Module 7rev

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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
  • Module 7rev

    1. 1. ENPI EuropeAidCROSS BORDER COOPERATION SEMINAR ON MONITORING METHODOLOGY7. Project / Programme Monitoring Plan BRUXELLES, 9-10 SEPTEMBER 2010
    2. 2. Why the need to prepare a monitoring plan? EuropeAidPurpose of preparing a monitoring plan is to:• Systematically think through what needs to be done to monitor the project portfolio, including providing support to development of internal monitoring capacity• Identify projects for monitoring visits• Specify timing of monitoring visits• Allocate time and resources for monitoring• Monitor plan implementation (planned versus actual), and follow-up as required• Avoid duplication with official EC ROM and/or other monitoring exercises• Optimize the use of resources for information and learning 2
    3. 3. The problem EuropeAid• One of the major problem for Programme Managers is to decide what and when implement monitoring activities• Commonly voiced concern that there is often no clear structured process for planning Programme monitoring priorities (based on risk assessment) and/or ‘tracking’ problem projects• Need a plan and resources to ensure monitoring is given adequate priority• Could be addressed by preparing a portfolio monitoring plan – through a 3 step process 3
    4. 4. Key stakeholders EuropeAidLead role Key ‘support’ rolesCBC programme JMCCBC Programme JMA • Local Government Other AuthoritiesCBC Programme JTS • Other implementingCBC Project implementing agencies (contractors, partner NGOs, etc) • Beneficiary groups 4
    5. 5. Step 1 – Assemble list of all projects EuropeAid• Internal review and discussions at CBC JMA level (if possible together with ENPI EC HQ representatives) and agreement to develop a monitoring plan• Assemble list of all ongoing projects, including those due to commence in coming year• Define: contents, partners, localization, management criteria• To figure out the preliminary need for resources and time, avoid duplications, increase efficiency 5
    6. 6. Step 2 – Screen project scope and risk EuropeAid• Screen each project and assess its ‘risk’ against a set of established issues/criteria• Rating of risk could be consistent with EC ROM rating scale/approach• Based on risk screening, identify issues for follow-up / that need to be tracked (through monitoring)• Should just very briefly highlight critical issues• Will provide context when considering monitoring priorities and options in the preparation of a project portfolio monitoring plan Excel spreadsheet appropriate 6
    7. 7. Step 3 - Prepare the project portfolio monitoring EuropeAidplan (PPMP)The PPMP should have:• the operational framework allowing for the Mobilization of resource requirements• Selected projects• Logistic arrangements• Specify monitoring activities / support requirements• Allocate time and resources• Flexibility arrangements• Expected outputs 7
    8. 8. Criteria for determining timing of MON field visits EuropeAidFor example:• Within first six months of a new project starting• Within last month of a project completing• Coincide with key project ‘milestones’ (e.g. completion of training programme, meeting of all partners, draft policy document, public event, etc) 8
    9. 9. EuropeAid Monitoring Plan – ongoing management• Not a one off exercise – needs review and updating (e.g. monthly or quarterly)• A rolling plan• Reviewed and updated by CBC JMA in close consultation with PG counterparts• Implementing partners also need to be consulted and kept informed 9

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