An overview of Participatory Monitoring and Evaluation

1. AN OVERVIEW OF PARTICIPATORY MONITORING AND
EVALUATION
Md Nazmul Alam
SSeenniioorr MM&&EE OOffffiicceerr
RCC programme of The Global Fund
Center for HIV and AIDS
ICDDRB

2. Participatory Monitoring & Evaluation (PM&E)
PM&E is viewed as a “social process” for people with
different needs, opinions and expectations to negotiate
(Anatole, 2005)
Participatory monitoring involves the community or target population in
monitoring their programme activities.
example- training needs, learning sessions
Participatory evaluation advocates involvement and participation of
community members and other stakeholders in the design and execution
of the evaluation process
example- benefits of training, advocacy and human rights
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4. So close……. yet so far……..
Our principle can be described as
Not to do for (the community), but with (the community)

5. Importance of PM&E in HIV/AIDS context
Most at risk population for HIV/AIDS are
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6. Conventional Monitoring & Evaluation
Source: Shah et al. 2005

7. Participatory Monitoring and Evaluation
Source: Shah et al. 2005

8. Basic Principles of PM&E
• Participation
• Learning
•• NNeeggoottiiaattiioonn
• Flexibility

9. Why Learning
• Capacity building
• Planning
• Problem solving
• Decision making
Why Participation
• To develop mutual partnership
• Sharing
• Ownership
WWhhyy NNeeggoottiiaattiioonn
• Help to building trust among
stakeholders
• Changing perceptions, behaviors
and attitudes
• To reach consensus to solve
problems and improving program
Why Flexible
• Help to make the project more
responsive and relevant to the needs
of the stakeholders (specially
programme participants)

10. The key steps in the development and implementation of a PM&E
4. Developing and formulating indicators
Source: P.N. PALI et al. (2005)

11. Strengths of PM&E
• Increase community ownership & capacity
• Ensuring real benefits & incentives for participants,
stakeholders, managers
• Strengthens program results
• Enable the community to discuss issues openly and build up
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• Ensure accountability to the community
• Allow the community to make its own analysis, learn from its
own mistakes and therefore improve the future
• Enable partner communities to identify their own strengths
and weaknesses, rather than depending on outsiders.
Source: CBO M&E Curriculum (July 2004)

12. Key Challenges of PM&E
• Ensuring meaningful involvement.
• Ensuring programme participants time and effort are
valued
• Insufficient budgets, time & planning for PM & E activities
• Lack of trust, confidence & familiarity with PM&E
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13. PM&E - What need to be done?
• Involve the community at the early stages of the project
• Discuss your activities and objectives with the community and
together identify relevant indicators
• Determine & develop M&E systems with the help of
community people
• Participatory discussion on data collection tools & record
keeping system information (e.g. written rreeccoorrddss,, ccoommmmuunniittyy
meetings etc)
• Explain to the community that both of you will have to review
indicators regularly, since objectives might change
• Assist the community in having regular sessions (to draw their
own solutions and set up actions for appropriate
interventions)
Source: CBO M&E Curriculum (July 2004)

14. PM&E at field level
Fictional Scenario 1
• A clash took place among two hijra guru in a locality about birit. Their
clash is not in program interest as a result of this several spots were closed
& field based service are postponed. Both the guru demand they will not
take services with the opposition. In such case the respective PM&E
officer along with the DIC staff will ddeeaall wwiitthh tthhee pprroobblleemm..

15. • Programme team (PM&E staff and DIC staff) will participate in
meeting with respective hijra guru and will learn about clash
and explored the reasons behind the clash.
• Then team will try to negotiate with respective hijra guru to
recover the problem (through suggestion & proposition on
different service option)
-Both the party will come to DIC in different days
-They will have different spots to received field based services
-A common mutuality can be apprehended to the hijra
community by the guru
• Then team can decide or discuss with senior management &
IA about the negotiation and imminent changes is possible
through flexible process.
-DIC service pattern can be changed
-The quickest possible result is achievable
due to the continuous coordination of
PM&E team at field level.

16. Scenario 2
Number of patient at STI clinic session are not fulfilling given target. The
sessions have limited number of patient. Also the MSM population are
reluctant to come and visit the clinic .

17. 1. The PM&E officer at field level will have this information at very early
stage
2. Using qualitative enquiry and participatory methods at DIC and Field level
the respective PM&E personnel will identify the cause
• e.g. The clinic day is in Wednesday at 10 AM, so the
employed MSM and MSW unable to come.
3. After learning this information form programme participants, comes the
negotiation with the both programme participants aanndd ssttaaffff..
• Change of time schedule of STI clinic
• Change in the clinic day
4. Flexible system of PM&E will ensure adaptive changes in prevention
services (based on needs of the local context).

18. Learning
• Learning opportunity from both the
programme participants and
programme people
• Programme participants can learn
from the programme and vice versa
Participation
• Discussion with all stakeholders
• Need based meetings to know their
needs and
• To indentify problems and find
possible solutions
Negotiation
• Different stake holders will negotiate
through discussion and exchange of
ideas to improve program
Flexible
• In terms of the needs of the
programme participants
• In terms of the needs of the local
context
• Adaptivity and creativity in the
PM&E process

19. Essential criteria of the core PM&E team
1. Personal commitment towards the marginalized population vulnerable
to HIV and AIDS
2. Personal commitment to the interactive process and the principles of
PM&E.
3. Able to work as a part of a team.
4. Technical expertise and training in a wide variety of research techniques
and methodologies, with emphasis on participatory methodologies.
5. Group facilitation skills, understanding of group process, ddeeaalliinngg wwiitthh
tensions and conflict, equalizing participation, running participatory
activities, summarizing and being an active listener.
6. Able to communicate with different stakeholders, such as members of
grassroots groups, government representatives and representatives of
international donor agencies.
7. Teaching skills, the ability to communicate PM&E methodology and
adaptability to a variety of teaching contexts.

20. Why PM&E for Intervention
• To provide logic and explanations of conventional M&E data
• Continuous field visit
– to ensure community participation
– to identify problems at early stage
– To collect primary programme data (randomly and need based)
• Analysis of data will include data validation through
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• Data will be presented back to participants and staff for
verification and collective analysis.
• PM&E is unique from conventional one because
– Data quality check
– Validation and
– Justification

21. Data Quality is determined by
• Data collection instrument
• Sampling method
• Administration of data collection (e.g., skills of enumerators)
• Data management – coding, transcription, database, etc.
source: Indicators and Data Quality :
M&E Training for MoSHW & Business Coalition on HIV/AIDS (Material adapted from
USDOL/ILO HIV/AIDS Workplace Education programme)

22. Data Quality dimensions

23. PM&E Methods
PM&E practitioners use a range of different methods;
Informal and less-structured method Formal and more-structured methods
Conversation with concerned individuals Conventional data collection formats
Focus group interviews structured Questionnaires (survey)
Participant observation
Key informant interviews
Reviews of records
Field visits
Relevant PRA tools
1. Mood Meter 2.Circle of influence
3. Seasonal calendar 4. Problem ranking
5. Preference ranking 6. Well being table
7. Organizational chart

24. An overview of topics that can be included in participatory Monitoring and Evaluation
Activity / data needs Methods
Knowledge, attitudes, and practices relating to reproductive health,
contraception, sexually transmitted infections, and HIV/AIDS
• FGDs, KIIs , Listing , interview
• Scoring, Ranking
Sources of information on reproductive health and HIV/AIDS • Social map
• FGDs, KIIs , Listing, interview
• Scoring, Ranking
Sexual behavior and norms:
 Age of sexual initiation for males and females
 Types of sexual relations within the community
 No. of sex partners and condom use by males and females
 Reasons people engage in risky sexual behavior
• FGDs, KIIs , Listing, interview
• Scoring, Ranking
• Trend analysis
• Cause-impact diagram
Number, location, and availability of community volunteers trained in
• Social map
home-based care for AIDS patients
Location and composition of households affected by HIV and AIDS (i.e., • Social map
• Trends analysis
caring for an infected person and/or fostering AIDS orphans) • FGDs, KIIs , Listing, interview
• Scoring, Ranking
• Cause-impact diagram
Causes, manifestations, and consequences of HIV and AIDS-related • FGDs, KIIs, interview
• Social map
• Trends analysis
Type and location of resources available in the community to support
caregivers
• Social map
• Listing
• Scoring & Ranking
Age, sex, and physical location of vulnerable AIDS population • Social map
• FGDs, KIIs, Listing, interview
Source: shah et al. 2005