This document discusses how organizations can use information and communication technologies (ICT) to improve monitoring and evaluation. It provides an overview of ICT tools that can help collect, store, retrieve, and present monitoring data more efficiently. These include online surveys, websites, databases, spreadsheets, and tools for data analysis and presentation. The document also outlines steps for developing an ICT-enabled monitoring and evaluation system, such as assessing current practices, selecting appropriate tools, and creating an action plan with timelines and responsibilities. Overall, the aim is to show how ICT can make monitoring and evaluation more effective and demonstrate organizational impact.

1. ICT for Monitoring & Evaluation
26th October 2012
Raising awareness of a range
of ICT tools that can be
deployed to improve the
efficiency and effectiveness of
monitoring & evaluation

2. Session objectives
• Learn how ICT can help with collecting, storing, retrieving and
presenting monitoring & evaluation information
• Understand more about the processes involved in implementing a
holistic system
• Take a look at ‘off the shelf' systems selected for relevance in terms
of services, client group and cost
• Start identifying specific tools that will enable you to better capture
information relating to your organisations outputs & outcomes
• Draft an action plan to support adoption of these tools over the next
year 6 – 12 months

3. A quick recap
Outputs
• What you do
Outcomes
• What difference / impact you make
Monitoring
• Collecting information
Evaluation
• Making sense of it

4. Superhighways
Overall
Aim
VCOs make
better use of ICT
to deliver their
services
Fit for purpose &
stable ICT
Specific Aims infrastructure Outcomes
More effective & Staff & volunteers
efficient service have the
delivery necessary skills
Onsite & remote ICT
Training technical Healthchecks &
support Action Plans
Activities Outputs
Source: Charities Evaluation Service

5. Performance Indicators
 How do you know you are making a
difference?
 What evidence could you use to
demonstrate this difference?
 What will you need to measure to
evidence this difference?
• Numbers using your service
• Client profile / background
• Numbers progressing to mainstream education
• Referral to other services

6. What is ICT?
 Information & Communication Technology
Databases
Email
Websites
Social media
Networks
Spreadsheets
• Most importantly - think of it as a tool…

7. Your current practice
How are you currently using ICT to capture
& evidence Outcomes?
What challenges do you face?
Do you already have ideas for how you can
improve this process?

8. Why ICT can help?
Greater efficiency:
• Automating manual processes
• Reducing paperwork
• Reducing staff time
Greater effectiveness:
• Sharing / accessing information
• Analysing data in more sophisticated ways
• Presenting information with greater impact & to a
wider variety of audiences

9. Collecting information
• Online surveys
• Website feedback
• Outreach laptops
• Digital / video cameras
• Dictaphones
• Diaries / blogs

10. Source: London
Housing
Foundation

11. Storing M & E information
• Spreadsheets
• Databases
•
Developed in-house
• Custom built
• Off the shelf
• Digital filing

12. Source: London Housing Foundation

14. Online repositories
• e.g. Huddle, Dropbox, Flickr,
Evernote
• Can be shared with team or external
partners
•Can be accessed from anywhere
including mobile devices

15. Retrieving & analysing M & E
information
• Spreadsheets – filtering, sorting,
pivot tables
• Database - queries & reports
• Exporting as csv files & importing to
Excel

16. Presenting M & E information
• Charts & graphs
• Dashboards
• Websites
• Annual reviews
• Videos / Digital Storytelling
• Email signatures

17. Feedback on a website
(www.illuminateict.org.uk)

18. Video footage

19. Implementing a system…
First steps
Get together as a team and identify and
agree the what, how, when, why and
then capture this on paper
Remember to include both outputs and
outcomes

20. Next steps…
 Carry out an audit of current systems
– what are you using, what works
well, what frustrates you etc
 Document how you are structuring
your information e.g. the ‘fields’ you
are using
 Draw up a brief – include some
background and specify what you
need – remember to future proof

21. Next steps…
 Then consider…
• Is this something that can be
realistically developed in house?
• If not, research whether a system
already exists to meet your needs?
• If not, budget for the bespoke option

22. Resources required?
 Upgraded ICT infrastructure?
A new system or developments to an
existing system?
 Data migration or start from scratch?
 Staff roles and training?

24. Selecting a database for monitoring
 http://www.ces-vol.org.uk/Resources/Charitie

25. http://www.ces-vol.org.uk/tools-and-resources/planning-for-
monitoring-evaluation/it-for-monitoring-and-evalaution/ict-case-studies

27. www.staronline.org.uk

28. www.lamplightdb.co.uk

29. Lamplight demos
 Customising fields
 Adding outcomes and seeing change
 See your impact overall

30. www.socialimpacttracker.org

31. www.lasa.org.uk/aims

32. Developing an action plan
 Outcomes & indicators
 Using ICT to capture / present this
information
 Resources required – infrastructure &
skills
 Allocating responsibility / setting a
timeline

33. Best practice issues
 Are you registered with the information
commissioner?
www.informationcommissioner.gov.uk
 Do you have a data protection & privacy
policy and explain why you collect data
and what it will be used for?
 Do you ask for permission to use
photos / videos?
 Is your client data secure i.e. password
protected, backed up, safeguarded with
anti virus software and a firewall?

34. For more help contact:
Superhighways
0208 255 8040
support@superhighways.org.uk