Monitoring programs and projects Professional Course on Management and Development Tara Prasad Kharel

Learning Objectives Describe result frameworks Apply monitoring frameworks for programmes and projects

Content Outline Result frameworks in programme and projects Frameworks for monitoring and evaluation Issues and challenges

Policy, Plan, Program, Project

Concept of Monitoring Systematic process of collection, recording and analysis of information, and necessary actions - corrections and adjustments. Continuous or periodic review and surveillance of an activity/project/program to ensure that input deliveries, work schedules, targeted outputs and other required actions are proceeding according to plan

What is monitoring? Day-to-day follow up of activities during implementation to measure progress and identify deviations Routine follow up to ensure activities are proceeding as planned and are on schedule Routine assessment of activities and results Answers the question, “what are we doing?” Monitoring is an integral part of every project, from start to finish.

Who? Internal agency: the project staff - self assessment and timely correction of the deviation External agency (or funding agency) - as a follow-up activity

Monitoring Cycle Collection of information Processing of information Analysis of information Inferences Action Collection Processing Analysis Inferences Action Monitoring

Types of Monitoring Input monitoring Output monitoring Performance monitoring Process monitoring Sustainability monitoring

Why monitoring? To identify the project/program problems: suggest the areas of correction To avoid time over-run problems: complete works within the specified time period To avoid cost over-run problems: complete project in specified budget To Achieve Result – Recent Trend

Results Framework Logical frameworks; logical models; theories of change; results chain; outcome mapping Logical/cause and effect relationship between inputs, outputs, outcomes and impact – project, program, or development strategy

How Result Frameworks Works? Project Impact Project Outcome Project Output Project Activity Project Input Country Outcome Sector Outcome Regional/Global Goals Collective Accountability More Less

Elements of Results Framework Goal/impact/target: the highest or ultimate objective Purpose/outcome: immediate benefit from the project Output: measurable outcomes to be achieved Activities: actions required to get outputs Input: resources to undertake activities/implementation plan Monitoring arrangements: set of indicators and results to track progress; baseline, daily, weekly, monthly, annual and final targets; roles and responsibilities for collecting, reporting, and analyzing data

What should a M&E System Measure? The Results Chain Indicative Example: Access to, use of, and satisfaction with services Effects on dimensions of well-being Goods and services produced Tasks undertaken to transform inputs to outputs Financial, human and material resources Outcomes Impact Outputs Activities Inputs Reduced or No bus accidents Improved Road Condition, Completion of Training etc Road Maintenance, Driver Training, Procurement of Bus Spending on Road, Training and Bus Decreased or no casualty Source: Adapted from ADB (2006) Introduction to Results Management, p. 7 World Bank (2001) PRSP Sourcebook, p. 108.

Group Work Discuss and Identify Output, Outcome and Goal in the given project and share in plenary. P1: Nepal: Melamchi Water Supply Project and Kathmandu Valley Water Services Sector Development Program P2: Nepal: Preparing the Information and Communications Technology (ICT) Development Project P3: Sri Lanka: Proposed National Highways Sector Project P4: Nepal: Earthquake Emergency Assistance Project Time: Discussion – 10 minutes Share in plenary – 3 minutes each group.

Key Questions Regarding M and E Indicators for the Project

Goal/Impact To what extent will/has the project contribute(d) towards its longer term goals? Why or why not? What unanticipated positive or negative consequences will/did the project have? Why will/did they arise?

Purpose/Outcome What changes will/have occur(red) as a result of the outputs and to what extent are these likely to contribute towards the project purpose and desired impact? Will/Has the project achieve(d) the changes for which it can realistically be held accountable?

Outputs What direct tangible products or services will/has the project deliver(ed) as a result of activities?

Activities Will/Have planned activities be(en) completed on time and within the budget? What unplanned activities have been completed and what planned activities have not been completed?

Inputs Will/Are the resources be(ing) used efficiently?

M & E steps Setting of monitoring and evaluation objective(s) Selection of the monitoring and evaluation indicator(s) Selection of the module(s) if necessary Selection of frequency or periodicity Identification of monitor or evaluator Identification of sources of information: primary or secondary

LOGICAL FRAMEWORK MATRIX Objective Hierarchy (Narrative Summary) Verifiable Performance outcomes and Indicators (OVI & targets) Means of Monitoring Mechanism (MOV & sources of information) Important Assumptions and risks GOAL Overall development goal-long term objective Performance questions and indicators at goal level: impact How necessary information will be gathered Long term sustainability of the project PURPSE Project development objective-immediate objective Lower level impact   Assumptions in moving from purpose to goal OUTPUTS The product/service Indicators of outputs ACTIVITIES The actions Inputs Necessary inputs

M & E indicators are Variables to measure changes Markers of progress Parameters which details the extent to which a project objective has been achieved within a given time frame Used to measure efficiency and effectiveness of the ongoing or completed activities

Dimensions of Indicators Physical Financial Quality Time

Basic features of the indicators Objective Relevant Sensitive Specific Independent Precise

Means of verification The sources of data necessary to verify status of goal, purpose, output and activity level indicators Activity/input level: project records Output level: records Purpose level: records and survey Goal level: survey and secondary sources

Indicator Matrix/M & E Tool DEFINITION How is it calculated? BASELINE What is the current value? TARGET What is the target value? DATA SOURCE How will it be measured? FREQUENCY How often will it be measured? RESPONSIBLE Who will measure it? REPORTING Where will it be reported? G1   OC1 OC2 OP1 OP2 Data analysis/data quality

Data collection Tools and Techniques Case study Checklist Close/open-ended (structured/semi-structured) interview Direct observation FGD KII Survey/census Questionnaire Written document review Statistical data review

Issues and challenges Budget Allocation Human Resources Political / Administrative will Technical Assistance Data and information Coordination / cooperation between line agencies Access

Thank You