This document provides an overview of data collection tools training. It defines monitoring and evaluation as the continuous collection and analysis of project data to track progress for monitoring, and the measurement of project objectives and impact for evaluation. The document outlines the importance of M&E for making informed management decisions, accountability, and institutional memory. It also describes features of an M&E system including defining indicators, collecting data, analyzing information, and using it to improve work. Finally, it discusses concepts such as data management, data flow, and provides an example service flow chart to illustrate data movement in an organization.

1. Data collection Tools Training
BY SAMINU LEWI
(DATABASE OFFICER )

2. Outline
Basics of M&E
Pre-test
Data
management/
Data flow

3. Basics of Monitoring &
Evaluation

4. Monitoring
Evaluation
Defining Monitoring and Evaluation

5. What is Monitoring?
• The continuous and systematic collection, analysis and
reporting of data about project progress.
• It is used to track changes in program performance over
time.
• Monitoring can be used to determine if activities need
adjustments during interventions to improve desired
outcomes.

6. What is Evaluation?
• Evaluation measures how well the project activities have
achieved the project’s objectives and how much changes in
outcomes can be directly linked to a project’s interventions.
• Measures the IMPACT (the difference in the outcome of
interest between having or not having the program or
intervention.
• Correctional look at progress against target.

7. • Monitoring & Evaluation (M&E) together is the process by which
data are collected and analyzed to provide strategic
information(quality data) to policy makers and others for use in
program planning and project management.
• Logical framework (as sometimes called logframe) is a project
matrix that makes a brief presentation of impact, effect, output
and activities along with verifiable indicators, means of
verification and assumptions. It provides an at-a-glance view of
the project plan for managers and a basis for M&E needs and
purposes.
Essential components of M&E systems are as follows;
 Selection of indicators
 Collection of data based on indicators
 Analysis of data
 Presenting the information, and
 Using the information to improve the work
Monitoring & Evaluation (M&E)

8. The Soup Analogy???
need to be ready to
taste the soup while
you cook ……
What kind of Monitoring
would that be ??????

9. Importance of M&E
• M&E helps managers to make informed decisions regarding
on-going programs
o Facilitates effective and efficient use of resources
o Determines whether a program is right on track and where changes
need to be considered
o Provides insight to the quality of services
• M&E help stakeholders conclude whether the program is
successful or not
• M&E preserves institutional memory
• Serves as a means of accountability to donors and other
stakeholders.

10. Features of M&E
• Defines project to be monitored and evaluated
• Defines and harmonizes indicators to be used in assessing
Inputs, Processes, Outputs, Outcomes and Impact of the project
activities
• Creates and update data collection tools (DCTs) to collect the
required information
• Collects data on the defined indicators
• Defines information flow i.e. reporting processes/data flow
o From service providers, supervisors, research team and program staff
o To all persons who require it at the LGA, state & national levels)
• Collates, analyses and disseminates information from project
activities for reporting.

11. The Project Cycle

12. Data
Management/
Data Flow

13. Definition of terms
• Data are raw facts and statistics collected for reference or analysis.
• Quantitative data deals with numbers and things you can measure
objectively: dimensions such as height, width, and length. Temperature and
humidity. Prices. Area and volume.
• Qualitative data deals with characteristics and descriptors that can't be
easily measured, but can be observed subjectively—such as smells, tastes,
textures, attractiveness, and color.
• Broadly speaking, when you measure something and give it a number
value, you create quantitative data. When you classify or judge something,
you create qualitative data. So far, so good. But this is just the highest level
of data: there are also different types of quantitative and qualitative data.
• An indicator is a means of measuring actual results against planned or
expected results in terms of quantity, quality and timeliness. In other
words an indicator is an evidence that helps us to measure progress
towards achieving results.

14. Definition of terms cont’d
• Data Management is a process that includes the
collection, Collation, analysis, dissemination and use
of project/program data for planning and
implementing services.
• Data-flow is the movement of data through a system
• A Data flow diagram is a graphically representation
the flow of data in an organization’s information
system.
• A service flow diagram

15. Registrar
1
Waiting
area
Consultation
MHPSS
SRH
Pharmacy
Registrar
2
EPI
Screener
MdM Clinic Service Flow Chart

16. PHC daily
reporting
form
MUAC
screening
daily
reporting
form
Immunization
daily reporting
form
ANC, PNC,
FP daily
reporting
form
M&E
Supervisor
Data
Management
officers
Mobilizers’
weekly
reporting
forms
Field
Coordinator
collect
Medical
Supervisor
Reports
summary of
daily clinic
activities
Give
reports
Stores and
backup data
weekly
Upload
data
weekly
collect
collect collect
collect
Data Flow Chart

17. Let’s try to design the
service flow chart of
your PHCs………

18. Thank you all
???