monitoring & evaluation (m&e)
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Monitoring & Evaluation (M&E). What is Monitoring?. - PowerPoint PPT PresentationTRANSCRIPT
Monitoring & Evaluation (M&E)
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What is Monitoring?A continuing function that uses systematic collection of data on specified indicators to provide management and the main stakeholders of an ongoing development intervention with indications of the extent of progress and achievement of objectives in the use of allocated funds. It allows to continuously improve the program at each stage
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What is Evaluation? Evaluation is judgement:
Made of the relevance, appropriateness, effectiveness, efficiency, impact and sustainability of development efforts
Based on agreed criteria and benchmarks among key partners and stakeholders
Evaluation:Involves a rigorous, systematic and objective process in the
design, analysis and interpretation of information to answer specific questions
Provides assessments of what works and whyHighlights intended and unintended results and provides
strategic lessons to guide decision-makers and inform stakeholders
It is the periodic assessment about the impact/outcome and effectiveness of the project
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Introduction to M&E System A good M&E system will help:
Clarify what impact the project is expected to have
Decide how progress and impact will be assessed
Gather and analyse the necessary information for tracking progress and impact
Explain the reasons for success and failure; agree on how to use this information to improve future actions
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Introduction to M&E System Effective M&E can:Provide managers with information needed for
day-to-day decisionsProvide key stakeholders with information to
guide the project strategyProvide early warnings of problemsHelp empower primary stakeholders, especially
beneficiaries, and involve them moreBuild understanding and capacity amongst
those involvedAssess progress and so build accountability
In summary a good effective M&E system is a tool for managing impact
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Introduction to M&E System Evaluators of projects frequently have five
standard questions that need to be answered. The M&E system should thus be designed to provide answers to those questions
Relevance:Did the project address priority problems faced
by the target areas and communities Was the project consistent with policies of both
donors and recipient governments (or agencies)
Effectiveness: ● Have activities, outputs and outcomes been
achieved
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Introduction to M&E System Efficiency: Were inputs (staff, time, money,
equipment) used in the best possible way to achieve outputs; could implementation been improved/was there a better way of doing things
Impact: What has been the contribution of the project been to the higher level development goals; did the project have any negative or unforeseen consequences
Sustainability: Have the necessary systems been put in place to ensure the project itself and more particularly, will the project benefits continue once the project and its (foreign) funding has ended
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What is an Indicator?Indicators are realistic and measurable criteria of project progress. They should be defined before the project starts, and allow us to monitor or evaluate whether a project does what it said it would do
ExampleProportion of IDUs on NSEP = Number of IDUs on NSEP/ number of population contracted to the TI x 100
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Types of IndicatorsOutput indicators show that the project or activity
has successfully taken place and that the pre-conditions are in place to achieve the outcomes/objectives of the program
Output indicators measure activities directly realized within programs
These activities are the first step towards realizing the operational objectives of the intervention and are measured in physical or monetary unitsExample
No. of IDUs on NSEP, No. of IDUs on OST, No. of condoms distributed/socially marketed
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Developing Monitoring System Developing monitoring systems
involves: Identifying the desired objective (result) Establishing baselines for these objectives
from which progress can be measured Developing indicators (which serve both to
interpret the objectives as well as measure progress)
Identifying monitoring information sources, systems and frequency of data collection
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Developing Monitoring SystemEstablishing responsibility both for data
collection and oversight of monitoring process
Establishing regular feedback mechanisms on lessons learned/good practices, and updating interventions in the light of this feedback
Noting underlying assumptions and potential risks that highlight potential obstacles to achieving the desired objectives and that can contribute to collating lessons learned
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Monitoring at PM’s Level At NGO level (on regular basis) PM should ensure that:
Monthly field visit plan is prepared, based on the monthly meeting for PM, ORW, PE
All the project-based registers are available at the project office and updated regularly
IDU master list, event register, advocacy register, condom register, medicine stock register is updated
Network analysis is available for every site for tracking the number of IDUs
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Monitoring at PM’s Level Agendas for weekly and monthly meetings
are circulated before conducting the meetings and meetings are documented
N/S, condom and drug procurement procedures are followed for TI
Data collected is analysed for tracking the performance of project progress
Scheduled training programs for the TI for the month are completed as per plan
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Monitoring at PM’s Level At Outreach/Site level, ensure that:
IDU: Peer ratio of 40:1 is maintainedAll the PEs are of same age group as IDUs in a given
siteORWs fill in registers within 24 hours of the activity
conductedORWs have filled in the ‘IDU registration form’ for the
new IDUs identified in the area Sufficient IEC/BCC material is available with ORW for
distribution at site level Once a week, interact with selected IDUs (8-10
members) to know the program inputs and quality services given
Visit referral centres to know status on patients referred with regard to those availing services at referral centres
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Monitoring at PM’s Level At Clinic level:
Observe the doctor’s approach to patients (if he/she is friendly and follows SCM guidelines)
Check clinic patients records to ensure they are as per prescribed format and procedures are followed
Check whether the eligibility criteria for initiating OST has been followed
Monitor the dosage of OSTEnsure that the NACO protocol of waste
management is being followed Ensure counsellor maintains confidentiality
and proper documentation of counselling as per prescribed formats15 Contd…
Monitoring at PM’s Level Ensure that the consumables/stock are available
and no-stock out of medicines is reported Stock registers are updated on a daily basis Ensure weekly meeting with the peers, to plan
the week ahead and review the weekly achievement
Develop weekly plan of activities for each PEPrepare weekly movement plan for self and
share with PMMeet all the PEs at site level and provide field-
level support Check daily diaries and types of services being given during every visit
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Monitoring at PM’s Level Ensure the PEs are conducting activities as per
weekly activity planEnsure all the new IDUs identified by the PE during
the month have been registered with the programCollate the site-level information on weekly basis
from the PE daily diariesTake feedback from the community regarding the
project service Ensure that the PEs distribute condom and N/S to
the community as per their requirement Gather information about the field challenges
faced by the PEs and resolve the issues
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Monitoring at PM’s Level Ensure that sufficient IEC/BCC materials are available with
each PEGive feedback on the performance, based on the field
observations during weekly and monthly meetingConduct group meetings at each site during the monthConduct mid-event activities as per plan during the monthSupport Project Director in conducting advocacy meetingContact all the listed IDUs at the site regularly with project
service Identify new IDUs and ensure he/she is registered under
the site Distribute N/S to each IDU and ensure that adequate no
are distributed as per the requirement
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Monitoring at PM’s Level Distribute condoms to each IDU and ensure enough
condoms are distributed as per requirement Report incidents of violence at the site level to the
ORWEnsure that the IDUs on OST are not dropped out
from the service Ensure that the IDUs with STI complaints visit the
clinic for treatment Ensure all the IDUs have been tested at ICTC twice
in a year Accompany the IDUs for testing at ICTC Ensure all the IDUs have been screened for Syphilis
twice in a year
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Monitoring at PM’s Level Ensure all the IDUs, who are under ART, are
taking regular treatment at the ART centre Ensure that the referred IDU is taking
treatment at TB/DOT centre
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Conducting Participatory ReviewInvolve the community in the reviewInvolve team members, donors and other
stakeholdersProvide them information about project’s goal,
objectives, performance indicators, targets and achievement
Discuss qualitative impact of the programIdentify gaps in the programDiscuss the solutionsPrepare an action plan
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ConclusionHaving a good monitoring system is very
important for the success of any program
PM should regularly monitor the work of all staff members and periodically review the achievements of the program
Feedback from the review should then be incorporated in program implementation
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