MONITORING AND EVALUATION

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 INTRODUCTION
• The M&E system is the set of planning, information
gathering and synthesis, reflection and reporting
processes, along with the necessary supporting conditions
and capacities required for the outputs of M&E to make a
valuable contribution to decision-making and learning.

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• Key project stakeholders need to develop the
different elements of the system together if they are
all to use the outputs to improve implementation.

• Who are these stakeholders?

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 Monitoring & Evaluation

• Management responsibilities for measuring

performance

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 Reasons for measuring our
performance:
• ACCOUNTABILITY
• LESSON LEARNING

• Need to address:
– RELEVANCE
– EFFICIENCY
– EFFECTIVENESS
– IMPACT
– SUSTAINABILITY
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 The difference between monitoring,
reviewing and evaluation

• They are carried out at different stages of the project:

• MONITORING is done continuously to make sure the

project is on track, for example, every month.

• EVALUATION is usually done at the end of the project to

assess its impact or at the mid term period of the project.

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• REVIEWING is done occasionally to see whether
each level of objectives leads to the next one and
whether any changes need to be made to the
project plans, for example, every six months.

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 RELATIONS BETWEEN RESEARCH
AND EVALUATION
• Research is the systematic process of collecting
data using methods such as surveys, focus groups,
in-depth interviews, case studies and analyzing the
data in order to increase our understanding of the
phenomenon about which we are concerned or
interested.

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Basic research is concerned with studying the
relationship between variables, while

Applied research usually attempts to apply the

methods and findings of basic research to a given
situation.

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 Therefore:

Evaluation is a branch of applied research that

attempts to ascribe cause-effect relationships within
a specific context.

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 Monitoring and Evaluation System

• A Monitoring and Evaluation System is a set of

components, for example

• indicators,

• targets,

• activities and processes,

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• Where each component is related to the other
component within the structure and where they all
serve a common purpose of tracking the
implementation and results of an intervention.

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 WHAT IS MONITORING?
Monitoring represents an on-going activity to
track project progress against planned tasks.
It aims at providing regular oversight of the
implementation of an activity in terms of input
delivery, work schedules, targeted outputs, etc.
Through such routine data gathering, analysis and
reporting, program.

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 Monitoring
Monitoring: routine or continuous measurement of
progress while the project is ongoing

1. Checking and measuring progress

2. Analyzing the situation

3. Reacting to new events, opportunities, and issues

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 Why Monitor?
To keep track of where you are
To identify any significant changes in the project
 It assists in communications
It is good management practice!
It is, in some cases, donors requirement

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 Discussion
Discuss what is being monitored daily, weekly and
monthly in your project

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 What is to be monitored
Examples in a Project
Beneficiary details
Staffing details
Project activity progress / milestones / deadlines vs. plan
Quality checks
Attendance records
Finance – income
Finance – costs vs. budget

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 Examples in a Programme
– Outputs
• No of people trained
• No. courses completed / % passing approved test
• No of people on study tours / placements
– Impact
• Improved absorption of funds
• etc

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 WHAT IS EVALUATION?
• Is a process that attempt to determine a systematically and
objectively as possible the:
• Relevance
• Effectiveness
• Efficiency
• Sustainability and impacts
of the project activities in relation to project
objectives.
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It measures the achievements in relation to
institutional policies, programme objectives and
goals set for each operation

It is a basis for assessing performance of policies,

programs etc

It also improves policies

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 Evaluation
Evaluation: Measurement of progress, results, and impact
when project is completed

Time

Cost Quality Scope

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 Project Evaluation
Program/project evaluation represents a systematic and
objective assessment of ongoing or completed projects or
programs in terms of their design, implementation and
results.
In addition, evaluations usually deal with strategic issues
such as program/project relevance, effectiveness,
efficiency (expected and unexpected), in the light of
specified objectives, as well as program/project impact and
sustainability

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 TYPES

Experts on evaluation often make a distinction

between formative and summative evaluation

They are similar, and the main difference is timing,

uses and the team composition

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 Formative evaluation Versus
Summative evaluation
Formative evaluation Performed during the
project/programme to improve the work in progress
and the likelihood that it will be successful

Summative evaluation Performed near the end of

the project/programme to provide evidence of
achievements and success

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 Activity

Discuss the uses of monitoring and evaluation

information from your programme.

Discuss practices that promote useful M&E system

in your organisation.
Case study on M and E and refer your project plan
document
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 LOGICAL FRAME WORK

• The logical framework approach to project

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 What is Logical Framework?

• Class Discussion

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• The Logical Framework Approach (LFA) is an open
set of tools – for project design and
management
• It’s purpose is to provide a clear and rational
framework for planning envisioned activities and
determine how to measure a project’s success,
while taking external factors into account

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LFA is a systematic planning procedure for
complete project cycle management
It is a problem solving approach which takes into
account the views of all stakeholders

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 History of LFA
• Developed in response to poor planning and monitoring of
Development projects
• The first logical framework developed for USAID at the end of
1960’s
• GTZ was responsible for the development of ZOPP or
Zielorientierte Projekt Planung
• NORAD made a significant contribution in 1990 with their
handbook

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 LOGFRAME MATRIX SERVES THE
FOLLOWING FUNCTIONS
A tool for planning a logical set of interventions
A tool for appraising a Programme document
A concise summary of the Programme
A tool for monitoring progress made with regard to delivery of
outputs and activities
A tool for evaluating impact of Programme outputs, i.e.
progress in achieving purpose and goal.

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 Condition for Logical Framework

 Stakeholder involvement
 Needs-based approach
 Logical intervention approach
 Framework for assessing relevance, feasibility and
sustainability

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  results-oriented – not activity driven
 logically sets objectives and their causal relationships
 shows whether objectives have been achieved:
Indicators (for M&E)
 describes external factors that influence the project’s
success: assumptions and risks

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 Main Steps
 Stakeholder Analysis
 SWOT Analysis
 Problem Tree Analysis
 Objective Tree Analysis
 Logical Framework Matrix
 Monitoring and evaluation

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 LOGICAL FRAMEWORK MATRIX
Narrative Verifiable Means of Important
Summary Indicators Verification Assumptions
(OVI) (MOV)

GOAL

PURPOSE

OUTPUTS

ACTIVITIES Inputs

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Examples of Logical Framework
Student must develop their own case studies and
include in the project plan
The use of logical framework monitoring and
evaluation

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