Towards a Participatory Monitoring & Evaluation System for the Eastern Cape Province ECSECC Action Plan
Jan 14, 2016
Towards a Participatory Monitoring & Evaluation System for the Eastern Cape Province
ECSECC
Action Plan
Introduction
Background & context Key lessons learnt Key objectives Impetus to the ECM&E System Key projects for development & funding Financing Key Stakeholders Constraints & solutions Action plan monitoring mechanisms Key resources Conclusion
Eastern Cape M&E System
1 3 5 7 9 Do we need a What are the What are the Reporting Information Composite M&E? broad indicators? indicators & targets? feedback 2 4 6 8 10 What to Monitor What is the What M&E system Evaluations Sustaining & evaluate? Baseline? should we have? M&E October 2003 [email protected]
Background & context
• ECSECC’s role & responsibilities
• Deficiencies in current M&E systems
• Demand-supply equation
• Coordination structures- ECMERG, TTT
Project Cycle Phases
AppraisalEvaluation
Planning
Design
Implementation
Monitoring
M&E and Project Cycle [IFAD Guide]
Identification, preparation & pre-appraisal
Perform baseline studies, analyze sectoral data
Identify risk and enabling factors
Preparation/Appraisal
Identify risk, input,output, outcome,
&Impact indicators
Implementation/Supervision
Use indicators to monitor
implementation
Supervision/Completion
Evaluate output and
outcomeindicators
CompletionOnwards
Evaluate outcome and
impact indicators of
project success
Key lessons learnt
• Structured involvement of relevant stakeholders at different levels of programme cycle.
• Stakeholder analysis and participation• PLA principles, methodologies and tools: e.g.
RAAKS, PRA, LFA- log frame, rich pictures, visioning, problem /objective tree, role plays, matrix analysis.
• Use of log frame and other participatory tools in situation analysis
• Use of decision matrix /matrix rankings• Delineating process issues from necessary
supporting conditions.
Key lessons learnt 2
Experiential learning cycle Joint planning and shared learning, public
reflection and coordinated action. Cyclical and spiral nature of action
learning. Organizational learning: barriers to
learning & stimulating organization/social learning
Processes and sequenced learning events and their relationship
Key Objectives
Efficient cluster programs tracking;Contribute to the attainment of
quantified objectives of the PGDP;Improve programme/project
management;Improve planning and projections;Improve information gathering,
management, analysis and dissemination;
Key Objectives 2
Increase efficiency and capability of M&E staff;
Increase participatory and consensual development process;
Contribute to the development of accurate, relevant & easily retrievable streamlined data;
Increase coordination and efficiency; and Reduce duplication in data collection and
management.
Impetus to the ECM&E System
Most stakeholders are excluded not only from planning but from reflective action as well;
Baseline data is often not generated; Ill-defined indicators and objectives; There are budget over/ under-runs by
departments with no proper explanation; Strategic planning cycle is not in unison
with other planning cycles; Funds and programmes are not properly
accounted for;
Impetus to the ECM&E System 2
Impact of most programmes not known; There are no design and implementation
guidelines; Often M&E function is not integrated in
project management; There is lack of commitment and incentives; Irrelevant and poor quality information is
generated; Limited staff capacity; There is no active engagement with
generated data.
Key projects for development & funding
Stakeholder analysis and participation M&E information needs assessment in provincial
departments & stakeholders Baseline studies for departmental programs Planning and indicator generation [strategic –
implementation plans] IT hardware and software engineering [incl.
database development] M&E Course design and development [phase one] Capacity development Publications and communication [incl. reflective
learning]
M&E Pillars
Data Communication &
Reporting
Capacity Development &
Institutional arrangements
Data Collection &Management
Responsibilities
LogicalIndicators
(SMART)Objectives
M&ESystem
FinancingACTIVITY EXTERNAL
FUNDS ECSECC FUNDS
TARGETED DEPT. FUNDS
1. Stakeholder analysis & participation 150 000 12 000 100 000 2. M&E information needs assessments
in provincial *departments 220 000 20 000 110 000
3. Baseline studies for departmental programmes
1 200 000 140 000 460 000
4. Planning and indicator generation support
250 000 30 000 200 000
5. IT hardware and software engineering
745 000 100 000 300 000
6. M&E course design and development phase one
1 050 000 120 000 120 000
7. M&E capacity development phase one
880 000 120 000 380 000
8. Publications and communication
1 100 000 130 000 250 000
9. Workshops and learning networks
650 000 110 000 60 000
SUB-TOTAL
6 245 000 782 000 1 980 000
Communities of practice
ECSECC /Office of the Premier (OTP) ECMERG M&E Technical Task Team Government departments (planning and M&E units) ECYC ECNGOCO IMT Organised business Treasury SALGA Legislature COSATU (labour) RIDA IPSP IGF Development Bank of Southern Africa (DBSA) Universities (Fort Hare, Natal etc.) M&E networks. DIMS
Constraints & solutions
Fragmented provincial M&E environment
< > level the fragmented M&E environment Uncoordinated M&E environment in South Africa< > communicate, consolidate vertically Poor national and district level M&E linkages< > participate in integrated forums Changing information requirements < > review & incorporate current & future trends. Political agenda and outputs not factored in planning
process< > consider in all planning cycle phases
Constraints & solutions 2
Stakeholder mobilization & participation not comprehensive
< > identify and engage with other stakeholders. Personnel shortages in provincial government< > identify and reorient existing personnel and make use of
secondments from departments. Time for participation is short & clashes with other
activities< > consolidate diaries & plan in advance. Financial constraints< > mobilize from existing budgets & write proposals to
already known & interest donors. Magnitude of stakeholders and coverage area too big< > package participation into digestible groups with adequate
representation and roll out programme in phases.
Monitoring & Evaluation
EX ANTE EVALUATION
IN ITINERE EX POST EVALUATION
PROGRAM/ PROJ ECT APPRAISAL
IN ITINERE MONITORING
EVALUATION
Project design
Inputs Implementation
Outputs Impacts
Mitigating Factors
Replication, Redesign, New projects on basis of efficiency, effectiveness, relevance & sustainability
Action plan monitoring mechanisms
Bi-monthly meetings and reports to Technical Task Team.
Monthly meetings and reports to Eastern Cape monitoring and evaluation.
Stakeholder workshops to provide feedback and reflect critically.
Office of the premier who are the overseers of all provincial government programmes.
Network partners such as UNDP, Free State Province and Universities of Fort Hare & Natal.
Feedback loops by the core technical task team through the intra-net system within the province.
Group discussions and feedback through other tools.
Monitoring Action Plan
+++++ X
+ + + +** ** ** ** ** ** ** ** ** ** ** *** * * * * * * * * * * *
Jan Feb Mar April May June july Aug Sep Oct Nov Dec
** Bi-monthly meetings and reports to Technical Task Team.*Monthly meetings and reports to ECMERG; Treasury in-year quarterly meetings with departments; cluster meetings+ Stakeholder workshops to provide feedback and reflect critically.+++ Departmental strategic planningX National provincial reports
Monitoring levels
Sustainability
Effectiveness
Efficiency
OTP
Departments
Departments/Implementers
Efficacy
Relevance
Impacts
Outcomes
Inputs
Ris
ks
Direct
Key resources
Secondments from departmentsAdditional personnel at ECSECCNew institutional arrangements for
planning, implementation, management and monitoring & evaluation
Departmental contributionsDBSAIPSPECSECC
Key resources
PIGITO CouncilOTPUNDPFree State provinceRIDA DIMSUniversitiesDBSA
Conclusion
Integration of key lessons learntSituation analysis Stakeholder identification &
participationMultiple processesVertical-horizontal linkagesMethodologies & tools to all
departmentsProject proposalsAdequate resources
What I will do
Reconnaissance workAssume overall responsibility for the
development of the M&E System;Prepare work schedule;Advance review of departmental
plans with clear indicators;Meetings with key officials in
departments & other stakeholders;
What I will do
• Provide inception reports to cluster groups, ECMETT & TTT;
• Present draft PM&E design to ECMETT;• Organize consultative workshop(s) to
review proposed design;• Provide project management support to
M&E processes;• Develop operational guidelines and work
plan for M&E;• Piloting the M&E system; and• Preparation of final report for critical
reflection.