Monitoring and Evaluation

Monitoring and evaluation are the processes that allow policy- makers and programme
managers to assess: how an intervention evolves over time (monitoring); how effectively a
programme was implemented and whether there are gaps between the planned and achieved
results (evaluation); and whether the changes in well-being are due to the programme and to
the programme alone (impact evaluation).
Or Monitoring and evaluation is an ongoing process by which a managing entity collects and
analyzes data, then evaluates the degree to which the subjec t they're monitoring has met its
stated objectives. The subject of M&E could include a project, a program, an initiative or an
institution. The managing entity might be project management, stakeholders, donors or an
independent assessment organization.
1. Monitoring: Monitoring involves the systematic and continuous collection of data to track
the progress and performance of a project or program. It helps ensure that activities are
implemented as planned and that objectives are being met. Monitoring involves regular data
collection, analysis, and reporting. It can include both quantitative data (such as the number of
beneficiaries reached or the amount of food distributed) and qualitative data (such as feedback
from beneficiaries or observations from staff)

Or Monitoring Is a continuous process of collecting and analyzing information from the

beginning of till the end of project/program to compare how well a project, program or policy is
being implemented against expected results.

Or Monitoring is a continuous process of collecting and analysing information about a

programme, and comparing actual against planned results in order to judge how well the
intervention is being implemented. It uses the data generated by the programme itself
(characteristics of individual participants, enrolment and attendance, end of programme
situation of beneficiaries and costs of the programme) and it makes comparisons across
individuals, types of programmes and geographical locations. The existence of a reliable
monitoring system is essential for evaluation.

Or Monitoring is the systematic process of collecting, analyzing, and using information to track
the progress of a project, program, or policy implementation against pre-defined indicators. It
involves regular data collection to assess whether activities are being implemented as planned,
outputs are being produced as intended, and outcomes are being achieved. Monitoring helps to
identify any issues or challenges early on so that corrective actions can be taken to keep the
project on track.

Aim of Monitoring: Monitoring aim is providing information to managers and major

stakeholders with regular feedback and early indications of progress or achievement of intended
results. It generally involves collecting and analyzing data on implementation processes,
strategies and results, and recommending corrective measures.
 Purpose of Monitoring:
The main purpose of field monitoring is to ensure that a project or program is implemented
effectively, efficiently, and according to plan. It involves collecting data, observing activities, and
assessing progress to ensure that goals are being met, resources are being used efficiently, and
any issues or challenges are identified and addressed in a timely manner. Field monitoring helps
organizations track performance, improve accountability, and make informed decisions to
achieve their objectives.

Importance of Field Monitoring:

Field monitoring is important for several reasons:

1. Performance Tracking: It allows organizations to track the progress of their projects or programs,
ensuring they are on target to achieve their goals.

2. Quality Assurance: Monitoring helps maintain the quality of project implementation by

identifying and addressing any issues or challenges that may arise.

3. Accountability: It helps ensure that resources are used efficiently and effectively, and that project
activities are carried out in line with established standards and procedures.

4. Decision Making: Monitoring data provides valuable information for decision making, allowing
organizations to adjust their strategies and activities as needed to improve project outcomes.

5. Learning and Improvement: By identifying what works well and what doesn’t, monitoring helps
organizations learn from their experiences and improve the design and implementation of future
projects.

Overall, field monitoring is essential for ensuring the success and sustainability of development
projects and programs.

2. Field Monitoring: Field monitoring specifically refers to the process of collecting data
and information directly from the field, where the project or program is being implemented. This
often involves visiting project sites, conducting interviews with beneficiaries and stakeholders,
and observing activities firsthand. Field monitoring helps verify the accuracy of reported data,
assess the quality of implementation, and identify challenges or issues that need to be
addressed.

 In the context of WFP’s work, monitoring and field monitoring are crucial for ensuring the
effective delivery of food assistance, assessing the impact of programs, and making informed
decisions to improve outcomes. They also help WFP fulfill its accountability to beneficiaries,
 donors, and other stakeholders by providing transparent and evidence-based information about
its operations.

Types of Monitoring:
1. Process Monitoring: Focuses on the implementation of activities, tracking progress,
and ensuring that processes are followed according to plan.
2. Result Monitoring: Evaluates the outcomes and impacts of interventions or projects,
assessing whether they are achieving the desired results.
3. Compliance Monitoring: Ensures that activities and operations comply with relevant
laws, regulations, and standards.
4. Financial Monitoring: Tracks financial transactions and expenditures to ensure they are in
line with budgetary allocations and financial regulations.
5. Participatory Monitoring: Involves stakeholders, such as beneficiaries or community
members, in the monitoring process, promoting transparency and accountability.
6. Technical Monitoring

Evaluation: Evaluation is the systematic and objective assessment of an ongoing or

completed project, program, or policy, its design, implementation, and results. Evaluations are
usually conducted at specific points in time (mid-term or final) to determine the relevance,
efficiency, effectiveness, impact, and sustainability of the intervention.

Or Unlike monitoring, evaluation takes place periodically, perhaps monthly or annually. The
purpose of evaluation is to provide a systematic assessment of the subject to help management
determine its effectiveness, relevance, efficiency and sustainability based on the monitoring
data.

Or is the systematic and objective assessment of an ongoing or completed project, program or

policy. Evaluation determines the relevance and fulfilment of objectives, efficiency, effectiveness,
impact and sustainability. An evaluation should provide information that is credible and useful,
enabling incorporation of lessons learned into the decision making process of both recipients
and donors.

Purpose of Evaluation:
The purpose of evaluation is to assess the relevance, efficiency, effectiveness, impact, and
sustainability of a project, program, or policy. Evaluation aims to answer key questions about the
intervention, such as:

1. Relevance: Is the intervention aligned with the needs and priorities of the target population
and stakeholders?
2. Efficiency: Are resources being used efficiently to achieve the desired outcomes?
3. Effectiveness: To what extent are the objectives of the intervention being achieved?
4. Impact: What changes, both intended and unintended, have occurred as a result of the
intervention?
5. Sustainability: Is the intervention likely to be sustained and have lasting impact after the
intervention ends?

Evaluation provides valuable insights into the strengths and weaknesses of the intervention,
identifies lessons learned, and informs future programming and decision-making. It helps ensure
accountability, transparency, and learning within organizations and among stakeholders.

Types of Evaluation:
1. Formative Evaluation: Conducted during the development or implementation of a
program or intervention to provide feedback for improvement and course correction.
2. Summative Evaluation: Conducted at the end of a program or intervention to
assess its overall effectiveness, outcomes, and impact.
3. Process Evaluation: Focuses on the implementation of a program or intervention,
examining how activities are carried out and whether they are achieving their intended
objectives.
4. Impact Evaluation: Aims to determine the broader effects or impacts of a program or
intervention, often using comparison groups or statistical methods to establish causality.

Evaluation Steps:
Step 1: Clarify what is to be evaluated

Step 2: Engage stakeholders

Step 3: Assess resources

Step 4: Develop evaluation questions

Step 5: Identify method of evaluation

Step 6: Develop evaluation plan

Step 7: Collect and analysis result data

Step 8: Preparation evaluation report and dissemination of recommendations, and lessons

learned

Difference between Monitoring and Evaluation:

The main difference between monitoring and evaluation is their focus and purpose:

Focus:
1. Monitoring: Focuses on tracking the implementation of activities, outputs, and outcomes
in real-time to ensure that a project or program is on track to achieve its objectives.
2. Evaluation: Focuses on assessing the overall effectiveness, impact, and sustainability of a
project or program after it has been completed or implemented for some time.

Purpose:
1. Monitoring: Aims to provide ongoing feedback on progress and performance to support
decision-making and ensure that activities are implemented as planned.
2. Evaluation: Aims to assess the relevance, efficiency, effectiveness, impact, and
sustainability of a project or program to inform future programming, policy development, and
decision-making.

In summary, monitoring is about tracking progress and ensuring that activities are on track,
while evaluation is about assessing the overall performance and impact of a project or program.

Monitoring and Evaluation system:

A Monitoring and Evaluation (M&E) system is a framework or structure that helps organizations
or programs track progress, assess performance, and measure the effectiveness of their
activities. It includes the tools, processes, and mechanisms used to collect, analyze, and use data
for decision-making and learning. The M&E system typically includes indicators, data collection
methods, data management procedures, and reporting mechanisms, all of which are designed to
provide stakeholders with the information needed to assess the impact and effectiveness of a
program or intervention.

Steps to Design M&E System:

Step 1: Identify program goals and objectives

Step 2: Identify the monitoring & evaluation questions

Step 3: Identify indicators and data sources

Step 4: Identify who is responsible for data collection with timelines

Step 5: Identify M&E Roles and Responsibilities

Step 6: preparing M&E plan and Analysis Plan

Step 7: Reporting and Dissemination with stakeholders and Donors

Difference between Monitoring and Assessment:

Monitoring and assessment are similar in that they both involve the collection and analysis of
data to understand a situation or track progress, but they differ in their focus, scope, timing, and
purpose.

Focus:
Monitoring: is focused on tracking the progress of a project, program, or situation over time.
Assessment: is more comprehensive and can cover a wider range of issues, including the
overall effectiveness, impact, and sustainability of a project or program.

Scope:
Monitoring: typically looks at specific indicators or metrics to assess progress, performance,
and implementation of activities.

Assessment: may involve a more in-depth analysis of specific aspects of a project, such as its
outcomes, impacts, and the context in which it operates.

Purpose:
Monitoring: The main purpose of monitoring is to provide real-time information for decision-
making, to identify issues early, and to ensure that activities are on track to achieve desired
outcomes.

Assessment: The main purpose of assessment is to provide a more detailed understanding of

the situation or project and to provide recommendations for improvement or future planning.

Timing:
Monitoring: is continuous or periodic throughout the project or program implementation to
provide ongoing feedback and adjustment.

Assessment: is typically conducted at specific points, such as midterm or endline, to evaluate

the overall performance and results.

IN summary, monitoring is ongoing and focused on tracking progress and implementation, while
assessment is more comprehensive and focused on understanding the overall effectiveness and
impact of a project or program.
 Responsibilities and key aspect of role of Monitor:
A Field Monitor at the World Food Programme (WFP) plays a crucial role in ensuring the effective
implementation of food assistance programs. Here’s an overview of the responsibilities and key
aspects of the role:

1. Monitoring and Evaluation: Field Monitors are responsible for monitoring the
distribution of food assistance, assessing the impact of programs, and evaluating the
effectiveness of interventions. They collect data, conduct surveys, and analyze information to
ensure that programs meet the needs of beneficiaries.

2. Field Visits: Field Monitors regularly visit distribution sites, warehouses, and communities to
oversee food distributions, verify the number of beneficiaries, and ensure that food is being
distributed according to the established guidelines.

3. Reporting: They prepare reports based on their findings and observations, documenting the
progress and challenges faced during program implementation. These reports are used to inform
decision-making and improve program efficiency.

4. Coordination: Field Monitors work closely with other WFP staff, partner organizations, and
local authorities to coordinate activities, address issues, and ensure that programs are
implemented smoothly.

5. Compliance: They ensure compliance with WFP’s policies, procedures, and guidelines, as
well as with relevant legal and regulatory requirements.

6. Capacity Building: Field Monitors may also be involved in training and capacity-building
activities for WFP staff, partners, and community members to enhance their understanding of
food assistance programs and improve their skills.

7. Safety and Security: They must adhere to WFP’s safety and security protocols, especially
when working in challenging or volatile environments.

8. Communication: Field Monitors communicate regularly with beneficiaries to gather

feedback, address concerns, and promote transparency in program implementation.

 Overall, a Field Monitor at WFP plays a critical role in ensuring that food assistance programs are
effectively implemented, monitored, and evaluated to achieve their intended impact.

Skills of Monitor:
1. Communication skills: Ability to effectively communicate with diverse stakeholders,
including local communities, team members, and supervisors.
2. Interpersonal skills: Ability to build rapport and maintain positive relationships with people
from different backgrounds.
3. Technical skills: Depending on the field, proficiency in using relevant equipment, technology,
or software for data collection and reporting.
4. Reporting: Strong reporting skills to document observations, findings, and data accurately and
clearly.
5. Problem-solving: Ability to identify issues or challenges in the field and find practical
solutions.
6. Cultural awareness: Sensitivity to and understanding of different cultures, customs, and
norms.
7. Team work
8. Leadership
9. Decision Making

M&E Plane and Framework:

An M&E (Monitoring and Evaluation) plan and framework are essential components of project
management and program evaluation, providing a roadmap for how monitoring and evaluation
activities will be conducted throughout the project lifecycle.

1. Monitoring and Evaluation (M&E) plan:

Every project or intervention should have a monitoring and evaluation (M&E) plan. This is the
fundamental document that details a program’s objectives and the interventions developed to
achieve these objectives, and describes the procedures that will be implemented to determine
whether or not the objectives are met.

It shows how the expected results of a program relate its goals and objectives and describes the
data needed, how these data will be collected and analyzed, how this information will be used, the
resources that will be needed, and how the program will be accountable to stakeholders.

M&E plans should be created during the design phase of a program and can be organized in a
variety of ways.

Or it’s a document that helps organizations track and assess the results of their projects. It outlines
the activities and resources needed to gather, analyze, and use data to measure the project’s
progress and impact.
Or An M&E plan is a more detailed document that outlines the specific activities, timelines, and
resources required to implement the frameworks. It provides a more concrete and detailed roadmap
for carrying out the monitoring and evaluation activities, including who will collect and analyze data,
how data will be collected and analyzed, and how results will be reported and used to inform
decision making.

2. Monitoring and Evaluation (M&E) Framework:

Is a more comprehensive tool that defines the indicators, data sources, methods, and responsibilities
for monitoring and evaluating a project or program. It helps ensure that the M&E plan is
implemented effectively and that the right information is collected to assess the project’s success.

Or An M&E framework is a conceptual structure that outlines the key components of a monitoring
and evaluation system. It provides an overview of the overall design of the M&E system, including
the goals and objectives, the indicators that will be used to measure progress. The data sources and
methods that will be used, and the roles and responsibilities of different stakeholders. The M&E
framework helps to ensure that all of the key elements of the M&E system are in place and working
together effectively.
Difference M&E Plan and Framework;
Here is a table that highlights the main differences between an M&E plan and an M&E framework:

Data triangulation:
Data triangulation is a method used in research and evaluation to enhance the credibility and
reliability of findings by using multiple sources or methods to collect and analyze data. The idea
behind data triangulation is that by using multiple sources of data, researchers can cross-validate
their findings and reduce the likelihood of bias or errors.