PACFaH M&E TOOLS AND REPORTNG TIMELINES Jayne Arinze-Egemonye

The PACFaH Project M&E tools The PACFaH project M&E tools are developed to standardize reporting in the PACFaH project. These are the tools used in the PACFaH project for planning, collecting, recording, analyzing and reporting information. These will enable the collection and standardization of data required for the M&E system, they are;

The PACFaH Project M&E tools Results Framework Results Tracker M&E Plan Template Indicator Tracker Reporting Templates Pre and Post Test Assessment Tools Dissemination Tracker SOW templates

The PACFaH Project M&E tools 1. Results Framework The result framework is a document that lists the strategic goal of the PACFaH project, the specific details of the outcomes the project will achieve and the key outputs that indicate the investment is on track. It also lists the projects expected primary outcomes, Intermediate outcomes, and investment outputs. Results in this framework are listed by investment outcomes with activities led by the Implementing organizations in each issue area, with certain outputs requiring collaborations in its achievement “Developing activities in the PACFaH project is to be guided by the PACFaH project results framework and the Advocacy Strategic Plan”.

The PACFaH Project M&E tools 2. Results Tracker The PACFaH project results tracker is a document developed during the investment development phase. It lists the agreed upon indicators, data sources as MOV, targets and approach to measuring and tracking project results over the life of the project. This document guides the tracking and documentation of the achievement of project investment achieved outcomes and variances against targets as the project progresses. “Measuring performance in the PACFaH project by the M&E team is to be guided by the results tracker”

The PACFaH Project M&E tools 3. M&E Plan Template The PACFaH project M&E Plan template is a guide to aid the development of the PACFaH Partners M&E plans to effectively monitor program activities, and output and outcome indicators at organization level. This document is developed and reviewed bi annually. For each activity designed by the program team it documents the following; Program activity title Indicator title and definition Baseline Target and Data Source Method/approach of data collection Data Acquisition- (Schedule and by whom) Data analysis and reporting (Schedule and by whom) For a copy of the PACFaH project M&E plan see, annex

The PACFaH Project M&E tools 4. Indicator Tracker The PACFaH project Indicator tracker is a guide to aid the quarterly tracking of the PACFaH project investment outcome indicators to enable the M&E teams to give effective and timely feedback to the program team to enable them review program performance where lagging toward the timely achievement of program outcomes This document contains the following information; The Indicators by Organization Baseline Value Quarter Target Actual achieved % of Quarter target %of annual target Year to date actual achieved %of life of the project Target

The PACFaH Project M&E tools 6. Scope of Work templates The PACFaH project sometimes utilizes external consultants to measure project outcomes. The SOW template is to be utilized by the M&E officer when engaging consultants for research studies. It serves as a guide to ensure the required information is effectively stated as research question in the SOW.The SOW is to be developed prior to engaging the research consultant with review by the project team.

The PACFaH Project M&E tools The Dissemination Tracker This tool is to collate and organize information on disseminated PACFaH documents to enable ease of analyses by location, groups disseminated to and total number of copies of material disseminated.

The PACFaH Project M&E tools 7. The pre and Post Test assessment tool This document is important to asses capacity increase in the PACFaH project. A pre test is to be done at the beginning of all training workshops and a post test at the end. This tool is training specific as such should be designed by the in house M&E officer for each activity to be administered by the program team. The results are to be analyzed by the in house M&E officer to be reported in the activity reports, monthly reports and quarterly reports.

Reporting in the PACFaH project 1. What to report The M&E Unit of PACFaH partner organizations is expected to take the lead to ensure timely submission of the following reports: Monthly Reports Quarterly Reports Annual Reports End of project reports M &E Activity reports Study reports

Reporting in the PACFaH project 2. Monthly reports This document of not more than 8 pages is submitted monthly to dRPC by the PACFaH project partners. It contains the following; All activities planned including Quick wins by the PACFaH Partners in the reporting period All activities Implemented by the PACFaH Partners, its outcomes, challenges, lessons learnt, best practices with pictures Upcoming activities scheduled for the next month Any change to the work plan with justifications Recommendations to the dRPC

Reporting in the PACFaH project 2a. Utilizing the monthly report It is expected the M&E officer will analyze this information collated from the program Implementation team and give feedback on program performance, processes in real time to the projects team and the dRPC The dRPC utilizes the monthly report to track organizations execution of its work plans, Close monitoring of activities to be executed and provide feedback to the funders on program performance

Reporting in the PACFaH project 3. Quarterly reports This document will contain the following; All activities planned including Quick wins by the PACFaH Partners in the reporting period All activities Implemented by the PACFaH Partners, outcomes, challenges, lessons learnt, best practices Upcoming activities scheduled for the next Quarter Progress report on all investment outcomes, indicators and Data source as listed in the PACFaH results tracker on schedule and variance. Explanation for the items not on schedule and processes instituted to bring them back on schedule Cost of executing project activity per geographic location

Reporting in the PACFaH project 3a. Utilizing the Quarterly report It is expected the M&E officer will analyze the information collated from the program Implementation team and give feedback on program performance, processes in real time to the projects team and the dRPC The dRPC will utilize the quarterly report to track organizations execution of its work plans, achievement of its investment outcomes, monitoring of its indicators with the right data Source per quarter and track the use of funds to measure activity and results per Location. The dRPC will use this information to provide feedback to organizations on strategies for improved program performance and the funders on progress on project Outcomes Information on how the dRPC can assist performance in the next quarter

Reporting in the PACFaH project 4. Annual Reports Organizations will submit annual reports to the dRPC, with progress on the achievement of their activities along the following areas Generating the evidence base Publications Advocacy engagements and follow up Capacity Building Activities Challenges Recommendations The Annual report Template is scheduled to be revised (See template in annex)

Reporting in the PACFaH project 4a. Utilization The dRPC submits the annual report to the funders 5. Activity reports The PACFaH partners submit all project related activities undertaken by PACFaH partners in the reporting period.(Such as the advocacy visits reports, Workshop and training,Policy dialogue reports and Development process of project documents and tools amongst others.) The activity reports are to be developed by the program officers in the organizations with the PACFaH project activity report template (see annex) and submitted to the M&E officers who will submit a monthly summary to the dRPC (in the monthly report) and full report for final submission Quarterly.

Reporting in the PACFaH project 6. End of project report This will be submitted at the end of the project by the PACFaH partners. It will list all outputs and outcomes achieved and detail the steps and processes to the achievement of these investment outputs and Outcomes. It will also measure the impact of the investment outcomes (Template yet to be decided) 7. Study Reports Study reports are submitted quarterly. Reports of all studies (Field based and desk reviews) undertaken in the reporting period are expected to be submitted. The following are examples of study reports to be submitted; All PACFaH study reports commissioned and utilized to generate the evidence base for advocacy All study reports required by the results tracker as MOV and data Source, for the output and outcome indicators ( these include Baseline studies, Reports on Changes in investment outcomes, changes in capacity recorded, changes in awareness, Change in Policy, budget tracking,New administrative arrangements, and documenting public Pronouncements amongst others) (See Results Tracker MOV/Data Source requirements)

What to reportScheduleSubmission deadlineBy Whom Monthly reportMonthly7 th day of the next month M&E Quarterly reportQuarterly14 th day of the first month in the next quarter M&E Annual reportsAnnually PACFaH project team Activity reportsMonthly and quarterly Monthly deadline Quarterly deadline PO & M&E End Of Project Report End of Project TBDM&E and Project Team Study reportsQuarterly14 th day of the first month in the next quarter M&E 8. When to report The Table below indicates the reporting schedule in the PACFaH project Table 1-PACFaH reporting Schedule What to reportScheduleSubmission deadlineBy Whom Monthly reportMonthly7 th day of the next month M&E Quarterly reportQuarterly14 th day of the first month in the next quarter M&E Annual reportsAnnually PACFaH project team Activity reportsMonthly and quarterly Monthly deadline Quarterly deadline PO & M&E End Of Project Report End of Project TBDM&E and Project Team Study reportsQuarterly14 th day of the first month in the next quarter M&E 8. When to report The Table below indicates the reporting schedule in the PACFaH project Table 1-PACFaH reporting Schedule

Reporting in the PACFaH project 9. Who develops the reports? 1. M&E Officer The M&E is responsible for the development and submission of following reports: Monthly Reports Quarterly Reports Annual Reports End of project reports Study reports to measure program performance as requested MOV in the results tracker He/She will take the lead to produce these reports with information produced by the project team b. Program Officer The Program Officer is responsible for the development and submission of Activity reports carried out by the program team.

Reporting in the PACFaH project c. Program Officer and M&E Both the program officer and the M&E officer are responsible for Study reports to generate the evidence base for advocacy

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