1 CASE STUDIES IN PROJECT MANAGEMENT Lecture 5 Monitoring Review Evaluation

2 Project control Monitoring Review Evaluation Differences in timing Monitoring - continuously Review - occasionally Evaluation – at the end

3 Measuring performance Why? –For the managing Authority, … (external) –For you (internal) How? –Relevance –Efficiency –Effectiveness –Impact –Sustainability

4 Financial Monitoring How the system has to work? Which level of detail is needed? How often these information will be requested? Minimum information to be checked for each expenditure: Budget line Work package/Group of activity Description of the specific cost declared Amount of the payment Cash date of the payment

5 Financial monitoring sheet Payment Budget lineCompSpecification of costs/activities Invoice n. Payroll Date of cashTotal amount

6 Financial reporting Twice a year 3 table attached to the progress report: –financial implementation of the activities –financial implementation of each partner –external expertise

7 Financial implementation of activities Specification of costs Comp. 1Comp.2Comp. 3Comp. 4Comp. 5Total StaffX Administration costs y Travel and Accomodation z External Expertisew Meeting/Events… Investments… Promotion Costs… Total for component xxxx

8 Financial implementation of each partner Specification of costs Partner 1 Partner 2 Partner 3 Partner 4 Partner 5 Total StaffX Administration costs y Travel and Accomodation z External Expertisew Meeting/Events… Investments… Promotion Costs… Total for component xxxx

9 External expertise Expertise contracted Related Component Participant responsible for contracting Amount in EUR

10 Financial evaluation of the progress report Respect of budget breakdown/amount Over/under spending Activities done - costs declared Justification of costs Filling of all the foreseen sheets Deviations Errors Coherence among sheets Increasing of expenditure Reasons of underspending Capacity to absorb not declared amounts

11 Monitoring and Evaluation Based on the logical framework Strengthens accountability and transparency Provides information for effective management Helps determine what works well and what requires improvement Builds knowledge

12 Purpose of Monitoring and Evaluation It is the continuous process of collecting, processing and assessing information about the: Project implementation Project progress Project impact and effects Project environment

13 Monitoring (i) Continuous function that aims to provide early indications of progress or lack thereof in the achievement of results

14 Monitoring (ii) Assumes the validity of the existing plan Takes place at project level Is the responsibility of the project management Is based on the indicators defined in the logical framework

15 Monitoring Responsibility Project Management Activities Output indicators Early outcome indicators Project Target Group Outcome indicators Impact indicators

16 Evaluation Time-bound exercise to assess the relevance, performance and success of on-going or completed projects Questions the validity of existing planning Is related to the impact of a project Opens the mind for strategic adjustments

17 Evaluation Quality Criteria Relevance (overall) Efficiency (activities, outputs) Effectiveness (outputs, outcome) Impact (outcome, impact) Sustainability (outcome, impact)