monitoring and evaluation

1. MODULE 6: MONITORING AND
EVALUATION (M&E) FOR A SMALL-
SCALE PROJECT
BY
STEPHEN KIRAMA
UNIVERSITY OF DAR ES SALAAM

2. LEARNING OBJECTIVES
1: SET M&E OBJECTIVES
2: DEFINE INDICATORS
3: DEVELOP DATA COLLECTION TECHNIQUES
4: ASSIGN RESPONSIBILITIES
5: ESTABLISH BASELINE
6: MONITORING TOOLS
7: EVALUATION METHODS
8: REPORTING AND FEEDBACK
9: TIPS FOR SMALL SCALE PROJECT M&E

3. DEFINITION
• MONITORING IS THE CONTINUOUS TRACKING OF PROJECT ACTIVITIES TO ENSURE THEY ARE
ON TRACK AND RESOURCES ARE USED EFFICIENTLY.
• EVALUATION IS THE SYSTEMATIC ASSESSMENT OF THE PROJECT’S PERFORMANCE AND
RESULTS, USUALLY AT MID-TERM OR END-TERM, TO DETERMINE EFFECTIVENESS, IMPACT, AND
LESSONS LEARNED.
• FOR SMALL-SCALE PROJECTS, M&E CAN BE SIMPLER BUT STILL SYSTEMATIC. IT CAN COVER
EIGHT (8) KEY ASPECTS WHICH ARE:

4. 6.1: SET
M&E
OBJECTIVES
Determine why you are monitoring and evaluating the
project. Common objectives to undertake M&E are:
Ensure project activities are implemented as planned.
Measure progress toward objectives.
Identify problems early and adapt accordingly.
Demonstrate results to stakeholders.
Improve future project design.

5. 6.2: DEFINE INDICATORS
• INDICATORS ARE SPECIFIC, MEASURABLE SIGNS OF
PROGRESS OR SUCCESS.
TIPS:
• USE SMART INDICATORS (SPECIFIC, MEASURABLE,
ACHIEVABLE, RELEVANT, TIME-BOUND).
• KEEP INDICATORS LIMITED (5–10 KEY INDICATORS FOR
SMALL PROJECTS).

6. 6.3: DEVELOP DATA COLLECTION TECHNIQUES
• DECIDE WHAT DATA YOU NEED FOR EACH INDICATOR.
• DATA CAN BE PRIMARY DATA AND SECONDARY DATA. PRIMARY DATA ARE RAW DATA THAT
ARE COLLECTED FROM THE FIELD, WHILE SECONDARY DATA, ARE PREVIOUSLY COLLECTED AND
PUBLISHED DATA. EXAMPLE, ECONOMIC GROWTH DATA, INFLATION DATA ETC.

7. CONT…
• CHOOSE DATA COLLECTION METHODS APPROPRIATE TO THE PROJECT SIZE:
• SURVEYS OR QUESTIONNAIRES
• INTERVIEWS OR FOCUS GROUPS
• OBSERVATION CHECKLISTS
• PROJECT RECORDS/LOGBOOKS
• FREQUENCY:
• MONTHLY OR QUARTERLY FOR MONITORING
• MID-TERM AND END-TERM FOR EVALUATION

8. Example:
Task Responsible Person
Collect data on activities Field officer / volunteer
Record data Project coordinator
Analyze and report Project manager
• FOR SMALL-SCALE PROJECTS, THE
PROJECT MANAGER, THE OWNER
OF THE PROJECT, THE SOLE
PROPRIETOR OFTEN OVERSEES
M&E.
• INVOLVE STAFF OR VOLUNTEERS
FOR DATA COLLECTION AND
REPORTING.
6.4: ASSIGN
RESPONSIBILITIES

9. 6.5: ESTABLISH BASELINE
• COLLECT INITIAL DATA BEFORE STARTING THE PROJECT.
• PROVIDES A REFERENCE POINT TO MEASURE CHANGES AND IMPACT.
• EXAMPLE:
• BASELINE: 40% OF HOUSEHOLDS USE CLEAN WATER
• TARGET: 70% BY PROJECT END

10. 6.6: MONITORING TOOLS
• CHECKLISTS: TRACK ACTIVITIES COMPLETED.
• PROGRESS REPORTS: SHORT REPORTS ON OUTPUTS AND MILESTONES.
• GANTT CHARTS: VISUALIZE ACTIVITY TIMELINES.
• SIMPLE SPREADSHEETS: TRACK INDICATORS AND BUDGET.

11. Example Table for Monitoring:
Indicator Baseline Target Current Status
Remarks / Action
Needed
Number of people
trained
0 50 30
Conduct additional
sessions
Community clean water
usage
40% 70% 50%
Organize awareness
campaigns

12. 6.7: EVALUATION METHODS
• FORMATIVE EVALUATION: CONDUCTED DURING PROJECT TO IMPROVE ACTIVITIES.
• SUMMATIVE EVALUATION: CONDUCTED AT THE END TO ASSESS OVERALL SUCCESS.
• ELABORATION FOR FORMATIVE AND SUMMATIVE EVALUATION: WHEN A COOK TASTE THE
SOUP IN THE KITCHEN, THAT IS FORMATIVE EVALUATION, WHEN THE DINNERS TASTE THE SOUP
IN THE DINING TABLE, THAT IS SUMMATIVE EVALUATION.

13. CONT…
METHODS:
• COMPARE BASELINE VS ENDLINE DATA.
• INTERVIEWS OR FOCUS GROUPS WITH BENEFICIARIES.
• OBSERVATION OF CHANGES IN BEHAVIOR OR USAGE.

14. 6.8: REPORTING AND FEEDBACK
• PREPARE SIMPLE REPORTS FOR STAKEHOLDERS.
• SHARE LESSONS LEARNED AND RECOMMENDATIONS FOR IMPROVEMENT.
• USE VISUAL AIDS LIKE CHARTS AND GRAPHS FOR CLARITY.

15. 6.9: TIPS FOR SMALL SCALE PROJECT M&E
Keep it simple
and manageable;
avoid too many
indicators.
1
Use existing data
where possible to
save resources.
2
Train
staff/volunteers on
data collection
methods.
3
Review M&E
findings regularly
and adapt project
activities.
4
Focus on learning
as much as
accountability.
5

16. THANK YOU!