MONITORING PROJECTS: QUALITY AND RESULTS

MONITORING PROJECTS:QUALITY AND RESULTS

DAY ONE

ASSESSMENT

DAY TWO

DESIGN

DAY THREE

MONITORING

MORNING

Intro. Training

Intro. Assessment

Intro. Design Intro. Monitoring

Assessment process and components

Relevance of the design (activity vs. result/ quality)

Monitoring an intervention

Components of monitoring

AFTERNOON

Analyzing problems (problem tree)

Designing a Log-frame

Monitoring content and process in CCA

Conclusion

The assessment process in CCA

Conclusion

The project design in CCA

Conclusion

Training closure

Monitoring vs evaluation

• Is it the same thing?• If no, what are the differences?similarities?• What are the objectives of monitoring?

Evaluation?• Why is monitoring important? Why is

evaluation important?• What kind of informations do we need to

monitor a project?

Monitoring vs evaluation

What are the differences? similarities?Monitoring is a long term process / on going in order to ensure activities are taking place according to standarts

and to find out weaknesses and gaps within the projectMonitoring involve the team that is implementing the project Monitoring is activity based (??)

Evaluation: after the end of the project (or at mid term) to find out the weaknesses and the results of the project(positive outcomes) evaluation can be used as a point of reference for futur projects (measure outputs, outcomes

and impacts)Evaluation involves external peopleEvaluation is a one time event (happens at the end of the project)Evaluation is result based (???) measures the results through indicators

What are the objectives of monitoring? Evaluation?Gather informations for evaluationKnow what are the objectiveHelp you to find the gaps and weaknesses according to the LFAEvaluation helps you figure out if you can carry out the same activities in the future and to establish weaknesses

and strengths

Why is monitoring important? Why is evaluation important?To know how the project is evolvingGather information for evaluationWhat kind of informations do we need to monitor a project?Project documents: LFA, timetable, budget, list of activities, field data

• Activity plans , cost breakdown, specificities of the area

The Project cycle

ASSESSMENT

IMPLEMENTATION AND

MONITORING

REVIEWAND

EVALUATION

DESIGN

MONITORING

THE PROJECT CYCLETHE PROJECT CYCLE

Defining Monitoring

SLIDE 7

Differences and Links between Monitoring and Evaluation

Monitoring Evaluation

A continuous process A specific activity or moment

To provide information to day-to-day decision making (adjustments)

To provide recommendations to strategic decision-making processes

It is carried out by the project team

For the project team (to adapt and improve the impacts) and the donors (to follow the progress)

It is carried out by an evaluation team (internal or external to the project team)

For the project team and the donors (lesson learned)

The monitoring system should provide information for evaluations

Project CycleJan Davis and Robert Lambert, Engineering in Emergencies,

p.63.

Project CycleJan Davis and Robert Lambert, Engineering in Emergencies, p.63.

ASSESSMENT & PLANNING

EVALUATION & ADAPTATION

IMPLEMENTATION & MONITORING

IMPLEMENTATION & MONITORINGEVALUATION

& ADAPTATION

ASSESSMENT & PLANNING

MONITORING

MONITORING is the continuous, systematic and critical review of

operations in order to measure their evolution and adjust them according

to circumstances and project’s objectives.

SLIDE 6

Different steps of the M&E process

Observe

Compare

Have an opinion

Make recommendations

Take actions

IF A MONITORING DOES NOT LEAD TO

ANALYSIS

AND THEN TO

DECISION MAKINGDECISION MAKING(ADAPTATIONS)(ADAPTATIONS)

IT IS

USELESSUSELESSAIM OF MONITORING

Building a Monitoring system

BUILDING A MONITORING SYSTEM

Intervention objectives

BUILDING A MONITORING SYSTEM

MONITORING SYSTEM

MONITORING SYSTEM

Set of tools to measure indicators.

(observation, sampling, questionnaires, PRA)

•Where

•Who

•When / how often

•To whom.

1. Collecting data * Preparing the monitoring * Field work

2. Analyzing data * Triangulation of information

3. Writing the report * Summarizing data

4. Adapting the project * Adaptations to the log-frame * New projects or activities

The different steps of a monitoring system

LOG FRAME 1

Impacts

Outcome

Outputs

Activities

FAILING TO PLAN

IF YOU FAIL TO PLAN… YOU PLAN TO FAIL!!!

Monitoring a project

MONITORING PROCESS

Data about intended achievements and baseline

is compared with … Data on

actual achievements

to identify...

Significant deviations from plan

as a basis for... identification of

problems and opportunities

to identify... Corrective actions

Taking corrective action

Collecting data Analysis

Taking decisions

Processing data

1 23

4

5

The projectThe project

Different steps of project’s monitoring..

DESIGNING MONITORING TOOLS

REMEMBER !!!!

• USE THE TOOL ADAPTED TO THE INFORMATION AND CONTEXT

• DEFINE THE METHOD TO USE THE TOOL

• TRIANGULATE MOST RELEVANT DATA

• USE THE EXISTING DATA

• GATHER CAUSES AND CONSEQUENCES OF THE IDENTIFIED PROBLEMS

• GATHER OPINIONS AND SUGGESTIONS TO IMPROVE THE QUALITY OF YOUR PROJECT

The Monitoring report

AIM OF MONITORING REPORT

The purpose of monitoring reports is to provide :

-updates on achievements against indicators and milestones,

-guidance on the elements that should be adjusted

THE MONITORING REPORT

MONITORING REPORT 1

MINIMUM STRUCTURE OF MONITORING REPORT

1. Introduction

2. Monitoring of situation (external factors)

3. Monitoring of objectives and indicators / (+ critical events)

4. Progress of activities

5. Conclusions

6. Recommendations

7. Annexes

MONITORING REPORT 2

OBJECTIVE / PROGRESS :

INDICATOR BASELINE STANDARD MONITORING OBSERVATIONS

RECOMMENDATIONS :

MISTAKE OF MONITORING REPORT

MOST FREQUENT MISTAKES IN A MONITORING REPORT

•GO INTO USELESS DETAILS•LACK OF ANALYSIS OF THE DATA•DO NOT SHOW TRENDS AND WARNINGS•LACK OF RECOMMENDATIONS•NO CORRECTIVE ACTIONS ARE TAKEN

•IS PERCEIVED AS A COMPULSORY IS PERCEIVED AS A COMPULSORY USELESS TASKUSELESS TASK

IF A MONITORING DOES NOT LEAD TO

ANALYSIS

AND THEN TO

DECISION MAKINGDECISION MAKING(ADAPTATIONS)(ADAPTATIONS)

IT IS

USELESSUSELESSAIM OF MONITORING