Towards a Participatory Monitoring & Evaluation System for the Eastern Cape Province ECSECC Action Plan

Introduction  Background & context  Key lessons learnt  Key objectives  Impetus to the ECM&E System  Key projects for development & funding  Financing  Key Stakeholders  Constraints & solutions  Action plan monitoring mechanisms  Key resources  Conclusion

Eastern Cape M&E System

Background & context ECSECC’s role & responsibilities Deficiencies in current M&E systems Demand-supply equation Coordination structures- ECMERG, TTT

Project Cycle Phases Monitoring

M&E and Project Cycle [IFAD Guide] Identification, preparation & pre-appraisal Perform baseline studies, analyze sectoral data Identify risk and enabling factors Preparation/ Appraisal Identify risk, input, output, outcome, & Impact indicators Implementation/ Supervision Use indicators to monitor implementation Supervision/ Completion Evaluate output and outcome indicators Completion Onwards Evaluate outcome and impact indicators of project success

Key lessons learnt Structured involvement of relevant stakeholders at different levels of programme cycle. Stakeholder analysis and participation PLA principles, methodologies and tools: e.g. RAAKS, PRA, LFA- log frame, rich pictures, visioning, problem /objective tree, role plays, matrix analysis. Use of log frame and other participatory tools in situation analysis Use of decision matrix /matrix rankings Delineating process issues from necessary supporting conditions.

Key lessons learnt 2  Experiential learning cycle  Joint planning and shared learning, public reflection and coordinated action.  Cyclical and spiral nature of action learning.  Organizational learning: barriers to learning & stimulating organization/social learning  Processes and sequenced learning events and their relationship

Key Objectives  Efficient cluster programs tracking;  Contribute to the attainment of quantified objectives of the PGDP;  Improve programme/project management;  Improve planning and projections;  Improve information gathering, management, analysis and dissemination;

Key Objectives 2  Increase efficiency and capability of M&E staff;  Increase participatory and consensual development process;  Contribute to the development of accurate, relevant & easily retrievable streamlined data;  Increase coordination and efficiency; and  Reduce duplication in data collection and management.

Impetus to the ECM&E System  Most stakeholders are excluded not only from planning but from reflective action as well;  Baseline data is often not generated;  Ill-defined indicators and objectives;  There are budget over/ under-runs by departments with no proper explanation;  Strategic planning cycle is not in unison with other planning cycles;  Funds and programmes are not properly accounted for;

Impetus to the ECM&E System 2  Impact of most programmes not known;  There are no design and implementation guidelines;  Often M&E function is not integrated in project management;  There is lack of commitment and incentives;  Irrelevant and poor quality information is generated;  Limited staff capacity;  There is no active engagement with generated data.

Key projects for development & funding  Stakeholder analysis and participation  M&E information needs assessment in provincial departments & stakeholders  Baseline studies for departmental programs  Planning and indicator generation [strategic – implementation plans]  IT hardware and software engineering [incl. database development]  M&E Course design and development [phase one]  Capacity development  Publications and communication [incl. reflective learning]

M&E Pillars M&E System (SMART) Objectives Logical Indicators Data Collection & Management Responsibilities Capacity Development & Institutional arrangements Data Communication & Reporting

Financing

Communities of practice ECSECC /Office of the Premier (OTP) ECMERG M&E Technical Task Team Government departments (planning and M&E units) ECYC ECNGOCO IMT Organised business Treasury SALGA Legislature COSATU (labour) RIDA IPSP IGF Development Bank of Southern Africa (DBSA) Universities (Fort Hare, Natal etc.) M&E networks. DIMS

Constraints & solutions  Fragmented provincial M&E environment level the fragmented M&E environment  Uncoordinated M&E environment in South Africa communicate, consolidate vertically  Poor national and district level M&E linkages participate in integrated forums  Changing information requirements review & incorporate current & future trends.  Political agenda and outputs not factored in planning process consider in all planning cycle phases

Constraints & solutions 2  Stakeholder mobilization & participation not comprehensive identify and engage with other stakeholders.  Personnel shortages in provincial government identify and reorient existing personnel and make use of secondments from departments.  Time for participation is short & clashes with other activities consolidate diaries & plan in advance.  Financial constraints mobilize from existing budgets & write proposals to already known & interest donors.  Magnitude of stakeholders and coverage area too big package participation into digestible groups with adequate representation and roll out programme in phases.

Monitoring & Evaluation

Action plan monitoring mechanisms  Bi-monthly meetings and reports to Technical Task Team.  Monthly meetings and reports to Eastern Cape monitoring and evaluation.  Stakeholder workshops to provide feedback and reflect critically.  Office of the premier who are the overseers of all provincial government programmes.  Network partners such as UNDP, Free State Province and Universities of Fort Hare & Natal.  Feedback loops by the core technical task team through the intra-net system within the province.  Group discussions and feedback through other tools.

Monitoring Action Plan

Monitoring levels Sustainability Effectiveness Efficiency Efficacy Relevance Impacts Outcomes Inputs Risks Direct

Key resources  Secondments from departments  Additional personnel at ECSECC  New institutional arrangements for planning, implementation, management and monitoring & evaluation  Departmental contributions  DBSA  IPSP  ECSECC

Key resources  PIGITO Council  OTP  UNDP  Free State province  RIDA  DIMS  Universities  DBSA

Conclusion  Integration of key lessons learnt  Situation analysis  Stakeholder identification & participation  Multiple processes  Vertical-horizontal linkages  Methodologies & tools to all departments  Project proposals  Adequate resources

What I will do  Reconnaissance work  Assume overall responsibility for the development of the M&E System;  Prepare work schedule;  Advance review of departmental plans with clear indicators;  Meetings with key officials in departments & other stakeholders;

What I will do Provide inception reports to cluster groups, ECMETT & TTT; Present draft PM&E design to ECMETT; Organize consultative workshop(s) to review proposed design; Provide project management support to M&E processes; Develop operational guidelines and work plan for M&E; Piloting the M&E system; and Preparation of final report for critical reflection.