November 15, 2007 The “ABC” of Effective Field Monitoring & Supervision November 15, 2007

Presentation Outline What is monitoring? Why monitor? What to monitor? How to monitor What is supervision? Why supervise? Challenges in effective supervision How to supervise

Monitoring Is ….. The routine gathering of information in a timely manner for decision making

We monitor to…. Track progress and accomplishments against project plans Provide informed feedback & guidance Management can take corrective action early Re- plan /re-strategize the remaining work if needed To tell your story to others

What to monitor Progress and effectiveness of project activities Use of resources Timing Results

Key problems of effective monitoring Staff Attitude- imposed task Lack of commitment Lack of integration- M&E and program staff No appropriate feedback Poor use of Information

Tips for effective monitoring… Must be an integral part of project design Must be scheduled on project work plan Monitoring tool must be simple and easy to use Must collect only what it uses Must maintain the “two-way flow” of information

How to monitor… Desk review of data- analyzing data and information relevant to each project/state Develop a monitoring schedule Constitute a monitoring team- Team members work together throughout the monitoring process, including planning, onsite review, debriefing, and report writing. Conduct the site visit -gather information from a variety of perspectives Monitoring report – Each member of the monitoring team drafts individual sections, and the team leader oversees the development of the final report. The report contains recommendations, findings and required actions

How to monitor … Develop corrective action plan Follow up on Issues

After Monitoring what next?... Conduct bi-monthly team review Conduct quarterly Senior Management progress review Meeting with relevant representatives of project Revise the plan if necessary

Supervision

Supervision is … A management activity carried out to oversee the productivity and progress of employees. Overseeing the performance or operation of a person or group of persons in a way the that encourages employee accomplishment

Why supervise? To enhance the quality of service delivery To identify training needs To monitor work and progress To clarify roles and responsibilities To recognize and deal with existing or potential problems

Challenges in Effective Supervision Low knowledge of supervision Inadequate communication Lack of constructive feedback Lack of trust

Effective supervision… Ensures that staff have understanding of the goal & objectives of the project Provides direction for service delivery Identifies training gap and ensures staff are trained Set work standards and provide guidelines Review work –monitor the progress and work accomplishments Communicate effectively

How to conduct Supervision Plan  Define the expectation of the visit  Identify areas and persons to be supervised Conduct visit  Observe processes  Interview personnel and  Address complaints Analyze data and make recommendations

Dealing with Problems Define the problem-what, who, how, with whom & why Identify potential cause of the problem Brainstorm for solutions to the problem Identify an approach to solve problem Implement the approach Follow up to determine if approach is working