Monitoring and Evalution

Monitoring and Evalution
M&E system is one of the most important systems in the

organization.
Yet, this may be one of the most misunderstood, misused

and neglected.
DEPARTMENT OF EDUCATION
Monitoring & Evaluation
1. Common Mistakes & Misconceptions in M&E
2. M&E Concepts and Principles
3 . Ty p e s o f M o n i t o r i n g & E v a l u a t i o n
4. System Consideration: Governance
1.0 Common Mistakes & Misconceptions in M&E
1.M&E is about reports, forms, tools.
“data graveyard”
Source: Managing Impact for Rural Development

A Guide for Project M&E, IFAD
• Monitoring shows whether a system or process is functioning
efficiently, as planned or designed. Evaluation is more to do with
effectiveness and improvement, with judging the quality and impact of
processes so as to learn from them or identify ways of improving them.
2. Objectives - wrong indicator, not verifiable

, o r
i t o r
o n f y ”
e , m e r i
• r
Vague and very lengthys uobjectiveostatement
t v
Desired results cannotm e a a n
n within the time frame
be realized
•
n t c
obetweenwObjective
e
• Flawed logic
c a n a t statement and indicator
• e to everify,
Difficult
W w h expensive
“ u a t
v a l
e
Visualize the results and outputs, then formulate
your indicator
Use SMART or QQT
3. Meet the information requirements of all

stakeholders.
• We don’t have our own templates & forms but uses

templates, report formats of other stakeholders
• Data we collect are not important to us but important to
stakeholders
Define your decision making requirements, your

information needs.
Consider your needs first before the others.
4. M&E is data gathering.

• At least 70% of efforts is spent on
data gathering
• 10% is devoted to processing results
• 10% on formulating corrective
actions
• 5-10% on management reporting
• 0-5% on making corrective actions
Data gathering is the first important activity in M&E. It includes

both primary and secondary sources.
M&E also involves storing of data and information. Managing
the information system, data buildup.
More time should be spend processing, analyzing and
interpreting.
M&E should lead to adjustments, making decisions
Management reporting.
5. M&E is a year round activity
6. We have the evaluation tool
• Reliance to a “silver bullet”, a one size fits all tool
Use different tools for different requirements, triangulate
7. The more data collected the better

• Sayang ang pagbisita, kunin na lahat
• Data overload
• Analysis paralysis
Define the scope of your M&E, know your decision

requirements
8. M&E as a stand alone process

• “M&E for the sake of M&E”
M&E should be linked to planning, and other core

business processes. Data, findings, analysis are input to
decision making.
9. M&E is the enemy, too many reviewers

• Leads to sugar coating of reports
• M&E as a “spy”
M&E is your friend, you’ll need us for continuos

improvement.
10. It is now results-based M&E

Our activities, reports will focus on monitoring, and
evaluating results not progress.
Progress M&E is an integral part of the RBME

Examines the input-output-outcome logic
11. Failure to track the external environment
• Changes in the environment (physical, economic, policy)

• Shifting stakeholders interest and support
Track important assumptions, risks
2.0 M&Evaluation: Concepts & Key Principles
Achieve and accomplish objectives
Definition “fixed point”
Monitoring and Evaluation is the

systematic process of gathering, Facilitate Managerial
Actions / Adjustments
processing, analyzing, interpreting, and
storing of data and information about
the performance, thereby setting into
motion a series of managerial actions,
Process & Analyze to gain
for the purpose of ascertaining the INSIGHTS
realization of set objectives.
Storing of Data and
Information
Gather Data & Information
Adjustment/Decision
Making/Improvement
A
Adjustments can be:
Revisions in the Implementation Implementation

implementation plan
Enhancing the way of doing M&E as an Adjustment Mechanism
things
Changes in the policies and
standards
Timing
Right time for decision making

Right time for measurement
Right time for data collection
“Catch the Indicator when it occurs”
Scope & Objectives
Clarity of objectives
Coherence of objectives
Objectively Verifiable Indicators
“Scope creeps or intervening factors”
Hierarchy of Objectives
Goa
l
Outcome
s
Intermediate
Objectives
Output
s
Activitie
s
Objectively Verifiable Indicator (OVI)
Quality
Quantity
Time
Target Group
Evidence-based
Numbers provide the range of

accomplishment
Stories provide depth to the
accomplishments, and context to the
situation
Results-based
Target group oriented

Main focus is on the KPIs, mandate
All other things are assessed based
on outcomes
Means of Verification (MoV)
Authoritative documents and/or

activities
MoV should be linked to the
“business process”
Measuring versus Reporting
Measure frequently
Make reporting less burdensome
Risks
External Factors beyond your control

Track changes in the frame
conditions
M&E as your integrating mechanism
Horizontal integration - sharing of

information across units or programs
Vertical integration - feedback
between governance levels
Key Principles
1. Unique requirements per project stage.
2. Quality is a prevention process.
3. “It is difficult to swallow a whole elephant”.
4. Planning is the most critical stage in the implementation life
cycle.
5. M&E is not an add-on task.
6. M&E is not a random assessment of an on-going
implementation.
7. Problems and difficulties are products of neglect from previous
stages.
8. M&E should lead towards adjustments.
High High
Cost to Change
Low Low
Appraisal Startup Implementation End

Level of Influence & Potential to Add Value
3.0 Types of Monitoring and Evaluation
1. Progress Monitoring and Evaluation (PME)
2. Initial Gains Evaluation
3. Results Monitoring and Evaluation (RME) also known as

Outcome M&E
4. Impact Evaluation (IE)
4 Types (Timeline)
Mar Jun Sep Dec
Impact Evaluation
Progress Monitoring and Evaluation (IE)
(PME)
Activitie
s
Outputs
Inputs Initial Gains Evaluation
(IGE)
Results Monitoring and

Evaluation (RME)
4 Types (Timeline) & Adjustment
A A A A A
Mar Jun Sep Dec
Impact Evaluation
Progress Monitoring and Evaluation (IE)
(PME)
Activitie
s
Outputs
Inputs Initial Gains Evaluation
(IGE)
Results Monitoring and

Evaluation (RME)
Hierarchy of Objectives Objective Type of

M&E
Goa Measure Impact to Goal

Impact Evaluation
l
Measure benefits to target groups after

Results Monitoring &
Outcome all interventions are completed
Evaluation
s
Measure effects of intervention during

Intermediate
implementation; improvement in Initial Gains Evaluation
Objectives performance, behavior and practices
Output Measure efficiency of

s implementation: focused on
Progress Monitoring &
Activitie scope, quantity, quality, time and
Evaluation
s Input cost
s
Hierarchy of Objectives Scope Type of M&E
Sector objectives the

Goa program/project will
Impact Evaluation
l contribute to
Results or benefits to target groups Results Monitoring &

Outcome
after all interventions are completed Evaluation
s
Pertains to improvements in
Intermediate performance, behavior and practices Initial Gains Evaluation
Objectives as a direct results of the outputs
generated
Output Outputs are a result of inputs and

s activities implemented. Also Progress Monitoring &
Activitie referred to a project deliverables Evaluation
s Input
s
4.0 System Consideration: M&E and Governance
Determine strong and

weak points of the
system Learning Center Detect when and
Level where the system is
Learner
Level weak.
s
er
District Identify potential
ld
ho
ke Level problems and its
Classroom implications
a
St
Level
Determine when and Division
why the system is
s
Level
er
weak
ld
School
hoe
Level
ak
St
Region
Level Proactive approach to
managing issues and
Central Level concerns
St
ak
e
ho
ld
Systems Consideration
er
s
Strengthening the link between levels
RA 9155
Governance of Basic Education Act
of 2001
Strategic Directions Strategic
Strategic Strategic
Directions Directions Directions
CO
Customise Policies, Customise Policies, Customise Policies, Customise Policie

Programs, Systems Programs, Systems Programs, Systems Programs, System
Region
Technical Technical Technical Technical

Assistance Assistance Assistance Assistance
Division
Teaching & Teaching & Teaching & Teaching &
Learning Learning Learning Learning
School
K-3 4-6 7 - 10 11- 12
RA 10533
Level of Governance
Enhanced Basic Education Act of 2012 Key Stages
Level of Governance
Progress M&E
Adjust WFP
C Initial Gains Evaluation
Enhance policies, Results M&E
programs, systems O
Impact Evaluation
Feedback to CO
Progress M&E Adjust WFP

Regio
Initial Gains Evaluation Enhance REDP
Results M&E n Regional
policies,
Feedback to Region programs
Adjust WFP Divisio Progress M&E

Enhance DEDP n Initial Gains Evaluation
Adjust TA to schools Results M&E
Feedback to Division
Adjust Annual
Progress M&E
Schoo Implementation Plan
Initial Gains Evaluation
Results M&E l Enhance SIP
Curriculum and Learning
Materials Division
Education Support
Human Resource Services Division
Development
Division
Sch / SDO
Sch/SDO with high performance, with
poor performance
Field Technical
Policy Research Assistance
Division Division
Others
Quality Assurance
Division
DepED Monitoring & Evaluation System

Evaluation of the Provide national
basic education Main M&E directions and
sub-sector system System strategies on basic
education sub-sector
Ensure relevance & Assess relevance,

quality assure Region M&E delivery, and
implementation of System efficacy of policies
policies and programs and programs
Focus on
Division M&E Needs based provision
performance of
schools and Systems of technical assistance
learning centers and education support
services to schools
Tracks teaching & School M&E
learning process,
and school System
management
Focus on learners
performance
Proposed Major M&E Processes
• Organizational Readiness Review (startup review)

• MEA Process (Quarterly Review)
• Annual Implementation Review
• Mid-Term Assessment
• Evaluation
Annual Annual
Mid-Term
Implementation Implementation
Readiness Review Review Evaluation
Review Review
RR AIR MTR AR E
DEDP Prep DEDP Implementation Y1-Y3 DEDP Implementation Y4-Y6
Quarterly Review
QR
Thank You!
DEPARTMENT OF EDUCATION 40

Monitoring and Evalution

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Monitoring and Evalution

M&E system is one of the most important systems in the

Yet, this may be one of the most misunderstood, misused

1. Common Mistakes & Misconceptions in M&E

2. M&E Concepts and Principles

4. System Consideration: Governance

1.M&E is about reports, forms, tools.

Source: Managing Impact for Rural Development

2. Objectives - wrong indicator, not verifiable

3. Meet the information requirements of all

• We don’t have our own templates & forms but uses

Define your decision making requirements, your

4. M&E is data gathering.

Data gathering is the first important activity in M&E. It includes

5. M&E is a year round activity

6. We have the evaluation tool

• Reliance to a “silver bullet”, a one size fits all tool

Use different tools for different requirements, triangulate

7. The more data collected the better

Define the scope of your M&E, know your decision

8. M&E as a stand alone process

M&E should be linked to planning, and other core

9. M&E is the enemy, too many reviewers

M&E is your friend, you’ll need us for continuos

10. It is now results-based M&E

Progress M&E is an integral part of the RBME

11. Failure to track the external environment

• Changes in the environment (physical, economic, policy)

Track important assumptions, risks

Definition “fixed point”

Monitoring and Evaluation is the

Gather Data & Information

Revisions in the Implementation Implementation

Right time for decision making

“Catch the Indicator when it occurs”

Scope & Objectives

“Scope creeps or intervening factors”

Objectively Verifiable Indicator (OVI)

Numbers provide the range of

Target group oriented

Means of Verification (MoV)

Authoritative documents and/or

Measuring versus Reporting

External Factors beyond your control

M&E as your integrating mechanism

Horizontal integration - sharing of

Appraisal Startup Implementation End

1. Progress Monitoring and Evaluation (PME)

2. Initial Gains Evaluation

3. Results Monitoring and Evaluation (RME) also known as

4. Impact Evaluation (IE)

Mar Jun Sep Dec

Results Monitoring and

4 Types (Timeline) & Adjustment

Results Monitoring and

Hierarchy of Objectives Objective Type of

Goa Measure Impact to Goal

Measure benefits to target groups after

Measure effects of intervention during

Output Measure efficiency of

Hierarchy of Objectives Scope Type of M&E

Sector objectives the

Results or benefits to target groups Results Monitoring &