solved in this research.

To the researchers

 This project is a opportunity to increase my skills in programming

 This is also a way of learning by searching from different source of information

 This research will help in the future when somewhere else needs a help for same problem
solved in my research.

7
CHAPTER TWO: LITERATURE REVIEW

2.0 Introduction

Literature review involved reading text books, magazines, journals and any other relevant
materials written by other researchers providing information supporting the topic of the study.

Monitoring and evaluation can be effective tools to enhance the quality of project planning and
management. Monitoring helps project managers and staff to understand whether the projects are
progressing on schedule and to ensure that project inputs, activities, outputs and external factors
are proceeding as planned. Evaluation can be a tool to help planners and managers assess to what
extent the projects has achieved the objectives.

The Literature review intends to provide some basic information and practical guidelines on
project monitoring and evaluation in order to enhance better understanding on project monitoring
and evaluation. Project monitoring and evaluation system will be used for the regional training on
Monitoring and Evaluation for Alternative Development Projects in Nyagatare district and will be
revised and simplified for distribution to interested project planners, managers and field staff. It is
hoped that the System will serve as their reference to acquire better understanding on project
monitoring and evaluation and to obtain some practical guideline on the design and
implementation of project monitoring and evaluation.

2.1 Definitions

A project is a set of planned undertaking that is designed to achieve a specific objective with
given resources and within a specific time period.

A program is a group of projects that will lead to the achievement of a broader scope of some
policy results such as the elimination or alleviation of existing problems.
(Satiean,2002).

Monitoring: This type of evaluation is performed while a project is being implemented, with the
aim of improving the project design and functioning while in action (Michael, 1986) the potential

8
beneficiaries were not participating due to the inadequacy of the loan size for their needs. This
information was then used to make some important changes in the project. Bamberger defines it
as: “an internal project activity designed to provide constant feedback on the progress of a project,
the problems it is facing, and the efficiency with which it is being implemented (Bamberger,
1986).

Evaluation: An evaluation studies the outcome of a project (changes in income, housing quality,
benefits distribution, cost-effectiveness, etc.) with the aim of informing the design of future
projects. An example from Monitoring and Evaluating Urban Development Programs, A
Handbook for Program Managers and Researchers describes an evaluation of a cooperative
program in El Salvador that determined that the cooperatives improved the lives of the few
families involved but did not have a major impact on overall employment (Bamberger et. al,
1986)

2.2 Recording and Analyzing Data

Recording actual data should be done very regularly, for example weekly or at the time when
something happens. The big mistake is to think you will remember information: if you only
record monthly or quarterly; you end up writing too much and not describing actual results very
well. The templates can be used to record events when they happen in the form of notes: at a
regular time the notes can be summarized, with additional information, within the templates.

When filling in the monitoring templates put in any numbers available, compare them with the
planned, and explain any variance and reasons for this. Always write the narrative in answer to
the implied question within each objective, activity, assumption or stakeholder statement. Try to
write both positive and negative things about what actually happened and how that relates to the
planned targets. Describe the actual people who were involved (stakeholders), were they the same
as previously targeted? How and why did something happen and what is the consequence, good,
alright or bad (Egger, 2008)

2.3 Information technology (IT): The use of computer technology to systematize the recording,
storage and use of data is especially useful for projects/programmes with considerable volumes of

9
data, or as part of a larger program for which data needs to be collected and analyzed from
multiple smaller projects/ programmes. Some examples of IT for data management in M&E
include:
 Handheld personal digital assistants (PDAs) to record survey findings
 Excel spreadsheets for storing, organizing and analyzing data
 Microsoft Access to create user-friendly databases to enter and analyze data (Torres et.al,
2005)

2.4 Monitoring and Evaluation Cycle

Within Results Based Management monitoring and evaluation are integral to the whole
management cycle. It is difficult to talk about Monitoring and Evaluation without talking about
project design and implementation: design clarity is imperative if monitoring is to take place.

Monitoring and Evaluation should be planned for and designed at the same time as planning and
designing a project. Monitoring and Evaluation requires resources such as skills, time, access to
stakeholders and communication channels that if not planned and budgeted for weaken a project‟s
management and accountability; careful planning for these elements needs to be in place from the
beginning.
At each stage of the project cycle there are tasks that will plan and implement the project and also
monitor and evaluate it therefore in order for M&E to be successful the whole cycle needs to be
understood and approached as a whole entity.( Larry, 2009)

10
Figure 2.1 Monitoring and Evaluation cycle

Stage 1 Programme – Set the context for Monitoring and Evaluation

A successful project depends on having a clear strategy against which criteria can be developed to
assist the design, appraisal and measurement process.

Stage 2 Identification – Plan to solve problems

The Identification stage is where the stakeholders are defined, the problem(s) is defined, and a
number of possible solutions are identified.

Stage 3 Formulation – Designing

The information developed in Stage 2 is used in Stage 3 to prepare a Logical Framework in which
the objectives, the assumptions, indicators and evidence are ordered.

Stage 4 Appraisals – Conditionality

In accordance with the donor procedures the project proposal is submitted for appraisal: it should
have been prepared to meet all the necessary conditions. If it has not the previous stages may have
to be repeated until the design is feasible.

11
Stage 5 Implementation – Delivery

The project is now implemented: monitoring and evaluation supports the management to make
decisions and steer the project to success.

Stage 6 Evaluations – Measurement

Evaluation of the project‟s outcomes, impact and contribution to the strategy is carried out. This
will use the DAC criteria and qualitative and quantitative analysis. Conclusions,
recommendations, impact and lessons learnt will complete the evaluation.

2.5 Planning for Monitoring and Evaluation

Monitoring and evaluation should be part of your planning process. It is very difficult to go back
and set up monitoring and evaluation systems once things have begun to happen. You need to
begin gathering information about performance and in relation to targets from the word go. The
first information gathering should, in fact, take place when you do your needs assessment (see the
toolkit on overview of planning, the section on doing the ground work).

This will give you the information you need against which to assess improvements over time
(Rogers, 1999).

2.6 Strategy for Strengthening Monitoring and Evaluation System

The strategy for strengthening M&E system focuses on three aspects:

- Taking stock of situation to identify Scenario for determining strengthening needs;

- Deciding upon critical steps to be taken for meeting the above needs in the form of a plan
of action and implementing the same
- Defining roles and responsibilities of people at various levels in the organization and
building capacity for discharging roles effectively (Nash, 2009).

2.7 Role of MIS in the M&E System

The crucial step towards evolving an approach to employ MIS in strengthening the M&E system
is to found basis in technological advancement for development. It would require articulating an
MIS concept, defining clear objectives and creating a vision to transform manual system into

12
electronic (computerized) system focused on substantial improvement in the delivery of services.
In doing so, three key issues are to be considered in advance:

 State and performance of the existing system

 Potential of work inside and outside organization
 Desired change in the state and performance(Khadija, 2003)

2.7 Different Kinds of Information – Quantitative and Qualitative

Information used in monitoring and evaluation can be classified as:

 Quantitative;
 Qualitative.
Quantitative measurement tells you “how much or how many”. How many people attended a
workshop, how many people passed their final examinations, how much a publication cost, how
many people were infected with HIV, how far people have to walk to get water or firewood, and
so on. Quantitative measurement can be expressed in absolute numbers (3241 women in the
sample are infected) or as a percentage (50% of households in the area have television aerials). It
can also be expressed as a ratio (one doctor for every 30 000 people). One way or another, you get
quantitative (number) information by counting or measuring.

Qualitative measurement tells you how people feel about a situation or about how things are done
or how people behave. So, for example, although you might discover that 50% of the teachers in a
school are unhappy about the assessment criteria used, this is still qualitative information, not
quantitative information. You get qualitative information by asking, observing, interpreting
(Mason, J.1996).

2.8 Designing a Monitoring and/or Evaluation Process

As there are differences between the design of a monitoring system and that of an evaluation
process, we deal with them separately here (Tbilisi, 2011)

Under monitoring we look at the process an organization could go through to design a monitoring
system.
Under evaluation we look at:

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 o Purpose
o Key evaluation questions
o Methodology.

2.8.1 Designing a Monitoring System

Establishing a system that will provide useful information on an ongoing basis so that you can
improve what you do and how you do it when you design a monitoring system, you are taking a
formative view point (Eric, 1997).

2.8.2 Designing an Evaluation Process

Designing an evaluation process means being able to develop Terms of Reference for such a
process (if you are the project or organization) or being able to draw up a sensible proposal to
meet the needs of the project or organization (Bliss, 2002).

2.9 Related Work

2.9.1 Designing a Monitoring System in South African Organizations

What follows is a description of a process that a South African organization called Puppets
against AIDS went through in order to develop a monitoring system which would feed into
monitoring and evaluation processes. The main work of the organization is presenting work
shopped plays and/or puppet shows related to life skill issues, especially those life skills to do
with sexuality, at schools, across the country. The organization works with a range of age groups,
with different “products” (scripts) being appropriate at different levels.

Puppets against AIDS wanted to develop a monitoring and evaluation system that provided useful
information on the efficiency, effectiveness and impact of its operations. To this end, it wanted to
develop a data base that:
o Provided all the basic information the organization needed about clients and services
given;
o Produced reports that enabled the organization to inform itself and other stakeholders,
including donors, partners and even schools, about the impact of the work, and what
affected the impact of the work.

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The organization made a decision to go for a computerized monitoring system. Much of the day
to-day information needed by the organization was already on a computerized data base (e.g.
schools, regions, services provided and so on), but the monitoring system would require a
substantial upgrading and the development of data base software specific to the organization‟s
needs. The organization also made the decision to develop a system initially for a pilot project,
but with the intention of extending it to all the work over time. This pilot project would work with
about 60 schools, using different scripts each year, over a period of three years. In order to raise
the money needed for this process, Puppets against AIDS needed some kind of a brief for what
was required so that it could be costed (Shapiro, 1996).
At an initial workshop with staff, facilitated by consultants, the staff generated a list of indicators
for efficiency, effectiveness and impact, in relation to their work. These were the things staff
wanted to know from the system about what they did, how they did it, and what difference it
made. The terms were defined as follows:
Efficiency: Here what needed to be assessed was how quickly, how correctly, how cost
effectively and with what use of resources the services of the organization were offered.
Effectiveness: Here what needed to be assessed was getting results in terms of the strategy and
shorter-term impact.
Impact: Here what needed to be assessed was whether the strategy worked in that it had an
impact on changing behavior in individuals (in this case the students) and that that change in
behavior impacted positively on the society of which the individuals are a part.
Staff generated a list of the different variables that they thought might be important in assessing
and accounting for differences of impact. The monitoring system would need to link information
on impact to these variables. The intention was to provide both qualitative and quantitative
information.

The consultants and a senior staff member then developed measurable indicators of impact and a
tabulation of important variables which included:
o Gender and age profile of proposed age cohort
o Economic profile of school
o Religious profile of the school
o Teacher profile at the school

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 o Approach to discipline at the school
o Which scripts were used
o Which acting teams presented the scripts
o And so on.
Forms/questionnaires were developed to measure impact indicators before the first intervention
(to provide baseline information) and then at various points in the process, as well as to categorize
such concepts as “teacher profile”. With the student questionnaire, it was designed in such a way
to make it possible to aggregate a score which could be compared when the questionnaire was
administered at different stages in the process. The questionnaire took the form of a series of
statements with which students were asked to agree/disagree/strongly agree/strongly disagree etc.
So, for example, statements to do with an increase in student self-esteem included “When I look
in a mirror, I like what I see”, and “Most of the people I know like the real me”.
The organization indicated that it wanted the system to generate reports that would enable it to
know:
- What difference is there between the indicator ratings on the impact objective at the
beginning and end of the process?
- What difference is there between teacher attitudes at the beginning and end of the process?
- What variables to do with the school and school environment impact on the degree of
difference between indicators at the beginning and end of the process?
- What variables to do with the way in which the shows are presented impact on the degree
of difference at the beginning and end of the process?

Fieldworker Reporting Format

This format was used by an early childhood development learning centre to measure the
following indicators in the informal schools with which it worked:

o Increasingly skilled educate teachers.

o Increased amount of self-made equipment.
o Records up-to-date.
o Payments up-to-date.
o Attendance at committee meetings.

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2.9.2 Cuchumatanes Project Monitoring and Evaluation System

2.9.2.1 Introduction about the project

The Cuchumatanes Highlands Rural Development Project (Cuchumatanes Project) was executed
by the Ministry of Agriculture, Livestock and Food (MAGA) of the Government of Guatemala.
The Executing Unit of the Project (EUP), created for this purpose, was in charge of the project
implementation.

The project area is located in the North West highlands of Guatemala. The Cuchumatanes Project
is an initiative of the Government of Guatemala executed through the Ministry of Agriculture,
Livestock and Food. The Project covers nine rural municipalities that belong to the Department of
Huehuetenango. Target population live in poverty, extreme poverty and have low levels of human
development. The main offices of the project were located in the Municipality of Chiantla.

The funds for the Cuchumatanes Project were provided by: the International Agricultural
Development Fund – FIDA 296/GM; the Government of The Netherlands – grant NL 296/GM;
the OPEP International Development Fund - OPEP 580/P; the World Food Program and, the
Government of Guatemala.

2.9.2.2 The Components of the Project

o Support for Production: involving the following sub components: validation and
extension, rural credit, marketing, small irrigation, soil conservation and gender
development.
o Social Organization: involving the following sub components: training, organization
and social communication.
o Infrastructure: involving rural roads, soil protection and civil engineering construction.
o Management and Administration
o Monitoring and Evaluation.

The Overall Objective of the project was " to contribute to the generation of a dynamic self
sustainable development process to boost production and the productive capacity of the peasant
production in the area".

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The Specific Objectives were:i) to expand cultivated areas and to raise productivity; ii) to
diversify agricultural crops; iii) to improve the management of sheep breeding; iv) to facilitate
access to productive resources, especially credit; v) to assist in setting up storage and marketing
systems for products and inputs,vi) to provide adequate management of water and soil resources;
vii) to encourage the participation of local inhabitants in the development process, particularly
women, and viii) to improve and expand the vial network.

2.9.3 The monitoring and evaluation system

The objectives of the Monitoring and Evaluation System in document EEA were as follows:

To provide information to top management regarding the fulfillment of the Project‟s goals and
objectives, in order to introduce the necessary modifications and justify the annual operational
plans.

To provide the Project Management with reliable and updated information concerning the
fulfillment of its goals and the results of its actions, to assist in decision making and, to adopt the
corrective measures as deemed necessary.

To provide the participating institutions with useful information and experiences in order to
enhance their managerial capacities.

2.9.4 Results Obtained

2.9.4.1 Initial Logical Framework: As a starting point of a logical monitoring and evaluation, a
planning process was designed with ZOPP methodology. A Logical Framework Matrix was
elaborated. This matrix defined the indicators required in order to monitor and evaluate the
Project

2.9.4.2 Baseline Study: This study was drafted by contracting a national NGO. It had a marginal
benefit, both for the project as well as for the Monitoring and Evaluation Unit

2.9.4.3 Reporting System: conducted by implementing and operating a computer system called
Automatic Monitoring System -SAS-, especially developed for the project.

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2.9.4.3 Participatory Evaluation: This evaluation was geared towards controlling the
performance of the staff instead of the performance of the Project; the beneficiaries consulted
gave their opinions regarding the attitudes and practices of the extentionists rather than about
project results.

2.9.5 The Current Monitoring and Evaluation System

The Monitoring and Evaluation System of the Cuchumatanes Project is made up of the following
elements:

2.9.5.1 Logical Framework and Formulation of Indicators

Two Logical Frameworks have been prepared since the monitoring and evaluation project was
reformulated in 1996. The first, in 1996 included a list of monitoring indicators, effects and
impact. Later with the technical assistance (Procasur, 1998) this Logical Framework was updated
to include changes in the Project‟s strategy, which in turn were generated by changes in the
MAGA policies. The indicators were reviewed each year when the annual planning of the project
was carried out.

2.9.5.2 Annual Operational Plan

The Technical Sub Management was in charge of drafting the Annual Operational Plan. The
monitoring and evaluation staff accomplished a facilitating and feedback role, derived from the
Monitoring and Evaluation actions.

2.9.5.3 Monitoring System

This was made up of a system of reports, whose results are basically three: i) Monthly Reports, ii)
Semester Reports and, iii) reports for Governmental entities. All these reports adopted as their
main source of reference the annual operational plans of the components and of the co executing
entities (cooperatives, peasant associations and other public and private institutions).

The Monitoring System involved i) the system‟s users, ii) the data collection instruments, iii) a
computer program to file and process the data and issue the reports (A New Automated
Monitoring System (NSAS), iv) a data base of the beneficiaries, listed per gender, v) the training
and updating activities of the users and, vi) the reports.

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2.9.6 Users of the System and Data Collection Instruments

All the stakeholders of the Project were the users of the system. They actively participated in
generating and recording data and in drafting and using the reports. The main users were, among
others, peasants promoters, the extentionists, the managers of the co-executing entities, the
coordinators of the components and sub components and, the Monitoring and Evaluation Unit

2.9.7 The NSAS Computer Program-: The NSAS was developed with the purpose of correcting
certain programming problems of the original SAS and also to make it more "user friendly", in
view of the fact that it must be used by different stakeholders, some of whom have scarce
knowledge and experience in managing a computer

2.9.8 Beneficiaries Data Bank and Gender Perspective: One of the key aspects approached
when designing the Monitoring System was the need to obtain information broken down by
gender of the beneficiary; another key aspect was the need to know the amount of users, men and
women, who received specific services, avoiding duplicity in the accumulated values.

2.9.9 Activities for raising awareness and training: These activities were of a great importance
for the performance of the monitoring system because it helped to detect the user‟s demands and
difficulties in managing data and, on this basis, to define the contents of the training activities.

2.9.10 Evaluation

The evaluation activities covered the following major lines:

 Community Participation Evaluation;

 Participatory Evaluation at the project team level,
 Special Evaluations (by contract),
 Occasional Evaluations (not programmed),
 Evaluation Reports

2.9.11 Community Participation Evaluation (conducted annually):

2.9.11.1 Self Evaluating/Participatory Workshops with Formal Producers Organizations: its

main purpose was to provide a space for thought and analysis concerning the project‟s

20
intervention results. In addition, the workshops proposed to facilitate the annual programming
process at the level of formal organizations (those with legal status).

2.9.11.2 Participatory Evaluation at the project level: Held annually as a joint activity between
the monitoring and evaluation unit and the Technical Sub Management of the Project. These were
called "Self Evaluating Work Days" and made up of the following parts/moments:

 First part/moment: presentation and discussion of; I) the results obtained through the Self
Evaluating Workshops and the Focus Groups, ii) the progress of the project, among other
aspects.
 Second part/moment (group works and plenaries): Evaluation of institutional aspects: I)
coordinating mechanisms among the components; ii) administrative aspects of the project
and; iii) the monitoring and evaluation system. The SOWT analysis was used as the main
technique at this moment. The results of a poll that the monitoring and evaluation unit
carried out before the meeting among the field staff of the project was used as an input.
 Third part/moment: Guidelines to draft the Annual Operational Plans (POA's). Discussion
based on a document drafted jointly by the Technical Sub Management and the
monitoring and evaluation unit.

2.9.11.3 Special Evaluations (by contract): Under this item an analysis of special subjects
considered to be of importance for the project was included. The special evaluations carried out
were:

 Environmental Impact Assessment

 Case Study on formal and non formal organizations
 Evaluation on the spans of roads and highways
 Credit Evaluation
 Evaluation on the adoption of technologies.

2.9.11.4 Occasional Evaluations (not programmed): These were quick evaluations conducted
in response to a concrete need detected by USE or upon request of the Executive or Technical
Committees. The occasional evaluations carried out were:

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  Evaluation of the Community Stores (1996)
 Evaluation of the Sheep Auction (1997)
 Evaluation of the Nutritional Activities in the sub offices of Agua Alegre (1997)
 Evaluation of Community Banks (1997)
 Performance Evaluation of the Soloma sub office (1998)
 Efficiency Evaluation of the Todos Santos Cuchumatán Irrigation Systems (1998)

2.9.12Evaluation Reports: these reports should have consolidated all the activities evaluated
each year, including an analytical section describing the conclusions and recommendations.
However, due to the constant work overload these were never prepared. The author considers that
this activity should be outsourced through an external consultant who could also add contributions
to improve the project‟s intervention strategy in addition to the Monitoring and Evaluation
System‟s performance.

There are however, specific reports per activity (workshops, focus groups, etc.).

2.9.13 Monitoring and Evaluation Unit Organization, Staff and Logistics

The Monitoring and Evaluation Unit reported to the Executive Management of the Project. It was
considered an advisory unit advisory unit.

The EEA document proposed allocating six people for monitoring and evaluation: i) a
Coordinator, ii) an Agricultural Economist, iii) a Agrarian Technician, iv) a Social Worker, v) a
computer operator and, vi) a Secretary.

However, the entire staff proposal was never contracted, and during the first stage (from 1994 to
1996), the monitoring and evaluation team was comprised of:

 A Coordinator (a Veterinarian)
 A Social Technician (with a degree in Social Work)
 A Computer Technician (a program analyst)
 A Graphic Designer
 Half of this staff was dedicated to computer activities

22
  As of 1996 the composition of the team was changed and the computer functions were
separated, thereby establishing a Computer Unit to provide the services for the entire
project. The monitoring and evaluation team was organized as follows:
 A Coordinator (Architect)
 An Agrarian Technician (Agrarian Engineer)
 A Social Technician (with a degree in Social Work)
 A Secretary

2.9.14 Lessons Learned

The following are some of the lessons learned from the experience of the Cuchumatanes project.

1. The dissemination and general acceptance of participatory evaluation methodologies

apparently has minimized the importance of quantitative data.
2. One aspect that is usually not foreseen in project design is that M&E activities, if
appropriately addressed, could contribute to strengthen peasant‟s grassroots organizations.
3. The success of monitoring and evaluation depends mostly upon the participation of all the
stakeholders in the design and implementation of the system. By applying a modern
criteria, it could be ascertained that the users of monitoring and evaluation systems are all
the participants in project implementation including, beneficiaries, field workers,
management team, governmental and financial institutions, etc.

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CHAPTER THREE: SYSTEM ANALYSIS AND DESIGN

3.1 Introduction

System analysis and design refers to nothing more than a simple set of methods or procedures, or
it may refer to the rationale and the philosophical assumptions that underlie a particular study
relative to the scientific method.

The following are some of the methods and techniques that are going to be used in this project.

3.2 Fact Finding Techniques

These are techniques of getting more information about the current system. To study any system
the analyst needs to do collect facts and all relevant information. the facts when expressed in
quantitative form are termed as data. The success of any project is depended upon the accuracy of
available data. Accurate information can be collected with help of certain methods/ techniques.
These specific methods for finding information of the system are termed as fact finding
techniques. Interview, Questionnaire, Record View and Observations are the different fact finding
techniques used by the analyst. The analyst may use more than one technique for investigation.
3.2.1 Interview
This method is used to collect the information from groups or individuals. Analyst selects the
people who are related with the system for the interview. In this method the analyst sits face to
face with the people and records their responses.

3.2.2 Questionnaire
It is the technique used to extract information from number of people. This method can be
adopted and used only by a skillful analyst. The Questionnaire consists of series of questions
framed together in logical manner. The questions are simple, clear and to the point. This method
is very useful for attaining information from people who are concerned with the usage of the
system and who are living in different countries. The questionnaire can be mailed or send to
people by post. This is the cheapest source of fact finding.

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3.2.3 Documentation

Data can be found in documents, the documentation represents the biggest sources of information
in a given organization that can help to know what will be managing. We should have all
documents from Nyagatare district in order to computerize projects monitoring and evaluation.
The hard and soft documents can help the researchers to design a new system.

3.3 The Database

A database is an organized collection of data, today typically in digital form. The data are
typically organized to model relevant aspects of reality; its contents can easily be accessed,
managed and updated. In computing, databases are sometimes classified according to their
organizational approach. The most prevalent approach is the relational database, a tabular
database in which data is defined so that it can be reorganized and accessed in a number of
different ways.

3.3.1 Reasons for choosing a Database System

The advantages of a database system over traditional paper based methods of record- keeping
include:

 Reliability.

 Price/ performance.

 Scalability

 Ease of administration.

 Total cost of ownership.

 Vendor's customer service and support.

 Internal standards.

 Advanced features.

25
  Vendor reputation

 Market share.

3.3.2 DBMS Architecture

The following diagram shows the three components of the DBMS architecture.

Front End

Query Processor

Storage System

Figure 3.2 Three Major Components of DMBS

Front End
 Provide a friendly user interface.
 Display result into a table grid.

Query Processor
 Translate execution plan into relational algebra operations.
Storage System
 Deal with the data storage in files.
 Manipulate the internal organization of relations.

3.3.3 Relational DBMS Model (RDBMS)

The Relational Model is a depiction of how each piece of stored information relates to the other
stored information. It shows how tables are linked, what type of links are between tables, what
keys are used, what information is referenced between tables. It's an essential part of developing a
normalized database structure to prevent repeat and redundant data storage. An organization
exists just because of information.

26
3.3.4 Design of the Data Flows Diagram

3.3.4.1 Concepts

Actor: An actor is an element material or immaterial that can act in the system to be developed.

It can be internal or external according to its location inside or outside the organization which
needs the system.

Representation

External Internal
actor actor
Data Flow

A data flow is a communication of data from an actor to another one.

Representation

Operation

An operation is the reaction of the system processed by an internal actor after a flow or
collection of flows

Representation

OPx Internal Actor

Operation

Operation

Data store

A data store is a document that can be obtained after an operation is processed.

27
Representation
Dx Data Store

3.3.4.2 Dataflow Diagram Representation

The Data Flow Diagram (DFD)

Figure 3.3: Data flow diagram of project presentation

28
 Figure 3.4 : Data flow diagram of Budget

3.3.6 Entity relational diagram

An entity relationship diagram, also called entity relationship model, is a graphical representation
of entities and their relationships to each other, typically used in computing in regard to the
organization of data within databases or information systems.

3.4 Software tools used

SQL (Structured Query Language): is a data base computer language designed for managing data
in relational data base management system (RDMS). Its scope includes data query and update

29
schema creation and modification and data access control it is mostly widely used language for
relational database

3.4.2 Visual Basic 6.0

Visual Basic 6.0 is a third event driven programming language and integrated development
environment (IDE) from Microsoft.

Why choose visual basic?

o Visual basic is easy to learn.

o With visual basic you can develop windows based application and games.

3.5 Project development techniques

3.5.1 Waterfall model

The Waterfall model is a sequential software development technique in which development is

seen as flowing steadily down wards through the following phases:

Figure 3.5: Waterfall model

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3.5.1.1Stages of the Waterfall Model:
Requirement Analysis and Definition
All possible requirements of the system to be developed were captured in this phase. Finally, a
requirement specification document was created which serves the purpose of guideline for the
next phase of the model.
System and Software Design
Before starting the actual coding phase, it is highly important to understand the requirements of
the end user and also have an idea of how should the end product looks like. The requirement
specifications from the first phase are studied in this phase and a system design is prepared.
System design helps in specifying hardware and system requirements and also helps in defining
the overall system architecture. The system design specifications serve as an input for the next
phase of the model.

Implementation and Unit testing

On receiving system design documents, the work is divided in modules/units and actual coding is
started. The system is first developed in small programs called units, which are integrated in the
next phase. Each unit is developed and tested for its functionality; this is referred to as unit
testing. Unit testing mainly verifies if the modules/units meet their specifications.

3.6 Entity Relationship Diagram (ERD)

3.6.1 Definition

Entity Relationship Diagram is a major data modelling tool which helps to organize data of a
project into entities and define the relationships between those entities. On an existing system it
identifies the entities or concepts and the relationship between entities in that system.

This model has proved to enable the analyst to produce a good database structure so that the data
can be stored and retrieved in a most efficient manners.

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3.6.2 Concepts

Developing an ERD requires a strong understanding of the system and its components, its
developments starts with defining entities and relationships, adding attributes and cardinalities
and at last the representation of that information using symbols.

Cardinalities

The minimum cardinality that is the minimum number of times that an occurrence participates to
a relationship

The maximum cardinality that is the maximum number of times that an occurrence participates to
a relationship

Cardinality notation
1: n: One to Many

1:1: One to One

Figure 3. 6: Cardinality Representation

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3.6.3 Representation of Entities Relationship Diagram

Figure 3.7: Entity relationship Diagram

33
3.6 Logical Model of Data (LMD)

3.6.1 Definition

As defined by Wikipedia.com, Logical model of data is a principle representation of an

organization's data, organized in terms of entities and relationships and is independent of any
particular data management technology. Logical data models represent the abstract structure of
some domain of information

3.6.2 Concepts

 Table: In a relation database a table, formally known as relation is a collection of

 Primary key: a primary key of a relational database uniquely identifies each record in
the table.
 Foreign key: In a relational database a foreign key is a field (or fields) that points or
matches to the primary key column of another table. The purpose of the foreign key is
used to establish and enforce a link between two tables and even the entire database.

3.6.3 Representation of Logical Model of Data

PROJECTS(ProjectID, ProjectName, Department, Place, ExpectedBudget, BudgetUsed,

Duration)

PLANS (Starting, EndingDate, EffectiveEndingDate, #TeamID, #ProjectID, #ActivityID)

ACTIVITIES(ActivityID,ActivityName,Location,StartingDate,EndingDate,
EffectiveEndingDate, duration, #BudgetID)

BUDGETS (BudgetID, Field, Area, Year, Total Budget)

DONORS (DonorID, Donor Names, Project Name, Amount, Duration,# BudgetID)

TEAMS (TeamID, TeamName, Service, Location)

EMPLOYEES(EmployeeID, EmployeeNames, DateofBirth, Salary, Sex, #TeamID, #ContractID)

CONTRACTS (ContractID, SignDate, EffectiveEndingDate, Amount)

EVALUATIONS (EvaluationID, ObserverNames, Date, Observation, Results, #ProjectID)

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3.7 Data Dictionary

3.7.1 Representation of Data Dictionary

FIELDS DESCRIPTION DATA TYPE LENGTH CONSTRAINT

ProjectID Project„s identifier VARCHAR 25 NOT NULL

EmployeeID Employee‟s identifier VARCHAR 25 NOT NULL

First Name First Name VARCHAR 30 NOT NULL

Last Name Last name VARCHAR 30 NOT NULL

DonorID Donor„s identifier VARCHAR 25 NOT NULL

ActivityID Activity„s identifier VARCHAR 25 NOT NULL

TeamID Team„s identifier VARCHAR 25 NOT NULL

BudgetID Budget‟s identifier VARCHAR 25 NOT NULL

ContractID Contract„s identifier VARCHAR 25 NOT NULL

EvaluationID Evaluation‟s Identifier VARCHAR 25 NOT NULL

StartingDate Starting Date VARCHAR 30 NOT NULL
SignDate Sign Date VARCHAR 30 NOT NULL
EndingDate Ending Date VARCHAR 30 NOT NULL

EffectiveEndingDate Effective Ending Date VARCHAR 30 NOT NULL

Table 3.1: Data Dictionary

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3.7.3 Physical Model of Data (PMD)

3.7.3.1 Definition: A physical data model is a representation of a data design which takes into
account the facilities and constraints of a given database management system. In the lifecycle of a
project it is typically derived from a logical data model, though it may be reverse-engineered from
a given database implementation.

Figure 3.7: Representation of Physical Model of Data

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CHAPTER FOUR: SYSTEM IMPLEMENTATION AND RESULTS ANALYSIS

4.1 Introduction

This section aims to provide a look at how each element of the system was constructed,
Implementing Project Monitoring and Evaluation management information system is started with
creating the database, after the database the next step is the design and coding of different forms
needed to store information in database and other interfaces of the system such as Login and Main
Menu, the following step is designing different reports using Crystal Reports these are really the
results required by the users, reports are manipulated queries according to the expected results.
The final stage in implementation of Project Monitoring and Evaluation Management Information
System will be creating the Setup for the whole project in order to run independently in any other
given environment.

4.2 User Requirements

4.2.1 Functional Requirement

The system was developed for the purpose of helping Nyagatare district staff, this was mean to
record information a monitored project, and it could be done by filling in form.

4.2.2 System Requirement

This system was designed in such a way that the system should be able to recover from error
made by user during data entry ,where possible the system should be able to give error messages
and should also be able to recover these errors.

4.2.3 Non-functional information

1. Probability of failure on demand should be very small

2. Rate of failure occurrence should be very small
3. Administrator should be able to use the system after an hour‟s training

4.3 Presentation of Technology to be used

In Design of a Project Monitoring and Evaluation Management Information System, technologies

are used for satisfying the requirements and achieving to its functionalities.

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4.3.1 SQL Server

Microsoft SQL Server is a Relational Database Management System (RDBMS) designed to run
on platforms ranging from laptops to large multiprocessor servers. SQL Server is commonly used
as the backend system for websites and corporate CRMs and can support thousands of concurrent
users.

SQL Server comes with a number of tools to help you with your database administration and
programming tasks.

The goals of SQL Server are:

 Data confidentiality: Only authorized individuals should be able to view data.

 Data integrity: All authorized users should feel confident that the data presented to them is
accurate and not improperly modified.
 Data availability: Authorized users should be able to access the data they need, when they
need it.

4.3.2 Visual Basic 6.0

Visual Basic 6.0 is a third event driven programming language and integrated development
environment (IDE) from Microsoft. It was used in designing interfaces (forms) and connecting
forms to the database using DAO (3.6), one of its methods used to link forms to the database

4.3.3 Crystal Reports

Is designed to work with your database to help you analyze and interpret important information.
Crystal Reports makes it easy to create simple reports, and, it also has the comprehensive tools
you need to produce complex or specialized reports.

4.3.4 Platform and Configurations

The choice of application software is not as clear. As long as the software could be written to
connect to the chosen DBMS, SQL Server 2000, any development tools could be used .In
additional support for building a Graphical user interface and adding functionalities behind it is
also desirable to meet the data entry requirements of this project.

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4.3.5 Hardware

Emachines E525, Hard disk 15.6”, CPU 900, Memory 2Gigabytes, Hard disk drive 160Gigabytes.

4.4 System testing

This part involves system testing and approaches used to test the system to ensure that all
modules in the program were functioning effectively. Software testing can defined as the process
of validating that the software program meets the business and technical requirements and
determine whether the system works as expected.

Project Monitoring and evaluation Management Information System was tested through various
steps; the first step was to detect syntax errors and tried to debug them for the aim of obtaining a
clean compilation. The next step was to eliminate logic errors. The final step was to test Unit
code, Integrated subsystems testing and finally system testing.

The following were the verifications of system testing that undergo.

4.4.1 Unit code testing

The researcher tested each unit of code to verify the functionality of a specific section of code to
ensure that the specific function is operating as expected.

4.4.2 Integration Testing

The Project monitoring and evaluation software components were integrated and tested to verify
the interfaces between modules against a software design.

4.4.3 System integrated testing

This testing took multiple integrated systems that have passed system testing as input and tests
their required interactions.

4.4.4 Integration testing

Objective of Integration testing is to make sure that the interaction of two or more components
produces results that satisfy functional requirement. In integration testing, test cases are
developed with the express purpose of exercising the interface between the components.

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Integration testing can also be treated as testing assumption of fellow programmer. During the
coding phase, lots of assumptions are made. Assumptions can be made for how you will receive
data from different components and how you have to pass data to different components.

4.4.5 Add model testing

The add model show the whole process that the user of the system follow from the beginning until
the data is saved into the database. That process starts from the login interface where the user
enters its user name and its password and click on login, when the user name or password is
wrong the user will receive a error massage box that tells her/him to enter the correct user name
and password, when it is correct then the welcome form appears which will show you the main
menu interface where there is all links to all interfaces or forms.

4.5 Some Interfaces

4.5.1 Welcome Interface

Figure 4.8: Welcome screen

The above figure is the welcoming interface that indicates the‟ START‟ and „EXIT‟ of
application. I it‟s the one that brings you to the login interface.

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4.5.2 Login Interface

Figure 4.9 : Login Screen

Login interface, it has two button‟ CANCEL‟ and „LOGIN‟ to login into the system. After user
has entered the correct information the login button will activate the system and permit the user to
interact with the system.

4.5.3 Main Menu Form

Figure 4.10: Main Menu screen

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4.5.4 Form saves Projects

Figure 4.11: Save Screen projects

The above form serves to store new project ,the button‟ Save‟ permit the user to record new
project , the button „Search‟ permits the user to find out the needs project‟s information that is
already recorded into the system.

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4.5.5 Form Search Budget

Figure 4.12: Search Budget Screen

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4.5.6 Donor Report

Figure 4.13: List of Donors

4.5 Some Codes

Dim cnx As ADODB.Connection

Dim rec As ADODB.Recordset

Private Sub command2_Click()

Unload Me

End Sub

44
Private Sub command1_Click()

If Me.UserName = "" Then

MsgBox "Please fill your User Name", vbInformation

Me.UserName.SetFocus

Else

If Me.Password = "" Then

MsgBox "Please fill your Password", vbInformation

Me.Password.SetFocus

Else

If Me.UserName <> rec!UserName Then

MsgBox "Please your User Name is not valid", vbCritical

Me.UserName.SetFocus

Else

If Me.Password <> rec!Password Then

MsgBox "Please your Password is not valid", vbCritical

Me.Password.SetFocus

Else

FormMenu.Show

Unload Me

End If

End If

End If

End If

End Sub

Private Sub Form_Load()

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Set cnx = New ADODB.Connection

cnx.Open "Provider=SQLOLEDB;data Source=MARTIN-PC;Initial Catalog=MUDA;User

ID=MARTIN;Password=good"

Me.Move (Screen.Width - Me.Width) \ 2, (Screen.Height - Me.Height) \ 2

Set rec = New ADODB.Recordset

rec.Open "select * from USERS", cnx, adOpenKeyset, adLockOptimistic

display

clean

End Sub

Private Sub display()

Me.UserName = rec!UserName

Me.Password = rec!Password

End Sub

Private Sub clean()

Me.UserName = ""

Me.Password = ""

End Sub

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4.6 Results found

The developed system was capable in providing several reports and different user interfaces
which are user friendly and it also provides authentications in order to achieve our objectives for
facilitating effective management of monitoring and evaluation projects in Nyagatare district as
upcoming developing district i.e.

 These was less time consuming in monitoring and evaluation of projects to the staff
members of Nyagatare district
 The developed system was able to provides data back up and all data are encrypted
 In this developed system contains the record of all projects in one database
 The designed system could help users to render various services required
 The system provides a Graphical User Interface for recording a project monitored
 The system provided a graphical user interface for entering and editing the general
information about monitored and evaluated projects.

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CHAPTER FIVE: CONCLUSION AND RECOMMATION

5.1 Conclusion

According to the objectives defined to this project, hypothesis, scope of the study and considering
the results found in the end of implementation, evaluating and testing of this study , As
conclusion therefore, introduction of a computerized management information system will help a
great deal to improve the record for handling and safety techniques of Nyagatare district‟ records.
Having a new system that will have the capabilities of handling large volume of data, easy update,
and retrieval with a good and secure storage capacity will improve efficiency of project‟s record.

5.2 Challenges

During the preparation of this research project, in fourth year based on the instruction and
guidelines provided by the project coordinator in the faculty of information and communication
technology, the researchers thought it would be easy to accomplish the final project before the
provided deadline but the researchers met with some difficulties due to some conditions such as
lacking of enough information, getting later from Nyagatare district staff that were supposed to
provide it, low internet connection around the instruction, these difficulties prevented us from
meeting with our Supervisor at time.

 The system would be better if it is improved in future so that it can be used on the mobile
phone in the process of receiving the information created from laptop to the mobile
directly.
 The information recorded into the system would be better if it is encrypted and decrypted
using mobile phone technology.

5.3 Recommendations

 After the implementation of this project, we recommend it to Nyagatare district staff to

use the software so that they will be sure for security of information about projects
monitored.
 We recommend it to future researchers who will be interested in the system to include all
modules that we have left out in our system.

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REFERENCES

1. Casley, D.J. and K. Kumar. 1987. Project monitoring and evaluation in agriculture. A World
Bank Publication. Baltimore and London: The Johns Hopkins University Press Cummings, F.H.
1997. “Logic models, logical frameworks and results-based management.

2. Freer Spreckley, Results Based Monitoring and Evaluation, Toolkit, 2nd Edition 2009

3. IFAD. 1985. Monitoring and evaluation. Guiding Principles. Rome: International Fund for
Agricultural Development.

4. UPHOFF N. 1992(b): Monitoring and Evaluating Popular Participation in World Bank-

Assisted Projects, IN: BHATNAGAR B and WILLIAMS A. (Editors): Participatory
Development and the World Bank: Potential Directions for Change. World Bank Discussion
Papers 183. Washington D.C. USA.

5. Whittaker, J.A., What Is Software Testing? And Why Is It So Hard? IEEE Software 17,
January/February 2000, pp. 70-79.

6. Willetts & Crawford (2007) & Aid-IT ,Monitoring and Evaluation Data Cycle

Shapiro, Janet,Evaluation: Judgement Day or Management Tool? Olive 1996

www.civicus.org(12th August 2012)

www.ifrc.org(19th August 2012)

www.locallivelihoods.com (02nd August 2012)

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APPENDICES

Appendix A: Financial Budget

STATIONERY ITEMS UNIT PRICE(FRW) TOTAL COST(FRW)

2 Reams of papers 3,000 6,000

Typing charges

Communication / Internet 1500 15000

Binding of 4 books 1,000 4,000

Typing and printing 70,000 70,000

Transport charges 5,000 5,000

Hardware packages

2 Flash disc 7,500 15,000

3 CD 500 1,500

Laptop 300,000 300,000

Total 416,500

Table 2: Financial budget

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Appendix B: Work Plan Year 2012 Project Duration

ACTIVITIES March Apr May June July Aug Sept

 Data collection

 Developing
writing
research
proposal

 Project
development
 Testing
Finished
Project
 Submitting of
Research
proposal

 Submitting of
Final Report

 Final Report
Presentation

Table 3: Work Plan Year 2012 Project Duration

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