RRI MONITORING AND EVALUATION Training for Afrik4r Regional and National Coaches Abidjan 8th- 9th June 2016 Sylvester Odhiambo Obong’o, PhD Afrik4R Regional Coach December 2012

OUTLINE DEFINITIONS RRI WORK PLANS THE MONITORING EVALUATION CONCLUSION

MONITORING AND EVALUATION INTRODUCTION MONITORING AND EVALUATION

MONITORING 1 Is a continuous function that uses a systematic collection of data on specified indicators to provide management and the main stakeholders with signs of the extent of progress and achievement of objectives and progress in the use of allocated funds Jody Zall Kusek and Ray C. Rist: Ten steps to a Results Based Monitoring and Evaluation System , World Bank

EVALUATION A systematic and objective assessment of an ongoing or completed project, program, or policy, including its design, implementation, and results; The aim is to determine the relevance and fulfillment of objectives, development efficiency, effectiveness, impact, and sustainability; An evaluation should provide information that is credible and useful, enabling the incorporation of lessons learned into the decision-making process.

MONITORING AND EVALUATION It is evident that the two are distinct yet complementary. Monitoring gives information on where a policy, program, or project is at any given time (and over time) relative to respective targets and outcomes. It is descriptive in intent. Evaluation gives evidence of why targets and outcomes are or are not being achieved. It seeks to address issues of causality. Of particular emphasis in RRI is the expansion of the traditional M&E function to focus explicitly on outcomes and impacts

MONITORING AND EVALUATION

LIFE CYCLE APPROACH TO RESULTS MANAGEMENT LEARN AND ADJUST Monitor, Measure Evaluate Strategic Analysis Plan for Results Implementation Strategy Report on Results Customer Relationship Management Performance Based Budget Business Plans Quality Service Management Results Reporting

MONITORING

WORK PLAN Effective monitoring and subsequently evaluation requires development of: Work plan- schedule of activities; Time Frames; Resources; Assignment of Responsibilities

WORK PLAN Work plans provide a framework for planning and serve as a guide during a specified time period for carrying out work; The work plan includes a schedule of events and responsibilities that details the action to be taken to accomplish the goals and strategies laid out in the strategic plan; These objectives are specific, concrete, measurable statements of what will be done to achieve a goal and state what will be accomplished by when, and by whom, generally within the agreed time period.

RRI WORK PLAN It allows for an appropriate level of detail—enough to guide the work, but not so much that it becomes overwhelming or confusing or unnecessarily constrains creativity; The format also allows for continuous monitoring of progress toward the achievement of specific goals and objectives; Makes tracking of implementation lapses easy allowing for intervention appropriately ,

GENERATING IDEAS FOR RRI WORK PLAN Issues for consideration include: Quantity over quality ?? Every idea is welcome Do not criticize– suspend judgment Only questions allowed: To clarify the assignment or the ideas that are being presented

WORK PLAN BRAINSTORMING QUESTIONS FOR CONSIDERATION Given the programs and priority activities in the sector, what must you do to achieve your RRI goal? What are major obstacles and risks? What ideas do you have to overcome these obstacles and minimize the risks? What are one or two new things the team might do to increase the chances of success?

RRI WORK PLAN RRI work plan is developed from the 100-day RRI Goal; To develop work plan to achieve Rapid Results Initiative goal the following process is followed: Develop Milestones: Must be a major accomplishment Stated in past tense

IDENTIFYING MILESTONES Milestones are points throughout the RRI that highlight meeting critical achievements. They can also serve as a point of reflection, allowing you to look at where you are in the process and make sure you are still on track with the work plan. They are the light house to help the team steer towards the goal.

MILESTONES Milestones: 1 Mar 1 Apr 1 May 1 June 26 June RRI Goal Achieved M1 M2 M3 M4 Milestones: 3-6 Crucial Achievements or events that need to be carefully monitored or managed

MILESTONES They are also significant achievements points for implementation Milestones should be used by the leadership to assess the work already done and to decide upon contingency plans, if there is need.

IDENTIFY ACTION STEPS Action steps: Specify a concrete deliverables towards the realization of the milestone For each deliverable decide on one person responsible for each action Agree on a deadline Using brainstormed ideas, Identify action steps for each milestone

WORK PLAN TIMELINE M1 M2 M3 M4 RRI Goal Achieved Action Steps 1 Mar 1 Apr 1 May 1 June 26 June RRI Goal Achieved M1 M2 M3 M4 A1 A2 A3 A4 A5 A6 A7 A8 A9 A10 A11 A12 A13 A14 A15 A16 Action Steps Specific steps to take Each step assigned to one individual Explicit deadlines

SAMPLE RRI WORK PLAN

REFINING THE WORK PLAN Is the goal challenging yet realistic and will create desired impact? Are all relevant milestones included? Are the activities as detailed as possible? Is there ONE person assigned to oversee each activity? Does every person assigned to activity know there role? Are activities sequenced properly? Is the governance structure ready to support the work plan?

WORK PLAN ACCOUNTABILITY It is important to develop a process for tracking progress of the work plan. Ideally, this occurs at every team meeting. During the tracking process, identify if an action has been completed, is in progress, is delayed or if there is a barrier. Early identification of problems and early intervention ensure that the work plan keeps moving forward. It is also important to highlight successes and challenges and share them as a team.

MONITORING How you are going to monitor impact? What variables are you going to measure? How often are you going to measure them? Impact Presentation Can you show progress graphically? Where will they be posted so others can also see progress Who will be responsible for monitoring progress?

MONITORING PROGRESS Identify indicators Indicator is a variable that provides accurate and reliable evidence about the achievement of a specific result RRI performance indicator MUST BE SMART SPECIFIC: Measure as closely as possible what is intended to measure MEASURABLE: Clear and unambiguous about what is measured ATTRIBUTABLE: Attributable to the inputs REALISTIC: Obtainable within planned resources TARGETED: should be specific about the targeted RRI Goal

RAPID RESULTS INITIATIVE EVALUATION

EVALUATION Rapid Results Initiative has two major evaluation points: Mid-Term Review End-Term Review

MID-TERM REVIEW The Mid-Term Review Template comprises of the following: SLIDE 1: Title Slide SLIDE 2: Background to the RRI SLIDE 3: Initial RRI Goal SLIDE 4: Revised Goal and Reasons for Change SLIDE 5: Overall Results SLIDE 6: Results at Day 50- Mid-Term SLIDE 7: Milestone Results SLIDE 8: How We Got There SLIDE 9: Challenges SLIDE 10: Estimated Impact

MID-TERM REVIEW SLIDE 11: Lessons Learned SLIDE 12: Plans for Next 50-days SLIDE 13: Support Required SLIDE 14: Summary SLIDE 15: Conclusion

END-TERM REVIEW The information for End-Term Review are organized more or less in the same manner as mid-term EXCEPT for the duration. End Term Review will be for 100-days SLIDE 12 will be for Scale-up- what the team intends to pursue in the next wave

CONCLUSION RRI is an important tool to implement the Managing for Development Results Agenda, which requires that countries/organizations develop: Clearly defined goals; Targets; and Indicators of success Preferably expressed in quantitative terms, justified on the basis of greater accountability in the use of resources.