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Monitoring and Evaluation of Projects

Project & Project Cycle .

A Project • A unique set of activities with: Rationale  Goal  Objectives    Action Outputs plan  Beneficiaries  Limited time frame  Budget .

Project Cycle Identification Redesign Project Preparation Project Appraisal .

right selection of beneficiaries • Procedures are being followed according to the work plan • Meeting our target or not (target monitoring).What is Monitoring? • Looking into the process. going towards the target. activity monitoring • Continuous info collection/analysis/reporting for decision making • Program is going in right direction as planned in the project document .

Monitoring Systematic recording of : • • • • • • Observations Information gathering Analysis Documentation Reflection and Action……… .

Monitoring .

One line definition • Monitoring is the recording “Whether right thing is being delivered to the right people at the right time in a right way (process)” .

What is not Monitoring • Policing/imposing • Pointing out (but it is highlighting) .


.Don’t let the things happen in their own way……….

Report right thing at right time to the right person!!! DON’T JUST WRITE FOR FILES .


Be the user of information not the owner!!!!! .

Tools for Monitoring .

Monitoring Tools • Staff meetings – Weekly. Surveys)/Retreat • Participatory Reviews – Stakeholders • Monitoring and Supervision Mission (Self/Donors/Joint) • Progress reports/Statistics » Contd. . Annual • Partners meeting/Learning Forums (FGD. Monthly.

and outputs • To warn of deviations from objectives • To assist managers in making decisions • Monitoring should take place at and be integrated into all stages of the project cycle .Goals of Monitoring • To ensure that inputs. activities. activities and outputs proceed according to plan • Determine whether the inputs are optimally utilized • Ensuring all activities are carried out by the right people and in time • To provide record of inputs.

Evaluation .

Evaluation Judging. value. In terms of: • Relevance • Effectiveness • Efficiency • Sustainability • Impact . appraising. determining the worth. or quality of a project to make necessary decisions.

and partner’s and donor’s policies. . direct or indirect longterm impact produced by a development intervention. • Effectiveness: doing right things • Efficiency: doing things right • Sustainability: Meeting needs without compromising the ability of future generations to meet their needs (project will continue after donors intervention) • Impact: Positive or negative.Five Strategic Evaluation Questions • Relevance: The extent to which the objectives of a development intervention are consistent with beneficiaries´ requirements.

Evaluation Provides Information Strategy: Are the right things being done? • Rationale or justification • impact Operations: Are things being right? • Effectiveness in achieving expected outcomes • Efficiency in optimizing resources • Client satisfaction Learning: Are there better ways? • Alternatives • Lessons learned .

• Summative evaluation A study conducted at the end of an intervention to determine the extent to which anticipated outcomes were produced. most often conducted during the design and/or implementation phases of projects or programs.Forms of Evaluation • Formative evaluation Evaluation intended to improve performance. .

Types of Evaluation • Participatory evaluation • Process based evaluation • Outcome based evaluation • Self-evaluation (360 degree evaluation) • Goal-based evaluation .

. carrying out and interpreting an evaluation. its management practices. its service delivery mechanisms.Types of Evaluation • Participatory evaluation Evaluation in which representatives of agencies and stakeholders work together in designing. its policy instruments. and the linkages among these. • Process based evaluation An evaluation of the internal dynamics of a project.

• Goal based evaluation Evaluating the extent to which projects are meeting predetermined goal / impact . • Outcome based Evaluation it facilitates the asking if the organization is doing right activities to bring about the expected outcomes • 360 degree Evaluation (evaluation by planner & implementers) An evaluation by those who are entrusted with the design and delivery of a project.Types of Evaluation cont….

Relationship of Monitoring and Evaluation .

Relationship of Monitoring and Evaluation Evaluation Monitoring Recording Information from Monitoring Information from other sources Analysis Information Analysis Reporting Recording Recommendations Corrective action at the operational level Affirmation or modification in objectives. resources. and process .

Difference between Monitoring and Evaluation .

and how and why they were or were not achieved. Evaluation To validate what results were achieved. Involves Value Judgment Relies on monitoring data and information from external sources. Evaluates achievement or outcomes by comparing indicators before and after the intervention.Monitoring Object To track changes from baseline ive conditions to desired outcomes. Metho Tracks and dology assesses performance through analysis and comparison of indicators over time. .

Time-bound. in-depth.Charact eristics Continuous and systematic by Programme/ Project Managers and key partners. Provides managers / Donors / stakeholders with strategy and policy options. . Uses Alerts managers about problems in performance. periodic. provides options for corrective actions and helps demonstrate accountability. Internal or External evaluators and partners. provides basis for learning and demonstrates accountability.

Why M & E? .

Monitoring Why? Evaluation Observe. check  Record. & value  Asses  Major decisions  Provide info for planning When? During implementation  Continuous   Before or after  Periodic . account  Day-to-day decisions  Provide info for evaluation   Judge.

and results − Performance Reporting Decision making – Improving implementation – Periodic review – Improving planning • .Key Uses of M&E • • Improve performance of ongoing projects Accountability − Warn of deviations from goals − Review inputs. activities.

What to Monitor? • Focus on key needs of management and different stakeholders • Maintaining minimum accountability and transparency standard • Key outputs of the project and program .

Lessons Learnt • There should be: – No activities without records – No records without analysis – No analysis without learning – No learning without action .