WHAT IS MONITORING?
Monitoring and evaluation popularly known as M&E is a set of very important
techniques used in project management. Project management has the task of
establishing sufficient controls over a project to ensure that it stays on track towards the
achievement of its objectives. This is done by monitoring (internal) which is the
systematic and continuous collection, analysis and use of information for management
control and decision-making. In order to keep track of the status of any project, it is
necessary to report the progress of the activities at suitable intervals
Cont…
In this instance implementation is seen as a continuous learning process.
• Project monitoring is an integral part of day-to-day management
• where experience gathered is analyzed and feed back into planning and updated
implementation approaches.
• It provides information by which management can identify and solve implementation problems,
and assess progress
• The Logical Framework, the implementation schedule, activity schedules, and project budget
provide the basis for this monitoring.
Difference between monitoring and evaluation
Monitoring
1. The focus is on tracking of performance.
2. It answers the question, “What is going on?
3. It answers the question, “Are we doing the right thing?
4. It is the responsibility of the internal management.
5. It is conducted while the project is on going
6. This ensures the project accountability.
Evaluation
1. It is usually conducted at the completion of the project.
2. It is the assessment of the project progress towards achieving planned
results.
3. It is the assessment of the efficiency, impact, relevance of project`s action.
4. Take remedial actions and update plans.
5. Answers the question, How well was the plan implemented.?
6. Focus on judgment, learning and merit.
7. Usually incorporate external agencies or both.
APPROACHES TO MONITORING AND EVALUATION
• Conceptual frameworks :- Relationships between all possible factors that may influence
program’s results.
• Focus on : How & Why ?( Design & Evaluation)
• Results Framework :- Relationships between the intermediate of activities all the way to
the overall objectives and goals.
• Focus on : Objectives( development conditions & Improvements)
• The Logical Framework :- Relationships between inputs, activities , outputs, outcomes
and impacts with respect to objective and goals, Focus on : Monitoring and Evaluation
( All stages of Pragrams)
LEVEL OF MONITORING
There are a number of different levels of monitoring, each related to what kind of
information is relevant, and the regularity of monitoring.
MONITORING INCLUDES ?
• Looking into the process, going towards the target, right selection of beneficiaries
• Procedures are being followed according to the work plan
• Meeting our target or not (target monitoring), activity monitoring
• Continuous info collection/analysis/reporting for decision making Program is going in
right direction as planned in the project document
MONITORING TOOLS
• Staff meetings – Weekly, Monthly, Annual
• Partners meeting/Learning Forums (Surveys)/Retreat )
• Participatory Reviews – Stakeholders
• Monitoring and Supervision Mission (Self/Donors/Joint)
• Progress reports/Statistics
GOALS OF MONITORING
• To ensure that inputs, activities and outputs proceed according to plan
• Determine whether the inputs are optimally utilized
• Ensuring all activities are carried out by the right people and in the time
• To provide record of inputs, activities, and outputs
• To warn of deviations from objectives
• To assist managers in making decisions
• Monitoring should take place at and be integrated into all stages of the project
cycle
STEPS IN MONITORING
• Identifying the different units involved in planning & implementation
• Identifying items on which feedback is required
• Determining the periodicity of reporting
• Fixing the responsibility of reporting at different levels
• Processing and analyzing the reports
• Identifying the critical / unreliable areas in implementation
• Providing feedback to corrective measures
INDICATORS FOR MONITORING
Running on schedule
Running within the planned costs
Receiving adequate objective.
METHODS/TECHNIQUES OF MONITORING
First hand information
Formal reports
Project status report
Project schedule chart
Project financial status Report
Informal Reports
Graphic presentations
MEANING OF EVALUATION
Evaluation has its origin in the Latin word “Valupure” which means the value of a particular thing, idea or action.
Evaluation, Thus, helps us to understand the worth, quality, significance amount, degree or condition of any intervention
desired to tackle a social problem.
Meaning of evaluation:
• Evaluation means finding out the value of something.
• Evaluation simply refers to the procedures of fact finding
• Evaluation consists of assessments whether or not certain activities, treatment and interventions are in conformity with
generally accepted professional standards.
• Any information obtained by any means on either the conduct or the outcome of interventions, treatment or of social
change projects is considered to be evaluation.
• Evaluation is designated to provide systematic, reliable and valid information on the conduct, impact and effectiveness
of the projects.
• Evaluation is essentially the study and review of past operating experience.
FIVE STRATEGIC EVALUATION QUESTIONS
Relevance: The extent to which the objectives of a development intervention are consistent with beneficiaries´
requirements, and partner’s and donor’s policies.
Effectiveness: which objectives are achieved and targeted issue is solved
Efficiency: The extent to which time, effort or cost is well used for the intended purpose.
Sustainability: Meeting needs without compromising the ability of future generations to meet their needs (project
will continue after donors intervention)
Impact: Positive or negative, direct or indirect long-term impact produced by a development intervention.
PRINCIPLES OF EVALUATION
The following are some of the principles, which should be kept in view in evaluation.
1. Evaluation process will make in beginning and end time.
2. Evaluation should involve minimum possible costs (inexpensive).
3. Evaluation should be done without prejudgment of day to day work (minimum difficulty to day to day work).
4. Evaluation must be done on a co-operative basis in which the entire staff and the board members should
participate (total participation).
5. As far as possible, the agency should itself evaluate its program but occasionally outside evaluation
machinery should also be made use of (external evaluation).
6. Total overall examination of the agency will reveal strength and weaknesses. (agency / program totality).
7. The result of evaluation should be shared with workers of the agency (sharing).
