USER MANUAL 2 MONITORING MODULE
MONITOR is an integrated information system that allows ongoing monitoring of activities financed by USAID/Colombia. As explained in the environmental module, MONITOR is also an instrument used to obtain environmental approval and followup on project environmental management. All new activities and projects approved or authorized by USIAD/Colombia, as well as substantive amendments or project expansion of current programs or activities are subject to an environmental approval (Reg. 216.2 (a)). The Monitoring Module, through the activity registration, identifies the characteristics of the project activities that will be monitored during implementation, including the activity objective, coverage, indicators, funding sources, and target population. MONITOR is designed to receive information from implementers each quarter on the indicators selected for reporting for each registered activity. Indicators to be reported for the activity are selected at the time of activity registration from the list of project indicators as well as any applicable indicators from the Mission PMP. MONITOR will provide previously defined quarterly follow-up reports based on these indicators as well as personalized reports requested by the Mission or an implementer. These reports can be produced by activity, by project, or by program so that the Mission can track the implementation and results by project, and can monitor the progress of Mission-level indicators drawn from results across various projects. Introduction to Monitoring Module MONITOR also stores historical information about project indicators and results for Fy2011. Now, enter the MONITOR system and become an active participant. Send your comments and suggestions to info@monitor.net.co. It's up to you to make this tool successful. Welcome! Continue on to the description of the Step-by Step process for the Monitoring Module, starting with the activity's registration M&E and M&E FOLLOW-UP. [Seguimiento]. Introduction to Monitoring Module 40
Access To access MONITOR, log on to the following website: www.monitor.net.co Login: You need a user name and password to enter the system. Your password corresponds to a particular user profile, which defines the actions you may perform and the information to which you have access. Register your assigned username and password and click on ACCEPT (Aceptar). Home Composition Link to the USAID website Menú Help and contact us Access to administration system 41
1. Registration Activity - M&E / 1.1 Select Activity The first step is activity registration. Although registering is a one-time process, this information is taken from two sources, the ENVIRONMENTAL module and the M&E module. All activities begin the registration into MONITOR through the Environmental module, where they are registered with the respective environmental compliance decision and the corresponding environmental approvals. When this is complete, the implementing partner's M&E expert must then register the activity through the M&E module, by entering new information and reviewing and complementing, as necessary, the activity attributes entered in the environmental module. ace the cursor over REGISTER ACTIVITY (Inscribir Actividad in the upper left hand side of the menu bar. Two options will appear, click on M&E. << INICIO monitor ADMINISTRADOR INSCRIBIR a b c DATOS ADICIONALES COBERTURA OBJETIVO APORTES EARMARK POBLACIÓN OBJETIVO APROBACIÓN M&E 1.1 Select Activity You will find the menu in the top portion of the screen. Click on the first icon to the left hand side of the menu bar: Select Activity (Seleccionar Actividad). In this first step for M&E registration you will select an activity already registered in the environmental module. You can only work with activities previously registered in the environmental module. To select the activity, you must identify its corresponding Program (select from the four options: DO1 Consolidation and Livelihoods; DO2 Vulnerable Populations; DO3 - Democracy and Human Rights and; DO4 Environment), and project (all current USAID projects are in the drop down list). 42
1. Registration Activity - M&E / 1.1 Select Activity After selecting the activity's program and project, you will see a list of all registered project activities. Click on icon to the left of the desired activity. The selected activity, including the MONITOR activity code and implementer's activity code will appear on the top part of the screen. The icon to the right is REVIEW REGISTRATION INFORMATION (Ver Datos de Inscripcion). a b c DATOS ADICIONALES COBERTURA OBJETIVO APORTES EARMARK POBLACIÓN OBJETIVO APROBACIÓN M&E 1.2 Review registration information This option will let you review information registered for the selected activity. The following sections can be review in the activities' form: Ÿ Basic Activity Form Ÿ Coverage Ÿ Funding Sources Ÿ Indicators Ÿ Activity Classification Ÿ Target Population A tab for each section displays the corresponding information. Data previously entered for the activity in the environmental module cannot be modified under this icon. The edit option is available under other menu icons, i.e., additional information (Datos Adicionales), coverage (Cobertura), funding sources (Aportes), indicators (Indicadores), target population (Población Objetivo). 43
1. Registration Activity M&E / 1.3 Additional Information a b c DATOS ADICIONALES COBERTURA OBJETIVO APORTES EARMARK POBLACIÓN OBJETIVO APROBACIÓN M&E a b c 1.3 Additional Information DATOS ADICIONALES The next icon to the right is ADDITIONAL INFORMATION (Datos Adicionales). This option will allow you to add information to the basic activity form. Some of the fields displayed under this icon were optional in the environmental registration and should be completed here if necessary. Ÿ Ÿ Ÿ Ÿ Ÿ Ÿ Activity Code of Implementing Partner Field OperatorContract Mechanism Activity Name (in English and Spanish)Activity Summary (in English and Spanish) Activity Objective (in English and Spanish) Key Issues Edit a b c DATOS ADICIONALES COBERTURA OBJETIVO APORTES EARMARK POBLACIÓN OBJETIVO APROBACIÓN M&E 1.4 Coverage COBERTURA The next icon is COVERAGE (Cobertura). This option will allow you to review the information entered in the environmental module, and add or delete additional areas (department, municipality and veredas) to the activity's geographical coverage information. After selecting the respective department, municipality, and vereda, click on SAVE (Guardar). If the activity will be carried out in more than one location, repeat this step as many times as necessary. 44
1.5 Objective 1. Registration Activity M&E / 1.5 Objective The next icon to the right is OBJECTIVE (Objetivo). This section should be filled out using established Mission PMP categories. Select the activity's Development Objective (DO), Intermediate Result (IR) and Sub- intermediate result (Sub- IR). The description of activity objective allows you to identify the desired result for the activity, or what you intend to achieve with this activity. When this section is complete, click on SAVE (Guardar). a b c DATOS ADICIONALES COBERTURA OBJETIVO APORTES EARMARK POBLACIÓN OBJETIVO APROBACIÓN M&E 1.6 Geo-referencing The next icon to the right is GEO- REFERENCING (Georeferenciación). This option will allow you to register information regarding the location of the site or sites where the activity will be carried out. If available, include Geographic Coordinates. This information also can be entered during the course of the activity. During a quarter, if the activity moves to sites not previously registered, the new sites can be added into the follow-up module via the GEO-REFERENCING (Georeferenciacion) icon. COBERTURA OBJETIVO APORTES EARMARK POBLACIÓN OBJETIVO APROBACIÓN M&E 1.7 Funding Sources APORTES The next icon to the right is FUNDING SOURCES (Aportes). This option will allow you to select the types of funding sources for the activity. Enter the TYPE of the source (Tipo de fuente), the NAME of the source (Nombre del aportante), and the amount of the support in Colombian pesos (COP) and US dollars. Repeat this process for each source. Funding information may have been entered in the activity's registration through the environmental module, although it is not required at that point. This option in the Monitoring module allows you to add, delete or correct funding information. 45
1. Registration Activity M&E / 1.8 Indicators a b c DATOS ADICIONALES COBERTURA OBJETIVO APORTES EARMARK POBLACIÓN OBJETIVO APROBACIÓN M&E The next icon to the right is INDICATORS (Indicadores). To identify the indicator(s) for the activity, select the DO, IR, Sub- IR of the activity and chose the indicator(s) from the list that is produced. Then, register the target for the activity for each selected indicator. Indicator information may have been entered in the activity's registration via the environmental module although is not required. This option in the Monitoring module allows you to add, delete, or correct indicator information. Click on SAVE (Guardar). Repeat this step for each indicator. 1.8 Indicators a b c DATOS ADICIONALES COBERTURA OBJETIVO APORTES EARMARK POBLACIÓN OBJETIVO APROBACIÓN M&E The next icon to the right is EARMARK. Select the Earmark type corresponding to the activity and enter its value in Colombian pesos (COP) and US dollars. Click on SAVE (Guardar) and repeat the process to register all the items that apply. 1.9 Earmark EARMARK 46
1. Registration Activity M&E / 1.10 Target Population a b c DATOS ADICIONALES COBERTURA OBJETIVO APORTES EARMARK POBLACIÓN OBJETIVO APROBACIÓN M&E 1.10 Target Population POBLACIÓN OBJETIVO The next icon to the right is TARGET POPULATION (Población objetivo). Select the type(s) of population characteristics from the drop-down list for the primary groups targeted by the activity. Click on SAVE (Guardar) and repeat the process to register all applicable items. a b c DATOS ADICIONALES COBERTURA OBJETIVO APORTES EARMARK POBLACIÓN OBJETIVO APROBACIÓN M&E APROBACIÓN M&E 1.11 M&E Approval The next icon to the right is M&E APPROVAL (Aprobacion M&E). By clicking on APPROVAL COMMENTS (Comentarios sobre las aprobaciones), you can enter comments and select the person(s) to notify (the MEO, EE, Field Implementer, Monitoring Expert or the COTR.) This section also provides the sequence for the monitoring approvals. In the environmental module the activity's environmental registration requires four approvals, from the field implementer, the implementing partner's environmental expert, the MEO and the COTR. The activity registration in the monitoring module requires the approval of the monitoring expert of the implementing partner, and the COTR. To access the M&E FOLLOW-UP BY ACITIVITY (Seguimiento M&E por actividad), return to the main menu and click on START (Inicio) located on the upper left hand portion of the screen. All approvals are stored in MONITOR under an approval history. A total of 6 approvals are required for the partner to enter the quarterly indicator results in M&E FOLLOW-UP [Seguimiento M&E]. 47
2. M&E Follow-Up / By Activity After returning to the main menu, click on M&E FOLLOW-UP (Seguimiento M&E) (third button from left to right on the start menu) and click on BY ACTIVITY (Por actividad). 2.1 Select Activity The first icon from left to right on the new icon bar is SELECT ACTIVITY (Seleccionar actividad). Select the activity for which you will enter the monitoring information. Under PROGRAM (Programa), select the DO of the project and activity. Then select the name of the project. After selecting these two items all registered project activities will be displayed. Select the activity for which you which you will report advances by clicking on the icon that appears to the left of the activity's name. 48
monitor 2. M&E Follow-Up / By Activity / 2.2 Review Registration Information 2.2 Review Registration Information The next icon to the right is REVIEW REGISTRATION INFORMATION (Ver datos de inscripción). Here you can select the part of the Activity Form that you want to review: Basic form, Coverage, Funding sources, Indicators, Target Population and Classification. This icon is used when the person who selected the activity wants to review the information registered for the activity. You may not modify information from this option. You may review each section of the activity form. The first option is the basic registration information for the activity. [Datos de inscripción de la ficha de actividades]. The next option is coverage [cobertura]. Next is Funding Sources [aportes]. 49
2. M&E Follow-Up / By Activity / 2.2 Review Registration Information Next is Indicators [Indicadores]. Next is Target Population [Población objetivo]. The last is Classification [Clasificación]. 50
2. M&E Follow-Up / By Activity / 2.3 Modifications monitor 2.3 Modifications The next icon to the right is MODIFICATIONS (Modificaciones). The purpose of this icon is to modify a previously registered activity form. Select the Basic Activity Form section to be modified including dates, geographic coverage, funding sources, and classification. The first section corresponds to Dates (Fechas); The following corresponds to Geographic Coverage (Cobertura geográfica): The following corresponds to Funding Sources (Aportes): 51
2. M&E Follow-Up / By Activity / 2.4 Basic Beneficiary Forms The last section corresponds to Classification (Clasificación): When all the modifications are complete, click on SAVE (Guardar). The next icon to the right is BASIC FORMS (Fichas básicas). These basic forms need to be completed in order to report some of the indiccators in the Mission PMP. 2.4 Basic Beneficiary Forms The indicators from the Mission PMP that will be reported for the activity are defined during the activity registration in the M&E module.. Each indicator has an Indicator Reference Sheet (IRS) that defines the source of information to calculate the indicator. For those indicators that require a basic beneficiary forms (family (familia), organization (organización), institution (institución), or training (capacitación), enter through the BASIC FORM (Ficha Básica) button in order to find and fill out the appropriate form for each one of the activity's direct beneficiaries. When entering the activity's basic information, select the type of form to fill out. There are four types of forms: families (familias), organizations (organizaciones), institutions (instituciones), and trainings (capacitaciones). When selecting the Family form, a series of family attributes will appear and should be filled out. Continue on to the information about family members. Click SAVE (Guardar). 52
monitor 2. M&E Follow-Up / By Activity / 2.4 Basic Beneficiary Forms The next type of form applies to private Organizations: Fill out the required information about the type and characteristics of each organization that is benefitting from the activity. The next type of applies to Public Institutions: This form defines the type and characteristics of each institution that is benefitting from the activity. 453
2. M&E Follow-Up / By Activity / 2.5 Indicator Follow-Up The last type of form is for activities that include Training: This form allows you to register basic information about training events. This form will only be used for those projects that do not report training information on Trainet. When the project is reported in Trainet, information regarding training will be taken directly from Trainet so it will not be necessary to enter same information twice. Indicators related to training will have the same disaggregate levels such as those managed in Trainet. For each type of form, complete the information and attributes and click SAVE (Guardar). The next icon to the right is INDICATOR FOLLOW-UP (Seguimiento de indicadores). Use this icon to report the quarterly information for each indicator. 2.5 Indicator Follow-Up In the screen below the icon, first identify the period corresponding to the indicator report. Register the report's calendar year and select the corresponding quarter. Next you will chose which type of reporting form to use for the indicator. For each indicator, the proper type of form is designated in the IRS. There are two types of forms, with distinct formats. 54
2. M&E Follow-Up / By Activity / 2.5 Indicator Follow-Up monitor The first is the MONITOR Simple Indicator Report (Reporte Simple), where value for the indicator for the quarter is reported, as well as the disaggregation of this data by the categories defined in the IRS. The second report is the MONITOR Beneficiary Indicator Report Form (reporte por beneficiario), wh lists the idenitification numbers of the beneficiaries (families, organizations, or institutions) attended by the activity during the quarter. The lists of beneficiaries attended may then be crossed with the basic beneficiary forms that include the characteristics of each beneficiary. This cross referencing provides the information required to disaggregate the indicator by the characteristics required by the IRS, (and to provide multiple crosstabulations of beneficiary characteristics.) Click on SAVE (Guardar) after entering the reporting period and after entering the quarterly report information into the report form. The form can be saved as you enter the information to ensure it is not lost. The system also offers the option to load the quarterly information from an excel file or directly from implementer partner's information system. 455
2. M&E Follow-Up / By Activity / 2.6 Funding Sources and Disbursements The next icon to the right is DISBURSEMENTS (Desembolsos). Here you will report quarterly disbursements. In the screen displayed below this icon, select the funding source and name by clicking on the symbol located in the column to the left of the matrix (Simbolo). 2.6 Funding Sources and Disbursements Then, enter the amount of quarterly disbursements and select the number of disbursements to add. Click on ADD RECORD (Adicionar registro). This module seeks to keep track of USAID disbursements. If the implementer wishes to report disbursements from other sources, the system allows this information to be reported but it is not required. Click on SAVE (Guardar) after completing both sites. If you wish to enter more than one contribution, repeat these steps. The next icon on the right is FOLLOW-UP VISITS (Visitas de seguimiento). This option allows you to upload the results of site visits for a registered activity. A form has been designed to report the principal information from the visit and link it to the project and activity registered in MONITOR. 2.7 Follow-up Visits If there is an additional detailed report about the visit, it can be uploaded to MONITOR through the documents module. However, the basic field visit form for the visit should still be registered in this section. 56
2. M&E Follow-Up / By Activity / 2.8 Geo-referencing monitor When entering the follow-up visit icon, the screen displays a visit report form which includes date of field visit (fecha en que se realiza la visita), name of the person carrying out the visit (nombre de la persona que la realiza), and name of the person receiving the visit (nombre de quien la recibe). You can also register observations (observaciones), detected problems (problemas), comments (comentarios), recommendations (recomendaciones) and follow-up actions (acciones a seguir). Click on SAVE (Guardar) after registering all the follow-up visit information. 2.8 Geo-referencing The next item to the right is GEOREFERENCING (Georeferenciación). This option allows you to upload information on the location of the site or sites where the activity is carried out. Include geographic coordinates when possible. 457
2. M&E Follow-Up / By Activity / 2.9 Record of Approvals 2.9 Record of Approvals The next icon to the right is APPROVAL HISTORY (Histórico de aprobaciones). On the screen that appears below this icon, you can consult information about the approval process for the activity. 2.10 Comments The next icon to the right is COMMENTS (Comentarios). In the screen that appears below this icon you may register general comments related to activity implementation. After entering the date (fecha) and comment, select whoshould be notified about the comment, the MEO, COTR, EE, M&E expert, and/ or the Field Operator. Click on SAVE (Guardar) after registering general comments and after selecting the person(s) to be notified. 58
monitor 2. M&E Follow-Up / By Activity / 2.11 Record of Implementation Process 2.11 Record of Implementation Process The next icon to the right is. The screen that appears below the icon allows you to see and consult the record of key events that occurred during the process of activity implementation. 2.12 Documents The next icon to the right is DOCUMENTS (Documentos). The screen below the icon allows you to upload documents related to the activity by clicking on the New Documents (Nuevos documentos) section. In this section, you should identify the attributes that will be used to identify the document in the Library (Biblioteca) module of MONITOR. Click on SAVE (Guardar) after registering the document's attributes. Repeat the same process for each new document. 459
2. M&E Follow-Up / By Activity / 2.12 Documents To access M&E Follow-Up GENERAL ADMIN (M&E Administracion General), return to the start menu by clicking on START (Inicio) located on the top left hand side of the screen. 60
monitor 3. M&E Follow-Up/ General Administration After entering through the main menu, place the cursor over M&E Follow-Up (Seguimiento M&E), which is the third icon from left to right in the main menu. Click on GENERAL ADMINISTRATION (Administracion General). The M&E FOLLOW-UP GENERAL ADMINISTRATION module is managed by MONITOR administrators. It allows information that is centrally managed by the M&E Program to be uploaded to the system. This information may come directly from the M&E Program or it may be provided to the M&E Program by implementers or by the Mission. 461
3. M&E Follow-Up/ General Administration M&E ADMIN. GENERAL P P INFORMACIÓN SECUNDARIA EVALUACIONES GIS INFO. SECUNDARIA PMP PROYECTO PROYECTO AVANCE PROYECTO AVANCE PROGRAMA CONSULTAR APROBACIÓN AMBIENTAL CONSULTAR The module's general content is described below: INFORMACIÓN SECUNDARIA The first icon to appear when entering the FOLLOW- UP M&E GENERAL ADMIN menu is SECONDARY INFORMATION (Información secundaria). This is the registration of attributes of the secondary databases that are available to publish. EVALUACIONES The next icon to the right is EVALUATIONS (Evaluaciones). The screen displayed below this icon registers the attributes for each evaluation to be published. GIS INFO. SECUNDARIA The following icon to the right is GIS SECONDARY INFORMATION (GIS Información secundaria). In the screen displayed below this icon you can see and review information related to secondary databases. PMP PROYECTO The next icon to the right is PROJECT PMP (PMP del proyecti). In the screen displayed below this icon, you may select a Program and Project to view the PMP. P PROYECTO The next icon to the right is HISTORY OF PROJECT INDICATORS (Histórico de indicadores del proyecto). The record of the change in the project indicators over time are displayed under this icon for projects that have been completed. P AVANCE PROYECTO The next icon to the right is INDICATOR PROGRESS BY PROJECT (Avance indicadores por proyecto). Under this icon you may view the change in a particular indicator and its target. 62
3. M&E Follow-Up/ General Administration monitor M&E ADMIN. GENERAL P P INFORMACIÓN SECUNDARIA EVALUACIONES GIS INFO. SECUNDARIA PMP PROYECTO PROYECTO AVANCE PROYECTO AVANCE PROGRAMA CONSULTAR APROBACIÓN AMBIENTAL CONSULTAR The next icon to the right is INDICATOR ADVANCEMENT BY PROGRAM (Avance indicadores por programa).the indicators and targets for each Program (DO) are displayed under this icon. AVANCE PROGRAMA The next icon to the right is APPROVAL REVIEW (Consultar aprobaciones). Under this icon you can review information related to an activity's approval process, selecting the Program, Project and Activity you wish to view. CONSULTAR APROBACIÓN AMBIENTAL The last icon to the right is CONSULT EVENT RECORD (Consultar trazabilidad). In the screen displayed below the icon you can view relevant events during activity implementation, by selecting the Program, Project and Activity. CONSULTAR 463