KSDA M&E PLAN -2014-2017-

1

THE REPUBLIC OF GHANA

MINISTRY OF LOCAL GOVERNMENT AND

RURAL DEVELOPMENT

KWAHU SOUTH DISTRICT ASSEMBLY

MPRAESO

THE DISTRICT MONITORING &

EVALUATION PLAN

(2014-2017)

Designed By;

Abdul Razak Mohammed, DPCU

January, 2014

2

i

Table of Contents

ACRONYMS ........................................................................................................................................................ II

LIST OF TABLES............................................................................................................................................... III

EXECUTIVE SUMMARY .................................................................................................................................. IV

CHAPTER ONE: ................................................................................................................................................. 1

GENERAL INTRODUCTION ............................................................................................................................ 1

1.0 BACKGROUND...................................................................................................................................................... 1 1.1 GOALS AND OBJECTIVES OF DMTDP (2014-2017) ............................................................................................. 1 1.2 PURPOSE OF THE M & E PLAN ............................................................................................................................. 3 1.3 PROCESSES OF DEVELOPING THE M&E PLAN ...................................................................................................... 4

CHAPTER TWO: ................................................................................................................................................ 6

M & E ACTIVITIES ............................................................................................................................................ 6

2.0 INTRODUCTION .................................................................................................................................................... 6 2.1 M&E STAKEHOLDER IDENTIFICATION AND ANALYSIS ........................................................................................ 6 2.2 MONITORING & EVALUATION CAPACITIES AND CONDITIONS ............................................................................ 10 2.3 M & E TARGET INDICATORS .............................................................................................................................. 12 2.4 M&E MATRIX ................................................................................................................................................... 23

2.4.1 M&E Data Collection Sheets .................................................................................................................... 44 2.5 M & E WORK PLAN AND CALENDAR ................................................................................................................. 51 2.6 M&E BUDGET ................................................................................................................................................... 60 2.7 DATA COLLECTION, COLLATION AND ANALYSES .............................................................................................. 65

2.7.1 Reporting and Information Dissemination .............................................................................................. 65 2.8 DEVELOPMENT EVALUATION............................................................................................................................. 66

IN ALL THESE, THE ESSENCE WILL BE: ................................................................................................... 66

STAKEHOLDERS TO BE INVOLVED IN CONDUCT OF DEVELOPMENT EVALUATION WILL

INCLUDE, BUT NOT LIMITED TO: .............................................................................................................. 67

2.9 PARTICIPATORY MONITORING AND EVALUATION ............................................................................................. 67

CHAPTER THREE: .......................................................................................................................................... 68

ASSUMPTIONS, RISKS AND RISK MANAGMEENT ................................................................................... 68

3.0 INTRODUCTION .............................................................................................................................................. 68 3.1 ASSUMPTIONS .................................................................................................................................................... 68 3.2 RISKS AND RISK MANAGEMENT ........................................................................................................................ 68 3.3 CONCLUSION AND RECOMMENDATION .......................................................................................................... 69

ii

ACRONYMS

DMTDP - District Medium Term Development Plan

NDPC - National Development Planning Commission

DPCU - District Planning Coordinating Unit

GES - Ghana Education Service

NFEU - Non- Formal Education Unit

M&E - Monitoring and Evaluation

MOFA - Ministry of Food and Agricuture

GSS - Ghana Statistical Service

DWST - District Water and Sanitation Team

DA - District Assembly

NYEP - National Youth Employment Programme

HIV - Human Immune-deficiency Virus

AIDS - Acquired Immune-deficiency Syndrome

IGF - Internally Generated Fund

DHMT - District Health Management Team

DANIDA - Danish International Development Agency

NHIS - National Health Insurance Scheme

LPG - Liquidated petroleum Gas

EDIF - Export Development & Investment Fund

WATSAN - Water and Sanitation

CHPS - Community Health Planning and Services

DACF - District Assembly Common Fund

SEA - Strategic Environmental Assessment

GSGDAII - Ghana Shared Growth and Development Agenda

iii

LIST OF TABLES

TABLE 2.1: STAKEHOLDER ANALYSIS ...................................................................................................................................... 8 TABLE2.2( A) M&E CAPACITY INDEX ................................................................................................................................... 10 TABLE 2.2(B) M& E NEEDS AND CONDITIONS ....................................................................................................................... 11 TABLE 2.4: M&E MATRIX: ............................................................................................................................................... 23 TABLE 2.5A : MONITORING AND EVALUATION WORK PLAN (2014-2017) ................................................................................. 52 TABLE 2.5 (B1): M&E CALENDAR FOR 2014 FISCAL YEAR ........................................................................................................ 54 TABLE 2.5(B2): M&E CALENDAR FOR 2015 FISCAL YEAR ........................................................................................................ 55 TABLE 2.5(B3): M&E CALENDAR FOR 2016 FISCAL YEAR ........................................................................................................ 57 TABLE 2.5(B4): M&E CALENDAR FOR 2017 FISCAL YEAR ........................................................................................................ 58 TABLE 2.6: THE M&E BUDGET STIMATES .............................................................................................................................. 61 TABLE 3.2: RISKS AND RISK MANAGEMENT RESPONSE ............................................................................................................ 68

iv

EXECUTIVE SUMMARY

The essence of this M&E Plan is to support the implementation of the 4-year Medium –Term

Development Plan developed for Kwahu South District Assembly. The M&E plan has been

developed based on the guidelines issued by the National Development Planning Commission

(NDPC) and it is designed to reflect the policy objectives of Ghana Shared Growth and

Development Agenda II (2014-2017) .It provides the basis for measuring the progress of the

DMTDP (2014-2017) and how effectively the objectives set in the plan are achieved. The M&E

Plan is organized into five chapters as follows;

Chapter one has been devoted to the introduction, purpose of the M&E Plan and the goals and

objectives of the development plan of the district.

Chapter two looks at the main M&E activities among which are stakeholder analysis, the district

indicators and targets, M&E capacity, M&E matrix and calendar. The M&E budget is also

provided in this chapter. The resources requirement to implement thee M&E Plan is estimated to

be One Hundred and Forty-Seven Thousand, Six Hundred Ghana Cedis (GH₵147,600.00).

The third part, chapter three, focuses on evaluation and other important development issues.

Measures to chart the way forward has also been captured in this chapter. The chapter concludes

the document.

1

CHAPTER ONE:

GENERAL INTRODUCTION

1.0 Background

In line with the Government of Ghana’s Commitment to ensure effective public service delivery,

strengthening government accountability to its citizens, ensuring that policy formulation and

decision-making are based on evidence and that results are achieved in relation to its growth and

development targets, District Assemblies are expected to commit significant resources to the

development of interventions designed to improve the welfare of all people living in their

jurisdiction.

M & E Plan is the main instrument for assessing the extent to which the District has achieved its

goals and objectives designed in the DMTDP.

1.1 Goals and Objectives of DMTDP (2014-2017)

Overall Development Focus

The overriding development focus for the 2014 - 2017 planning period is the enlargement of

income levels and distribution, improvement of the quality of human capital and promotion of

private sector –led growth, effective decision- making in an environment of increased social

mobilization and participation in governance as well efficient societal transformation.

District Goal

Kwahu South District aims at improving the wellbeing of the people through effective

mobilization and judicious utilization of resource and collaboration with the civil society and the

private sectors in the provision of socio-economic infrastructure and improving service delivery

by 2017.

District Development Objectives

THEMATIC AREA: Enhancing Competitiveness in Ghana’s Private Sector

Policy Objectives:

1. To Diversify and expand the tourism industry for economic development

2. To Promote an effective enabling environment for good corporate governance

2

3. Improve efficiency and competitiveness of MSMEs

THEMATIC AREA: Accelerated Agricultural Modernization and Sustainable Natural

Resource Management

Policy Objectives:

1. To Enhance capacity to mitigate and reduce the impact of natural disasters, risks and

vulnerability

2. To Maintain and enhance ecological integrity of protected forest areas

3. To Promote Agriculture Mechanization in the district

4. To Increase access to extension services by 50% and re-orientation of agriculture

education by 2017

THEMATIC AREA: Infrastructure and Human Settlements Development

Policy Objectives

1. To Accelerate the provision of adequate, safe and affordable water

2. To Strengthen the human and institutional capacities for effective land use planning

3. To Increase the use of ICT in all sectors of the local economy

4. To Accelerate the provision of improved environmental sanitation facilities

5. To Provide adequate, reliable and affordable energy to meet the district needs

6. To Create and sustain an efficient and effective transport system that meets user needs

THEMATIC AREA: Human Development, Productivity And Employment

Policy Objectives:

1. To Create opportunities for accelerated job creation across all sectors

2. To Increase inclusive and equitable access to, and participation in education at all levels

3. To Improve quality of teaching and learning

4. To Intensify prevention and control of non-communicable and other communicable

diseases

5. To Protect children against violence, abuse and exploitation

6. To scale up access to CHPS Centre from 9 to 16 by 2017

THEMATIC AREA : Transparency and Accountable Governance

Policy Objectives:

1. To expand and sustain opportunities for effective citizen’s engagement

2. To ensure effective implementation of the decentralization policy and programmes

3. To Ensure effective and efficient resource mobilization, internal revenue generation and

resource management

4. To Enhance Peace and Security

5. To enhance efficiency and effectiveness of the district M&E system.

6. To Mainstream Local Economic Development (LED) for growth and local employment

creation

3

1.2 Purpose of the M & E Plan

Monitoring and Evaluation is crucial to sound resource management and achievement of

development results and must therefore be seen as an integral part of the planning and

implementation process of programmes and projects.

For every DMTDP, the key challenges are in threefold. The first one is the “means’; establishing

the resource cost for developing and delivering interventions to target groups. The second one is

the “process”; establishing the degree to which interventions are reaching and have been adopted

by the target group; and the third one is the “benefits” indicating the extent to which continuous

adoption and use of interventions delivered is stimulating benefits among the target groups.

These three issues are clearly captured in the DMTDP and that once they are implemented in

accordance with the agreed targets, schedules and procedures, change in terms of improvement

in people’s lives must occur. Regrettably, despite the huge sums of money spent on development

at the district and sub-district levels, there is still very little known about the actual impact of

projects on the poor. The emerging issues regarding the formulation and implementation of

development projects in the district have been that: ‘are the interventions producing the intended

benefits and what was the overall impact on the population?’, ‘could the programmes and

projects be better designed to achieve the intended outcomes?’, ‘are resources being spent

efficiently?’. These are types of questions that can only be answered through an efficient Impact

Monitoring and Evaluation which will seek to measure the outcomes of programme

interventions.

The Monitoring and Evaluation Plan will serve as a system to assess the extent of progress made

towards the implementation of Ghana Shared Growth and Development Agenda (GSGDA,2014-

2017) and will specifically serve the following purposes;

1. To assess whether DMTDP development targets are being met

This M&E Plan provides the basis and data for the analysis of the relationships between inputs

and outputs and achieved results as against targets set in the DMTDP (2014 – 2017).

2. To identify Challenges and Document Achievements

Identify achievements, constraints and failures so that improvements can be made to the DMTDP

and projects designs to achieve better impact

4

3. To provide a means for Learning

Provide district authorities, the government, development partners, community project

management teams and the general public with better means for learning frompast experience

4. To Ensure transparency, accountability and prudent use of resource

This entails gathering and using information and knowledge in order to improve efficiency and

enhance the attainment of objectives. This cannot be successfully achieved unless explicit and

sustained efforts are made at all levels of projects/programmes implementation process.

5. To provide early warning system

M&E provides essential and valuable feedback to all stakeholders and this helps to identify any

deviations for corrections in the implementation process. By this the District can avoid

unplanned expenditure and wastage.

6. To establish reporting system

This M&E will set the framework for annual and quarterly progress report that will keep

stakeholders abreast with the current developmental status of the district and thereby promoting

transparency.

1.3 Processes of developing the M&E Plan

The DPCU adapted a participatory process in the preparation of this M&E plan. The process

began with the completion of DMTDP (2014-2017) preparation. The DPCU met and selected a

seven member committee to facilitate the preparation of this document. Series of meetings and

workshops were organized between DPCU and other key stakeholders to promote broader

participation. The DPCU held two separate meetings to prepare the budget, conduct stakeholder

analysis and to assess the M&E needs and conditions in the District.

A two – day workshop was organized for the heads of departments of the District Assembly to

identify the District core indicators and to discuss and come out with key issues involved in the

plan preparation.

The planning committee then collated all the inputs and prepared the first M&E draft plan. The

DPCU, DCE and PM met to review the first draft to come out with the second M&E draft plan.

The second M&E draft plan was then taken through various discussions with wide range of

stakeholders and public hearing for validation.

The final M&E draft was presented for further review at a 2-Day Monitoring and Evaluation

Workshop at the regional capital, Koforidua.

5

1.3.1 The M&E Planning Team

1. MRS VERA AKUFFO-MANTE - AG District Coordinating Director

2. ABDUL RAZAK MOHAMMED - District Planning Officer: Lead Facilitator

3. HENRY YAW ODEI - District Budget Officer

4. O. M. BRANSON - District Finance Officer

5. NATHAN CAESAR - District Works Engineer

6. HENRY ADAMS - District Physical Planning Unit

7. SAMPSON KLU - Ghana Education Service-KSD

.

6

CHAPTER TWO:

M & E ACTIVITIES

2.0 Introduction

This chapter covers the processes and procedures that were employed in the

development of the document including stakeholder identification and analysis.

2.1 M&E Stakeholder Identification and Analysis

Implementation of DMTDP affects individuals, groups of people, institutions and/or

organizations and that the social and institutional benefits of the programmes and

projects must be maximized whilst at the same time negative impacts are minimized.

In all societies, there are differences in the roles and responsibilities of women and

men and their access to and control over resources and their participation in decision

making exist. Women and men have inequitable access to services (e.g. transport,

health, education) and to opportunities in economic, social and political life. Gender

inequality hinder growth and harm development and so any failure to adequately

address gender issues can damage the effectiveness and sustainability of programmes

and projects. Therefore, the DM&EP analyses the gender disparities and take them

into account the interventions, its objectives, strategies and resource allocation. The

key stakeholders in the M&E exercises of the DMTDP are classified as follows:

i. National and District Policy formulators and Decision-makers

National and district policy formulators and decision makers play significant roles in

programme/project implementation. These stakeholders include Members of

Parliament, District Assembly and decentralised departments. The Media also play

crucial roles both at the national, district and local levels.

ii. Sub-district-level Institutions

Sub-district level institutions and groups represent the carriers and movers of local

development issues. These include Assembly members, Area Council and Unit

Committee members.

7

iii. Civil Society and Advocacy Groups

CSOs including NGOs, FBOs etc have key interest in interventions that bring about

change in peoples lives. Their major roles include public education, sensitisation,

advocacy and they exhibit potential for sensitivity to and respect for cross-cutting

issues of environment, gender equality etc.

iv. Local Development Actors

Local Development actors are particularly interested in the extent to which

programmes/projects impact on the poor and the vulnerable, how resources are

disbursed to achieve positive results and mainstreaming poverty reduction initiatives

and to mitigate their impacts.

Stakeholder Analysis have been done with the participation of the broader stakeholder

groups of the UMKDA. This has been organised in participatory planning sessions

and people views on the problems, nature, needs and eventual solutions have been

incorporated.

A wide range of resource persons and institutions including the DPCU, District

Assembly Sub-structures, Decentralized/Sector departments, central and local

government agencies, NGOs, CBOs Civil Society Organizations(CSOs), Religious

bodies, the Private Sector, Vulnerable Groups in the socirty and other development

partners will be involved in the monitoring and evaluation processes. This strategy

aims at ensuring effective and participatory monitoring and evaluation process.

The following categories of stakeholders are identified and classified:

a) Programmes and projects beneficiaries at the community level

b) Collaborative Organisation such as NGOs, CBOs, CSOs, among others

c) Donor agencies and the provate sector and

d) Government institutions and structures at all levels

8

Table 2.1 shows the identified stakeholders and their interest and level of involvement

in the M&E process.

Table 2.1: Stakeholder Analysis

M & E

Stakeholder

Classification Needs

Interest/

Responsibilities

Stakeholder Involvement In

M & E Activities

NDPC Primary Policy direction,

guidelines, capacity

building

M&E Plan Preparation,

assessment, dissemination of

M&E results

DPCU Primary M&E Plan

Preparation

Assess the needs of

the people in the

district

Collect, collate and

analyze data for M&E

Prepare and co-

ordinate DMTDP and

M&E Plan

Implement M&E Plan

Disseminate

Information on M&E

DA Sub-

structures(

ACs,TCs, Unit

committees)

Primary Project beneficiaries,

capacity building

Assist in data

collection

Monitor on-going

projects in their areas

Help disseminate

information

RCC Primary Technical Services,

Advisory Services,

capacity building

Assist identification of

community aspirations

and needs

Assist in data

collection

Monitor on-going

projects in their

communities

Local

Government

Service/ MLGRD

Primary Technical assistance,

job analysis, policy

direction, guidelines,

performance targets,

advisory services

M&E Plan Seminars,

assessment,

supersions,

dissemination of M&E

results, Public hearing,

stakeholder meetings,

M&E Result reporting

and dissemination

Development

Partners

( E U, DANIDA,

JICA, World

Secondary Transparency,

accountability,

financial and

materials resources,

Capacity building

Support in research

Fund some

development

9

M & E

Stakeholder

Classification Needs

Interest/

Responsibilities

Stakeholder Involvement In

M & E Activities

Bank) technical assistance interventions in the

district

Data collection

Civil Society

Organizations

Secondary Advocacy,

transparency,

accountability, data

collection

Monitor and evaluate

the district’s

performance

Play advocacy role in

the implementation of

M&E

M&E Review

meetings

Small Scale and

medium Business

Associations(

Market women

Associations,

Dress makers,

etc)

Secondary Beneciaries of

District Assembly

activities

Provide date for M&E

Help in information

dissemination

Assist to identify

Association’s needs

Data collection

Department and

agencies of the

Assembly

Primary Guidelines, advisory

services,

performance targets

Data collection, M&E

Results reporting and

dissemination

Media Secondary Transparency,

advocacy,

accountability,

results dissemination

Project monitoring,


results

Traditional

Authorities

Primary Advisory Services,

transparency,

accountability

M&E Plan

Preparation,

assessment,





and dissemination

General

Assembly

Primary Decision making,

deliberation and

adoption of M&E

Plan, formulate bye-

laws

M&E Plan

Preparation,

assessment,





and dissemination

Source: Field work, KSDA, 2013

10

2.2 Monitoring & Evaluation Capacities and conditions

An assessment of the capacities of the District Planning Coordinating Unit and

existing conditions in the district indicated that resources including financial, human,

physical and materials required to undertake effective M&E activity are readily

available but not adequate.

Area of assessment included indicators such as Qualification of personnel, Skills and

knowledge, motivation/ incentives, staff positions, Availability and utilization of

funds, office space and status of equipments and facilities as shown in table 2.2(a).

Each of the indicators had been assessed with a scoring scale of 1 – 10 ( a score of 1

represent a perception of lowest and a score of 10 represents a perception of the

highest score).

Eventually, the capacity index of the total average scores was computed and

interpreted as low performance (1-4), average performance (5-7) and high

performance (8-10).

The M&E Capacity Index of 5.05 as shown in table 2.2(a) implies that the District

Assembly has average capacity and management performance with respect to its

readiness for an effective M&E system.

Table2.2( a) M&E Capacity Index

NO Management Capacity Indicator Average Score

1 Qualification of Personnel 5

2 Staff Compliment 8

3 Skill & Knowledge 5

4 Availability of funds 5

5 Utilization of funds 3

6 Timely access to funds 3

7 Leadership 6

8 Management 7.5

9 Work load 5

10 Motivation & Incentives 5

11 Equipment/ facilities 3

Total Average Scores( A) 55.50

Capacity Index( A/No of Indicators) 5.05

11

The conditions available in the District Assembly necessary to prepare and implement

an efficient M&E Plan are discussed in table 2.2(b).

Table 2.2(b) M& E Needs and Conditions

STRENGHTS CONSTRAINTS SUGGESTED

SOLUTION

RESOURCE

REQUIREMENT

REQUIRED

TRAINING

Available

DMTDP(2014-

2017)

Lack of M&E plans Comprehensive

M&E plan be

prepared

Qualified personnel

stationery, Allowance

M&E skills

Available office

space

Inadequate funds

for M&E activities

Make budgetary

provision for all

M&E activities

Funds Proposal

writing on

how to raise

funds

Strong management

support

Lack of

appreciation for

Stakeholders

responsibilities

Sensitize

Stakeholders on

their responsibility

on M&E

Funds,

Stationery

M&E skills

Inadequate skills

and knowledge in

M&E

Train staff in M&E

skills

Funds,

Stationery

M&E skills,

Research

methods

Inadequate logistics

for M&E

Provide logistics

for M&E activities

Vehicle, Stationery,

Fuel, funds

Proposal

writing,

12

2.3 M & E Target Indicators

The DPCU, with the assistance of Heads of decentralized departments and other

development partners, has selected a number of core indicators to be employed to

assess change/development in the district during the plan’s implementation time span.

The selection of these indicators was based on the following criteria.

a) Efficiency

b) Timeliness in data collection

c) Validity and Reliability of variables

d) Simplicity in measuring indicators

The selected core indicators are classified under the seven thematic area of the

national policy document, Ghana Shared Growth and Development Agenda

(GSGDAII) as shown in the subsequent tables.

13

THEMATIC AREA: Enhancing Competitiveness in Ghana’s Private Sector

Policy Objectives:



3. Improve efficiency and competitiveness of MSMEs

Indicator Indicator Type Baseline

(2013)

Target

(2017)

No of public private partnership

seminars organised

Output

5

13

No of businesses trained on best

business practice Output 20 50

Change in tourist arrivals (%) Output 30% 50%

Access to tourist sites enhanced

Input 1 1

Tourism profile developed Output 1 1

No of feeder roads rehabilitated

Output 40 50

14

THEMATIC AREA: Accelerated Agricultural Modernization and Sustainable

Natural Resource Management

Policy Objectives:

5. To Enhance capacity to mitigate and reduce the impact of natural disasters,

risks and vulnerability



8. To Increase access to extension services by 50% and re-orientation of

agriculture education by 2017


(2013)

Target

(2017)

No of farmer-Based Organisations trained

in enterpreneuriaship Output 4 49

No of agro- forestry and afforestation

programmes implemented Output 1 4

No of storage facilities increased Output 2 5

No of youth engaged in agriculture

increased Output

31

100

Farmers’ Day celebration organized Output 1 4

No of fishermen trained in cage culture and

having access to the cages

Output

23

33

Number of hectors under cultivation of

various crops:

i. Cassava

ii. Maize

Iii Plantain

6229ha

8442ha

15


(2013)

Target

(2017)

iv Onion

V Rice

4412 ha

4440ha

2100ha

900ha

7347ha

6229ha

3100ha

1200ha

Extension Officer to Farmer Ratio

Input 1: 3242 1:2000

No of stakeholder workshop on Climate

change organized

output 1 6

Climate change issues mainstreamed in

project implementation

output 1

1

Percentage increase in yield of selected

crops:

I Cassava

II Maize

III Plantain

IV Onion

V Rice

output

21%

18%

16%

29%

11%

65%

51%

33%

72%

42%

16

THEMATIC AREA: Infrastructure and Human Settlements Development

Policy Objectives


8. To Strengthen the human and institutional capacities for effective land use

planning



11. To Provide adequate, reliable and affordable energy to meet the district needs

12. To Create and sustain an efficient and effective transport system that meets

user needs


(2013)

Target

(2017)

No of planning scheme prepared Output 1 5

Lengh/proportion of roads

maintained/rehabilitated:

i.Trunk roads(in km)

ii. Urban roads ( in km)

iii. . Feeder roads( in km)

output

-

-

6,122

-

-

10,123

No of communities installed with

signages and street names output 1 5

17


(2013)

Target

(2017)

Street lights provided to the

major towns in the district Output 25 55

change in number of households

with access to electricity output 7000 14000

No ICT Centre established

Output 1 2

No of schools supported with

ICT Teaching & learning

logistics

Output - 8

No of community centres

constructed Output - 5

proportion of population with

sustainable access to improved

sanitation( WC, KVIP)

Output - 1

No of boreholes drilled Output 25 75

proportion of population with

sustainable access to safe water

sources

Output 50% 80%

No of WATSAN Committees

trained Output 25 75

Water & Sanitation Plan Output - 1

No of household toilets

constructed Output - 1,200

No of refuse dumps evacuated Output 2 4

No of PPP projects in waste

management undertaken Output - 3

18

THEMATIC AREA: Human Development, Productivity And Employment

Policy Objectives:


2. To Increase inclusive and equitable access to, and participation in education at

all levels


4. To Intensify prevention and control of non-communicable and other

communicable diseases




(2013)

Target

(2017)

Per centage increase in youth

employment Outcome 25% 50%

No of women groups trained Output 10 40

No of trained youth having

access to credit Outcome - 500

No of youth trained Output - 500

No of small scale businesses

trained Output - 90


(2013)

Target

(2017)

No of Teacher Quarters

constructed Output

3

6

Gross enrolment rate( GER):

Primary

JHS

SHS

outcome

106.6

81.5

100

100

100

100

No of school blocks Output 4 8

19


(2013)

Target

(2017)

rehabilitated

Percentage of qualified

teachers provided to schools

i. KG

ii. Primary

iii. JHS

iv. SHS

Output

40.7%

72.5%

77%

95.5

95%

95%

95%

99

Percentage of Adult graduated

from non-formal education unit Output 6% 15%

Number of KG Classroom

Blocks constructed Output 3 12

Percentage of basic schools

provided with TLMs Input 65% 90%

Number of schools constructed

i. Primary

ii. JHS

Output

10

9

Number of teachers on district

sponsorship training

programme (DSTP

Output 5 30

Improve in Pupil – Teacher

Ratio

i. KG

ii. Primary

iii. JHS

iv. SHS

Output

1:32

1:27

1:16

1:29

1:25

1:35

1:30

1:30

Percentage of candidates that

Outcome

20


(2013)

Target

(2017)

gained aggregate 6-30 in

BECE

54.29% 90%


gained aggregate 6-30 in SHS

Output 50% 90%

Percentage decrease in

common diseases

i. Malaria

ii. Worm infection

iii. Diarrhea

iv. Upper respiratory tracts

infection

Outcome

60%

45%

40%

75%

75%

75%

Vocation and technical school

constructed Output - 1

HIV Prevalence Rate(%) Outcome 1.9 1.2

Maternal mortality ratio( # of

deaths due pregnancy and

childbirth per 100,000 live

births)

Outcome 32/100,000 LB 4/100,000 LB

Under five mortality rate( # of

deaths occuring between birth

and exact age per 1000 live

births)

Outcome 13.48/1000 2/1000

No of CHPS Compound

constructed Output 10 17

0.5% D.A Support released for

HIV activities Output 1 1

No of DAC/DRMT meeting

held Output 2 18

No of PLHIV Support Groups

meetings held Output 1 2

21

THEMATIC AREA : Transparency And Accountable Governance

Policy Objectives:


8. To ensure effective implementation of the decentralization policy and

programmes

9. To Ensure effective and efficient resource mobilisation, internal revenue

generation and resource management


11. To enhance efficiency and effectiveness of the district M&E system.

12. To Mainstream Local Economic Development (LED) for growth and local

employment creation


(2013)

Target

(2017)

No of Area council offices

constructed Output 1 5

No of public hearing

organized Output 3 18

No of training programmes

in governance organized for

area councils

Output 1 4

No of conflict resolution &

management seminars

organized

Output 4 10

No of Residential

Accommodation for DA

staff constructed

Output 2 6

An orientation session

organized for Hon.

Assembly persons

Output 1 3

Increase in public education

programmes on disaster

prevention and management

Output - 12

Total amount of IGF Output 220,180.00 293,062.00

22

Percentage increase in

external inflows Output 20% 75%

Percentage decreased in the

Incidence of crime in the

district.

Outcome 5% 2%

Proportion of development

partners’ funds contribution

to DMTDP implementation

output - 45%

Proportion of DA

expenditure within the

DMTDP budget

output - 55%

Police citizen ratio output 1:1010 1:500

23

2.4 M&E Matrix

Monitoring and evaluation matrix is a tool which summarizes the M&E Plan. It provides a comprehensive format

for presenting the inputs, outputs, outcomes, and impacts for each of the DMTDP objectives. M&E Matrix as

well indicates the linkage of the DMTDP to Ghana Shared Growth and Development Agenda II (2013-201)

policy objectives as shown in table 2.4.

Table 2.4: M&E Matrix: Thematic Area: Enhancing Competitiveness in Ghana’s private sector

DMTDP Goal: To develop the capacity of the private sector to drive local economic growth

Policy Objectives



Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

No of public

private

partnership

seminars

organised

Output 5 2 2 2 13

DA Yearly DA

No of businesses

trained on best

business practice

Output 20 10 10 10 50

DA/

NBSSI

Yearly DA

24

Change in tourist

arrivals (%) Output 30% 5 5 10 50% DA/

NTA

Yearly DA

Access to tourist

sites enhanced

Input 1 1 DA Yearly DA

Tourism profile

developed Output 1 1 DA Quarterly DA

No of feeder

roads

rehabilitated

Output 40 50 DA Quarterly DA

25

Thematic Area: Accelerated Agricultural Modernization and Sustainable Natural Resource Management

DMTDP Goal: To Improve the lives of the people through increased Agricultural productivity

Policy Objectives:


vulnerability



4. To Increase access to extension services by 50% and re-orientation of agriculture education by

2017

Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

No of farmer-

Based

Organisations

trained in

enterpreneuriashi

p

Output 4 10 10 25 49 MOFA Quarterly MOFA

No of agro-

forestry and

afforestation

programmes

implemented

Output 1 1 1 1 4 MOFA Yearly MOFA

No of storage Output 2 1 1 1 5 MOFA Yearly MOFA

26


Policy Objectives:


vulnerability




2017

Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

facilities

increased

No of youth

engaged in

agriculture

increased

Output

31

20

20

29

100

DA/

NYEP

Quarterly NYEP

Farmers’ Day

celebration

organized

Output

1

1

1

1

4

MOFA/

DA

Yearly MOFA

No of fishermen

trained in cage

culture and

having access to

the cages

Output

23

3

4

3

33

MOFA

Yearly

MOFA

Number of

hectors under

MOFA Yearly MOFA

27


Policy Objectives:


vulnerability




2017

Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

cultivation of

various crops:

iii. Cassava

iv. Maize

Iii Plantain

iv Onion

V Rice

6229ha

4412 ha

4440ha

2100ha

900ha

700ha

921ha

591ha

330ha

93ha

700ha

921ha

591ha

330ha

93ha

813ha

1093ha

607ha

340ha

114ha

8442ha

7347ha

6229ha

3100ha

1200ha

Extension

Officer to

Farmer Ratio

1: 3242 1: 2828 1: 2414 1:2000 1:2000 MOFA Yearly MOFA

No of

stakeholder

workshop on

Climate change

1 2

2 1 6 MOFA/

DA

Quarterly MOFA

28


Policy Objectives:


vulnerability




2017

Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

organized

Climate change

issues

mainstreamed in

project

implementation

1

1 - - 1

MOFA/

DA

Quarterly MOFA

Percentage

increase in yield

of selected crops:

I Cassava

II Maize

III Plantain

21%

18%

16%

14%

10%

5%

15%

11%

6%

15%

12%

6%

65%

51%

33%

MOFA

Quarterly

MOFA

29


Policy Objectives:


vulnerability




2017

Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

IV Onion

V Rice

29%

11%

13%

9%

15%

10%

15%

12

72%

42%

30

Thematic Area: Infrastructure and Human Settlements Development

DMTDP Goal: To Improve the development of the settlement systems and plans in the district

Policy Objectives:

1. Strengthen the human and institutional capacities for effective land use planning

Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

No of planning

scheme prepared Output 1 1 2 1 5 T&CP Yearly DPCU

Lengh/proportio

n of roads

maintained/rehab

ilitated:

i.Trunk roads(in

km)

ii. Urban roads (

in km)

iii. . Feeder

roads( in km)

-

-

6,112

6,555

8,500

9,650

10,123

No of

communities

installed with

signages and

street names

1 2 1 1 5 T&CP Yearly DPCU

31

Thematic Area: Infrastructure and Human Settlements Development

DMTDP Goal: To enhancing the access of the people, especially the rural folk to potable and safe

drinking water, sanitation, electricity and ICT

Policy Objectives:




Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

Street lights

provided to the

major towns in

the district

Output 25 10 10 10 55 DA/

ECG

Yearly ECG

change in

number of

households with

access to

electricity

Output 7000 2300 2300 2400 14000 DA Yearly DA

No ICT Centre

established

Output 1 - 1 - 2 DA Yearly DPCU

No of schools

supported with

ICT Teaching &

Output - 2 4 2 8 DA Yearly DPCU

32



Policy Objectives:




Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

learning logistics

No of

community

centres

constructed


proportion of

population with

sustainable

access to

improved

sanitation( WC,

KVIP)


No of boreholes

drilled Output 25 15 15 20 75 DA Yearly DPCU

proportion of

population with

sustainable

access to safe

water sources

Output 50% 10% 10% 10% 80% DA/

DWST

Quarterly DWST

No of WATSAN Output 25 15 15 20 75 DA/ Yearly DWST

33



Policy Objectives:




Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

Committees

trained

DWST

Water &

Sanitation Plan Output - 1 - - 1 DA/

DWST

Once DWST

No of household

toilets

constructed

Output - 400 400 400 1,200 DA/

DWST

Yearly DWST

No of refuse

dumps evacuated Output 2 1 - 1 4 DA/

DWST

Yearly DWST

No of PPP

projects in waste

management

undertaken


34

Thematic Area: Human Development, Productivity and Employment

DMTDP Goal: To Create employment opportunities in the district

Policy Objectives:


Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

Per centage

increase in youth

employment

Outcome 25% 10% 10% 5% 50% DA/

NYEP

Yearly NYEP

No of women

groups trained

Output 10 10 10 10 40 DA Quarterly DPCU

No of trained

youth having

access to credit

Outcome - 150 150 200 500 NYEP Quarterly NYEP

No of youth

trained Output - 150 150 200 500 NYEP Quarterly NYEP

No of small scale

businesses

trained

Output - 30 30 30 90 NYEP Yearly NYEP

35

Thematic Area: Human Development, Productivity And Employment

DMTDP Goal: To develop the human resources base of the district through increased access to

basic social services and improved services delivery

Policy Objectives:





Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

No of Teacher

Quarters

constructed

Output

3

1 1 1

6

DA Yearly DPCU

Gross enrolment

rate( GER):

Primary

JHS

SHS

outcome

106.6

81.5

100

100

83.5

100

100

90

100

100

95

100

100

100

100

GES Yearly GES

No of school

blocks

rehabilitated

Output 4 1 2 1 8 DA Yearly DPCU

Percentage of

qualified

teachers

Output

DA/

GES

Yearly GES

36



Policy Objectives:





Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

provided to

schools

v. KG

vi. Prima

ry

vii. JHS

viii. SHS

40.7%

72.5%

77%

95.5

18.1%

7.5%

6%

1.1%

18.1%

7.5%

6%

1.1%

18.1

7.5%

6%

1.3&

95%

95%

95%

99

Percentage of

Adult graduated

from non-formal

education unit

Output 6% 3% 3% 3% 15% NFE/

GES

Yearly NFED

Number of KG

Classroom

Blocks

constructed

Output 3 3% 3% 3% 12 DA Yearly DPCU

Percentage of

basic schools

provided with

TLMs

Input 65% 8.3% 8.3% 8.4% 90% GES Quarterly GES

Number of Output DA Yearly DPCU

37



Policy Objectives:





Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

schools

constructed

iii. Primary

iv. JHS

10

9

1

2

1

2

1

3

13

16

Number of

teachers on

district

sponsorship

training

programme

(DSTP

Output 5 10 10 5

30 DA

Yearly

DPCU

Improve in Pupil

– Teacher Ratio

v. KG

vi. Primary

vii. JHS

Output

1:32

1:27

1:16

1:30

1:30

1: 20

1:28

1: 32

1:25

1:27

1:34

1:30

1:25

1:35

1:30

DA/

GES

Yearly GES

38



Policy Objectives:





Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

viii. SHS

1:29 1:29 1:30 1:30 1:30

Percentage of

candidates that

gained aggregate

6-30 in BECE

Outcome

54.29% 72% 80% 88% 90%

GES

Yearly

GES

Percentage of

candidates that

gained aggregate

6-30 in SHS

Output 50% 60% 70% 80% 90% GES Yearly GES

Percentage

decrease in

common

diseases

v. Malaria

vi. Worm

infection

Outcome

60%

45%

5%

10%

5%

5%

5%

5%

45%

25%

DHS Quarterly DHS

39



Policy Objectives:





Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

vii. Diarrhea

viii. Upper

respirator

y tracts

infection

40%

40%

10%

10%

10%

10%

5%

5%

15%

15%

Vocation and

technical school

constructed

Output - - 1 - 1 DA Once DPCU

HIV Prevalence

Rate(%) Outcome 1.9 0.2% 0.2% 0.3% 1.2 DHS Yearly DHS

Maternal

mortality ratio( #

of deaths due

pregnancy and

childbirth per

100,000 live

births)

Outcome 32/100,000

LB

9/100,000

LB

9/100,00

0 LB

10/100,0

00 LB

4/100,00

0 LB

DHS Quarterly DHS

Under five

mortality rate( #

of deaths

Outcome 13.48/1000 3.8/1000 3.8/100

0

3.88/10

00

2/1000 DHS Quarterly DHS

40



Policy Objectives:





Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

occuring

between birth

and exact age per

1000 live births)

No of CHPS

Compound

constructed

Output 10 1 3 3 17 DHS Quarterly DA

0.5% D.A

Support released

for HIV

activities

Output 1 - - - 1 DAC Quarterly DA

No of

DAC/DRMT

meeting held

Output 2 5 6 5 18 DAC Quarterly DAC

No of PLHIV

Support Groups

meetings held

Output 1 1 - - 2 DAC Quarterly DAC

41

Thematic Area: Transparent and Accountable Governance

Goal: To promote effective, responsible and accountable system of governance

Policy Objectives:


2. To ensure effective implementation of the decentralization policy and programmes

3. To Ensure effective and efficient resource mobilization, internal revenue generation and

resource management


5. To Mainstream Local Economic Development (LED) for growth and local employment

creation

Indicator Indicator

Type

Baseline

(2013)

2014 2015 2016 Target

(2017)

Data

Source

M&E

Frequen-

cy

Responsi-

Bility

No of Area

council offices

constructed


No of public

hearing

organized

Output 3 5 5 5 18 DA Quarterlly DPCU

No of training

programmes in

governance

organized for

area councils

Output 1 1 1 1 4 DA Quarterlly DPCU

42

No of conflict

resolution &

management

seminars

organized


No of

Residential

Accommodation

for DA staff

constructed

Output 2 - 2 2 6 DA Once DPCU

An orientation

session

organized for

Hon. Assembly

persons

Output 1 - 1 1 3 DA Yearly DPCU

Increase in

public education

programmes on

disaster

prevention and

management

Output - 4 4 4 12 NADM

O

Quarterly NADMO

Total amount of

IGF

Output - 220,180.00 242,200.

00

266,420.

00

293,062.

00 DA Quarterly DPCU

Percentage

increase in

external inflows

Output 20% 18% 20% 17% 75% DA Quarterly DPCU

Percentage

decreased in the

Incidence of

crime in the

district.

Outcome 5% 1% 1% 1% 2% DA Quarterly DPCU

43

Proportion of

development

partners’ funds

contribution to

DMTDP

implementation

output - 20% 15% 10 45%

Proportion of

DA expenditure

within the

DMTDP budget

output 80% 85% 90% 55%

Police citizen

ratio output 1:1010 1:925 1:725 1: 525 1:500 yearly GPS

44

2.4.1 M&E Data Collection Sheets

The data collection sheets are developed to enable M&E staff and stakeholder collect data on annual basis as

presented in the subsequent tables.

M&E Data Collection Sheet- Annual Basis

Indicator Data Collection

Period

Data Collection

Methods

Data Disaggregation Results

Enhancing Competitiveness in Ghana’s private sector

No of public private

partnership seminars

organized

Jan-Dec Checklist, Interview

No of businesses trained on

best business practice


Change in tourist arrivals

(%)

April-May Documentary review,

Observation

Foreign

Locals

Access to tourist sites

enhanced

Jan-Dec Checklist, Interview, field

visit

No of feeder roads

rehabilitated


visit

Accelerated Agricultural Modernization and Sustainable Natural Resource Management

No of farmer-Based

Organisations trained in

entrepreneurship


visit

No of agro- forestry and

afforestation programmes

implemented


visit

45

Indicator

Data Collection

Period

Data Collection

Methods

Data Disaggregation

Results

No of storage facilities

increased


visit

No of youth engaged in

agriculture increased


Farmers’ Day celebration

organized

Nov-Dec Checklist, Interview,

observation

No of fishermen trained in

cage culture and having

access to the cages


visit

Number of hectors under

cultivation of various crops:

Jul- Aug Checklist, Interview, field

visit i. Cassava

ii. Maize

Iii Plantain

iv Onion

V Rice

Extension Officer to Farmer

Ratio


No of stakeholder workshop

on Climate change organized


Percentage increase in yield

of selected crops:

Jul-Aug Checklist, Interview,

documentary review I Cassava

II Maize

III Plantain

IV Onion

V Rice

46


Period

Data Collection

Methods


Infrastructure and Human Settlements Development

No of planning scheme

prepared

Jan-Dec Checklist, Interview,

documentary review

Lengh/proportion of roads

maintained/rehabilitated:


visit i. Trunk roads(in km)

ii. Urban roads ( in

km)

iii. . Feeder roads( in

km)

No of communities installed

with signage and street

names


visit

Urban

Rural

Street lights provided to the

major towns in the district


visit

Urban

Rural

change in number of

households with access to

electricity


visit, survey

Urban

Rural

No ICT Centre established


No of community centres

constructed


proportion of population

with sustainable access to

improved sanitation( WC,

KVIP)


surveys

Urban

Rural

No of boreholes drilled Jan-Dec Checklist, Interview, field

visit

Water & Sanitation Plan in

place


documentary review

47

Indicator

Data Collection

Period

Data Collection

Methods

Data Disaggregation

Results

No of WATSAN

Committees trained


proportion of population

with sustainable access to

safe water sources


survey

Urban

Rural

No of household toilets

constructed


survey

Urban

Rural

No of refuse dumps

evacuated


visit

No of PPP projects in waste

management undertaken


Human Development, Productivity and Employment

No of Teacher Quarters

constructed

Jan-Dec Checklist, Interview Urban

Rural

Gross enrolment rate( GER): Jan-Feb Checklist, Interview,

documentary review,

Annual School Census

i. Primary

ii.JHS

iii.SHS

No of school blocks

rehabilitated


Percentage of qualified

teachers provided to schools


surveys i. KG

ii. Primary

iii. JHS

Iv SHS

Percentage of Adult

graduated from non-formal

education unit


documentary review

Number of KG Classroom

Blocks constructed


48

Indicator

Data Collection

Period

Data Collection

Methods

Data Disaggregation

Results

Percentage of basic schools

provided with TLMs


Number of schools

constructed

Jan-Dec Checklist, Interview i. Primary

ii.JHS

Number of teachers on

district sponsorship training

programme (DSTP)


Improve in Pupil – Teacher

Ratio


documentary review

i. KG

ii. Primary

iii. JHS

iv. SHS



BECE

Aug-Sept Checklist, Interview,

documentary review

Male

Female



SHS

Aug-Sept Checklist, Interview,

documentary review

Male

Female

No of Vocation and technical

school constructed


HIV Prevalence Rate (%) Yearly Surveys, documentary

review

Percentage decrease in

common diseases

Jan-Dec Surveys, documentary

review i. Malaria

ii. Worm

infection

iii. Diarrhea

Percentage decrease in common

diseases

49

iv. Upper

respiratory

tracts infection

Indicator

Data Collection

Period

Data Collection

Methods

Data Disaggregation

Results

Maternal mortality ratio( # of

deaths due pregnancy and

childbirth per 100,000 live

births)

Jan-Dec Survey, documentary

review, interview

Under five mortality rate( #

of deaths occuring between

birth and exact age per 1000

live births)

Jan-Dec Survey, documentary

review, interview

Male

Female

No of CHPS Compound

constructed


0.5% D.A Support released

for HIV activities


No of DAC/DRMT meeting

held

Quarterly Checklist, Interview,

documentary review

No of PLHIV Support

Groups meetings held


documentary review

Transparent and Accountable Governance

No of Area council offices

constructed


Police citizen ratio Yearly Checklist, Interview,

documentary review

No of public hearing

organized


No of training programmes

in governance organized for


50

area councils


Period

Data Collection

Methods


No of conflict resolution and

management seminars

organized

Jan-Dec

No of Residential

Accommodation for DA

staff constructed


No of orientation session

organized for Hon.

Assembly persons


Increase in public education

programmes on disaster

prevention and management


Increase in total amount of

IGF


documentary review

Percentage increase in

external inflows


documentary review

Percentage decreased in the

Incidence of crime in the

district.

Yearly Survey, Interview,

documentary review

Proportion of development

partners’ funds contribution

to DMTDP implementation


documentary review

Proportion of DA

expenditure within the

DMTDP budget


documentary review

51

2.5 M & E Work Plan and Calendar

The Tables 2.5(a) and 2.5 (b) shows the details of M&E Work Plan and M&E Calendar

respectively. The major activities include monthly monitoring visits by the DPCU, review

meetings, quarterly field visits, mid-term evaluation of programmes, preparation of

monthly and quarterly reports, annual and information dissemination.

52

Table 2.5a : Monitoring and Evaluation Work Plan (2014-2017)

ACTIVITIES TIMEFRAME ACTORS BUDGET(GHC)

2014 2015 2016 2017

M&E Plan

Preparation

Review or

selection of

indicator

1st Quarter 1st Quarter 1st Quarter 1st Quarter DPCU 2,000.00

Organize

workshop on

indicator review

4th Quarter 4th Quarter 4th Quarter 4th Quarter DPCU, CSO 10,800.00

Implementation

Monitoring

Field Visits Monthly Monthly Monthly Monthly DPCU 36,400.00

Review

meetings

Every Quarter Every Quarter Every

Quarter

Every Quarter DPCU, CSO 9,200.00

Preparation of

M&E Reports

Prepare Progress

Reports

Every Quarter Every Quarter Every

Quarter

Every Quarter DPCU 7,200.00

Data collection Every Quarter Every Quarter Every

Quarter


Data collation Every Quarter Every Quarter Every

Quarter


Data Analysis Every 2nd Quarter Every 2nd Quarter Every 2nd

Quarter

Every 2nd

Quarter

DPCU 6,000.00

Organize APR

validation

Every 2nd Quarter Every 2nd Quarter Every 2nd

Quarter

Every 2nd

Quarter

DPCU 8,800.00

53

workshop

Internal review

of draft APR

Every 4th Quarter Every 4th Quarter Every 4th

Quarter

Every 4th

Quarter

DPCU 2,000.00

ACTITIES TIMEFRAME ACTORS BUDGET(GHC)

2014 2015 2016 2017

Print APR 2nd Quarter 2nd Quarter 2nd Quarter 2nd Quarter DPCU 2,000.00

Dissemination and

communication of

M&E Results

Organize APR

Dissemination

Workshop

4th Quarter 4th Quarter 4th Quarter 4th Quarter DPCU 10,000.00

Distribute APR to

relevant stakeholders

4th Quarter 4th Quarter 4th Quarter 4th Quarter DPCU, CSO,

RCC

2,000.00

Engage stakeholders on

APR

1st Quarter of

ensuing year

1st Quarter of

ensuing year

1st Quarter of

ensuing year

1st Quarter of

ensuing year

DPCU -

PM&E

Prepare for PM&E with

stakeholders


Train personnel to

conduct field work


Conduct PM&E Quarterly Quarterly Quarterly Quarterly DPCU 4,000.00

Evaluation

Mid Term Evaluation of

DMTDP

1st Quarter DPCU,CSO,

RCC

6,000.00

Terminal Evaluation 4th Quarter DPCU,CSO,

RCC

8,000.00

TOTAL 147,600.00

54

Table 2.5 (b1): M&E Calendar for 2014 fiscal year

M&E Activities Time Frame(2014) Cost

(GHC)

Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec

Prepare for M&E indicator review 15th 500.00

Organize workshop on indicator

review

13th 2,400.00

Field visit 25th 24th 24th 21st 7,800.00

M&E Monthly Reports 29th 27th 27th 25th 26th 26th 25th 25th 26th 27th 26th 19th 1,200.00

Organize Quarterly review

meetings

31st 30th 29th 22nd 2,000.00

M&E Quarterly Reports 9th 9th 8th 600.00

Conduct M&E Capacity Building

for core staff at DPCU

25th 1,500.00

Prepare for APR preparation 15th 300.00

Data Collection 30th 3,000.00

Data Collation 20th 2,000.00

Data analysis 10th 1,500.00

Organize APR validation

workshop

28th 2,200.00

Internal Review of APR 22nd 500.00

Print APR 5th 500.00

Distribute APR 12th 500.00

Organize a dissemination

workshop

19th 2,200.00


stakeholders

9th 300.00

Train personnel to conduct field

work

6th 2,000.00

55


(GHC)


Conduct PM&E 6th 1,000.00

TOTAL 32,000.00

Table 2.5(b2): M&E Calendar for 2015 fiscal year


(GHC)




review

12th 2,800.00

Field visit 25th 24th 22nd 19th 8,200.00

M&E Monthly Reports 26th 26th 27th 27th 27th 26th 27th 26th 25th 27th 26th 21st 1,200.00


meetings

31st 30th 30th 18th 2,400.00

M&E Quarterly Reports 7th 9th 9th 9th 600.00



19th 2,000.00






workshop

24th 2,200.00

Internal Review of APR 15th 500.00


56


(GHC)




workshop

16th 2,600.00


stakeholders

8th 300.00


work

12th 2,000.00


TOTAL 34,100.00

57



(GHC)




review

10th 2,800.00

Field visit 24th 24th 23rd 19th 8,200.00

M&E Monthly Reports 28th 26th 28th 27th 27th 27th 27th 26th 27th 27th 28th 21st 1,200.00


meetings

31st 30th 30th 22nd 2,400.00

M&E Quarterly Reports 6th 7th 9th 10th 600.00



15th 2,000.00



Data Collation 21st 2,000.00



workshop

25th 2,200.00





workshop

28th 2,600.00


stakeholders

7th 300.00


work

15th 2,000.00

58


(GHC)



Mid Term Evaluation of DMTDP 29th 6,000.00

TOTAL 40,100.00



(GHC)


Prepare for M&E indicator

review

10th 500.00

Organize workshop on

indicator review

15th 2,800.00

Field visit 23rd 23rd 25th 18th 7,500.00

M&E Monthly Reports 27th 24th 27th 26th 26th 26th 27th 28th 27th 26th 27th 20th 1,200.00


meetings

30th 30th 29th 21st 2,400.00

M&E Quarterly Reports 6th 600.00

Conduct M&E Capacity

Building for core staff at

DPCU

15th 2,000.00




59


(GHC)




workshop

25th 2,200.00





workshop

24th 2,600.00


stakeholders

10th 300.00

Train personnel to conduct

field work

10th 2,000.00


Conduct Terminal Evaluation 22nd 8,000.00

TOTAL 41,400.00

60

2.6 M&E Budget

The Budget as shown table 2.6 indicates the resource requirement of the DPCU in

undertaking M&E activities yearly. The budget covers the procurement of logistics

like computer accessories, payment of allowances on field visit, data collection, and

desk work activities, per diem, payment for recruitment of consultants for purposes,

cost of training material among others. The cost of servicing of meetings with

stakeholders and development partners and holding of public hearing forum and other

related activities are also captured in the budget. The total M&E budget is estimated

to cost One Hundred and forty-seven Thousand, Six Hundred Ghana Cedis

(GH₵147,600.00).

61

Table 2.6: the M&E Budget Estimates

Item Activities Inputs Qty or No of

People

Frequency Unit Cost Amount

(GHC)

M&E Plan

Preparation

Review or selection of

indicator

Stationery Assorted - 1,090.00 1,090.00

Fuel 65gln 1 14.00 910.00

Sub-total 2,000.00

Organize workshop on

indicator review

Facilitators 4 2 200.00 1,600.00

Participant T&T 25 2 50 2,500.00

Logistics Assorted materials 1 1,360.00 1,360.00

Venue cost 2 200.00 400.00

Stationery Assorted 1 1000.00 1,300.00

fuel 260gln 1 14.00 3,640.00

Sub-Total 10,800.00

Total( A) 12,800.00

M&E Plan

operation and

implementation

Field Visits Laptop computer 2 1 2,500.00 5,000.00

Printer 1 1 1,500.00 1,500.00

Digital Camera 2 1 1,000.00 2,000.00

Data collection assistants 8 2 300.00 4,800.00

Stationery Assorted 1 2,460.00 2,460.00

motorbikes 2 1 8,500.00 17,000.00

fuel 260gln 1 14.00 3,640.00

Sub-toal 36,400.00

Review meetings Participants T&T 12 16 30.00 5,760.00

Refreshment 12 16 15.00 2,880.00

Stationery Assorted 1 560.00 560.00

Sub-total 9,200.00

Total (B) 45,600.00

Preparation of Prepare Progress Reports Stationary Assorted 1 3,000.00 3,000.00

62


People


(GHC)

M&E Reports Review & editorial cost 1 1 2,000.00 2,000.00

Secretariat services 1 1 2,200.00 2,200.00

Sub-total 7,200.00

Data collection, collation

and analysis

Data entry cost 1 1 3,800.00 3,800.00

Data cleaning & coding 1 1 3,800.00 3,800.00

Data validation 1 1 3,800.00 3,800.00

Data analysis 1 1 4,050.00 4,050.00

fuel 325gln 1 14.00 4,550.00


Sub-total 30,000.00

Annual progress

Report(APR)



Facilitator 4 4 200.00 3,200.00

Sub-total 12,800.00

Total (C) 50,000.00

Dissemination

and

communication

of M&E Results

Organize APR

Dissemination Workshop

Facilitators 4 4 200.00 3,200.00

Participant T&T 25 4 50.00 5,000.00

Logistics Assorted materials 1 500.00 500.00


fuel 65gln 1 14.00 910.00

Sub-total 10,000.00

Distribute APR to

relevant stakeholders

Fuel 65gln 1 14.00 910.00

T&T 1 4 100.00 400.00


Sub-total 2,000.00

Total (D) 12,000.00

63


People


(GHC)

PM&E Prepare for PM&E with

stakeholders

Fuel 65gln 1 14.00 910.00


Sub-total 1,200.00

Train personnel to

conduct field work

Facilitators 4 2 200.00 1,600.00

Participant T&T 8 2 50.00 800.00


Venue cost 1 2 200.00 400.00


fuel 65gln 1 14.00 910.00

Sub-total 8,000.00

Conduct PM&E Fuel 130gln 1 14.00 1,820.00


Logistics Assorted materials 1 280.00 280.00

Per Diem 8 1 200.00 1,600.00

Sub-total 4,000.00

Total (E) 13,200.00

Evaluations Mid Term Evaluation Stationery Assorted 1 800.00 800.00

Facilitators 4 1 200.00 800.00

Venue 1 1 200.00 200.00

Fuel 65gln 1 14.00 910.00

Secretariat Services 1 1 500.00 500.00


Staff time for Data

analysis

12 1 100.00 1,200.00

Staff time for Reporting 1 1 500.00 500.00

Total(F) 6,000.00

Terminal Evaluation Stationery Assorted 1 900.00 900.00

64


People


(GHC)

Facilitators 4 1 200.00 200.00

Venue 1 1 200.00 200.00

Fuel 130gln 1 14.00 1,820.00

Secretariat Services 1 1 500.00 500.00


Staff time for Data

analysis

12 1 100.00 1,200.00

Staff time for Reporting 1 1 1,000.00 1,000.00

Total (G) 8,000.00

Grand Total A+B+C+D+E+F+G 147,600.00

65

2.7 Data Collection, Collation and Analyses

Data gathering is the basis for planning and M&E process. As such, base line

information on the district potentials, development problems and challenges, social

infrastructure, economic, population, and needs assessment and among others would

therefore serve as useful basis for projections in the future.

The DPCU will collect, collate and analyze data from field visits, sector departments

and other relevant sources to generate quarterly and annual reports for dissemination

to the relevant stakeholders.

The DPCU will prepare and administer questionnaires, checklist and interview guides

in collaboration with Area/Town Councils and Unit committees and Assembly

members to collect primary data. The DPCU will do this through community

meetings, observations and interviews.

Secondary data and other category of data will be generated from periodic reports and

publications of sector departments, government agencies, NGOs and other civic

unions/Associations.

2.7.1 Reporting and Information Dissemination

Information generated from data analyzed-- from primary and secondary data and

periodic reports from sector departments will be made available to the relevant

stakeholders during, after monitoring and after plan period.

Reports so generated are to be presented to Management and District Assembly at

their periodic sittings and at public hearings. Findings and recommendations,

thereafter, are to be presented to the appropriate departments, agencies and

institutions for the necessary actions.

At the upstream level, the DPCU must forward copies of all quarterly and APR

reports to the RPCU for onward submission to the NDPC and other MDAs.

At the downstream level, dissemination of M&E reports is meant to increase

accountability and transparency of the DA as well as displaying commitment to

development and poverty reduction. The DPCU is aware that a significant number of

stakeholders and beneficiaries are semi-illiterate or illiterate and has therefore

66

proposed simple dissemination strategies which have far-reaching effects on its

audiences. These strategies include the following;

1. Use of information vans and FM stations or information centres to announce,

discuss and broadcast content of M&E reports using largely local languages

2. Organization of public hearings, holding of community meetings/durbars/fora

at central locations throughout the District to disseminate M&E information

3. Meeting with traditional authorities, community opinion leaders, Area

Councils, Unit Committees so that they can in turn send the messages to their

communities

2.8 Development Evaluation

Development Evaluation is the analysis of observations made in the course of

monitoring the impact and performance of a development project, and the extent to

which they fulfill set objectives. It is the periodic assessment and review of the extent

to which the goal and objectives of an activity have been accomplished.

The DPCU will conduct the three key types of development evaluation namely:

Ex-ante Evaluation: evaluation conducted prior to commencement of

development programme/project implementation and will aim at reviewing the

intended plan (goals and objectives) of the programme/project

Mid-term/Interim Evaluation: evaluation undertaken at periodic intervals

during the implementation stage

Ex-Poste/Terminal Evaluation: evaluation carried out after development

programme/project implementation.

In all these, the essence will be:

To judge the worth of on-going programs and to estimate the usefulness of

attempts to improve them.

To assess the utility of new programs and initiatives.

To increase the effectiveness of program management and administration.

To satisfy the accountability requirements of program sponsors.

To document lessons learnt for future reference.

67

Stakeholders to be involved in conduct of development evaluation will include, but

not limited to:

Internal evaluators (e.g. community leaders and members)

External evaluators (e.g. DA staff, heads of decentralised departments,

development partners and consultants, RCC)

Project Beneficiaries

In addition to the above, the DPCU will consider with urgency to carry out and/or

commission other studies such as district poverty profiling and mapping, beneficiary

assessment, social infrastructure audit of development projects, strategic evaluation,

impact assessment and thematic evaluation studies.

2.9 Participatory Monitoring and Evaluation

Participatory M&E is a bottom-up approach involving the beneficiaries and relevant

stakeholders actively in the M&E planning processes and activities. By taking part in

the M&E processes and activities, community level participants gain a deeper

understanding of programme/project progress, strengths so that they contribute more

to the success of the programme / project and thus own their work and eventually

have positive impact on their lives.

The DPCU, in ensuring Participatory M&E will adhere to the following requirements.

1. Plan the M&E exercise with community representatives

- Agree on goals, objectives and expected outputs of the M&E exercise

- Agree on methodology to adopt and who should be involved

- Identify who should be involved in the M&E exercise and bring them

together on time

- Agree on duration for conduct of monitoring or evaluation (start and finish

dates)

- Agree on utilization of the information collected

2. Involve representatives in resource mobilization (funds, inputs, other

logistics

3. Involve participants/community representatives in Field data collection

and inspections

4. Circulate M&E reports, decide on actions etc with community

representatives

68

CHAPTER THREE:

ASSUMPTIONS, RISKS AND RISK MANAGMEENT

3.0 Introduction

Assumptions and risks that underpin the M&E Plan attempt to answer the following

questions; What are the factors that should be held constant or true for effective

functioning of the M&E Plan in the district? And what are the risks (uncertainties)

which when occur during the planned period can derail the achievement of the

objectives of the M&E Plan?

3.1 Assumptions

The effective implementation of the M&E activities is based on the assumptions that

there will be adequate and timely releases or allocation of funding, the DMTDP

(2014-2017) is in place, there will be stable team throughout the planned period,

adequate and available logistics for field work and there will be adequate M&E

competency to drive the process.

3.2 Risks and Risk Management

Risks here refer to the effect of uncertainty on achieving expected results from the

district M&E Plan. Table3.2 indicates the risks that can adversely affect the full

functionality of the M&E Plan and the associated risk responses and management

strategies.

Table 3.2: Risks and Risk Management Response

Risk Risk Response & Management

Limited M&E competencies and

capacities

Refresher training in M&E Skills for the

functionaries of the District Assembly

and her departmental heads.

Inadequate field work Strictly adhere to the planned minimum

number of field visits per calendar

Weak reporting or unreliable results Adequate rewards and sanctions within

the District Assembly and her

departments to ensure stakeholders

produce credible and timely M&E data

Non- compliance with M&E

requirements( Guidelines, format)

Adequate rewards and sanctions within

the District Assembly and her

departments to ensure stakeholders

produce credible and timely M&E data

Untimely release of funds for Timely release of funds and prioritization

69

Risk Risk Response & Management

implementation of spending on IGF in favour of M&E

activities.

Transfer of critical staff of DPCU Strengthen institutional memory,

motivate staff to stay and retrain newly

transferred staff into the district.

Implementation of projects outside the

DMTDP

Strengthen stakeholder engagement and

gauge against implementing significant

number of unplanned projects

3.3 Conclusion and Recommendation

In a nutshell, The M&E Plan is to support track the implementation of the 4-year

Medium –Term Development Plan developed for Kwahu South District Assembly.

The resources requirement to implement the M&E Plan is estimated to be One

Hundred and Forty-seven Thousand Six Hundred Ghana Cedis (GHC 147,600.00). It

is therefore imperative for the District Assembly to adequately resource the DPCU

(Finance and logistical support) to effectively carryout the M&E activities.

3.4 The Way Forward

M&E Plan had been identified, in the preliminary M&E needs assessment, as lucking

in the district. It is therefore expected that, once the plan is in place, the DPCU and

other relevant stakeholders will be more proactive to see its implementation. Also the

District Assembly and other development partners, considering the critical role the

M&E plays towards the effective implantation of the DMTDP, will be motivated to

help address the constraints that may hinder the smooth implementation of the plan by

undertaking the following measures;

1. Ensure adequate budgetary provision for M&E activities is made

2. The DPCU undertake effective information dissemination

3. Provide training for project staff engaged in the plan implementation

4. Resource the Town and Area Councils to improve their performance in data

collection and analysis

5. Promote effective collaboration with development partners, private sector and

other government agencies

6. Ensure timely release of funds for the DPCU to carry out their activities.

70

KSDA M&E PLAN -2014-2017-

Documents

e plan

e work plan

e activities

e target indicators

data collection sheets

general introduction

abdul razak mohammed

table of contents acronyms