EuropeAid          ENPICROSS BORDER COOPERATION  SEMINAR ON MONITORING      METHODOLOGY          8. Field visits      BRUX...
What is a field visit?                                   EuropeAidA field visit as the name says is a direct contact withp...
EuropeAidGuiding principles• Importance of careful/adequate planning• Could be a joint exercise between CBC JMA and EC  HQ...
Preparation/planning                                    EuropeAid• Starts with inclusion of project in the Monitoring Plan...
Conducting field visits – the essentials                                                            EuropeAid• Try to keep...
Making useful field visits                                    EuropeAid• Programme managers usually have limited time and ...
Question checklists for field monitoring visits          EuropeAidAdvantages:• Helps ensure key issues are covered• Provid...
Principles for preparing question checklists                     EuropeAid• Staff/officers responsible for field visits sh...
Activity F – monitoring plan / field visits / question   EuropeAidchecklistsIn small groups:• Taking into account your pro...
Participants’ follow-up action plans –                                                          EuropeAidreview of persona...
Complete seminar evaluation form                       EuropeAid• See format in seminar folder• Read through carefully fir...
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Module 8 rev

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  • JM - Planning for Implementation June 2010 EuropeAID Unit E5
  • JM - Planning for Implementation June 2010 EuropeAID Unit E5
  • JM - Planning for Implementation June 2010 EuropeAID Unit E5
  • JM - Planning for Implementation June 2010 EuropeAID Unit E5
  • Module 8 rev

    1. 1. EuropeAid ENPICROSS BORDER COOPERATION SEMINAR ON MONITORING METHODOLOGY 8. Field visits BRUXELLES, 9-10 SEPTEMBER 2010
    2. 2. What is a field visit? EuropeAidA field visit as the name says is a direct contact withproject activities, with meeting with implementing partnersand beneficiariesIt is very useful in order to:•Learn first hand about what the project is, or is not,achieving on the ground•Determine if planned benefits are being ‘delivered’ totarget groups•Promote the partnership between stakeholders withrespect to their joint investments; and•Determine what actions may need to be taken to supporteffective implementation 2
    3. 3. EuropeAidGuiding principles• Importance of careful/adequate planning• Could be a joint exercise between CBC JMA and EC HQ• Involve Implementing Partners• Ensure enough time to discuss / analyze findings and prepare the monitoring report• Take a problem solving / value adding approach 3
    4. 4. Preparation/planning EuropeAid• Starts with inclusion of project in the Monitoring Plan• Confirm dates of planned visit, (e.g. one month before)• Collate and review key project documents, particularly work plans and any previous progress/monitoring reports• Identify key issues to monitor/discuss in the field, with whom, where and how• Prepare detailed itinerary/agenda, share and confirm• Organize and confirm logistics (including interpreters if required) 4
    5. 5. Conducting field visits – the essentials EuropeAid• Try to keep to the agenda – but be flexible• Talking with / listening to those implementing the project, and those who should be benefiting from the project, is of pre-eminent importance• Triangulate information• Recognize and try to minimize ‘bias’• Use the Background Conclusion Sheets (BCS) as a checklist of issues to assess• Keep ongoing written notes• Debrief with team members regularly, and start thinking early about possible ‘recommendations’ 5
    6. 6. Making useful field visits EuropeAid• Programme managers usually have limited time and opportunity to visit project sites• Yet field visits are in practice one of the best ways to learn about what a project is achieving (or not)• They also provide an opportunity to provide monitoring support to implementing partners• Making the most of short visits is therefore critical 6
    7. 7. Question checklists for field monitoring visits EuropeAidAdvantages:• Helps ensure key issues are covered• Provides some consistency in analysis and reporting over time• Helps to institutionalize field monitoring approach – new staff can use as reference• Can provide some raw data for further analysis if questions are adequately structured• Can be linked to CBC reporting requirements and can be designed to be consistent/compatible with ROM (including rating system) 7
    8. 8. Principles for preparing question checklists EuropeAid• Staff/officers responsible for field visits should draft the checklists• Checklists should be peer-reviewed by colleagues and approved by supervisors at higher levels to ensure utility, brevity and appropriate specificity• Checklists should be field-tested and adapted as appropriate• Checklists should be used as a guide and not constrain/restrict the officer from inquiring about other matters 8
    9. 9. Activity F – monitoring plan / field visits / question EuropeAidchecklistsIn small groups:• Taking into account your programme action, try to prepare a monitoring plan for the your programme• Identify the resources needed• Define the expected outputs• Strengths and weaknesses of proposed approach?• Practical issues to consider in its promotion and application• ENPI CBC management decision making and resource implications? 9
    10. 10. Participants’ follow-up action plans – EuropeAidreview of personal logbooksIndividually – complete last day logbook entryReflect on what follow-up actions you intend to takeAnd if we have time, make brief presentation to plenary – 1 or 2 key points each 10
    11. 11. Complete seminar evaluation form EuropeAid• See format in seminar folder• Read through carefully first• Please give honest and considered opinions• Will be used by Units A6 & E5 to improve any future events• Put completed form in the box/envelope provided Thank you! 11

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