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Monitoring and Evaluation orientation for Project Management
Summary of Objectives: Monitoring & Evaluation for Smarter Project Impact Introduce Results-Based Management (RBM): Emphasize shifting from tracking activities and resources to focusing on measurable results and meaningful change. Clarify Key M&E Concepts: Define Monitoring and Evaluation using OECD-DAC standards, highlighting their role in tracking progress, improving decision-making, and learning. Explain the MEL Plan: Outline the structure and purpose of a Monitoring, Evaluation, and Learning (MEL) Plan, emphasizing how it supports accountability, learning, and adaptive management. Develop Theories of Change and Results Frameworks: Demonstrate how to map out Theory of Change, define Results Chains, and build Results Frameworks (RFW) that show logical links between activities, outputs, outcomes, and impact. Introduce SMART Indicators: Guide participants in developing indicators that are Specific, Measurable, Achievable, Relevant, and Time-bound, with baselines and targets. Practice Application through Case Study: Use the example of a project on "Empowering Immigrant Entrepreneurs" to practice building results chains, identifying assumptions, and applying M&E tools. Promote Integration Between Workplan and MEL Plan: Reinforce the importance of aligning the project’s workplan (what and when) with the MEL plan (how and why), ensuring coherence and effective performance tracking. Highlight the Value of Measuring Results: Stress the role of M&E in identifying success, learning from challenges, and building support through evidence-based results.
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Monitoring and Evaluation orientation for Project Management
- 1. 1 Beyond Deliverables Introducing Monitoring& Evaluation for Smarter Project Impact April 12, 2025
- 2. 2 Agenda Monitoring & Evaluationfor Smarter Project Impact Understanding Results-Based Management (RBM) Introduction to Monitoring & Evaluation (M&E) Core M&E Plan Components Theory of Change (ToC) Results Framework (RFW) Assumptions: SMART Indicators How M&E Enhances PM & Impact Aligning the M&E Plan with the Workplan Causal Model Logic
- 3. Robert Chambers – DevelopmentManagementThinker and Pioneer of Participatory Approaches “It’s not just about counting things, but about making things count.” 3 Monitoring & Evaluation for Smarter Project Impact
- 4. Results-Based Management RBM: It is a strategic management approach that focuses on achieving specific, measurable results rather than just completing activities or using resources. 4 Monitoring & Evaluation for Smarter Project Impact
- 5. 5 ResourcesVs Results BasedManagement (RBM)? It’s not just about what you do (Activities), but what you achieve (Results) Monitoring & Evaluation for Smarter Project Impact
- 6. 6 Monitoring: “A continuingfunction that uses systematic collection of data on specified indicators to provide management and the main stakeholders of an ongoing development intervention with indications of the extent of progress and achievement of objectives and progress in the use of allocated funds.” (OECD-DAC, 2010) Monitoring & Evaluation OECD-DAC Monitoring & Evaluation for Smarter Project Impact
- 7. 7 "You can't improvewhat you don't measure,“ Peter Drucker Management Consultant, educator, and author Monitoring OECD-DAC Monitoring & Evaluation for Smarter Project Impact
- 8. 8 “The systematic andobjective assessment of an ongoing or completed project, programme or policy, its design, implementation and results. The aim is to determine the relevance and fulfillment of objectives, development efficiency, effectiveness, impact and sustainability.” (OECD-DAC, 2010) Evaluation : Monitoring & Evaluation for Smarter Project Impact
- 9. 9 Evaluation "Evaluation is notabout proving, it's about improving.” – Michael Quinn Patton former president of the American Evaluation Association Monitoring & Evaluation for Smarter Project Impact
- 10. 10 Is a periodicassessment that looks at how well a project or program is working, whether it’s making a difference, and how it can be improved. Monitoring & Evaluation S i m p l y Is the regular and ongoing process of collecting information to check if a project is being implemented as planned, and whether it's on track to achieve its goals. Monitoring & Evaluation for Smarter Project Impact
- 11. 11 Evaluation is a periodicassessment that looks at how well a project or program is working, whether it’s making a difference, and how it can be improved. Monitoring & Evaluation S i m p l y Monitoring is the regular and ongoing process of collecting information to check if a project is being implemented as planned, and whether it's on track to achieve its goals. Monitoring & Evaluation for Smarter Project Impact
- 12. 12 Monitoring, Evaluation and LearningPlan MEL Plan (Monitoring, Evaluation, and Learning Plan) is to provide a clear, structured framework for how a project or program will measure its performance, assess its effectiveness, and use evidence to improve decision-making and learning throughout its lifecycle. Monitoring & Evaluation for Smarter Project Impact
- 13. 13 Define a clearTheoryof Change (ToC) and Results Framework (RFW) Identify assumption and risks that may influence progress Identify SMART Indicators with baseline and targets Develop Monitoring and Evaluation (M&E) system to track and assess Establish feedback loops for learning and adaptation MEL Plan key components: Monitoring & Evaluation for Smarter Project Impact
- 14. 14 Theory of Change(ToC) or Development Hypothesis: Monitoring & Evaluation for Smarter Project Impact Showing how and why a given set of activities will lead to specific change. If/Then” logic Through activities Assuming that…. Your Strategic RoadMap
- 15. 15 Theory of Change(ToC) example: Monitoring & Evaluation for Smarter Project Impact Project: Empowering Immigrant Entrepreneurs If immigrants are provided with startup grants, business development training, and mentorship, and if they are connected to local markets and financial services, they are more capable to launch and sustain successful small businesses. Then this will lead to increased household income, greater financial independence, and stronger integration into the local economy. Over time, this contributes to Strengthening an inclusive economic growth and social cohesion
- 16. 16 • A structuredrepresentation of project objectives and their causal relationships. • Typically includes: • Outputs: Immediate results from activities • Outcomes: Medium-term changes • Impact: Long-term change Monitoring & Evaluation for Smarter Project Impact Results Framework (RFW):
- 17. What Is Result? Ameasurable change whether short-term, medium-term, or long-term that happens directly or indirectly because of a project’s activities. 17 Monitoring & Evaluation for Smarter Project Impact --- Result Chain --- Inputs Activities Outputs Outcomes Impact
- 18. 18 Results Chain example: Monitoring& Evaluation for Smarter Project Impact Project: Empowering Immigrant Entrepreneurs If immigrants are provided with startup grants, business development training, and mentorship, and if they are connected to local markets and financial services, they are more capable to launch and sustain successful small businesses. Then this will lead to increased household income, greater financial independence, and stronger integration into the local economy. Over time, this contributes to Strengthening an inclusive economic growth and social cohesion Input>Activities>Outputs…Outcomes>Goal
- 19. Define the ResultsChain for a project Empowering Immigrant Entrepreneurs 19 Monitoring & Evaluation for Smarter Project Impact Level Elements Inputs Activities Outputs Outcomes Impact “Let’s Practice: Build a Results Chain” “ L e t ’ s P r a c t i c e ”
- 20. Define the ResultsChain for a project 20 Monitoring & Evaluation for Smarter Project Impact Level Elements Inputs - Startup grants - Business development training Activities - Deliver entrepreneurship workshops - Provide one-on-one mentoring Outputs - Immigrant entrepreneurs equipped with business plans - Immigrant receive grants Outcomes - Immigrants successfully launch and manage small businesses - Greater financial independence - Enhanced financial literacy and resilience Impact - Strengthening an inclusive economic growth and social cohesion “ L e t ’ s P r a c t i c e ” Empowering Immigrant Entrepreneurs
- 21. 21 RFW : Structured,visual representation that explains how a project or program is expected to achieve its desired outcomes. It illustrates the logical relationships between the that presents the relationships among outputs, outcomes, and goal for the program. Monitoring & Evaluation for Smarter Project Impact Strengthening an inclusive economic growth and social cohesion -Indicator X number receive grants -Indicator Ouput2 -Indicator Immigrant entrepreneurs equipped with business plans -Indicator Greater financial independence -Indicator Enhanced financial literacy and resilience -Indicator Assumptions: 1- MEL- Key Concepts &Tools
- 22. 22 Monitoring & Evaluationfor Smarter Project Impact Identify Assumptions: External factors that may affect success and adjust accordingly. T h i n k a b o u t Behind that logic is a set of beliefs and assumptions that support our expectations about how change will occur. Assumptions are the “Hidden Glue" between levels of the results chain Empowering Immigrant Entrepreneurs Assumptions:
- 23. 23 Monitoring & Evaluationfor Smarter Project Impact Empowering Immigrant Entrepreneurs Assumptions: - Legal and policy environments support immigrant entrepreneurship, - Business ecosystems are accessible, - Immigrants are committed - Cultural barriers can be addressed.
- 24. 24 Monitoring & Evaluationfor Smarter Project Impact Identify SMART Indicators with baseline and targets (Specific, Measurable,Achievable, Relevant,Time-bound) Empowering Immigrant Entrepreneurs T h i n k a b o u t Level Elements Indicator Inputs Startup grants Activities Deliver entrepreneurship workshops Outputs Immigrant entrepreneurs equipped with business plans Outcomes Immigrants successfully launch and manage small businesses Impact Strengthening an inclusive economic growth and social cohesion
- 25. 25 Monitoring & Evaluationfor Smarter Project Impact Empowering Immigrant Entrepreneurs Level Element Indicator Inputs Startup grants • # of startup grants allocated for the program Activities Deliver entrepreneurship workshops • # of entrepreneurship workshops delivered Outputs Immigrant entrepreneurs equipped with business plans • % of immigrant entrepreneurs developed business plans Outcomes Immigrants successfully launch and manage small businesses • % of supported businesses still operating after 12 months Impact Strengthening an inclusive economic growth and social cohesion • % of households reporting increased income after business startup
- 26. 26 How MEL SupportsProject Management in Achieving Impact Monitoring & Evaluation for Smarter Project Impact Clarifies Goals and Strategy Provides Real-Time Feedback Informs Better Decisions Builds Accountability andTrust Promotes Learning and Adaptation
- 27. Harmoney between MELPlan and Workplan 27 Causal Model How? Why? Workplan MEL Plan The workplan outlines what the project will do and when The MEL plan outlines how to track project's progress to achieve results Goal -Indicator -Indicator Output1 -Indicator -Indicator Ouput2 -Indicator -Indicator Output3 -Indicator -Indicator Outcome1 -Indicator -Indicator Outcome2 -Indicator -Indicator
- 28. Monitoring & Evaluationfor Smarter Project Impact Power of Measuring Results! If you do not measure results, you cannot tell success from failure If you cannot see success, you cannot reward it If you cannot reward success, you are probably rewarding failure If you cannot see success, you cannot learn from it If you cannot recognize failure, you cannot correct it If you can demonstrate results, you can win support 28
- 29. 29 Maram Barqawi Monitoring, Evaluationand Learning Advisor mbarqawi@hotmail.com marambarqawi@gmail.com
Editor's Notes
- #3 British academic, development practitioner, and author, best known for his pioneering work on participatory development, rural poverty, and development management.
- #5 RBM ensures that all planning, implementation, monitoring, and evaluation efforts are aligned to deliver meaningful and sustainable changes for beneficiaries. It emphasizes accountability, evidence-based decision-making, and continuous learning. Traditional Management Train 500 young people Focus on delivering workshops Count attendance Activities = Success Results-Based Management Increase youth employment rate by 25% Focus on getting young people into jobs Track job placements and income changes Actual change in lives = Success
- #6 he Organisation for Economic Co-operation and Development's (OECD) Development Assistance Committee (DAC) is a forum to discuss issues surrounding aid, development and poverty reduction in developing countries. It describes itself as being the "venue and voice" of the world's major donor countries
- #7 speaks to the importance of tracking key performance indicators (KPIs) in your business. These metrics are like your compass, helping you navigate your way to growth and success.
- #8 he Organisation for Economic Co-operation and Development's (OECD) Development Assistance Committee (DAC) is a forum to discuss issues surrounding aid, development and poverty reduction in developing countries. It describes itself as being the "venue and voice" of the world's major donor countries
- #9 Michael Quinn Patton is an independent organizational development and program evaluation consultant, and former president of the American Evaluation Association. He is the founder and director of Utilization-Focused Evaluation.
- #12 Key Purposes of a MEL Plan: Track Progress Toward Objectives Define what success looks like and how it will be measured through indicators. Monitor outputs, outcomes, and impacts over time. Ensure Accountability Provide transparency and accountability to donors, partners, governments, and beneficiaries. Demonstrate how resources are being used to achieve results. Support Learning and Adaptation Facilitate evidence-based decision-making by collecting and analyzing data. Allow for adaptive management—adjusting interventions in response to what is or isn’t working. Guide Evaluations Establish the timing, types, and methods of evaluations (e.g., midterm, final, impact). Define how evaluation findings will be used to improve current or future programming. Strengthen Data Quality and Use Provide guidelines for collecting, analyzing, and using high-quality data. Clarify roles and responsibilities for data management and use. Align with Donor Strategies Ensure the project aligns with and responds to donor priorities and policies (e.g., USAID's focus on gender, climate, governance). Demonstrate how the program contributes to broader strategic goals. Facilitate Communication of Results Provide a foundation for internal and external reporting. Help communicate impact to stakeholders through meaningful metrics and stories.
- #13 Define a clear Theory of Change (ToC) and Results Framework – Articulate how activities are expected to lead to desired outcomes and impact. Develop meaningful indicators with baselines and targets – Set SMART indicators to measure progress toward results. Implement robust Monitoring & Evaluation (M&E) systems – Track progress, assess performance, and generate actionable insights. Identify assumptions and risks – Recognize external factors that may affect success and adjust accordingly. Establish feedback loops for learning and adaptation – Use data and evidence to inform decisions and continuously improve.
- #17 Outputs – immediate, tangible deliverables Outcomes – short/medium-term changes in behavior, practices, or systems Impact – long-term, sustainable improvements in people's lives or conditions
- #19 Level Definition Key Question Example (Youth Training Program) Inputs Resources used to run the project What do we invest? Trainers, budget, materials ActivitiesTasks or actions carried out What do we do? Conduct training workshops OutputsImmediate deliverables What do we produce? 200 youth trained OutcomesShort/medium-term changes in behavior or conditionsWhat changes?70% employed within 6 months ImpactLong-term, sustainable changeWhat difference does it make?Reduced youth unemployment
- #20 Level Definition Key Question Example (Youth Training Program) Inputs Resources used to run the project What do we invest? Trainers, budget, materials ActivitiesTasks or actions carried out What do we do? Conduct training workshops OutputsImmediate deliverables What do we produce? 200 youth trained OutcomesShort/medium-term changes in behavior or conditionsWhat changes?70% employed within 6 months ImpactLong-term, sustainable changeWhat difference does it make?Reduced youth unemployment
- #26 Clarifies Goals and Strategy M&E starts with tools like Theory of Change and Results Frameworks that help project managers define what success looks like and how to get there. Provides Real-Time Feedback Monitoring gives project teams ongoing data to track progress and fix problems early—before small issues become big ones. Informs Better Decisions Evaluation tells us what works, what doesn’t, and why—so managers can adapt strategies and improve future programming. Builds Accountability and Trust Reliable M&E systems give funders, stakeholders, and communities evidence of results, not just activities. Promotes Learning and Adaptation By reflecting on data, teams learn and improve. M&E turns experience into insight, helping good projects become great ones.
- #27 The link is not linear