Demystifying Project Level MIS: Practical Implementation Dr Eric Weiss Experience Sharing Workshop on MIS for IFAD Projects, Bangkok, 9-10 October 2006

Presentation Topics MIS and the Projects Project Level Issues that Can Be Addressed by MIS Links Between MIS and M&E Systems –RIMS –Logframes Practical Methodology for Addressing MIS Design Examples

RIMS, M&E, and MIS in Context MIS Management Information System M&E Monitoring & Evaluation RIMS Results & Impact Management System IMPACT Impact Measurement

RIMS, M&E, MIS, and Logframes: Conceptual Framework Problem Impact Indicators - RIMS Level 3 Outputs Output Indicators - RIMS Level 1 - AWP&B Project Goal Impacts Project Objectives Project Interventions Desired Outcomes Problem Causes Outcome Indicators - RIMS Level 2

“Typical” Project RIMS and M&E Data Flows Other Indicators - Outputs/AWP&B - Outcomes - Impacts IFAD Other Donors Government - Local - National RIMS Data - Level 1 (Outputs) - Level 2 (Outcomes) - Level 3 (Impacts) IFAD RIMS/M&E Data are often not used by the Projects themselves Project

Context for MIS Data MIS Data: Any data used to manage and/or improve project results MIS data comes from multiple sources –M&E/RIMS –Expenditures –Budgets/Financial tracking –Manpower allocation reports –Etc

MIS Support to Projects MIS data can be used to answer questions about the project of basic interest to Project Directors and other project level managers –Is the Project meeting its stated objectives? –Can the Project be made more effective? –Is the Project on schedule (outputs/time)? –Is the Project within budget? –Can the Project be made more efficient? –How can the next Project do better?

OutcomesImpactOutputsActivitiesInputs Can the Project be made more effective? Can the Project be made more efficient? Project Efficiency Project Effectiveness Are we doing well? Did we achieve our objectives and make progress towards our goal?

How can the next Project do better? Source: Introduction to CARE USA Impact Guidelines, Jim Rugh 1999

Example Evaluation Data Promoted farming method Percentage of farmers that have adopted method BaselineMTR Use of fertilizer 4050 Rice intensification 2348 IPM 2745 Intercropping 3248 % Increase

Questions Raised by Example Evaluation Data (Farming Methods) Why did use of fertilizer show such a small percentage gain in farmers? –Inadequate extension work? Insufficient interchanges with farmers? Too few field demonstrations? Poor lead farmers? Wrong crop types selected for demonstrations? Wrong fertilizers used for these crops? –External reasons? Bad weather led to marginal yield results ? Cost too high for farmers?

2 nd Example Evaluation Data IGA Training Topic % of male headed households adopting IGA training % of female headed households adopting IGA training BLMTR% ΔBLMTR% Δ Improved Agriculture Animal Husbandry Making Handicrafts Petty Trading

Questions Raised by 2 nd Example Evaluation Data (Farming Methods) Why are there gender differences in adoption rates for different IGAS? –Gender preferences for different IGAS? –Poor training of some gender groups? –Inadequate targeting of women for some IGAS? What should the Project do in response to these results? –Stop training for some IGAs by gender? –Evaluate training and trainers for gender bias? –Better targeting by gender for some IGAs

Example AWP&B Data Output Indicator TargetActual Number of farmers trained 15,00016,700 Km of roads built and/or rehabilitated Number of self help groups (SHG) formed 4542 Ratio: A/T

Questions raised by Example AWP&B Data Why was there such a discrepancy between the Target and Actual Km of roads built/rehabilitated? –Unrealistic target values? Too optimistic? Terrain difficult to work in? Poor logistics? –Inadequate resources for the job? –Untrained construction personnel? –Rainy season prevented work?

Workshop Evaluation Review Exercise: Training Doctors to Do Specific Assessments

Example Evaluation Results 3: Increase in Organizational Capacity

How Can Projects Define, Collect, and Use MIS Data Decide on Management objectives –Achieve/Exceed Project objectives –Stay within schedule and budget –Develop “Lessons learned” for the future Determine relevant information that will allow assessment of management objectives

How Can Projects Define, Collect, and Use MIS Data - 2 Determine information sources for the needed information –Logframe, RIMS Table –AWP&B –Budgets, financial tracking systems –Other Ensure that Project data collection activities for these sources will provide the needed data Use the collected data to assess project results and to guide improvements as appropriate

When Projects are Preparing to Define, Collect, and Use MIS Data? Remember and follow the “KISS” Rule: Keep It Simple, Stupid