M&E Workshop 2015 Objectives

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2
Workshop Objectives
1.To familiarize the participants with Manuals
2.Further discussions for improvement and
developing common understandings
3.Sharing and Discussions on other issues
related to M&E

Presentation Outline
3
S
Section I About the manual, Project
Identification and Planning, Project
Monitoring ,Project Evaluation, Project
Information Management, Project Reporting

Section I:
About the Manual
4
S

Scope
5
1. CDP project designing process
2. Monitoring and Evaluation
3. Tools and templates for monitoring, evaluation information
management and reporting.
Purpose
1. To Develop common understanding of planning, monitoring and
evaluation at all levels and by all stakeholders;
2. To ensure uniformity in approach planning, monitoring ,evaluation and
information management
3. To support Partner Organizations (POs), to implement M&E system in
their respective project sites;
4. To built linkages with all the policy document of GNI
5. To provide a tool for capacity building of staff of GN and Partner
Organizations

Methodology
6
1. Review of documents and guidelines developed by the organizations
working in education and protection.
1. Interactive discussions with the staff of GN and partner organization.
Limitation
Limited to operational context of the GN Nepal program and child
centered community development approach.

Section II: Project
Identification & Planning
7

Project
8
PROJECT
:Series of
activities
(investment)
that aims at
solving
particular
problems within
the given time
frame in a
particular
location
Aim What we want to achieve? How to measure our
achievement? What are the critical success
factors?
Scope What is included and what is excluded to avoid
misunderstanding?
Requirements Agreement Contracts etc?
Resources Budget, equipment, contingencies, human
resources
Constraints Resource constraints, regulatory constraints?
Timetable Desired completion, time table etc.

Project Planning & Implementation
9
Project Planning is more or less bringing the future in
the front and scheduling the resources to achieve the
desired changes. The planning includes situation
analysis, problem identification, definition of goal,
formulating strategies, designing work plan and
budgeting.
Project Implementation: organizing, mobilization,
utilization and operation and control of resources to
achieve the desired goal/s.

Project Planning in GN:
Preparatory Stage
10
Identification of Project Area:
1.Review of formal requests from the Districts Development Committees
and DPAC meetings at CDPs and AO.
2.Review of the development priorities with respect to Education and Child
protection of Government of Nepal.
3.Review the human development Index of Nepal
4.Review of the human development index of various indigenous groups of
Nepal.
5.Review of the working areas other organizations working in child
sponsorship and protection.
6.Stakeholders consultation meeting

Preparatory Stage
11
Identification of Project Area:
How ?
1.Review of formal requests from the Districts Development Committees
and DPAC meetings at CDPs and AO.
2.Review of the development priorities with respect to Education and Child
protection of Government of Nepal.
3.Review the human development Index of Nepal
4.Review of the human development index of various indigenous groups of
Nepal.
5.Review of the working areas other organizations working in child
sponsorship and protection.
6.Stakeholders consultation meeting
(b)Short listing of new project area
Short listing of Project Area:
How ? Participatory decision making structure of GN

Analysis Stage : 1.Context Analysis
12

Project Designing in GN:
Analysis Stage : 2. Stakeholder Analysis
13
Stakeholde
r
Stakeholder
Interest
Level of
Interest
Influence /
Power
Where do
we need
them
Strategy /
Communicatio
n to
Stakeholder
Stakeholder: Institutions/Individuals that positively or negatively influence the
Project intervention.

Analysis Stage : 3. Problem Analysis
14
Problem
Root causes
Effects
Sub Effects Sub Effects
Sub causes
Sub causes

Analysis Stage : 4.Objective Tree
16
How :?
a) Review the PROBLEM TREE to envision the desired
situation, or solution of each problems, causes and
effects .
b) Write the solution statement the in the positive way.
The ultimate result will be;
The Problem =Goal
Causes= Objective
Effects= Outcomes
Sub effects=Outputs

Relationship Between Existing Problem and Objective
17

Analysis Stage :
Developing Project Strategy
Development Stage
Development of Log Frame by Identifying inputs,
Risks and Assumptions
Indentify indicators and Means of verifications
Project Formulation
Completion of PPF form and submission to IHQ
Approval from IHQ
18

Project Implementation Stage :
Baseline study
Development of PoA
Implementation
19

Project Resource Flow Chart
20

21
Conclusion: The maximum comments per CDP was limited to five, reveals the facts that the CDPS have met the financial compliance in auditing.Conclusion: The maximum comments per CDP was limited to five, reveals the facts that the CDPS have met the financial compliance in auditing.Conclusion: The maximum comments per CDP was limited to five, reveals the facts that the CDPS have met the financial compliance in auditing.Conclusion: The maximum comments per CDP was limited to five, reveals the facts that the CDPS have met the financial compliance in auditing.Conclusion: The maximum comments per CDP was limited to five, reveals the facts that the CDPS have met the financial compliance in auditing.Conclusion: One third of CDPs are better with remaining two third of the CDPs are moderate in child sponsorship information management.Conclusion: One third of CDPs are better with remaining two third of the CDPs are moderate in child sponsorship information management.
The[
Section III: Project
Monitoring

Monitoring : a continuous and systematic review of activities, process and
use of inputs and realization of outputs.
Key Features:
• It's an internal management responsibility.
• Measures progress against objectives, indicators and assumptions.
• Establishes in the logical framework
• Measures the budget planned against actual expenditures.
• Identifies problems and highlights the potential solutions.
• Keep the broad project pictures and the stakeholders in focus.
• Uses both formal and informal data gathering methods.
Monitoring System:
a set of procedures through which planned information flows through an
organization to different management level in order to support decision
making.decision making
Project Monitoring: Basic Concept

(a) Action/Inputs Monitoring
The monitoring of action often deals with the deployments of the resources
which are at the disposal of the project such as: Finance(book keeping
system),Equipments ,Materials ,Human Resources:
(b)Process/Activity Monitoring: concerned with quality, quantity and timely
inputs and standard procedures of project operation. Usually the process
monitoring is conducted through Standard Operating Procedure
Guidelines and other manuals developed by GN.
(c) Output Monitoring
The output monitoring is concerned with the projects' output in terms of
products and services for the target groups. The output monitoring is
conducted on the periodic basis using various tools such as checklists,
indicator tracking sheets, observations and periodic reports.
(d)Outcome Monitoring
The outcome monitoring is conducted on the periodic basis during the
midterm and end of the project survey. The outcome monitoring ensures
weather the desired outcomes have been achieved or not.
decision making
Types of Monitoring

24
Monitoring Mechanism :GN
Types of
Monitoring
Freque
ncy
Tools Key Policy Document/s Responsib
ility of
Input
/Action
monitorin
g
Materials Regularl
y
Service and material acquisition and
delivery process
Procurement Guideline HO/AO/CDP
Equipments Regularl
y
Vehicle log book , stock registration
Inventory sheet , activity registration etc
Administration Guidelines HO/AO/CDP
Human
Resources
Monthly Monthly work plan, HRIs , Quarterly Staff
appraisal
Operational/Administration/
Finance Guidelines
HO/AO/CDP
Financial
monitoring
Monthly Book keeping system including various
software like FAMUS
Financial Guidelines/ Internal
Audits
HO/AO/CDP
Institutions
Governance(
PO and
CBOs)
Periodic MoU, ToR, Guideline
Meeting minutes, By- laws,
Rules, Regulations,
Constitutions etc, PO
Governance Guidelines
HO/AO/CDP
2 Activity monitoring Regularl
y
RRRR, Monthly Reports/ Periodic
Monitoring reports
SoPs, HO/AO/CDP
3. Result monitoring Quarterl
y
Reporting Templates, M&E Guidelines,
SoPs
Semi Annual
reports/Monitoring Reports
HO/AO/CDP
4.Compliance
monitoring
Regularl
y
Existing Guidelines, laws and procedures PoA guidelines by HIQ, GAPA
signed with SWC,
Government Norms
HO/AO/CDP
5.Context monitoring Yearly External environment and Government
and international policies and laws
Annual Reports/PoA HO/AO/CDP

25
The[
Section IV: Project
Evaluation

Evaluation :
(A)a periodic assessment of project to assess the relevance efficiency
effectiveness and sustainability of the project in relation to its goals and
purposes.
(B)a coordinated process of data collection about the activities , systems,
processes and outcomes of projects and or programs for use by specific
people (internally and externally) to reduce uncertainties ,improvement
effectiveness and make short, medium and long term decisions with
regards to what the program are meant.
Purpose :
a) To improve performances.
b) To assess the extent of performance against higher level results.
c) To provide analysis to facilitate decisions making
d) To uphold accountability and transparency
26
Project Evaluation : Basic Concept

27
Differences between Monitoring and Evaluation
Dimensions Monitoring Evaluation
Frequency Periodic, occurs regularly Episodic
Function Tracking / oversight Assessment
Purpose Improve efficiency, provide information for
reprogramming to improve outcomes
Improve effectiveness, impact, value for
money,
future programming, strategy and
policymaking
Focus Inputs, outputs, processes, work plans
(operational
implementation)
Effectiveness, relevance, impact, cost-
effectiveness
(population effects)
Methods Routine review of reports, registers,
administrative
databases, field observations
Scientific, rigorous research design, complex
and
intensive
Information
Source
Routine or surveillance system, field
observation
reports, progress reports, rapid assessment,
program review meetings
Same sources used for monitoring, plus
population-based surveys, vital registration,
special studies
Cost Consistent, recurrent costs spread across
implementation period
Episodic, often focused at the midpoint and
end
of implementation period

28
Types of Evaluation
(a)Mid-term evaluation
Midterm evaluations are undertaken half way through project
implementation to assess whether any changes are required for the
reminder of the project cycle. It is usually a formative evaluation to assess
performance against plans and weather any external or internal factors
changed required an alteration in plan.
(b)End of the Project Evaluation
End of the Project Evaluation is summative and are undertaken at the end of
a project to asses’ performance against intended objectives. These tend to
be externally led to allow for an independence and objectivity.
(c) Impact Evaluation
These are conducted some time after project activities ceases to assess
long term changes achieved relative to a project’s goal and purpose and the
sustainability of the change.

The Evaluation Criteria
29
1.Efficiency 2.Effectiven
ess
3.Impact 4.Relevance 5.Sustainab
ility
GOAL Negative or
Positive
changes
propagated ,
directly or
indirectly, as
a result of
project
implementati
on.
Relevance of
project
outputs,
purposes
and over all
goal to the
priority
needs and
concern of
the
beneficiaries
and national
plan and
policies at
the time of
the
evaluation.
Extent to
which the
recipient
country’s
institutions
can continue
to project
benefits after
external aid
is terminated
OUTCOMES Measure of
the
achievement
of project
purpose,
relative to
the degree
to which
outputs
have
contributed
to purposes
OUTPUTS How of
productivity of
implementation
?
How efficiently
the inputs are
converted into
outputs.INPUT

30
The[
Section V: Project
Information Management

(A) Total of analyzing and using information which has been collected and
stored in order to enable managers(at all levels ) to make informed
decisions.
(B) Management information involves, determining information needed,
collecting and analyzing information shorting and retrieving when it is
needed and using and disseminating it
31
Project Information Management : Concept

Developing Indicator Based Information in Projects
Purpose: To improve the infrastructural facilities in the school for enabling better educational environment for children to go
to school.
Budget
Activities Outputs Outcomes Impacts
Code of conduct for building
construction
Need assessment of physical
facility
Coordination and
collaboration with
stakeholders
Design and estimation of
physical facilities
Formation and orientation of
construction
committee
MoU with the contractor and
school management
committee
Building
Constructions/renovati
on of basic school
facilities
Furnishing of the facilities
Handover of the facility to
the school.
Monitoring and Supervision
R
E
S
U
L
T
S
a) A building construction code of conduct developed.
b) Physical facilities need identified
c) Detail designs and estimation of physical facilities
available
d) Stakeholders consulted for co-funding
e) Construction committees formed and oriented.
f) MoU conducted with school and constriction party.
g) Physical facilities constructed/renovated
h) Physical facilities furnished
i) Physical facilities are handover to the school management
committee.
(a)Schools are
connected with basic
facilities.
(b)Management
committee operate and
manage the facilities
(c)Children are satisfied
with the basic facilities of
the school
Better
physical
learning and
teaching
environment
in the school.
I
N
D
I
C
A
T
O
R
s
a) A document of building code of conduct available.
b) Number and types of physical facilities to be constructed
identified.
c) No of meetings, workshops conducted with stakeholders
d) MoU document available among the school and
constructing party
e) No of construction committee formed
f) No of orientation training conducted to the construction
committee
g) Number of physical facilities constructed /renovated
h) Total beneficiaries of physical facilities
i) No of people trained in operation and maintenance.
j) Number and types of furnishing equipment available
k) Number of social audits and handover ceremony
conducted.
(a)Number of school
with basic physical
facilities
(b)Number and types of
renovation made by
school management
committee
©% of student satisfied
with the physical
facilities
% of school
meeting the
physical
standard set
by GoN.
Number of
GNI school
recognized as
the model
school locally.

33
Output
7.1.1 Support
of water
supply
# of water supply facility construction
or installation(new)
# of water supply facility renovated /
repaired
# of improved water distributed
(ex. Water filter, bottle water, etc)
# of implementation of water quality
test
# of beneficiaries
Stage 1 : The Indicator

34
Stage 2 : Transfer of Indicator into tracking
sheets and collection of data
CDP
School/Mu
nicipality/
VDC-Ward
Water
supply
facility
constructi
on
type(*1)
Target (*2)
Wate
r
quali
ty
teste
d
(*3)
New
Instal
latio
n(*4)
Renovati
on(*4)
Repai
r(*4)
Beneficiarie
s(*5)
Year Remarks
Sangla Saraswoti PS Tap School Yes 1 2 1 250 2014
Sangla
Dibya Jyoti
PS Tap School Yes 0 5 0 278 2014
Sangla Phutung Reservior Community Yes 1 0 0 335 2014

35
Stage 3 : CDP Level Data
School_CBOs * Water_Supply_facility_construction_type Cross tabulation
Count
Water_Supply_facility_construction_t
ype
Total
Reservior Tap
School_CBOs
Dibya Jyoti PS 0 1 1
Phutung 1 0 1
Saraswoti PS 0 1 1
Total 1 2 3

36
Stage 4 : CDP Level Data
CDP * Water_Supply_facility_construction_type Cross tabulation
Count
Water_Supply_facility_construction _type Total
Hill Tank Reservior Tap
CDP
Sangla 0 1 2 3
Badikhel 1 0 1 2
Lele 1 0 1 2
Total 2 1 4 7

37
Stage 5 : AO Level Data
CDP * Water_Supply_facility_construction_type Cross tabulation
Count
Water_Supply_facility_construction _type Total
Hill Tank Reservior Tap
CDP
Sangla 0 1 2 3
Badikhel 1 0 1 2
Lele 1 0 1 2
Total 2 1 4 7

38
Stage 6 : HO Level Data
GN Area office * Water_Supply_facility_construction_type Cross tabulation
Water_Supply_facility_construction_type Total
Hand Pump Hill Tank Reservoi
r
Tap
GN Area
office
Kathmandu Valley
Count 0 2 1 4 7
% of
Total
0.0% 7.7% 3.8% 15.4% 26.9%
Kailali
Count 8 0 0 0 8
% of
Total
30.8% 0.0% 0.0% 0.0% 30.8%
Kaski
Count 0 1 1 3 5
% of
Total
0.0% 3.8% 3.8% 11.5% 19.2%
Mugu
Count 0 0 0 2 2
% of
Total
0.0% 0.0% 0.0% 7.7% 7.7%
Dadeldhura
Count 0 2 0 2 4
% of
Total
0.0% 7.7% 0.0% 7.7% 15.4%
Total
Count 8 5 2 11 26
% of
Total
30.8% 19.2% 7.7% 42.3% 100.0%

39
Flow of Information from CBOs-CDPs-AOs-HO

40
Frequency of Collection of Information
Result Statement Roles Means Frequency End product for
GNI
Impact GNI HO/M&E
Department
External consulting
firms
after every 5 years of
project duration
Impact Evaluation
Report
Outcome GNI HO/M&E
Department/
External consulting
firms
After 2.5 years of
project completion
Midterm Evaluation
Reports
Output/
Outcome Status
Report
HO/AO/CDP/ Concerned
Departments and
staff at HO/AO/CDP
Annual Annual
Output HO/AO/CDP/ Concerned
Departments and
staff at HO/AO/CDP
Periodic( half yearly,
Annual )
RRRR and monthly
activity completion
reports

41
The[
Section VI:
Elements of Result Based
Reports

A Report should reflect as many of the following elements possible ;
1. Plan Versus Actual results at various level of result chain (ie at output, outcome
and impact level).Any variance from approved PoA must be reported.
2. Plan versus actual in fund disbursed with explanation in any variance .
3. A narrative description of the key activities undertaken during the reporting
period.
4. Key factors ( management ) issues or challenges affecting the achievement of
results.
5. Status update of community contribution( in kind or cash) in inputs.
6. Update of beneficiary reach( beneficiary data)
7. Identification of new and emerging risks.
8. Information on any modification in approved PoA.
9. Lesson learned on key success factors
10.Degree of sustainability of results over a period of time.
Elements of Project Report :

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The[
THANK YOU

M&E Workshop 2015 Objectives

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