The document outlines the principles of controlling, monitoring, and evaluation (M&E) in project management, covering definitions, purposes, and steps involved. It distinguishes between monitoring and evaluation, highlighting their characteristics, types of indicators, and sources of information for effective assessment. Additionally, it emphasizes the importance of indicators in measuring program impact and success, providing examples and characteristics of good indicators.

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Controlling

2. Session Objectives
• Define controlling, monitoring & evaluation
• Determine the purpose of M&E
• Understand different steps of monitoring &
evaluation practices
• Describe the r/n ship b/n M&E
• Evaluate the characteristics of indicators
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Control
 Is the process of ensuring whether actual activities are
done according to the plan or not .
 helps managers monitor the effectiveness of
 their planning,
 their organizing ability
 their leading techniques.
 To take corrective actions.

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Organizational Control…
Can be classified as;
1.Feed forward Control
 The active anticipation and prevention of problems, rather
than passive reaction.
2.Concurrent Control
 Monitoring and adjusting ongoing activities and processes.
3.Feedback Control outputs/products
Checking a completed activity and learning from mistakes.

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Functional steps of Controlling
 Establish standards of performance
 Gather information and Measure current
performance
 Compare performance with standard
 Taking corrective action

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Purpose of M&E
Program
Improvement
Judgment
Knowledge
Development

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Conceptual definition of M&E
 Monitoring is a continuous process of gathering,
analyzing and interpreting of information and,
 The daily use of inputs and their outputs in order to
enable timely adjustment or correction.
 Hence it is a basic part of implementation
management.

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Evaluation is a systematical and periodical gathering,
analyzing and interpreting of information on the operation
as well as the effects and impacts of program/project
development .
An assessment of;
 The overall project performance
 Any impact resulted from the program/project
 Reasons contributing for success and failure
 Evaluation frame works

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Distinctive Characteristics of M & E
Characteristics Monitoring Evaluation
Purpose/objective Specific Broad
Scope Narrow Broad
Frequency Continuous Periodic
Data Gathered Primarily
Quantitative
Primarily
Qualitative
Main Action Oversight In-depth
analysis
Focus Inputs/Outputs Impact and
Sustainability

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Distinctive Characteristics of M & E…
Character Monitoring Evaluation
What does it
answers?
- Activities performed
- Problems encountered
- Rectifying measures
- Why and how
results were achieved or
not
- Strategy and policy
options
Actors Internal Internal/External
Analysis Simple Comparative Analytical
tools
Primary Users Small group/project
Managers
Large group /Project
Managers, planners,
Financers, etc.)

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SOURCES OF INFORMATION FOR M & E
1. Progress Reports
2. Progress Review Meetings
3. Site Visits/Observation
4. Formal Survey
5. Rapid Appraisal Methods

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New program
start
Program
midpoint or end
Time
Outcome
The Evaluation
Question:
How much of
this change
is due to the
program?
Evaluating Program Impact

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With new
program
Without new
program
New program
started
Program
midpoint or end
Time
Outcome
Evaluating Program Impact
Net new Program
Impact

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Program Components
• Inputs
– Resources used in a program, such as money, staff,
curricula, and materials
• Activities
– Services that the program provides to accomplish its
objectives, such as outreach, materials distribution,
counseling sessions, workshops, and training

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Program Components (cont.)
• Outputs
– Direct products or deliverables of the program/project, such
as intervention sessions completed and materials distributed
• Outcomes
– Program results that occur both immediately and some time
after the activities are completed,
– Changes in knowledge, attitudes, beliefs, skills, behaviors,
access, policies, and environmental conditions

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Program Components (cont.)
Impacts
–Long-term results of one or more
programs over time, such as changes in
HIV infection, morbidity, and mortality

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INDICATORS
Development & selection for M&E
“If you cannot measure results,
you can not tell success from failure!”

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What is an indicator ?
• A measure, typically numeric, that provides key
information about a system’s condition.
• Indicators are an objective measure of change or results
brought about by an activity or an output from an activity.
• Indicators are designed to provide a standard against
which to measure, or assess the progress of an activity
against stated targets/objectives

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Types of indicators
Measures the direct and immediate
impact
Measures the indirect and longer-term
impact
Measures what is accomplished with
inputs
Measures the actual use of resources

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 Indicators are signals which show;
 Whether we are on the right track & direction,
 How far we have progressed
 How far we still have to go to reach our
destination/objectives.
 Indicators can be :
 Quantitative, measuring tangible effects, or
 Qualitative, dealing with judgments

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Direct and Proxy Indicators
 Some times it is not possible to observe and measure project
results directly
 In such situations indirect or proxy indicators have to be used
 Example: effectiveness of ‘behavioral change communication
(BCC) in HIV/AIDS prevention’
 projects may be measured directly by reduced death rates related
to the virus.
 But these are difficult to determine over short period of the
project life.

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 What indicators do you suggest to be used in such
situation?
Proxy indicators, such as;
 Sales of condom per month,
 Number of new anti-aids clubs established and
 Increase in number of people practicing voluntary
counseling and testing (VCT) may be used as indicators.
Direct and Proxy Indicators . . .

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Examples of Direct and Proxy Indicators
Project
Objectives
Direct
Indicators
Proxy
Indicators
Increased
Household
Income
% change in
monthly/
annual
household
income
% increase in no. of livestock
% increase in monthly savings
Improvement in physical state of
the household (i.e. tin roof,
additional rooms, etc.)
Improved
Health
Status in
Target Area
‘Y’
Reduced
prevalence of
diarrhea
diseases
Decrease %
of children
who are
under-weight
% increase in families using family
planning methods
% increase in households using
protected water source
% increase in households with a
vegetable garden for home
consumption
% increase in ANC attended by
trained health workers

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Common Indicator Metrics
• Counts
– Number of trained clinicians
– Number of condoms distributed
• Calculations: percentages, rates, ratios
– % of facilities with trained provider
– Maternal mortality ratio, Total fertility rate
• Thresholds
 Max/min level
 Presence, absence
 Pre-determined level or standard

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Characteristics of Good Indicators
• Valid: accurate measure of a behavior, practice
or task
• Reliable: consistently measurable in the same
way by different observers
• Precise: operationally defined in clear terms
• Measurable: quantifiable using available tools
and methods
• Timely: provides a measurement at time
intervals in terms of program goals and
activities

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Thank you very much!
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