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

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

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

5. Policy, Plan, Program, Project

6. 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

7. 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.

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

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

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

11. 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

12. 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

13. 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

14. 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

15. 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 World Bank (2001) PRSP Sourcebook, p. 108.

16. 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.

17. Key Questions Regarding M and E Indicators for the Project

18. 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?

19. 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?

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

21. 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?

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

23. 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

24. 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

25. 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

26. Dimensions of Indicators
Physical
Financial
Quality
Time

27. Basic features of the indicators
Objective
Relevant
Sensitive
Specific
Independent
Precise

28. 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

29. 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

30. 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

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

32. Thank You