MAF’s M & E System Development Achievements and Ways Forward SWG-ARD, September 30, 2014 DoPC, MAF By: Somphathay Liengsone Deputy Director of Project Management Division (PMD )

Mandate of the Project Management Division(PMD) PMD mandate is centered on 3 tasks: 1.Financial Management and Procurement; 2.Management Information System (MIS); 3.Monitoring and Evaluation (M&E) of ODA Projects executed under MAF: Coordination with relevant agencies concerned; Be a core agent in the development and management of the Monitoring Information System.

Background 1)Within the frame of MAF’s medium-term plan for developing a practical system for PIP M&E, the first phase was implemented during with the aim of putting in place a methodological and institutional basis. 2)This work was supported by the FAO through a 2-year TA project (2/2012 – 12/2013). 3)The work was coordinated by the DoPC through the PMD. The Planning Division (PD), other relevant DoPC units and 3 selected PAFO were also involved in this first phase (Saravane, Bokeo, Vientiane).

Objective The overall objective is to enhance efficiency and effectiveness of PIP management under MAF, in line with the government policy and the Vientiane Declaration on Aid Effectiveness. In details, that means:  Standardize logical framework for monitoring projects within Agriculture and Forestry Sector.  Develop tool for recording data and generating various reports on project monitoring. The objective of the first phase was to develop a proto-type of practical system for PIP and ODA M&E. The system is primarily focused on project implementation monitoring, more than on project evaluation. It aims to served first ODA project monitoring purpose.

Expected outputs of MAF M&E Institution Arrangements: Draft Ministerial Instructions on the use of the M&E System. Institutional set up for operating the M&E System, including a central M&E unit. Implemented by DoPC, others MAF technical departments and 3 pilot provinces (PAFOs and DAFOs). Development of the proto-type M&E system: Methodology and tools developed with focus on results produced against planned targets (inputs/resources, activities, outputs and outcomes), with proposals for monitoring reporting (individual project and aggregated levels); Project monitoring information system (ProMIS) developed to support data collection /recording / processing / maintenance; M&E system piloted in three selected provinces; MAF Staff Capacity Development: Core M&E staff trained: central unit (PMD and PD), DOPC, technical departments, PAFOs/DAFOs and selected ODA project staff.

Achievements of the first phase ( )

Main outputs of the first phase 1)Ministerial Instructions on the use and implementation of the M&E System officially issued in July 2014; 2)Central M&E Unit set up in PMD (for ODA projects) with PD having similar function for PCAP (Project For Capacity Building in PIP Management). System Coordination designed in the MAF concerned line departments and in the 3 selected pilot provinces; 3)Proto-type M&E system developed substantially, including the ProMIS. The system was presented to the core units and some ODA project teams, but it has not yet been piloted in the three provinces as planned. The system is designed to report on the quarterly implementation progress and achievements of PIP and ODA projects against their own planned targets / indicators of activities, outputs and outcomes. Monitoring reports are proposed for individual projects as well as their aggregations in terms of geographical units (district, provincial and national) and technical/sector fields.

PROMIS in practise - Inputs into & Outputs from ProMIS  ProMIS is an internet based system with five data sets (project design data, annual / quarterly implementation plans, quarterly progress data) together with summary data for quarterly monitoring reporting;  ProMIS user’s manual has been completed (in Lao and English), but not yet published.

Lessons learnt - Positive 1)DoPC directorate and MAF management continue to attach high importance to developing an operational M&E system. 2)Experienced consultants and staff have been recruited and worked effectively and efficiently; 3)Cooperation was good with all DoPC units coordinators, MAF line departments and pilot PAFOs/DAFOs on the system development; Similarly, support, collaboration and involvement of FAO and IFAD in the system development has been highly valuable; 4)MAF staff of core units (DoPC, line departments) and in the PAFOs/DAFOs participated in the first phase activities with great interest.

Lessons learnt - Constraints 1)Development of a new system, like the M&E system, is a time-consuming process and the time-frame of the first phase proved to be too short, resulting in some failures in the pilot system; 2)Some PIP, especially the nationally funded ones (PCAP), have not been adequately prepared (use the logframe principles), including annual and quarterly implementation plans (with clear targets) resulting in the lack of necessary information for ProMIS system; 3)Collaboration between the ODA projects under DoPC with PMD / PD was less than satisfactory, especially in sharing their project data / implementation plans and progress reports. In general, it is important to seek their collaboration at the early stage of project implementation when their project M&E system is being designed. 4)The level of understanding and skills related to monitoring (including project design principles) is quite low and it is necessary to upgrade such capacity;

Recommendations 1)Further development and refinement of the M&E system is urgently needed. Piloting of the system, including the reporting process, is a top priority for fuller implementation. Pilot should be carried out in the 3 provinces as planned and/or other provinces with potential; 2)Capacity development of PMD is urgently needed to enable the unit to play its leadership in the system development and expansion; 3)The system should be integrated into the MAF’s management process, mainly regarding the use of periodic monitoring reports at various levels; 4)Additional funding for system enhancement and expansion is urgently required and MAF should seek support from DPs on this matter; 5)New ODA project should be urged to collaborate with PMD toward using & applying the M&E system and in developing their project M&E systems

Way Forward 1)Continue to develop and refine the M&E system; 2)For further development, piloting the system in selected provinces and with relevant line departments as well as capacity building of PMD are top priority needs. Collaboration with IFAD (and also others) projects should also proceed. 3)Securing adequate funding for the development of M&E works (e.g. training, software and hardware) is also needed to support the development at MAF level and in the selected pilot provinces; 4)The results of the pilot implementation as well as the experience of IFAD projects using ProMIS should be shared with interested DPs as a basis for further improvement of the system and its eventual mainstreaming in all ODA projects.

Way Forward (Cont’) 5) In the meantime, MAF will undertake several measures: a)Efforts will be made to brief and explain the M&E system to the interested DPs and ODA project managers to ensure proper understanding of the system; b)DPs will be encouraged in agreeing to mainstream the system in the new projects they support. c)Capacity development of key units for mainstreaming the M&E system will be pursued at all levels, including the ODA project managers / senior staff.

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