Chapter 7
PARTICIPATORY MONITORING AND EVALUATION
LEARNING OBJECTIVES
At the end of this chapter, the students should be able to:
1. Define monitoring and evaluation and explain their components;
2. Analyze the relationship between monitoring and evaluation; and
3. Illustrate the importance of monitoring and evaluation in determining the sustainability of
a project.
OVERVIEW
This chapter discusses the meaning, outcome, impact, and methodology of program
monitoring and participatory evaluation, as well as the concept of accountability to the top
management.
LECTURE
To monitor is to keep track of the implementation of a project. Monitoring involves the
study of the progress of an undertaking in relation to the agreed-upon schedule, resources, and
performance indicators. Moreover, it identifies “lagging areas” that require intervention.
Monitoring has also been defined as the management function guiding the project towards its
intended direction and checking the performance of workers using pre-determined plans and
targets to ensure timely completion.
Furthermore, monitoring is the implementation of effective internal controls which are
generally built into the daily operational activities. Along with other procedures, monitoring can
be in any of the following forms:
1. Assessment of one’s daily operational activities
2. Utilization of internal audit personnel or other similar personnel who are performing a
wide range of functions
3. Correspondence with third parties
4. Implementation of additional safeguards
Monitoring is a type of process performed while a project is being implemented.
It aims to develop a project design in real time. The information gathered during monitoring is
used to make important changes in the project. As an internal activity, it provides constant
feedback on the progress of a project,i.e., the problems it is facing, and the efficiency with which
it is being implemented.
Evaluation is the study of the project outcome and the factors that led to such an
outcome (e.g., changes in income, housing quality, benefits distribution, cost-effectiveness, etc.)
with the aim of improving the design of future projects.
Evaluation is, therefore, used in selection. Evaluation studies assess the extent to
which certain project can produce certain results (e.g., increase in income, better housing quality,
etc.) and distribute benefits among different groups. It also includes a review of overall cost-
effectiveness.
Monitoring and evaluation are neither expensive nor complicate. They do not
require specialists or technicians. The complexity of these studies can be adapted to fit the needs
of the program.
The purpose of monitoring and evaluation are to:
1. Assess project results to find out if the objectives and desired changes are being
met;
2. Improve project management and process and planning to better adapt to
contextual and risk factors such as new social and political relations that may affect
the research process;
3. Promote learning by identifying lessons of general applicability such as how
different approaches to participation affect outcomes, impact, and reach; what
works and what does not; and what contextual factors enable or constrain
participatory research;
4. Understand - through direct participation in monitoring and evaluation- the
different stakeholders’ perspectives to allow the various people involved in a
research to better appreciate each other’s views and values and come up with ways
to resolve competing or conflicting opinions and interests; and
5. Ensure accountability to assess whether the project is effectively, appropriately
and efficiently executed and accounted for to the key agencies supporting the
project (including, but not exclusively, the donors).
Monitoring Outcomes
Monitoring output is not new; it has been the standard practice for a long time.however, it is
imperative to ask: In what way is it beneficial to the target group? What has been the outcome,
result, and impact of a project? These questions have often been neglected since they are difficult
to answer. But confronting them is highly important since the question of whether or not a
project has been beneficial will answer the question of whether or not the purpose of the project
has been fulfilled.
Monitoring Accountability
It has been proven that the continuous monitoring and recording of information regarding
the outcome and impact of a project are crucial in project steering since they fine-tune activities,
thereby maximizing results.
Providers are expected ti have their projects constantly monitored and evaluated by
outside experts and the projects implementers. Constant monitoring and evaluation provide a
more immediate feedback and facilitate learning. Having an external evaluator is considered to
be desirable and very helpful in bringing out insights coming from an independent and objective
perspective.
Evaluation, according to Hall(2012), is the process of systematically assessing the design,
implementation, and effect of certain programs, policies, or projects. In the past, the evaluation
process employed research methods used in the social sciences to determine the impact of public
programs and policies. Modern evaluation has its roots in the 1960s when government
policymakers wanted to know the impact of new public programs.
The evaluation of completed activity is also called ex-post evaluation, post-hoc
evaluation, or summative evaluation. The evaluation of current or ongoing activities is called in-
term evaluation.
Participatory Evaluation
Participatory evaluation involves the active participation of the stakeholders in
assessing the implementation and impact of a project. The people concerned take the time to
present their own analyses. The following are some techniques that can be used in participatory
evaluation:
1. Forming a focus group
Focus groups are groups of people who ask open-ended questions. The members are
allowed to say anything and be heard. The facilitator will summarize the ideas presented
in the overall evaluation.
2. Spearheading participatory action research
Participatory action research involves asking inputs from both the researches and
the participants in determining issues and concerns.
3. Drawing metaphors
This method is useful for participants who are shy, timid, or reluctant to voice out
their comments or suggestions. In this strategy, the participants answer evaluative
questions by drawing metaphors or word descriptions.
4. Constructing tables
In this method, the participants construct a table or framework that includes the
following areas: objectives/goals, activities, timeframes, strategies, and outputs of the
project. They are then asked to interpret their project table as an evaluation matrix.
CONCLUSION
Program monitoring and participatory evaluation are used to determine the status
of a project. Due to time or financial constraints, however, these efforts are invariably restricted
to only a few aspects of the program. Thus, it is important to identify the most vital issue to be
monitored first and how monitoring could be done using a participatory evaluation technique.
