Caribbean Health Research Council

BASIC
MONITORING
AND
EVALUATION
Workshop Manual
 BASIC
MONITORING
AND
EVALUATION
Workshop Manual

© 2011
 Disclaimer
This publication was supported by the Cooperative Agreement
Number 5U2GPS001914 from The Centers for Disease Control and
prevention. Its contents are solely the responsibility of the Caribbean
Health Research Council and do not necessarily represent the
official views of the Centers for Disease Control and Prevention.

The material contained herein is that of a collaboration between

the Caribbean Health Research Council (CHRC), the U.S. Centers
for Disease Control and Prevention and the Regional Monitoring
and Evaluation Technical Working Group. Please seek permission
from the CHRC to copy, modify, publish or transmit this material
which was compiled specifically for the purposes of this workshop.

 Page iii
 Table of Contents
Acknowledgements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vi

Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . viii

Workshop Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x

Workshop Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xii

1 Introduction to Monitoring and Evaluation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

2 Understanding and Describing your Programme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

3 The Logic Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

4 Monitoring & Evaluation Indicators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

5 Data Collection Methods for Monitoring and Evaluation.........................................................................................................63

6 Data Flow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

7 Data Quality and Data Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

8 Introduction to Quantitative and Qualitative Data Analysis.................................................................................................. 109

9 Dissemination of M&E Findings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

10 Developing M&E Plans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

11 12 Components of an M&E System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Bibliography . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

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 Acknowledgements

T
his Basic Monitoring and Evaluation (M&E) Workshop Manual is the culmination of a
collective effort by a number of agencies, coordinated and led by the Caribbean Health
Research Council (CHRC).

CHRC expresses gratitude to the principal collaborators i.e. the members of the Caribbean M&E
Technical Working Group. The latter comprised the Caribbean HIV Alliance, Caribbean HIV
AIDS Regional Training Network (CHART), US Centers for Disease Control and Prevention
(CDC), PAHO HIV Caribbean Office, UNAIDS, and HIV Programme Unit of the Organization
of Eastern Caribbean States (OECS).

CHRC acknowledges the critical role of the scores of Caribbean health professionals from
Ministries of Health and National AIDS Programmes who participated in M&E workshops and
provided the feedback that guided the development of the current document. CHRC is also grateful
to the Pan Caribbean Partnership on HIV/AIDS (PANCAP) for the funding of M&E workshops
since 2003 and the Trinidad and Tobago Health Training Centre (TTHTC), which contributed to
the development of the Manual.

It is also important to recognize the hardworking CHRC M&E Specialists and Officers for their
role in leading this initiative, including the finalization of the structure and content of the Manual.
The CHRC Administrative staff members were also responsible for the formatting and graphics
design of the document.

The development of this Basic M&E Workshop Manual would not have been possible without the
funding received from the CDC, through a Co-operative Agreement with CHRC.

Acknowledgements Page vi
 Participant Manual

Acknowledgements Page vii

 Preface

M
onitoring and Evaluation (M&E) is recognised as an essential management tool and
the Basic M&E Training Workshop was designed to build the capacity of professionals
involved in health programme planning and implementation as well as those tasked with
the collection and use of data for decision making. Consequently, the aim of the Workshop is to
increase participants’ knowledge and understanding of fundamental monitoring and evaluation
principles and to enable them to apply these to their work. This is expected to result in greater
efficiency and effectiveness of health programmes.

The workshop is structured to ensure that participants are tooled to contribute to their Ministry’s/
institution’s M&E functions including the development of M&E plans and the management of
data. The Workshop Manual therefore comprises the following modules:

• Introduction to M&E
• Understanding and Describing Your Programme
• The Logic Model
• M&E Indicators
• Data Collection Methods for M&E
• Data Flow
• Data Quality and Data Management
• Introduction to Quantitative and Qualitative Data Analysis
• Dissemination of M&E Findings
• Developing M&E Plans

Significantly, there is also a section in which the various M&E terms are defined. Consistent
with the practical approach to the Workshop, each module in the Manual includes a number of
exercises that participants are required to do as group work. These are designed to ensure the
effective transfer of knowledge through a practical hands-on approach.

The process by which the present Manual was developed actually started in 2003 when CHRC
conducted its first M&E workshop. Since then, the content and format of the workshop have
evolved, driven by feedback from the participants and international best practices. The process
culminated with the hosting of a retreat at which the training materials of other agencies (Measure
Evaluation, FHI, UNAIDS, World Bank) were also reviewed in light of the needs of Caribbean
health professionals. A draft manual was then prepared, piloted and revised before being published.

This Basic M&E Training Workshop Manual is expected to be used by all agencies involved in
the conduct of basic M&E training in the Caribbean. In addition, similar to the use of the popular
CHRC Research Skills Workshop Manual, it is likely to be a key reference document for M&E
practitioners.

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 Workshop Agenda
Day 1 Day 2 Day 3

8:30 - 9:00 a Welcome Remarks &

Introductions
Introduction to Quantitative &
Monitoring & Evaluation Indicators
Qualitative Data Analysis
9:00 - 10:00 a Intoduction to M&E

10:00 - 10:15 a BREAK BREAK BREAK

10:15 - 12:00 a Introduction to M&E (Cont’d) Data Collection Methods for M&E Dissemination of M&E findings

12:00 - 1:00 noon LUNCH LUNCH LUNCH

1:00 - 2:30 p Understanding & Describing Data Flow Developing M&E Plans
your Programme

2:30 - 2:45 p BREAK BREAK BREAK

2:45 - 4:00 p Logic Models Data Quality & Data Management 12 Components of an M&E System

4:00 - 4:15 p Completion of Daily Evaluation Completion of Daily Evaluation Completion of Daily Evaluation
Forms Forms Forms, Closing Ceremony

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 Workshop Objectives

At the end of the workshop participants will:

ΏΏ Have an improved understanding of the fundamentals of

monitoring and evaluation

ΏΏ Be able to apply these principles to the work of their institution

in order to facilitate increased efficiency and effectiveness

ΏΏ Be able to participate in their country’s essential M&E functions

(M&E planning, data collection, dissemination and data use)

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1 Introduction to Monitoring
and Evaluation

Learning Objectives

By the end of this session, participants will be able to:

ΏΏ Define monitoring
ΏΏ Define evaluation
ΏΏ Provide a rationale for M&E in the context of health related outcomes
ΏΏ Describe activities for implementing an M&E System (preparation,
routine, integration, renewal)

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2 Understanding and Describing your
Programme

Learning Objectives

By the end of this session, participants will be able to:

ΏΏ Define their programmes
ΏΏ Define goals and objectives
ΏΏ Define “SMART” objectives
ΏΏ Develop M&E questions

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3 The Logic Model

Learning Objectives

By the end of this session, participants will be able to:

ΏΏ Define a Logic Model

ΏΏ Explain the significance of a Logic Model
ΏΏ Identify the Components of a Logic Model
ΏΏ Read and understand a Logic Model
ΏΏ To develop a basic Logic model

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4 Monitoring & Evaluation Indicators

Learning Objectives

By the end of this session, participants will be able to:

ΏΏ Define Indicators
ΏΏ Relate indicators to programme objectives
ΏΏ Distinguish between the four levels of Indicators
ΏΏ Describe characteristics of good Indicators
ΏΏ Develop Indicators and Indicator Reference Sheets

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5 Data Collection Methods for Monitoring
and Evaluation

Learning Objectives

By the end of this session, participants will be able to:

ΏΏ Identify the various sources of M&E data
ΏΏ Be familiar with the common quantitative and qualitative data collection
methods used for M&E data
ΏΏ Select the most appropriate data collection methods for their programme

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6 Data Flow

Learning Objectives

By the end of this session, participants will be able to:

ΏΏ Define data flow and discuss its components
ΏΏ Demonstrate how to establish the flow of data for a project/programme
ΏΏ Construct a data flow chart

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 Sample Data Flow Chart

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7 Data Quality and Data Management

Learning Objectives

By the end of this session, participants will be able to:

ΏΏ Identify the determinants of quality data
ΏΏ Identify techniques to achieve better data quality
ΏΏ Identify principles of good data management

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8 Introduction to Quantitative and
Qualitative Data Analysis

Learning Objectives

By the end of this session, participants will be able to:

ΏΏ Distinguish between the atributes of quantitative and qualitative data
ΏΏ Identify common approaches for the analysis of quantitative and
qualitative data

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9 Dissemination of M&E Findings

Learning Objectives

By the end of this session, participants will be able to answer the following questions:
ΏΏ Why disseminate M&E findings?
ΏΏ Who need the M&E findings?
ΏΏ How to communicate M&E findings?
ΏΏ How to use M&E findings?

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10 Developing M&E Plans

Learning Objectives

By the end of this session, participants will be able to;

ΏΏ Describe the functions of an M&E plan
ΏΏ Identify the main elements of an M&E plan
ΏΏ Know how to develop an M&E plan

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11 12 Components of an M&E System

Learning Objectives

By the end of this session, participants will be able to;

ΏΏ Present, explain and discuss a globally-agreed organizing framework for
conceptualizing national M&E systems - the 12 components of a national
system
ΏΏ Show how the 12 components have been used to help build functional
national M&E systems
ΏΏ Show how the 12 components are applicable to countries

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 Bibliography
Kusek, J.Z., Rist, R.C. (2004). Ten Steps to a Results-Based Monitoring and Evaluation System, The
World Bank, Washington, D.C.

Myers, M.D., (2009). Qualitative Research in Business & Management. Sage Publications, London, 2009.

Neill, J. (2007). Qualitative versus Quantitative Research: Key Points in a Classic Debate.
<http://wilderdom.com/research/QualitativeVersusQuantitativeResearch.html#Links>

Owen, J.M. (2007). Program Evaluation: forms and approaches. 3rd Edition. Guilford press, London.

Rossi, P.H., Lipsey M.W., Freeman, H.E. (2005). Evaluation: A systematic approach. 7th Edition.Sage
Publications, London.

Shapiro, J. Monitoring and Evaluation

http://www.civicus.org/new/media/Monitoring%20and%20Evaluation.pdf

Trochim,W. M. (2006). The Research Methods Knowledge Base. 2nd Edition.

<http://www.socialresearchmethods.net/kb/>

WHO (2009). A Guide to Monitoring and Evaluation for collobaborative TB/HIV activities. WHO,
Geneva

Worthen, B.R., Sanders, J.R., Fitzpatrick, J.L. (1997). Program Evaluation: Alternative Approaches and
Practical Guidelines. (2nd Ed). White Plains, NY: Addison Wesley Longman.

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