Components of a monitoring and evaluation system

At the end of this presentation you will understand the M&E System, its objectives, components and criteria for assesment.

1. Components of a Monitoring and Evaluation System BY:IRENE OBI FOR:PRESTON HEALTHCARE CONSULTING LTD. DATE: 20 TH OCTOBER 2017

2. OUTLINE Objectives Monitoring and Evaluation: Definition Why M&E Understanding M&E System Objectives of an M&E system 12 Components of M&E system Criteria for assessing M&E system Conclusion

3. OBJECTIVES To understand the differences as well as the linkages between Monitoring and Evaluation. To learn the objectives of M&E Systems To identify the different components of M&E systems To learn the criteria for assessing a good M&E systems

4. Monitoring It is the continuous and systematic recording of observations; information gathering; analysis; reflection; re-planning (if necessary) to ensure that the program/project is going according to plan. Evaluation It is judging, appraising, determining the worth, value or quality of a project to make necessary decisions. It is done in terms of Relevance, Efficiency, Effectiveness, Impact, Sustainability. Monitoring and Evaluation: Definition

5. Monitoring and Evaluation: Definition (Contd.) Monitoring and evaluation (M&E) is about collecting, storing, analyzing and finally transforming data into strategic information so it can be used to make informed decisions for program management and improvement, policy formulation, and advocacy.

6. Why M&E Monitoring Evaluation WHY Observe, Check Judge, Value Record, account Assess Day-to-Day Decisions Major Decisions Provide information for evaluation Provide information for planning WHEN During implementation Before and after Continuous Periodic

7. Understanding M & E System What is an M&E system? An M&E system refers to all the indicators, tools and processes that you will use to measure if a program has been implemented according to the plan (monitoring) and is having the desired result (evaluation). An M&E system is often described in a document called an  M&E plan .

8. Objectives of an M&E system Measure progress Improve accountability and management of resources Efficiently and effectively use data Improve coordination with partners Collect complete and timely information on national effort

9. 12 Components of M&E Systems

10. 12 Components of M&E Systems Contd. It can be grouped into 3 Levels : Level 1 :Enabling Environment Focuses on People , partnerships and planning required to support data use. Level 2 : Data and Information Focuses on mechanisms for collection , capturing and verification of Data for decision making Level 3 : Decision Making Focuses on dissemination and use of data for decision making.

11. Level 1: People , partnerships and planning Create enabling environment for M&E People (component 1) who are skilled (component 2) working together (component 3) to plan (component 4) operationalize and cost (component 5), and motivate for an M&E system to become and remain fully functional (component 6)

12. 1. Organizational Structures with M&E Functions The adequate implementation of M&E at any level requires a unit (Internal and/or external) whose main purpose is to coordinate all the M&E functions at its level. Activities Establish an M&E unit with defined scope of work, processes, making and communicating its decisions. Define specific M&E responsibilities. Develop and implement a strategy for data collection, management, analysis, use and assessing the overall performance. Performance results Well-defined organizational structure. Adequate number of skilled M&E staff with clearly stated Job descriptions. Routine mechanisms for M&E planning and management.

13. 2. Human Capacity for M&E An effective M&E implementation requires that there is only adequate and qualified staff employed in the M&E unit who would be continuously developed through training and other capacity building initiatives. Define a strategy for human capacity development for M&E that projects qualified human resources needed. Cordinate M&E training and technical assistance. Defined skillset for individuals and organisations. Workforce development plan, including career path for M&E. Costed human capacity building plan. Supervision, in-service training and mentoring. Activities Performance results

14. 3. Partnerships for Planning, Coordinating and Managing the M&E System Partnerships for M&E systems complement the organization’s M&E efforts in the M&E process. They can be used for verification and auditing purposes to check for alignment of M&E functions and outputs, to intended objectives and reported outputs. Activities Performance results Compile an inventory of organisations involved in M&E Establish a mechanism for coordination and communication among organizations involved in M&E Data on National M&E TWG. Mechanism for stakeholder coordination. Routine communication channel for exchange of information among stakeholders.

15. 4. M&E framework/Logical Framework It outlines the objectives, inputs, outputs and outcomes of the intended project and the indicators that will be used to measure and the assumptions that the M&E system will adopt.

16. Activities Performance results Establish coordinated M&E planning procedures for key M&E stakeholders. Dedicate staff time and resources to align the M&E development plan. Organize training programme for the M&E implementation plan An M&E plan T hat describes the implementation of all 12 components of a specific M&E system. That adheres to specific international and national technical standard. With completed M&E system assessments with recommendations. 4. M&E framework/Logical Framework Contd.

17. 5. M&E Work Plan and C osts Closely related to the M&E frameworks is the M&E Work plan and costs. It shows how resources (personnel , time, materials and money) will be used to achieve the set M&E functions. Activities Performance results Establish and maintain a planning unit with responsibility for managing and coordinating resources for M&E. Coordinate a workshop of stakeholders to develop the work plan, cost activities and assign responsibility for its implementation. An M&E work plan that contains activities, responsible implementers, timeframe, activity costs and identified funding . A regularly updated M&E work plan based on performance monitoring. Resources (human, physical, financial) are committed to implement the M&E work plan .

18. 6. Communication, Advocacy and Culture for M&E This refers to the presence of policies and strategies within the organization to promote M&E functions . Develop an advocacy and communication strategy for the M&E system that outlines activities and resources. Develop advocacy materials addressing the utility of M&E and specific action points. Establish and maintain a communications infrastructure for M&E related information. A specific M&E communication and advocacy strategy plan. M&E is explicitly referenced in specific policies and strategic plans. Available M&E materials that target different audiences and support data sharing and use. Activities Performance results

19. Level 2 : Collection, capturing and verification of data Providing data and information relevant for decision making. (Component 7-11) The M&E plan defines which data need to be captured to monitor and evaluate the national response. The components in this ring help to collect, capture and verify all the types of data that are needed as part of a national M&E system

20. 7. Routine Programme Monitoring Monitoring refers to the continuous and routine data collection, analysis and reporting that takes place during project implementation to assess meeting the set objectives. Activities Performance results Develop, distribute and maintain standardized for data collection, analysis and reporting. Produce a clear plan for timely collection of high-quality data . Implement regular assessments of the quality of programme monitoring data. Data collection strategy is explicitly linked to data use . Clearly defined data collection, transfer and reporting mechanisms, including essential tools for data management, collaboration and coordination among different stakeholders .

21. 8. Surveys and Surveillance This involves majorly the national level M&E plans and entails how frequently relevant national surveys are conducted in the country. National surveys and surveillance needs to be conducted frequently and used to evaluate progress of related projects. Activities Performance results Conduct regular strategic planning for defining evidence-informed data needs. Develop and implement a strategy for the management of data collection efforts focused on surveys and surveillance. Conduct surveys. Protocol for all surveys and surveillance based on international standard . Specified schedule for data collection linked to stakeholders needs, including identification of resources for implementation . Inventory of surveys conducted.

22. 9. National and Sub-national databases This deals with the need for M&E systems to develop strategies of submitting relevant, reliable and valid data to national and sub-national databases. Establish procedures where data can be gotten and managed in alignment with government policies, project databases . Establish a TWG to guide and harmonize databases and to assure quality of data management and data sharing procedures. Performance results Activities Linkages between different relevant databases to ensure data consistency and to avoid duplication of effort . Well-defined and managed national databases to capture, verify, analyze and present programme monitoring data from all levels and sectors.

23. 10. Supportive Supervision and Data Auditing Every M&E system needs a plan for supervision and data auditing. Supportive supervision is important since it ensures the M&E process is run efficiently, while data auditing is crucial since all project decisions are based on the data collected. Establish national/international standards and procedures for data quality assurance. Support a data auditing unit for oversight of auditing and audit reports . Organize regular meetings between external and internal auditors/staff responsible for data quality. Guidelines for supervising routine data collection at all service delivery levels . Routine supervision visits, including data assessments and feedback to local staff . Periodic data quality audits . Supervision and audit reports. Activities Performance results

24. 11. Evaluation and Research Evaluation is an important component of M&E as it establishes whether the project has met the desired objectives. It usually provides for organizational learning and sharing of successes with other stakeholders.

25. 11. Evaluation and Research Contd. Activities Performance results Inventory of completed and ongoing country and local specific evaluation and research studies . Ethical approval procedures and standards . National forum for sharing and discussing of evaluation and research findings. Organize workshops with relevant stakeholders to agree on priority questions for evaluation and research. Establish procedures for implementation and ensuring adherence . Establish a mechanism to share and discuss findings and their implications.

26. Level 3: Dissemination and Use of Information Using Information (Feedback) to Improve Results To be successful, monitoring and evaluation information must be used! Who will be responsible for collating, preparing reports (subject for communication sessions) Consider timing, possible users Will indicators be available at the time of budget preparation or performance reviews? Who are the key decision makers? How will the data be presented?

27. 12. Data Dissemination and Use The information gathered during monitoring and evaluation needs to be shared out to relevant stakeholders to inform future decision making . Organizations must therefore ensure that there is an information dissemination plan either in the M&E plan, Work plan or both. Activities Performance results Develop and implement guidelines on data confidentiality and data release with explicit decision making processes and authorities . Develop and implement a communication strategy and plan for M&E products. An M&E plan which includes a data use plan . Information products tailored to different audiences and a dissemination schedule . Evidence of information use.

28. Criteria for Assessing M&E System The standard criteria for assessing the quality of your M&E system are: Utility   Will the M&E system serve the practical information needs of intended users ; Feasibility  Are the methods, sequences, timing and processing procedures proposed realistic, prudent and cost effective ; Propriety  Will the M&E activities be conducted legally, ethically and with due regard for the welfare of those affected by its results ; Accuracy  Will the M&E outputs reveal and convey technically adequate information .

29. Conclusion For a project, program, policy to work effectively and efficiently, a functional Monitoring and Evaluation system should be put in place. This will help greatly in informed and verifiable present and future decision making.

30. References 1. 12 components of M&E Systems https :// evaluateblog.wordpress.com/2013/05/03/the-12-key-components-of-me-systems / 2. Characteristics of a Good Monitoring & Evaluation System http:// www.mnestudies.com/monitoring/characteristics-good-monitoring-evaluation-system 3 . How to create a monitoring and evaluation (M&E) system – step-by-step guide http :// www.tools4dev.org/resources/how-to-create-an-monitoring-and-evaluation-system 4. Monitoring and Evaluation https :// www.globalhealthlearning.org/program/monitoring-and-evaluation 5. Monitoring and Evaluation https:// www.slideshare.net/skzarif/monitoring-evaluation-presentation1