to document progress and results of project to provide the necessary information to Management for timely decision taking and corrective action (if necessary)

1. PROPOSAL DEVELOPMENT/WRITING
Monitoring &
Evaluation I

2. Objectives of the lesson
To understand the concept of monitoring and
evaluation
To understand different types of indicators
and
To be able to develop indicators for the
project

3. Introduction
Monitoring – collecting, recording, and reporting information concerning
project performance that project manager and others wish to know
‘The systematic and continuous assessment of the progress of a piece
of work over time….’
‘To continuously measure progress against programme objectives and
check on relevance of the programme’
It involves collecting and analysing data/information
It is NOT only about PROCESS

4. Project Monitoring
Why do we monitor?
What do we monitor?
When to we monitor?
How do we monitor?

5. Purpose of monitoring
to document progress and results of project
to provide the necessary information to Management
for timely decision taking and corrective action (if
necessary)
to promote accountability* to all stakeholders of a
project (to beneficiaries, donors, etc)
*

6. Information collected for monitoring
Information collected for monitoring must be:
Useful and relevant
Accurate
Regular
Acted upon
Shared
Timely
*

7. Why Monitor and Control?
If we don’t do this we have no way of knowing if we are on schedule
We may need to convince management that we are in control of a
project (evidence)
We need to be able to spot problems to be able to react to them
As an aside this will help
Develop human resources (project management skills)
Preserve financial resources (by tracking costs)
Maintain team morale (it helps if the team know where they are)
Enhance reputation (if projects are seen to be controlled)

8. What do we monitor?
Men (human
resources)
Machines
Materials
Money
Space
Time
Tasks
Quality/Technical
Performance

9. What do we monitor?
Inputs
Time
Money
Resources
Material Usage
Tasks
Quality/Technical Performance
Outputs
Progress
Costs
Job starts
Job completion
Engineering / Design
changes
Variation order (VO)

10. When do we monitor?
End of the
project
Continuously
Regularly
Logically
While there is still
time to react
As soon as possible
At task completion
At pre-planned
decision points
(milestones)

11. Where do we monitor?
At head office?
At the site office?
On the spot?
Depends on situation and
the ‘whats’

12. How do we monitor
Milestones
Reports
Tests and inspections
Delivery or staggered delivery
PMIS (Project Management Info Sys) Updating
Through meetings with clients, parties involved in
project (Contractor, supplier, etc.)

13. Evaluation
Evaluation is the process of assessing whether your project is effective,
efficient, has an impact, is relevant, and sustainable.
It means an assessment at one point in time of the impact of an
intervention and the extent to which stated results have been achieved.
For evaluation to be carried out, the following are necessary:
a. Clear measurable objectives (outputs, outcomes, impact)
b. Key indicators
c. Information about the indicators.
These can be used to demonstrate whether there has been any change as
a result of the work.
This could be from information collected in a baseline study or
gathered over time by a monitoring system.

14. The “M” and the “E”…
Monitoring Evaluation
Primary use of the
data
Project
management
Accountability
Planning (future projects)
Frequency of data
collection
Ongoing Periodic
Type of data collected Info on process and
effects
Info on effects
Who collects the data Project staff External evaluators

15. Indicators
An indicator is a measure that is used to show change in a
situation, or the progress in/results of an activity, project, or
programme.
Indicators:
enable us to be “watchdogs”;
are essential instruments for monitoring and evaluation.
are objectively verifiable measurements

17. What are the Qualities of a Good Indicator?
Specific
Measurable
Achievable
Relevant
Time-bound
And there is also the SMART initiative….
Standardised Monitoring and Assessment in Relief and Transition
Initiative - interagency initiative to improve the M&E of humanitarian
assistance
The Sphere Project provides the most
accepted indicators for nutrition and
food security interventions in emergencies:
see Module 21.

18. Summary
Need proper project monitoring and control
mechanisms
Tools available to help in monitoring and
controlling activities
There are human control and management
aspects not covered here