Monitor and Evaluate Implementation of Land Use Plan.pptx

Monitor and Evaluate Implementation of Land Use Plan
Prepared By:- Solomon Eshete
4/8/2023 1

LEARNING OUTCOMES
At the end of the module the learner will be able to:-
LO1. Set the period of monitoring and evaluation (M&E) for
each planned activities
LO2. Conduct monitoring and evaluation
LO3. Collecting feedback and revising the plan
4/8/2023 2

Unit Descriptor
This unit of competence covers the knowledge, skills and attitude required to
set:-
the time for monitoring and evaluation of implementation of land use plan.
It includes managing of each planned activities, conducting participatory
monitoring and evaluation and revise the land use plan.
4/8/2023 3

LEARNING OUTCOMES
LO1. Set the period of monitoring and evaluation
(M&E) for each planned activities
4/8/2023 4

1.1 Concept and Definitions
Land-use planning: - means the systematic assessment of physical, social and economic
factors in such a way as to encourage and assist land users in selecting options
that increase their productivity, sustainability and meet the needs of
society.
 It is the systematic assessment of land and water potential, alternatives for land use and
economic and social conditions in order to select and adopt the best land-use options.
Its purpose is to select and put into practice those land uses that will best meet the needs of the
people while safeguarding resources for the future.
Assignment-1
Q1. What are the physical, social and economic factors of Land?
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…concept and definitions---cont..
Monitoring is the routine collection and analysis of information to track
progress against set plans and check compliance to established standards.
 It helps identify trends and patterns, adapt strategies and inform
decisions for project/programme management.
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6

…concept and definitions---cont.
Land evaluation is the process of assessment of land performance when
used for specific purposes, involving the execution and interpretation of
surveys and studies of land forms, soils, vegetation, climate and other
aspects of land in order to identify and make a comparison of promising
kinds of land use in terms of applicable to the objectives of the evaluation.
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1.2 Setting Regular Monitoring
Conducting Continuous follows up and supervision throughout any land use
planning, implementation and Management Practice is important.
This follow up may upon Regular ongoing/progress monitoring of daily,
weekly, monthly and quarterly based on work place regulation.
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1.3 Preparing Performance Evaluation Plan
Evaluations involve identifying and reflecting upon the effects of what has
been done and judging their worth.
Their findings allow project/program managers, beneficiaries,
partners, donors and other project/program stakeholders to learn from
the experience and improve future interventions.
4/8/2023

…Preparing performance evaluation plan…
Evaluation questions and the legal frame work of land management/land use
action plan are:-
Sustainability
 Are the benefits likely to be maintained for an extended period after
assistance ends?
Relevance
Were the operation’s objectives consistent with beneficiaries’ needs and with
land use policies?
Effectiveness
Were the operation’s objectives achieved?
Did the outputs lead to the intended outcomes?
10

…preparing performance evaluation plan…
Impact
What changes did the project bring about?
Were there any unplanned or unintended changes?
Efficiency
Were stocks of items available on time and in the right quantities and quality?
Were activities implemented on schedule and within budget?
Were outputs delivered economically?
Cost-effective and timely?
4/8/2023 11

…preparing performance evaluation plan…
There is a range of evaluation types which can be categorized in a variety of ways and
Summarizes into three general categories:-
 According Evaluation Timing
 According to who conducts the evaluation
 According to Evaluation technicality/Methodology
It is important to remember that the categories and types of evaluation are not mutually
exclusive and are often used in combination.
For instance, a final external evaluation is a type of summative evaluation and may
use participatory approaches.
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According Evaluation Timing
Formative evaluations:- occur during project/program implementation to improve
performance and assess compliance.
Summative evaluations:- occur at the end of project/program implementation to
assess effectiveness and impact.
Mid-term evaluations:- are formative in purpose and occur midway through
implementation.
 Typically, this does not need to be independent or external, but may be according
to specific assessment needs.
Final evaluations:- are summative in purpose and are conducted (often externally) at
the completion of project/program implementation to assess how well the project/
program achieved its intended objectives.
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According to who conducts the evaluation
Internal or self-evaluations:- are conducted by those responsible for
implementing a project/program.
They can be less expensive than external evaluations and help build staff capacity
and ownership.
External or independent evaluations:- are conducted by evaluator(s) outside of
the implementing team, lending it a degree of objectivity and often technical expertise.
These tend to focus on accountability.
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 According to Evaluation technicality/Methodology
Real-time evaluations (RTEs):- are undertaken during project/program
implementation to provide immediate feedback for modifications to improve
Meta-evaluations:- are used to assess the evaluation process itself.
Some key uses of meta-evaluations include:-
take inventory of evaluations to inform the selection of future evaluations
combine evaluation results
check compliance with evaluation policy and good practices
assess how well evaluations are disseminated and utilized for organizational
learning and change and etc.
Ex-post evaluations:- are conducted some time after implementation to assess
long term impact and sustainability.
15

….According to Evaluation technicality/Methodology…
Participatory evaluations:- are conducted with the beneficiaries and other
key stakeholders, and can be empowering, building their capacity,
ownership and support.
Joint evaluations:- are conducted collaboratively by more than one
implementing partner, and can help build consensus at different levels,
credibility and joint support.
Impact evaluations:- focus on the effect of a project/program, rather than
on its management and delivery.
4/8/2023

Evaluation Standard guide to how we evaluate our land use plan are:-
Utility:- Evaluations must be useful and used.
Feasibility:- Evaluations must be realistic, diplomatic and managed in a sensible, cost-
effective manner.
Ethics and legality:- Evaluations must be conducted in an ethical and legal manner, with
particular regard for the welfare of those involved in and affected by the evaluation.
4/8/2023 17

…Evaluation Standard guide to how we evaluate our land use plan are:-
Impartiality and independence:- Evaluations should provide a comprehensive
and unbiased assessment that takes into account the views of all stakeholders.
With external evaluations, evaluators should not be involved or have a vested
interest in the intervention being evaluated.
Transparency:- Evaluation activities should reflect an attitude of openness and
transparency.
Accuracy:- Evaluations should be technically accurate, providing sufficient
information about the data collection, analysis and interpretation methods so that its
worth or merit can be determined.
18

…Evaluation Standard guide to how we evaluate our land use plan are:-
Participation:- Stakeholders should be consulted and meaningfully involved in the
evaluation process when feasible and appropriate.
Collaboration:- Collaboration between key operating partners in the evaluation
process improves the legitimacy.
4/8/2023
19

LEARNING OUTCOMES
LO1. Set the period of monitoring and evaluation (M&E) for each planned
activities
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The main difference between monitoring and evaluation is their timing and focus of
assessment.
Monitoring is ongoing and tends to focus on what is happening.
Evaluation is conducted at specific points in time to assess how well
it happened and what difference it made.
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2.1 Concepts of Monitoring and Evaluation
What is monitoring and evaluation?

…monitoring and evaluation…
Monitoring and evaluation is a process of continual
gathering of information and assessment of it to highlight
whether there are any unintended (positive or negative)
effects from a project and its activities.

…monitoring and evaluation…
 In broad terms, monitoring is carried out in order to track progress and
performance.
 On the other hand, evaluation is a more generalized assessment of data or
experience to establish to what extent the initiative has
achieved its goals or objectives.
4/8/2023

The Differences Between Monitoring and Evaluation
 Monitoring is the continuous collection of data on specified indicators to assess for a
development intervention (project, program or policy) its implementation in relation to
activity schedules and expenditure of allocated funds, and its progress and achievements in
relation to its objectives.
 Evaluation is the periodic assessment of the design, implementation, outcomes and impact
of a development intervention.
It should assess the relevance and achievement of objectives, implementation
performance
in terms of effectiveness and efficiency, and the nature, distribution and
sustainability of impacts.
4/8/2023 24

…Concepts of Monitoring and Evaluation…
Monitoring data is typically used by managers for ongoing project/program
implementation, tracking outputs, budgets, compliance with procedures, etc.
Evaluations may also inform implementation (e.g. a midterm evaluation),
but they are less frequent and examine larger changes (outcomes) that require
more methodological rigor in analysis, such as the impact and relevance of
an intervention.
4/8/2023 25

Summaries of the key Differences between MONITORING and EVALUATION
Monitoring & Revision Evaluation
Why?  Check progress, inform
decisions and remedial action,
update project plans, support
accountability
 Assess progress and worth, identify
lessons and recommendations for
longer-term planning and organizational
learning; provide accountability
When?  Ongoing during project/
program
 Periodic and after project/program
Who?  Internal, involving project/
program implementers
 Can be internal or external to
organization
Link to
logical
hierarchy
 Focus on inputs, activities,
outputs and shorter-term
outcomes
 Focus on outcomes and overall goal
26

2.2 Preparing checklists
 Checklists are Prepared to collect information based on Planned Activities
by the following steps
Step 1: Identify purpose and scope of M&E System
Activities
Review the project/program’s operational design
Identify key stakeholder informational needs and expectations
Identify any M&E requirements
Scope major M&E events and functions of the M&E system

…preparing checklists…
Step 2: Plan for data collection and Management
Activities
Develop an M&E plan table
Assess the availability of secondary data
Determine the balance of quantitative and qualitative data
Triangulate data collection sources and methods
Determine sampling requirements
Prepare for any surveys
Prepare specific data collection methods/tools
Establish stakeholder complaints and feedback mechanisms
Establish project/program staff/volunteer review mechanisms
Plan for data management
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Step 3: Plan for data analysis
Activities
Develop a data analysis plan, identifying the:-
Purpose of data analysis
Frequency of data analysis
Responsibility for data analysis
Process for data analysis
Follow the key data analysis stages:
Data preparation
Data analysis
Data validation
Data presentation
29

Step 4: Plan for information reporting and utilization
Activities
Anticipate and plan for reporting:-
Needs/audience
Frequency
Formats
People responsible
Plan for information utilization:-
Information dissemination
Decision-making and planning
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Step 5: Plan for M&E human resource and capacity building
Activities
Assess the project/program’s HR capacity for M&E
Determine the extent of local participation
Determine the extent of outside expertise
Define the roles and responsibilities for M&E
Plan to manage project/program team’s M&E activities
Identify M&E capacity-building requirements and opportunities
31

Step 6: Prepare M&E Budget
Activities
Itemize M&E budget needs
Incorporate M&E costs into the project/program budget
Review any donor budget requirements and contributions
Plan for cost contingency
32

2.3 Making Decision on sharing Responsibilities
To carryout monitoring and evaluation, it is important that making decision on sharing
responsibilities to ensure community participation.
In land use planning management, there are two key considerations that can aid the use of
information in decision-making and land use planning:-
1.Stakeholder dialogue
Stakeholder discussion and feedback on information is critical for building understanding and
ownership, and informing the appropriate response.
This process can begin during the analysis, review and revision of reporting information, and can
correspond with information dissemination outlets, such as meetings, seminars and
workshops organizational reporting and follow-up procedures.
4/8/2023 33

…Making Decision on sharing Responsibilities…
2. Management response
Specific procedures for documenting and responding to information
findings and recommendations (often called “management response”)
should be built into the project/program management system.
At the project/program level, this can be a management action plan with
clear responses to key issues identified in a management or evaluation
report.
4/8/2023 34

2.4. Materials for collecting information
There are different materials used to gather information. Some of this material may
include, but not limited to:
Land use policy documents
Resource data
Land suitability map
Land capability map
Land use plan procedures and formats
Stationary materials
GIS software
GPS
4/8/2023 35

…materials for collecting information…
Land Suitability Maps: - indicates the suitability of each land unit
for each land-use type. While
Land use capability maps: - are maps created to represent the potential
uses of a "unit" of land.
4/8/2023 36

2.5 Participating Community & Other Stakeholder on Monitoring and
Evaluation
 Who are Community & Stakeholder ?
 PleaseDiscussingroupof 1to5andWritetheAnswer(outof15%)
May include but not limited to:-
 Men, women, youth, marginalized groups, Local NGOs, Government
agencies.
4/8/2023 37

…Participating Community & Other Stakeholder on Monitoring and Evaluation…
Stakeholders have the right and the responsibility to
know what is happening in the programme or
project, which aspects need corrective action, what
the results are, and which lessons can be learned and
shared with one another, but they should not
simply be recipients of monitoring and
evaluation reports.
4/8/2023 39

 One effective way for stakeholders to contribute to the achievement of
programme or project objectives is to be directly involved in the
monitoring and evaluation process in the formulation of critical questions and
in the collection and analysis of data.
 This enables them to participate directly in the assessment of the relevance,
performance and success of the programme or project and in recommending
how to improve the quality of current and future innervations.
During community participation, use Participatory rural
appraisal (PRA) techniques
4/8/2023 40

Assignment-2
Q2. What is Participatory rural appraisal (PRA)? What techniques it
involves?
Participatory rural appraisal (PRA) is an approach used by non-governmental organizations (NGOs) and other
agencies involved in international development. The approach aims to incorporate the knowledge and opinions of
rural people in the planning and management of development projects.
The basic techniques used include:-
Understanding group dynamics, e.g. through learning contracts, role reversals, feedback sessions
Surveying and sampling, e.g. transect walks, wealth ranking, social mapping
Interviewing, e.g. focus group discussions, semi-structured interviews, triangulation
Community mapping, e.g. Venn diagrams, matrix scoring, ecograms, timelines
A Venn diagram is an illustration that uses circles to show the commonalities and differences between
things or groups of things
To ensure that people are not excluded from participation, these techniques avoid writing wherever
possible, relying instead on the tools of oral communication and visual communication such as
pictures, symbols, physical objects and group memory. Efforts are made in many projects, however, to
build a bridge to formal literacy; for example by teaching people how to sign their names or recognize
their signatures. Often developing communities are reluctant to permit invasive audio-visual
recording.
4/8/2023 41

How do you involve stakeholders in monitoring and evaluation?
The first step is to identify the key stakeholders who in some
significant way are affected by, or involved in the programme or
project during its lifetime and beyond.
The second is to provide for mechanisms that will allow stakeholders to
interact with each other in a meaningful way not only in monitoring and
evaluation but earlier, starting at the pre-formulation stage and
continuing during formulation and implementation.
4/8/2023 42

2.6 Collecting and organizing information
 Collecting and organizing information to take corrective measures based on
progress report is important.
 In evaluating of the comprehensive land use plan shall use the following general
criteria as well as any more specific criteria contained in respective elements of the
plan.
►Review impact of changing conditions, update appropriate baseline data and
review evolving issues including major shifts in the magnitude,
distribution, and/or characteristics of the:-
 Land use
 Transportation system
 Housing needs supply and demand
 Natural resources
4/8/2023 43
 Public facilities and services
 Park and recreation system
 Financial management resources

…collecting and organizing information…
Then, Identify problems and Develop intervention
measure based on feedback, community need gap.
Finally, Reviewing evaluation report by involvement
of relevant stakeholders to decide for future actions in
accordance with standard.
44

LEARNING OUTCOMES
LO1. Set the period of monitoring and evaluation (M&E) for each planned activities
4/8/2023 45

3.1 Identifying land use problems
Land use problems that are identified through monitoring and evaluation and
which demands assistance from outside are sorted.
Identify Problem and Prioritize Major Land Use Planning and Development Problems
The evaluation and appraisal report shall identify major planning and development
problems such as the location and distribution of land uses and related
adverse physical, economic, social, or environmental impacts.
4/8/2023 46

3.2 Communicating institutions for backstopping
Institutions that could be communicated for backstopping are identified
based on types of technologies implemented.
 A backstop is a financial arrangement that creates a secondary source of funds in case the primary source is not enough to meet current needs.
The evaluation and appraisal report shall stimulate recommendations concerning new
or modified goals, objectives or policies needed to resolve problems or
issues identified during the land use planning and evaluation process.
4/8/2023 47

3.3 Backstopping cases
Cases that need backstopping are provided to relevant higher bodies
following work place procedure.
 Based on this, strive to stop environmental, social, economical
problem and choose best sustainable land use planning
for Satisfied community need.
4/8/2023
48

3.4 Checking the Goal
By analysis of the data collected, compare what has been achieved with
what was intended.
Identify problems in the implementation of the plan.
The evaluation report shall describe the nature and extent of unanticipated
and previously unforeseen problems and opportunities occurring since:-
 the plan adoption or
 the preparation of the latest evaluation and
appraisal report, whichever is most recent.
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49

…..Checking the Goal…
There are different reasons for failure of the plan:-
The first is that the plan was found to be based on incorrect
assumptions;
for example, that low crop yields were caused by a lack
of fertilizer when in fact the major constraint is water.
4/8/2023 50

3.4 Initiating modifications to revising the plan
For minor changes, this can be at the level of the implementing
agencies.
For more substantial changes, it requires revision of the land
use plan, must be referred to decision-makers.
4/8/2023 51

3.5 Revising the plan and Re-designing the program
By analysis of the data collected, compare what has been achieved with
what was intended.
Then, identify problems in the implementation of the plan, or in the
data or assumptions on which the plan is based.
Base on this, the evaluation report shall describe:-
 the nature and extent of unanticipated and previously unforeseen
problems and
Opportunities occurred
4/8/2023

…revising the plan and re-designing…
Finally, revision under take through:-
Goals are checked if they are still valid and redefined
Modifications are initiated to revise the plan.
Redesigning program is performed based on periodic evaluation.
4/8/2023
53

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