MONITORING PROJECTS:

QUALITY AND RESULTS

 DAY ONE DAY TWO DAY THREE

ASSESSMENT DESIGN MONITORING

Intro. Training Intro. Design Intro. Monitoring

Intro.
MORNING Assessment
Assessment Relevance of the Monitoring an
process and design (activity vs. intervention
components result/ quality) Components of
monitoring
Analyzing Designing a Log- Monitoring content
problems frame and process in
(problem tree) CCA
Conclusion
AFTERNOON
The assessment The project design
process in CCA in CCA Training closure

Conclusion Conclusion
 Monitoring vs evaluation

• Is it the same thing?

• If no, what are the differences?similarities?
• What are the objectives of monitoring?
Evaluation?
• Why is monitoring important? Why is
evaluation important?
• What kind of informations do we need to
monitor a project?
 Monitoring vs evaluation

What are the differences? similarities?

Monitoring is a long term process / on going in order to ensure activities are taking place according to standarts
and to find out weaknesses and gaps within the project
Monitoring involve the team that is implementing the project
Monitoring is activity based (??)

Evaluation: after the end of the project (or at mid term) to find out the weaknesses and the results of the project
(positive outcomes) evaluation can be used as a point of reference for futur projects (measure outputs, outcomes
and impacts)
Evaluation involves external people
Evaluation is a one time event (happens at the end of the project)
Evaluation is result based (???) measures the results through indicators

What are the objectives of monitoring? Evaluation?

Gather informations for evaluation
Know what are the objective
Help you to find the gaps and weaknesses according to the LFA
Evaluation helps you figure out if you can carry out the same activities in the future and to establish weaknesses
and strengths

Why is monitoring important? Why is evaluation important?

To know how the project is evolving
Gather information for evaluation
What kind of informations do we need to monitor a project?
Project documents: LFA, timetable, budget, list of activities, field data

• Activity plans , cost breakdown, specificities of the area

 THE PROJECT CYCLE

REVIEW
AND ASSESSMENT
EVALUATION

MONITORING

IMPLEMENTATION
AND DESIGN
MONITORING

The Project cycle

Defining Monitoring
Differences and Links between Monitoring and Evaluation
Monitoring Evaluation
A continuous process A specific activity or moment

To provide information to day- To provide recommendations to

to-day decision making
(adjustments)
It is carried out by the project
team
strategic decision-making
processes
It is carried out by an evaluation
team (internal or external to the
project team)

For the project team (to adapt For the project team and the
and improve the impacts) donors (lesson learned)
and the donors (to follow
the progress)
The monitoring system should provide information for evaluations
SLIDE 7
Project Cycle
Jan Davis and Robert Lambert, Engineering in Emergencies, p.63.

ASSESSMENT
& PLANNING
IMPLEMENTATION
EVALUATION & MONITORING
ASSESSMENT
& ADAPTATION
& PLANNING

IMPLEMENTATION
EVALUATION & MONITORING
& ADAPTATION

Project Cycle
Jan Davis and Robert Lambert, Engineering in Emergencies,
p.63.
 MONITORING is the continuous,
systematic and critical review of
operations in order to measure their
evolution and adjust them according
to circumstances and project’s
objectives.

MONITORING
Different steps of the M&E process

Observe
Compare
Have an opinion
Make recommendations
Take actions

SLIDE 6
IF A MONITORING DOES NOT LEAD TO

ANALYSIS

AND THEN TO

DECISION MAKING
(ADAPTATIONS)

IT IS

USELESS
AIM OF
MONITORING
Building a Monitoring system
 BUILDING A MONITORING SYSTEM

Intervention
objectives

BUILDING A MONITORING
SYSTEM
 MONITORING SYSTEM

Set of tools to measure indicators.

(observation, sampling, questionnaires,
PRA)
•Where
•Who
•When / how often
•To whom.

MONITORING SYSTEM
The different steps of a monitoring system

1. Collecting data * Preparing the monitoring

* Field work
2. Analyzing data * Triangulation of information
3. Writing the report * Summarizing data
4. Adapting the project * Adaptations to the log-frame
* New projects or activities
Impacts

Outcome

Outputs

Activities

LOG FRAME 1
IF YOU FAIL TO PLAN…
YOU PLAN TO FAIL!!!

FAILING TO PLAN
Monitoring a project
 Data about intended achievements and
baseline

is compared with … Data on

actual achievements

to identify...

Significant deviations from plan

as a basis for... identification of

problems and opportunities

MONITORING PROCESS
 Different steps of project’s monitoring..

3
1 2 4

The Collecting Processing Taking

project data data Analysis decisions

5
Taking
corrective
action
 REMEMBER !!!!

• USE THE TOOL ADAPTED TO THE

INFORMATION AND CONTEXT
• DEFINE THE METHOD TO USE THE TOOL
• TRIANGULATE MOST RELEVANT DATA
• USE THE EXISTING DATA
• GATHER CAUSES AND CONSEQUENCES OF
THE IDENTIFIED PROBLEMS
• GATHER OPINIONS AND SUGGESTIONS TO
IMPROVE THE QUALITY OF YOUR PROJECT
DESIGNING MONITORING
TOOLS
The Monitoring report
 THE MONITORING REPORT

The purpose of monitoring reports is

to provide :
-updates on achievements against
indicators and milestones,
-guidance on the elements that should
be adjusted
AIM OF MONITORING REPORT
MINIMUM STRUCTURE OF
MONITORING REPORT
1. Introduction

2. Monitoring of situation (external factors)

3. Monitoring of objectives and indicators / (+

critical events)

4. Progress of activities

5. Conclusions

6. Recommendations

7. Annexes MONITORING REPORT 1

OBJECTIVE / PROGRESS :

INDICATOR BASELINE STANDARD MONITORING OBSERVATIONS

RECOMMENDATIONS :

MONITORING REPORT 2
 MOST FREQUENT MISTAKES IN A
MONITORING REPORT

•GO INTO USELESS DETAILS

•LACK OF ANALYSIS OF THE DATA
•DO NOT SHOW TRENDS AND WARNINGS
•LACK OF RECOMMENDATIONS
•NO CORRECTIVE ACTIONS ARE TAKEN

•IS PERCEIVED AS A COMPULSORY

USELESS TASK

MISTAKE OF MONITORING
REPORT
IF A MONITORING DOES NOT LEAD TO

ANALYSIS

AND THEN TO

DECISION MAKING
(ADAPTATIONS)

IT IS

USELESS
AIM OF
MONITORING