Financial capacity to do M&E – Money Human capacity to do M&E – People, skills and knowledgePhysical capacity to do M&E – Equipment, technology and machines.(from page 27)
This step of the M&E system design process is best completed initially by a small group, particularly on questions of budget. So, if you are working on a project that has already been awarded, you will need to have the budget available and likely the project manager so that you can look at the financial picture holistically
So, as you design your system, you need to understand who these people are, what skills and knowledge they have and the overall level of human resources available – both within the team and externally – to support your M&E system.
Transcript of "VC M&E Module 3 - Assess Capacity and Resources"
VALUE CHAIN MONITORING AND EVALUATION GUIDEMODULE3 Assess the Initiative’s M&E Resources & Capacity
GETTING STARTED Be Be Be thrifty! realistic! creative!1May 22, 2012
MATERIALS / INPUTS RECOMMENDED So, key inputs for this step are: • Anticipated or actual budget • Project manager • Possibly, project staff4May 22, 2012
STEP-BY-STEP GUIDE • Assess the Initiative’s Financial 1 Resources To Implement M&E • Assess the Initiative’s Human Resources 2 Needs and Capacity for M&E • Assess the Physical Resources To 3 Implement M&E • Reflection on the Implications for the M&E 4 System Design5May 22, 2012
STEP-BY-STEP GUIDE: STEP 1 Assessing Financial Resources •M&E is expensive! •Important to generate an understanding of what resources are available to support M&E6May 22, 2012
STEP-BY-STEP GUIDE: STEP 1 Consider the following expenses: • Direct M&E staff salaries • Indirect salary allocations to support M&E • Outsourcing costs for services such as data collection, data analysis, or training • Travel budgets to support M&E meetings, retreats, field visits, etc. • Consulting budgets to support baseline, midline and endline evaluations, as well as action research • Hardware costs for tools such as PDAs, GIS devices, software (e.g., statistical programs), mobile phones, or tablet computers • Communications costs including website development, newsletters, etc. • Publications and media development costs7May 22, 2012
STEP-BY-STEP GUIDE: STEP 1 additional sources of Investigate funding: • Donors interested in funding research proposals submitted by value chain initiatives (CARE lead members can come in handy to help find them). • Engage research assistants, graduate students and interns on an interim basis to pursue strategic analyses and studies. • Be proactive and entrepreneurial, but careful – being too ambitious can overwhelm you and your colleagues.8May 22, 2012
STEP-BY-STEP GUIDE: STEP 1 COMPLETING STEP 1• Brainstorm the potential costs or line items you think you will need for M&E.• Review the budget to see how much money has already been allocated to these areas. If you are still in the design phase, gather information from past projects on M&E costs for those line items and develop an initial estimate of M&E costs to give yourself a starting figure.• Capture your information in the draft M&E Budget9 Worksheet.May 22, 2012
STEP-BY-STEP GUIDE: STEP 1 M&E Budget Worksheet Budget Item Available Comments budget M&E FUNDS M&E staff positions / salaries Evaluation (baseline, midline, endline studies) Monitoring system design and data collection Research, studies (from consultancy lines) Events – training workshops, learning events, routine meetings Technology - GIS mapping, mobile phones, etc Total available M&E funds 10SAVE THIS WORKSHEET!!! YOU WILL CONTINUALLY REFER TO IT AS YOU DESIGN YOUR May 22, 2012M&E PROGRAM!!!
STEP-BY-STEP GUIDE • Assess the Initiative’s Financial Resources 1 To Implement M&E • Assess the Initiative’s Human Resources 2 Needs and Capacity for M&E • Assess the Physical Resources To 3 Implement M&E • Reflection on the Implications for the M&E 4 System Design11May 22, 2012
STEP-BY-STEP GUIDE: STEP 2 Assessing Human Resources •M&E systems require people to carry out: Information collection Data analysis Report preparation Sharing Reflection Information dissemination12May 22, 2012
STEP-BY-STEP GUIDE: STEP 2 COMPLETING STEP 21. Brainstorm the technical skills you anticipate the M&E system will need.2. Identify all individuals with a direct and indirect responsibility for M&E.3. Use the M&E Human Capacity Worksheet to capture the technical skills and individuals you have listed.4. Fill in the worksheet.5. Identify which individuals or units you anticipate taking on the tasks you have identified.6. Finally, reflect on your matrix.13May 22, 2012
STEP-BY-STEP GUIDE: STEP 2Human Capacity Worksheet M&E M&E Technical Skills Needed Individual / Unit % time M&E M&E Officer Project Manger LME Unit Director ACD/P M&E Regional Coordinator Field StaffData collection partnerCBO partner M&E staff CARE USA EDU 14Summary Assessment of Human Capacity May 22, 2012
STEP-BY-STEP GUIDE • Assess the Initiative’s Financial 1 Resources To Implement M&E • Assess the Initiative’s Human Resources 2 Needs and Capacity for M&E • Assess the Physical Resources To 3 Implement M&E • Reflection on the Implications for the M&E 4 System Design15May 22, 2012
STEP-BY-STEP GUIDE: STEP 3 Assessing Physical Resources Physical resources for M&E include: Computers and other hardware Software for data storage and analysis, such as Excel or SPSS Motorized and non-motorized vehicles for transporting personnel to information collection activities Telephones and/or mobile phones GIS tools16 Internet connectivity Mobile network accessMay 22, 2012
STEP-BY-STEP GUIDE: STEP 3 COMPLETING STEP 31. Brainstorm the physical resources you anticipate needing.2. Discuss how readily you can access each, whether directly or through existing partners.3. Assess whether you can fill any gaps through the existing budget. If you are working on a proposal, assess what it would cost to fill this gap and whether you can realistically build this into the project budget.4. If you do not think you can fill the budget gap, mark this as an issue to be taken into consideration as you advance the M&E system design process.17May 22, 2012
STEP-BY-STEP GUIDE • Assess the Initiative’s Financial 1 Resources To Implement M&E • Assess the Initiative’s Human Resources 2 Needs and Capacity for M&E • Assess the Physical Resources To 3 Implement M&E • Reflection on the Implications for the 4 M&E System Design18May 22, 2012
COMMON PITFALLS•Initiatives do not adequately assess their M&E resources and capacity.•Initiatives do not match the M&E design to their M&E capacity and resources.•Initiatives do not manage client expectations•Initiatives do not scale down their M&E plans sufficiently when confronted byM&E capacity and resource demands.•Initiatives fail to consider the political aspects of M&E involved in budget andresource allocations•Initiatives overestimate client support for M&E.•Clients treat unfavorable information in a way that creates disincentives togenerate and disseminate information, which makes it difficult in turn to useinformation productively.•Initiative management de-emphasizes M&E and/or fails to provide it withconsistent and visible support.•M&E is viewed by initiative management and staff as a separate function (or inother words, as a non-core function) to be done periodically and then primarilyfor external clients.•Clients are primarily interested in positive results and either ignore or punishbad news, thereby discouraging learning and adaptive management.20May 22, 2012
Want to Learn More?Multiple ways to continue the discussion and continue learning:• Initiate a monthly session on the M&E guide and case studies from across CARE. Contact email@example.com• Join the Market Engagement Community of Practice on LinkedIn.• Join a task force to review and refine the universal 22 indicators. Contact firstname.lastname@example.org May 22, 2012
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