603887551-Module-8-INTRODUCTION-TO-MONITORING-AND-EVALUATION.pptx

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1. THE UNIVERSITY OF ZAMBIA INTRODUCTION TO PROJECT MANAGEMENT Module 8 : Introduction To Monitoring And Evaluation

2. INTRODUCTION TO MONITORING AND EVALUATION

3. Monitoring is a continuous and systematic process of measuring or tracking the progress of a project with the aim of providing the main stakeholders with indications of on whether their projects are performing according to the set objectives or plan. Monitoring involves tracking the inputs, activities and outputs of a project or program in order to determine whether the project is progressing towards delivering the intended results .

4. Why is it important to Monitor?

5. Why is it important to Monitor? In order to help improve on the projects performance (Quality) To track whether the project is progressing towards the intended goals (or Objectives) For accountability purposes. Input to evaluation (the information we get is the information we using in eva luation)

6. What is monitored?

7. Inputs: human resources, staff, funds, supplies Activities: training of staff, construction of facilities, sensitizations Outputs: direct products of a projects activities (e.g. knowledge of network access points, availability of products) Outcomes : behavioral change, changes in trend

8. Evaluation

9. Evaluation is a systematic process of determining the worth or value of a projects intervention. Evaluation aims at determining the relevance, impact, effectiveness, efficiency and sustainability of the interventions and focuses on the achieved and expected goals .

10. Why is it important to Evaluate?

11. In order to acquire more knowledge and widen applicability Necessary in order to determine accountability for program To assess the extent to which results are being achieved in order to improve the interventions.

12. What is evaluated?

13. Relevance Effectiveness Efficiency Sustainability

14. Types of Evaluations

15. Types of Evaluations 1. Baseline : An assessment conducted before an intervention is implemented in order to provide information which helps in determining what changes are affected by the intervention. It gives a clear status of the project or population. 2. Formative (project appraisal) : this is an assessment conducted before or while the project in progress . It is a developmental, process-oriented evaluation aimed at improving the projects performance . E.g . an assessment procedure conducted by an employee during the working hours in order to improve on the employers work conditions or company. It also provides guidance to a program’s activities   3 . Mid-Term : it is an Assessment of the effectiveness and efficiency of the programme while it is ongoing. It is very vital in decision making and taking into account the lessons learnt through the experience .

16. Types of Evaluations  4. Summative (end of project/closing ): This is a final assessment conducted at the end of a project. This evaluation focuses on the outcome of the project.   5. Ex-post : this is an assessment conducted after a period after the completion of a project, taking into consideration its effectiveness and sustainability. 6. Impact or outcome: conducted to assess the effectiveness of a programs interventions. It looks at the impact or results of a program based on the interventions . it tends to answer the cause and effects questions. E.g. what would have been the results if this intervention was not undertaken?

17. Tools used in M & E

18. Tools used in M & E Field visitation Document review Stakeholder consultation & analysis Direct observation Biophysical measurements (e.g Under clinics) Case studies (For feasibility studies) Formal surveys (Impact assessments)

19. TERMINOLOGIES USED IN M & E

20. MONITORING AND EVALUATION PLAN

21. 1. AN M&E SYSTEM The structural totality that an organization sets up to carry out the monitoring and evaluation function and will include the sum of data collection, storage and analysis and sharing/ feedback mechanisms. The M&E system will consist of personnel, data management systems, reporting mechanisms and formats, and M&E Plans (including lists of indicators and tools for data collection). The M&E system is much larger and it consists of people and processes that work together to achieve the 12 performance goals of an M&E system .

22. 2. AN M & E PLAN An M&E Plan is a document that describes how to implement the M & E system . It links strategic information obtained from various data collection systems to decisions that will improve health programs.

23. WHAT IS AN M&E PLAN? M&E Plan : A described strategy for implementing an M&E framework in the overall M&E System. This is the fundamental document that details a program’s objectives, the interventions developed to achieve these objectives, and describes the procedures that will be implemented to determine whether or not the objectives are met.

24. The M&E Plan describes all or part of the M&E System ; It shows how the expected results of a program relate to its goals and objectives; It describes the data needed and how these data will be collected and analyzed, how this information will be used ; It states the resources that will be needed; and how the program will be accountable to stakeholders An M&E plan should be considered a living document and revised whenever a program is modified or new information is needed.

25. IMPORTANCE OF AN M&E PLAN State how a program will measure its achievements and therefore provide accountability Document consensus and provide transparency Preserve institutional memory Guide the implementation of M&E activities in a standardized and coordinated way To fulfill a donor’s reporting requirements

26. KEY ELEMENTS OF A PERFORMANCE M&E PLAN

27. Plans for Data Collection (Required) Performance Indicators (the things you use to measure success) and Their Definitions Data Sources (Where are you going collect the data) Methods of Data Collection (How are you going to collect the data) Frequency and Schedule of Data Collection (How often are you going to collect the data) Responsibilities for Acquiring Data (who is going to collect the data?) Clear explanation of movement of data & Information from one level to another – including feedback

28. Plans for Data Analysis, Reporting, Review and Use Data Analysis Plans Plans for Complementary Evaluations

29. Plans for Presentation of data Plans for presenting data – reports, presentations, brochures

30. Plans for Data use Plans for use of data – program planning, advocacy , validate results, explain challenges etc.

31. STEPS FOR DESIGNING AN M&E PLAN

32. STEPS FOR DESIGNING AN M&E PLAN Step 1: With the aid of an M&E framework, describe the program’s goals, objectives and result areas (outputs, outcomes and impacts) Step 2: Formulate a list of SMART indicators with relevant technical staff – the indicators should have clear metrics (numerators and denominators.) Step 3: Formulate targets for all the indicators (baseline where possible).

33. STEPS FOR DESIGNING AN M&E PLAN Step 4: Describe the monitoring and evaluation system – the whole process from data collection to data use . Also include partnerships and collaborations you anticipate. Step 5: Describe the evaluation strategy and how it complements the monitoring system Step 6: Schedule the M&E activities – including costs and the process of updating of the M&E system.