Session 2: Developing a Comprehensive M&E Work Plan

Session Outline  Purpose of an M&E work plan  Components of an M&E work plan  Introduction to work plan definitions  Introduction to the work plan template

Session Learning Objectives By the end of the session, participants will be able to: 1.understand the main functions of an M&E work plan; 2.explain the different components of an M&E work plan; and 3.be familiar with developing an M&E work plan.

M&E Plan: Definition A document that describes the M&E system, which links strategic information obtained from various data collection systems to decisions that will improve programs.

M&E Plan: Main Functions  States how the program will measure achievements.  Documents consensus among stakeholders.  Guides M&E implementation over the life of the program.  Preserves institutional memory.

Why Develop an M&E Work Plan?  Allows organizations to work more effectively and efficiently towards achieving our program goals and objectives.  Serves as a communication tool that outlines various roles and responsibilities regarding M&E for a project or organization.  Organizes plans for data collection, analysis, use, and data quality.

Components of an M&E Work Plan 1.Introduction 2.M&E framework 3.Indicators 4.Data flow and use 5.Data quality 5.Evaluation 6.Reporting plan 7.Appendices (indicator sheets, target-setting work sheets, list of M&E team members, M&E costing plan)

Introduction  Background /context  Funding mechanisms  State vision  Define program goal and objectives  State the purpose of the M&E plan  M&E team  Stakeholders

Additional Program Information to Consider  Key activities  Target beneficiaries  Time frame  Persons responsible  Anticipated results  Budget

Vision Statement A vision statement identifies the most significant change an organization would like to see occur.  Example 1: A reduction in the circulation of the HPAI H5N1 virus in poultry.  Example 2: A reduction in mortality from Influenza A/H5N1 in humans.

Program Goal and Objectives Goal: A program’s goal is a broad statement of a desired, long-term outcome of the program. Objectives:These are statements of desired, specific, realistic, and measurable program results. Source: GAP 2003

Objectives are SMART: Specific: An objective states a specific output to be accomplished. Measurable: Objective can be measured and the measurement source is identified. Appropriate: Objective or expectation of what will be accomplished is realistic given the time period, working conditions, resources, etc. Realistic: The output of the objective supports the goals sought in the project. Time-based: Clearly states when the objective will be accomplished.

To Write an Objective, Fill In the Blanks To __________ (action/direction of change) the ________ (what knowledge, attitude, practices will be changed) in _______ (targeted population or area of change) by _______ (the expected amount of change in number or percent) as measured by ______(how will you measure the change) by _______ (time frame) Examples To improve farmer knowledge regarding safe animal husbandry practices. To ensure rapid response teams respond to outbreaks in keeping with standard national guidelines. To improve infection control procedures in key health facilities.

ACTIVITY: Starting Group Projects Identify together a program that your group is interested in developing an M&E plan for. Using the M&E plan template as a guide, identify the following: Program background (organization name, program name, program description, other background information as needed). Vision, goals, and objectives. Write (or develop) an abridged program plan/description to use as a basis for your M&E work: Include at least 10 key activities to reach your goal/objectives. Project timeline – how long will your program be funded? Anticipated partners. Key stakeholders/decision makers.

Developing a Program Framework Re-examine the program vision, goals, and objectives. Develop framework based on:  goals and objectives  what is appropriate for your organization Define inputs, outputs, outcomes, and impacts.

Logical Framework InputActivityOutputOutcomesImpact What goes in… What you budget for.. Resources What you do to reach your goal… Each activity may have its own inputs and outputs What you get from your activity… more immediate Relates to your project OBJECTIVES What you get… down the road and involves some sort of change in behavior, knowledge, attitude… Relates to your project GOALS How activity affects population… in the long term. Relates to vision

Indicators Selection of indicators based on: program framework strategic information needed for decision making addressing country/state/local program needs coordination of national and donor M&E needs building on existing indicators Indicator protocol reference sheets

Data Flow and Use What are the information sources used for collecting data for indicators? Chart what is to be collected, how the data will be stored, what analysis will be done using the data, and how analysis will be reported and used. Data collection tools include:  outbreak reporting  patient records or registers  farm or market records  survey instruments  supply distribution statistics (e.g., PPEs)

Data Flow and Use SourceCollectionCollation & Storage AnalysisReportingUse What are we collecting? Who collects this data, from where, and how often? How are data aggregated? Where are the data stored? List any possible opportunities to transform the data into more meaningful information and thus for further review Are there other pieces of information available? To whom will this information be reported? How can this information be used to make informed decisions? List specific opportunities for use. Link to Data Use Template (4.2) Data elements Indicators Data elements Indicators

Data Use Determine the uses for the information generated from each of the indicators that is collected. Establish what stakeholders you’ll need to communicate the information to, and how (in what format) you will do this. Determine any next steps to ensure that the information generated is used.

Data Use Plan IndicatorUsesStakeholdersMechanismFormatNext Steps List by indicator What are the multiple uses for the information generated from this indicator? Who will you want to communicate this information to? How will you communicate this information? How should this information be formatted to best reach the intended user? What steps must be taken to ensure that this information is used? Any follow up needed? Feedback?

Data Quality Plan Identify the different potential threats to your data quality for each of the indicators in your plan. Document the steps you plan to take to reduce these threats

Data Quality Management Plan Name of Indicator Data Quality IssuesActions Taken or Planned to Address this Limitation Additional Comments (list by indicator) List possible risks to the quality of data collected. Consider the five criteria for data quality: validity, reliability, integrity, precision, and timeliness. How will the identified possible risks to the quality of data be managed?

Evaluation Plan Evaluation provides information on:  program/activity outcomes;  quality of services provided; and  whether the program met its expected objectives. Evaluation provides information that cannot be gained from a routine monitoring system. It is important to plan for evaluation from the very start of the program and to engage stakeholders early in the process.

Evaluation Plan

Reporting Plan Define users/recipients of the data. Define different methods/products for reporting data. Establish time frame for dissemination of reports.

M&E Work Plan Appendices Work plan appendices may include:  indicator sheets  target-setting work sheets  M&E team members  M&E costing plan (Refer to the M&E work plan template.)

M&E Systems: Costs How much will it cost? What are the costs of:  information systems (costs of data collection, processing, and analyzing);  information dissemination and use; and  M&E unit for coordination and facilitation.

Factors that Affect the Implementation of Your M&E Plan 1.Technical capacity of staff 2.Availability of data and information management tools at field level 3.Ensuring uninterrupted flow of consistent data. 4.Stakeholder participation at all levels 5.An effective system in place for data collection, analysis, and feedback.