W HAT IS M&E Day-to-day follow up of activities during implementation to measure progress and identify deviations Monitoring is the routine and systematic.

WHAT IS M&E Day-to-day follow up of activities during implementation to

measure progress and identify deviations Monitoring is the routine and systematic collection of

information against a plan. The information might be about activities, products or services, users, or about outside factors affecting the organisation or project.

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?”

WHY MONITORING

Tracks inputs and outputs and compares them to plan

Identifies and addresses problems Ensures effective use of resources Ensures quality and learning to improve

activities and services Strengthens accountability Program management tool

WHY EVALUATION

Determines program effectiveness Shows impact Strengthens financial responses and accountability Promotes a learning culture focused on service

improvement Promotes replication of successful interventions

WHY IS MONITORING AND EVALUATION IMPORTANT?

M&E should be part of the design of a program

Ensures systematic reporting Communicates results and

accountability Measures efficiency and effectiveness Provides information for improved

decision making Ensures effective allocation of resources Promotes continuous learning and

improvement

EXAMPLES OF M&E TOOLS

Attendance Register Child Welfare Cards Clocking sheets

EVALUATION QUESTIONS

How are resources being used? How appropriate is the management

structure? How well are we meeting identified needs? How do we fit within a network of services? How well have we met our expected

outcomes? What were the unexpected outcomes? What lessons did we learn?

WHAT DO YOU MONITOR?

Inputs: As well as monitoring expenditure, some organisations will monitor other inputs, such as staff and volunteer time.

Outputs: These will be specific products or elements of service provided by the organisation, such as advice sessions, training days or publications, number of meetings.

Outcomes: These are related to the changes or difference made as a result of the organisation’s outputs.

Impacts: These are related to longer-term or broader changes. These might be more difficult to monitor on a routine basis.

INDICATORS

are specific, observable characteristics that can be assessed or measured to show the quality or quantity of aspects of the organisation, its resources, its process, or the results of its activities.

Examples; Number of people attending networking Forum; Number of Leave days; Number of female in a meeting; Amount of money spent

TARGETS

A target is an object or goal that is being aimed at.

An example of target is to concentrate all efforts on achieving one goal.

COLLECTING MONITORING INFORMATION

Finding ways to collect monitoring information is a key part of monitoring and evaluation. Tools for collecting data can be grouped under four basic heads:

surveys and questionnaires observation interviews keeping records and notes. Questions to ask when choosing information

collection methods Before deciding on data collection methods, you

should address a number of questions, for example: What depth and type of information do you want? How can you check the reliability of your information? How much time can you afford to spend? How much will it cost? How will you analyse the information?

MANAGING YOUR MONITORING INFORMATION

Always bear in mind how you want to use the information before you start to collect it.

Planned information influence what you collect, how you collect it, and how you store and process it.

Everyone involved in collecting the information to use the monitoring tools in the same way, so that the information is consistent and there are no gaps.

Small amounts of information may be stored on paper and analysed manually.

If you don’t resolve practical issues concerning how you manage your information, this can hold you back in terms of reporting and using monitoring information to feed back into organisational improvement and management.

WHO DOES EVALUATION

Depends on the amount of money you have available for it.

Self-evaluation is when an organisation uses its own expertise to carry out evaluation.

External evaluation is when an outside evaluator is brought in to carry out an evaluation for the organisation.

M&E FRAMEWORK

Level Description Frequency

Inputs Resources that are put into the project. Lead to the achievement of the outputs

Continuous

Outputs Activities or services that the project is providing. Outputs lead to outcomes

Quarterly

Outcomes Changes in behaviors or skills as a result of the implemented project. Outcomes are anticipated to lead to impacts

2-3 years (short to medium term)

Impacts Measurable changes in health status, particularly reduced STI/HIV transmission and reduced AIDS impact. Impact results are effects of the intervention

3-5 years(long term)