CRC Creative Research and Evaluation Centre Phone: P.O. Box Fax: Project Monitoring and Evaluation Plans

Transcription

1 CRC Creative Research and Evaluation Centre Phone: P.O. Box Fax: Kampala, Uganda CRC Handout Project Monitoring and Evaluation Plans This handout is a draft template for a project M&E plan. It shows some standard pieces to be included in such a plan, gives options for additional detail, and presents the reader/user with guiding questions to facilitate the process. Additional information about developing such plans is available may be found by consulting the short reference list included within this template. 06 January 1999 tom barton

2 Project Name Project Monitoring and Evaluation Plan Dates of plan When plan created Who was responsible

3 Table of Contents [Example only, based on contents of this outline handout] Table of Contents... 1 Executive summary... 1 Project background... 1 M&E planning... 2 The M&E Information Matrix... 2 The M&E Workplan Matrix... 5 M&E timetable... 5 References... 5 Abbreviations... 8 Forms drafts and examples... 8 Executive summary [Can be quite short just a few paragraphs for an overview of what the plan contains and what it is about] Project background The Project, which is funded by, is working on (relief, rehabilitation, development) in sectors. The preliminary work for the project, including needs assessment and project design were done in 19. Implementation is due to start (has started) on and the project (the current phase of the project) will be terminating in. The main goals/objectives of the project are: Overall (or final goal) Specific (or intermediate goals) a) b) The principal strategies of the project include. The target population(s) is/are because. The project is (or will be) operational in districts/zones/regions in (country). Current regions of the project are shown on the accompanying map. (scan and insert map here, with project areas located on it) [if the project has a conceptual model, this is a good place to show it and give a very brief description] Project Name Monitoring, Reporting and Evaluation Plan 1

4 M&E planning This M&E plan was prepared during, and proposes activities for the period. During the preparation of the M&E plan, the staff of the project reached a number of critical decisions and identified essential strategies for M&E in the project. The main debates and decisions included. (feasibility, responsibility, frequency, indicators, etc., etc.) [what were the key issues/decisions? who were the main participants in the planning?] The main references used in preparing the M&E plan were: et al: Project Monitoring and Evaluation Workshop Report 19 et al: Project Document 19 et al: Project needs assessment, situation analysis, baseline survey report, etc. 19 T. Barton; How Are We Doing? Guidelines for Monitoring and Evaluation. CARE-Uganda, The M&E Information Matrix M&E matrix the matrix (table) on the following page was prepared by, based on discussions during the project M&E workshop with the staff. In this table, the objectives and indicators shown are the same (or modified from) those in the project document. The numbering of the objectives, outputs and indicators corresponds to the numbering in the project document log frame. The reader/user of this matrix should note that the frequency of reporting might differ from the frequency of data collection. Details to consider:: Type of information: good to have some explanation of the indicators. However, if there are any indicators that might be difficult or confusing to incoming staff/partners later on in the project, it might be useful to include a separate table or page for further explanation or definition. To help in this effort, see supplemental indicator tables on the page just after the information matrix in this draft outline. Methods of data gathering: if one says records review : what records/what reports, kept where, and accessible with whose permission? Will the records review be done with a checklist? Will they be reviewed for qualitative or quantitative data? What is meant by survey? Who to collect: does not specify who to do data processing/analysis/or write up; nor who will do the editing and feedback. Frequency of reporting: Note that this matrix does not show who will be getting the reports. It only shows reporting frequency, but not who the reports will go to ] Other essential monitoring Project risks and assumptions Project management Questions: what will be the relevant indicators, what means of verification, who will be responsible. Note that some of this is handled in the next matrix. Project Name Monitoring, Reporting and Evaluation Plan 2

5 Monitoring, Evaluation and Reporting Matrix for Project Indicator Type of information (short explanation of indicator) Sources of information Methods of data gathering Who to collect, analyse data Frequency of reporting Final goal: Intermediate goals (objectives numbered) and outputs (numbered by intermediate goals) 1. Intermediate goal 1.1 Output 1 for IG Output 2. Intermediate goal 2.1 Output 1 for IG Output Project Name Monitoring, Reporting and Evaluation Plan 3

6 Supplemental indicator tables (to be used only if needed) Indicators definitions, explanations, applications and considerations Indicator Indicator written out in words. [Sectors for this indicator] Definition Explanation Use/Application Consideration Definition of the Shows what changes the What use for assessing What factors influence this indicator, e.g., indicator, and any indicator can demonstrate inputs, activities, outputs, season, recall time period, etc. It is likely to critical concepts Influenced by what affects the effects, impacts of the take extra questions to assess accuracy, embedded in it. levels or results of the indicator project (or assumptions, reliability, etc.? Literature any literature for risks, context) comparison of findings. Indicators data requirements, tools, results Indicator Data Required Possible Methods/Tools Unit of Results Indicator written out in words. Many indicators require more than one data point, e.g., to calculate stunting, one needs to know the child s age, gender, and height [Sectors for this indicator] Preferred methods/tools, e.g., household survey questionnaire, physical measurements, etc. Optional - Can also include optional tools for more explanation or qualitative assessment. What will the results look like? What form/format? Project Name Monitoring, Reporting and Evaluation Plan 4

7 The M&E Workplan Matrix The first table following this section shows the M&E workplan which helps summarise data from the information matrix and shows more lines of responsibility. [see pages 36, 41, 115 in the CARE M&E guidelines] Queries and/or items to fill in: When activity occurs: review and consider carefully; may also be able to put dates to specific items like the baseline, mid-term and final evaluations. Using this column and the second last column on reporting should help in generating a GANTT chart for M&E activities (see annex section). Who participates: the CARE book has some ideas, but this column needs to be specific for this project Who leads: this column should reflect who is ultimately going to be responsible for each of the M&E activities. It might be the overall project manager, but it should come down to specific persons, if possible, not to committees. M&E timetable The table following the workplan matrix shows an example of a GANTT timetable for M&E activities in a three year project. [Include discussion of any critical factors affecting decisions about what is placed where in the timetable] References Barton, T. (1997) How Are We Doing? Guidelines to Monitoring and Evaluation. Prepared for CARE Uganda; adopted by CARE International as the standard guidelines for all CARE offices. Is available from CARE International in English, French and Spanish Barton, T. (1998) Program Impact Evaluation Process: Module 1 Overview. Prepared for CARE Uganda. Draft version; due for field testing in early Project Name Monitoring, Reporting and Evaluation Plan 5

8 M&E workplan matrix General and Specific activity Specific activity (what is assessed or being done) When activity occurs? (schedule) Who participates? (data collect, analysis) Who leads? (who is responsible for reporting?) When reported? (schedule) MONITORING Objectives Impacts, fundamental changes Annual (?) Annual Context, risks and assumptions Social, political, economic, environment Negative outcomes Annual Annual Effects Response of target population to project outputs Annual Annual Outputs, including institutional and organisational issues Project products achieved Monthly Quarterly Activities (physical) Distribution and delivery Monthly Quarterly Actual versus planned Inputs (financial) Resources; use versus budget Monthly Quarterly EVALUATION Baseline Indicators for impacts, effects, At start-up ASAP after study context, assumptions Annual review Financial, physical, outputs, Annual Annual effects, context, assumptions Mid-term evaluation Organisation structure, design Progress physical, financial Achievements Outputs, effects Context, risks, assumptions After 2 years ASAP after study Final evaluation OTHER Special studies Training on M&E Training on report writing As above, plus impacts, sustainability Possibly cost-benefit Within 6-9 months of end of project Prior to phase out For whom? (report to..) Project Name Monitoring, Reporting and Evaluation Plan 6

9 M&E activity time table (example by quarter for a three year project) General and Specific activity Yr 1 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Yr 2 Qtr 1 Qtr 2 Qtr 3 Qtr 4 Yr 3 Qtr 1 Qtr 2 Qtr 3 Qtr 4 MONITORING Objectives Context, risks and assumptions Effects Outputs, including institutional and organisational issues Activities (physical) Inputs (financial) EVALUATION Baseline Annual review Mid-term evaluation Final evaluation OTHER Special studies Training on M&E Training on report writing Note: Objectives, context, risk, assumptions, and effects would all be part of the mid-term and final evaluations as well as the annual monitoring/review. Project Name Monitoring, Reporting and Evaluation Plan 7

10 Abbreviations ABA... CDE... ETC... GoX...Government of X MoH...Ministry of Health NGO...Non-Governmental Organisation [I am still gathering useful examples that work for this section] Forms drafts and examples Assessment of effects (e.g., as a monitoring form, or a checklist in evaluation analysis) Indicator Baseline value Current value Amount of change (#) Percent change (%) Explanatory notes: Baseline done (date) Current survey done (date) Amount of change = Current Baseline Percent change = Current Baseline Baseline (this allows either positive or negative results) Assessment of activities Quarterly physical activities accomplishment report Item no. Major components and activities Unit of This quarter measure Plan Accomplishment in this quarter % Annual plan Fiscal year to date Accomplishment up to end of this report % Remarks Assessment of risks and negative outcomes Problems encountered Levels of problems/concerns Community Level Project level (including partners) Policy and higher level (including donor, country office, headquarters, etc. Problems encountered Solutions recommended Decisions made (what, when) Actions taken (what, when) Project Name Monitoring, Reporting and Evaluation Plan 8