.

1. RESOURCES AND STEPS IN DESIGNING MONITORING AND
EVALUATION SYSTEMS

2. INTRODUCTION
 M&E systems measure if a program is
implemented as planned (monitoring) and
achieving desired results (evaluation).
 M&E is a management tool to demonstrate
accountability, transparency, and results.
 It provides crucial information about public
sector performance and promotes public
confidence

3. steps in designing monitoring and
evaluation systems
1.Conduct a Readiness Assessment
• Assess organizational capacity, resources,
and M&E commitment
• Evaluate existing data systems, staff
competencies, and stakeholder engagement
• Identify challenges and capacity-building
needs

4. steps in designing monitoring and
evaluation systems cont’
2.Establish Purpose and Scope
• Define why M&E is needed and what
questions it must answer
• Determine the coverage: project, program,
department, or organization
• Identify intended users and ensure outputs
are relevant

5. steps in designing monitoring and
evaluation systems cont’
3. Identify and Engage Stakeholders
• Identify individuals and groups interested in
or affected by the intervention
• Involve stakeholders in design to enhance
relevance and buy-in
• Align indicators and reports with
stakeholder needs

6. steps in designing monitoring and
evaluation systems cont’
4. Develop Theory of Change or Logic Model
• Map out inputs, activities, outputs,
outcomes, and impacts
• Define causal pathways, assumptions, and
risks
• Use framework to guide indicator selection
and data collection

7. steps in designing monitoring and
evaluation systems cont’
5.Identify Key Indicators
• Choose SMART indicators: specific,
measurable, achievable, relevant, time-bound
• Include both qualitative and quantitative
indicators
• Clearly define indicators and data collection
requirements

8. steps in designing monitoring and
evaluation systems cont’
6.Establish Baselines and Plan Data
Collection
• Gather initial baseline data for indicators
• Set realistic targets for each indicator
• Select data collection methods and tools

9. steps in designing monitoring and
evaluation systems cont’
7.Outline Data Management and Analysis
Procedures
• Define procedures for collection, storage,
cleaning, and analysis
• Assign roles and choose suitable analysis
tools
• Plan for data disaggregation

10. steps in designing monitoring and
evaluation systems cont’
8.Develop Reporting and
Communication Plan
• Define frequency, format, and content
of reports
• Identify audience for each report type
• Establish communication protocols

11. steps in designing monitoring and
evaluation systems cont’
9.Develop M&E Plan and Budget
• Consolidate M&E elements into one plan
with timelines and roles
• Allocate resources and develop realistic
budget
• Include funding for training, data analysis,
and reporting

12. steps in designing monitoring and
evaluation systems cont’
10.Establish Roles & Pilot Test M&E
System
• Define roles and responsibilities for each
M&E task
• Provide training to ensure capacity
• Pilot data tools and procedures to identify
issues

13. steps in designing monitoring and
evaluation systems cont’
11.Implement and Build Capacity
• Begin data collection and ensure quality
through training and supervision
• Support ongoing staff development
• Promote M&E culture in the organization

14. steps in designing monitoring and
evaluation systems cont’
12.Analyze, Use Findings, Document & Adapt
• Analyze and interpret data in context of
objectives
• Share findings to inform decisions and improve
strategy
• Document lessons learned and revise M&E
system as needed

15. Resources in Monitoring and Evaluation (M&E)
System
 Resources in the monitoring and evaluation
process refer to the various inputs needed to
carry out the process effectively
 Divided into 3 broad categories:
 1. Personnel Resources
 2.Finances resources
 3.Time resources

16.  1.Personnel Resources
• Data Collectors: Trained to gather accurate
data via surveys, interviews, and observations.
• Analysts: Use statistical tools to process and
interpret data; require data analysis skills.
• Evaluators: Assess program impact, synthesize
data, and provide strategic recommendations.

17.  2.Financial Resources
• Data Tools: Costs for surveys, questionnaires, and other
instruments.
• Software: Expenses for licenses and subscriptions to
data analysis tools.
• Staff Compensation: Salaries for personnel involved in
M&E activities.
• Office & Equipment: Computers, tablets, cameras,
office space, and supplies.

18. 3.Time Resources
• Scheduling: Time for meetings to
evaluate progress and make decisions.
• Data Collection & Analysis: Requires
dedicated time to ensure accuracy and
completeness.

19. Impacts of Resources on M&E
• Personnel: Skilled and dedicated staff ensure high-quality
data, effective analysis, and insightful evaluations.
• Financial: Sufficient funding enables the use of quality
tools, proper compensation, and comprehensive
evaluations. Budget shortfalls may compromise data
quality and limit scope.
• Time: Proper time allocation allows for thorough planning,
data collection, analysis, and decision-making. Inadequate
time can delay key processes and reduce effectiveness

20. Conclusion
• A well-designed M&E system requires adequate resources,
skilled personnel, sufficient funding, and appropriate time
allocation.
• Each design step, from readiness assessment to data
analysis, depends on these resources for quality execution.
• Investing in these resources enhances the effectiveness,
accuracy, and sustainability of the M&E system, ensuring
evidence-based decision-making and continuous
improvement

21. references
 Bamberger, M., Rugh, J., & Mabry, L. (2019). RealWorld evaluation: working under
budget, time, data, and political constraints (3rd
ed.). Sage Publications
 Patton, M.Q. (2021). Utilization-focused evaluation (5th
ed.). Sage Publications.
 Wholey, J.S., Hatry, H.P., & Newcomer, K.E. (Eds.). (2022). Handbook of practical
program evaluaton (5th
ed.). Wiley.
 Guijt, I., & Roche, C. (2022). Participatory evaluation in gender programming: A
decolonial approach. Journal of Development Effectiveness, 14(3), 412-430.
https//doi.org/10.1080/19439342.2022.2095678