80123549 monitoring and evaluation of work plans

8/12/2019 80123549 Monitoring and Evaluation of Work Plans

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C O R E M O D U L E 3 :Developinga Monitoring and

Evaluation Work Plan

Monitoring HIV/ID!Progra"#A F A C I L I TA T OR S T RA I N I NG G U I D E

U!ID RE!OUR CE $OR PREVE%& IO% ' CRE %D &RE&ME%&


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Monitoring HIV/AIDS Programs: A Facilitators Training

GuideA USAID Resource or Pre!ention" #are and Treatment

#ore Module $: De!elo%ing a Monitoring and &!aluation 'or(Plan

Se%tem)er *++,

Famil- Healt. International


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*++, Famil- Healt. International 0FHI12 All rights reserved. This book may be freely reviewed,quoted, reproduced or translated, in full or in part, provided the source is acknowledged. Thispublication was funded by USAI!s Implementing AIS "revention and #are $I%"A#T& "ro'ect, which ismanaged by ()I under #ooperative Agreement )*+A--/---0/--.


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Ta)le o #ontents

Session 1verview and Schedule ........................................................................................0

2elcome and *eview ....................................................................................................3

1verview of %onitoring and 4valuation 2ork "lans ................................................................5

1verview of %onitoring and 4valuation 2ork "lans $#ontinued& .................................................6

#reating a %onitoring and 4valuation 2ork "lan .................................................................../

"resentation of %onitoring and 4valuation 2ork "lans ............................................................7

isseminating and Using %onitoring and 4valuation *esults ......................................................7

2rapUp ...................................................................................................................

Appendi8................................................................................................................. 0-


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#ore %odule 39eveloping a %onitoring and 4valuation 2ork "lan

0

#3R& M3DU4& $:

De!elo%ing a Monitoring and &!aluation 'or( Plan

This Monitoring and Evaluation series is based on the assumption that Core Module 1 (Introduction toMonitoring and Evaluation) is always the first module, that it is followed directly by Core Module

(Collecting, !naly"ing, and #sing Monitoring $ata), which is followed by one or more of the optionaltechnical area modules (Modules % through 1&), and that in all cases the final module is Core Module '($eveloping a Monitoring and Evaluation lan) The specified se*uence is shown below+

0. Core Module 1+ Introduction to Monitoring and Evaluation

:. Core Module + Collecting, !naly"ing, and #sing Monitoring $ata

3. ptional Technical !rea Modules % through 1&

5. Core Module '+ $eveloping a Monitoring and Evaluation lan

4earning 3)5ecti!es

The goal of the workshop is to increase participants! capacity to develop and implement

comprehensive monitoring and evaluation work plans for country;site specific )I


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:

Session 3!er!ie6 and Sc.edule

TIM& T3PI# TRAI7I7G M&TH3D

0-93-0:9-- - min #2 #reating a Monitoring and &!aluation 'or( Plan .mall /roup !ctivity

0:9--09-- 6- min 4U7#H

09--:93- - min #2 #reating a Monitoring and &!aluation 'or( Plan .mall /roup !ctivity$cont!d&

:93-:95? 0? min 8R&A9

:95?390? 3- min #2 #reating a Monitoring and &!aluation 'or( Plan .mall /roup !ctivity$cont!d&

390?593- /? min D2 Presentation o Monitoring and &!aluation 'or( .mall /roup !ctivity,Plans $iscussion

593-59?- :- min &2 Disseminating and Using Monitoring and &!aluation -ull /roup $iscussionResults

59?-?9-- 0- min F2 'ra%U% -ull /roup !ctivity

Materials

(lipchart paper and stand )andout9 @ey 4lements of %>4 2ork "lan

%arkers )andout9 Seven Steps to eveloping an %>4 2ork "lan

"ens or pencils 1verhead9 @ey 4lements of %>4 2ork "lan

Tape or lueTac 1verhead9 Seven Steps to eveloping an %>4 2ork "lan

4valuation form 1verhead9 Assessing )ow 2ell the 4valuation "lan 2orks

)alfsheets of colored paper, one for eachparticipant

(acilitator *eference9 eveloping a%onitoring and 4valuation 2ork "lan

)andout9 %>4 2ork "lan Template $distributedseparately by facilitator&


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A2 'elcome and Re!ie6

793-795? 0? min A2 'elcome and Re!ie6 -acilitator resentation

(acilitator +ote9 efore participants arrive, place small signs with country names on them at each

table;table cluster, and as participants enter the classroom, welcome them and ask them to sit at atable identifying the country where their program is. The seating arrangement will facilitate crossfertiliBation of ideas among participants from countries with and without current %>4 work plans.

793-795- $0- min&

;2 'elcome Partici%ants and Grou% Introductions

Thank participants for arriving on time and remind them $in a humorous way& that anyone who arriveslate will be sub'ect to shame and humiliation from the whole group.

+e8t, because this module $#ore %odule 39 eveloping a %onitoring and 4valuation "lan& is the lastmodule, delivered after #ore %odule 0 $Introduction to %onitoring and 4valuation& and #ore %odule :

$#ollecting, AnalyBing, and Using %onitoring ata& and after any of the 1ptional Technical Areamodules $5 through 0-&, participants will be familiar with each other. Therefore, each morning duringthis time, the facilitator can take about 0? minutes to review with the participants the material theyhave learned in the preceding modules. This provides an e8cellent opportunity to generate energyamong the group by asking the participants to ask questions of each other, to quiB each other, and tosee who has the answer. This review activity can be light, energetic, and even humorous. 4ncourageparticipants to stand up or do something else physical as they ask or answer their questions.

795-795? $? min&

*2 3!er!ie6 o 'or(s.o% 3)5ecti!es and Agenda

The goal of this workshop is to build your skills in developing and implementing comprehensive

monitoring and evaluation work plans for country;sitespecific )I4 questions and indicators and review the issues related to programevaluation, including selecting data collection methodologies

*eview %>4 2ork "lan implementation issues9 2ho will carry out the work= )ow will e8istingdata and past evaluation studies be used=

Identify internal and e8ternal evaluation resources and capacity required for implementation ofan %>4 2ork "lan

evelop and review an %>4 2ork "lan matri8 and timeline

Understand %>4 data flow

evelop and;or review and implement an %>4 2ork "lan for a country;site program, takinginto consideration donor, ()I, and country;site $government& requirements

Apply the %>4 2ork "lan Template in developing an individual country;site;program activitywork plan $semiannual plans, annual plans&


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There will be a 0?minute midmorning break, lunch will be from 0:9-- to 09--, and there will be a 0?minute midafternoon break. 2e will finish the workshop by ?9-- p.m.

82 3!er!ie6 o Monitoring and &!aluation 'or( Plans

795?0-9-- ? min 82 3!er!ie6 o Monitoring and &!aluation 'or( Plans -acilitator resentation,$iscussion,

.mall /roup !ctivity

Materials

)andout;1verhead9 @ey 4lements of %onitoring and 4valuation 2ork "lan

)andout9 The Seven Steps to eveloping an %onitoring and 4valuation 2ork "lan

795?79?- $? min&

;2 3!er!ie6 o Monitoring and &!aluation 'or( Plans

Tell participants9 Cou have learned about the critical elements of monitoring and evaluation inprevious modules, and you have shared and learned knowledge and skills about the Dwhat,E Dwhy,EDhow,E and DwhenE of monitoring and evaluation. Today, the final day of the training, we will practicedeveloping a complete %onitoring and 4valuation 2ork "lan.

The %onitoring and 4valuation 2ork "lan is a fle8ible guide to the steps you can use to documentpro'ect activities, answer evaluation questions, and show progress toward pro'ect goals and ob'ectives.As a guide, the %>4 2ork "lan e8plains the goals and ob'ectives of the overall plan as well as theevaluation questions, methodologies, implementation plan, matri8 of e8pected results, proposedtimeline, and %>4 instruments for gathering data.

To ensure that %>4 activities produce useful results, it is essential that you incorporate %>4 in theprogram design stage. "lanning an intervention and designing an %>4 strategy are inseparable

activities. To ensure the relevance and sustainability of %>4 activities, pro'ect designers mustcollaborate with stakeholders and donors to develop an integrated and comprehensive %>4 plan.

"ro'ects at all levels, whether single interventions or multiple integrated pro'ects, should have an %>4plan in place to assess the pro'ect!s progress toward achieving its goals and ob'ectives and to informkey stakeholders and program designers about %>4 results. Such plans will guide the design ofmonitoring and evaluation, highlight what information remains to be collected and how best to collectit, and suggest how to use the results to achieve greater effectiveness and efficiency.

#omprehensive %>4 plans should describe the overall goals and ob'ectives of the country program$i.e., they should be sitespecific&F the specific %>4 questions, methods, and designs to be usedF whatdata will be collected and howF the required resourcesF who will implement the various components ofthe %>4 work planF and the timeline of the %>4 plan.

%onitoring and evaluation work plans are often written to cover a four to fiveyear period becausethey may involve numerous %>4 efforts on multiple interventions for different target populations.Some of these %>4 activities require time to observe intervention or program outcomes $immediate orshortterm effects& as well as overall program impact $longterm effects&.


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79?-9-? $0? min&

*2 De!elo%ing a Monitoring and &!aluation 'or( Plan

(acilitator should review )andout9 @ey 4lements of %onitoring and 4valuation 2ork "lan withparticipants.

As we learned earlier, it is important to involve program planners, evaluators, donors, andother stakeholders $e.g., +ational AIS and ST #ontrol "rogram, +ational AIS #ommission,and other multisectoral program partners& throughout the development and design of the %>4work plan.

Stakeholder involvement in the early phases helps ensure that results obtained from an %>4effort will be used in an ongoing manner. Involving members of the target community alsohelps inform the process.

$2 Se!en Ste%s to De!elo% a Monitoring and &!aluation 'or( Plan

(acilitator should review )andout9 The Seven Steps to eveloping a %onitoring and 4valuation 2ork"lan with participants.

9-?9:- $0? min&

,2 3%%ortunities and 8arriers or M


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9:-95- $appro8.& $:-:? min&

Give the groups 0- minutes to generate their lists.

(acilitator +ote9 Cou can help the groups create and prepare their lists in a timely manner bywalking around and visiting the different groups and asking them how they!re doing $D)ave you

decided on the barrier=E D)ave you begun your list=E&. If a group is falling behind the other groups,encourage them to move onto the ne8t step, reminding them that this is an e8ample of what theymight include, but that it is not necessary to provide an e8haustive or e8tensive list.

Give the groups another five minutes to select one barrier, propose a way to overcome it, and prepareto Dact outE the barrier and solution they identified for the rest of the class. Invite them to do so bysinging a song, writing a poem, engaging in roleplaying, or using any other creative approach.

(acilitator +ote9 2hen it is time for the groups to decide how they will present to the group, askthem if they would like to use markers to create signage or if there is anything else they need. Alsoencourage creativity, letting them know that a song, skit, T< commercial, or anything else theythink of is entirely welcome. @eep the groups moving forward from concept to rehearsal or

materials development so they are ready in time.

95-0-9-- $appro8.& $0?H:- min&

#onvene the full group and give each group five minutes to demonstrate the barrier and the solutionthat they identified. After each group!s presentation, encourage the full class to note what they sawand learned.

0-9--0-90? 0? min 8R&A9

82 3!er!ie6 o Monitoring and &!aluation 'or( Plans $cont!d&

0-90?0-93- 0? min 82 3!er!ie6 o Monitoring and &!aluation 'or( Plans -acilitator resentation$cont!d&

=2 Assessing Ho6 'ell t.e Monitoring and &!aluation Plan 'or(s

"lanning an )I4 plan.

48ample9 Another donor is funding a new international +G1 to work within the same sites andtarget groups in a district in %alawi. )ow will this affect the e8isting %>4 plan=

Take comments from the participants and sum up using the overhead on DAssessing )ow 2ell the4valuation "lan 2orks.E


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@ey questions to be asked to determine if an %>4 plan is working include the following9

9e- >uestions

Are the %>4 activities progressing as planned=

Are %>4 questions being answered sufficiently= Are other data needed to answer thesequestions= )ow can such data be obtained=

Should the %>4 questions be reframed= )ave other %>4 questions arisen that should beincorporated into the plan=

Are there any methodological or valuation design issues that need to be addressed= Are thereany practical or political factors that need to be considered=

Are any changes in the %>4 plan needed at this time= )ow will these changes be made= 2howill implement them=

Are appropriate staff and funding still available to complete the evaluation plan=

)ow are findings from %>4 activities being used and disseminated= Should anything be done toenhance their application to programs=

#2 #reating a Monitoring and &!aluation 'or( Plan0-93-0:9-- - min #2 #reating a Monitoring and &!aluation 'or( Plan .mall /roup !ctivity

Materials

2orkbook for %>4 2ork "lan evelopment $distributed separately by facilitator&

%>4 2ork "lan Template $distributed separately by facilitator&

Small Grou% Acti!it-

The participants should be sitting at $or should return to& the tables;table clusters they sat at earlier inthe morning.

4ach group!s task for the rest of the training period is to develop a %onitoring and 4valuation 2ork"lan for a group member!s program. They should follow the steps outlined in the previous sections andproduce a comprehensive work plan that covers all aspects discussed today. *emind them that keystakeholders normally would be present when they carry out this planning activity. Today they have achance to go through the process by themselves. 2hen they return home, they should take othersthrough this process and incorporate their ideas into the work plan that they have started this week.

0:9--09-- 6- min 4U7#H

#2 #reating a Monitoring and &!aluation 'or( Plan $cont!d&09--:93- - min #2 #reating a Monitoring and &!aluation 'or( Plan .mall /roup !ctivity

$cont!d&

:93-:95? 0? min 8R&A9


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#2 #reating a Monitoring and &!aluation 'or( Plan $cont!d&

:95?390? 3- min #2 #reating a Monitoring and &!aluation 'or( Plan .mall /roup !ctivity$cont!d&

D2 Presentation o Monitoring and &!aluation 'or( Plans

390?593- ? min D2 Presentation o Monitoring and &!aluation 'or( .mall /roup !ctivity,Plans $iscussion

Ask each group to present its work to the whole class, using ?H0- minutes each to do so. At the end ofeach presentation, ask each small group to e8plain what they really like about their plan, and then askthe full group what they also like about the plan. Also ask the presenter group what they do not likeabout it or ask for questions and invite ideas from the entire group for possible solutions andrecommendations.

&2 Disseminating and Using Monitoring and &!aluation Results

593-59?- - min &2 Disseminating and Using Monitoring and &!aluation -ull /roup $iscussionResults

593-595- $0- min&

(acilitate a brief discussion on dissemination and use of %>4 results using the following key questions9

2hat information should be distributed=

2ho needs the information=

)ow does the information get distributed=

SummariBe by saying something like9

DThe dissemination of evaluation findings can support the usefulness of evaluation and futureactivitiesas well as reduce the duplication of evaluation efforts that might result if others are notaware of the findings of previous evaluation efforts. (urthermore, disseminating results enables usto teach others that monitoring and evaluation is indeed a tool for improving programs. (or thesereasons, a plan for how to disseminate the evaluation findings is crucial to your plan.E

595-59?- $0- min&

Ask participants to list the technical assistance needs required to develop, review, and;or implementcountry;site;pro'ectspecific work plans. Give participants sheets of paper to record these needs in

order of priority. Technical assistance needs for implementing e8isting work plans will also bediscussed. This information will be part of the recommendations for action;ne8t steps for facilitators.


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F2 'ra%U%

59?-?9-- 0- min F2 'ra%U% -ull /roup !ctivity

Materials

)alfsheets of colored paper

%arkers

%asking tape or lueTac

4valuation (orm

59?-59?? $? min&

istribute the 2orkshop 4valuation (orm to participants and ask them to take five minutes to fill it outbefore you lead them in a closing activity.

59???9-- $? min&

istribute a halfsheet of colored paper to each individual, and say something like the following9

DThis has been an amaBing week, where we have learned and shared so much with each other. Iknow the other facilitators and I have learned much from you, and I hope with our workshop wewere able to teach you more and support you in your good work. 2e are all here to do the samething9 to reduce prevalence, alleviate pain and suffering, and mitigate the impact of )I


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A%%endi?

#ore Module $:De!elo%ing a Monitoring and &!aluation 'or( Plan

eveloping a %onitoring and 4valuation 2ork "lan $(acilitator *eference&....................................0@ey 4lements of a %onitoring and 4valuation 2ork "lan $)andout& .............................................3Seven Steps to eveloping a %onitoring and 4valuation 2ork "lan $)andout&.................................5@ey 4lements of an %>4 2ork "lan $1verhead& ..................................................................../Seven Steps to eveloping an %>4 2ork "lan $1verhead& ........................................................7Assessing )ow 2ell the 4valuation "lan 2orks $1verhead& .......................................................%>4 2ork "lan Template $)andout& ................................................................................ 0-


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Facilitator Reerence


Appendi89 page 0

De!elo%ing a Monitoring and &!aluation 'or( Plan

Understand t.e rationale" (e- elements" and ste%s re@uiredin de!elo%ing a Monitoring and &!aluation 'or( Plan

The %onitoring and 4valuation 2ork "lan is a fle8ible guide to the steps used to document pro'ect activities,answer evaluation questions, and show progress toward pro'ect goals and ob'ectives.

A%%l- %rogram goals and o)5ecti!es in de!elo%ing a Monitoring

and &!aluation 'or( PlanThe first step in developing a %onitoring and 4valuation 2ork "lan requires writing a clear statement thatidentifies program goals and ob'ectives and describes how the program e8pects to achieve them.

De!elo% and select 0as a%%ro%riate1 %rogram monitoring and

e!aluation @uestions and indicators" and re!ie6 t.e issues related to %rogram

e!aluation" including selection o data collection met.odologies4valuation questions should be determined based on inputs from all stakeholders, including the programmanagers, donors, and members of the target population.

Determine monitoring and e!aluation met.ods" including identiicationo outcome indicators" data source" and %lans or data anal-sis

esign methodology should include monitoring and evaluation $as appropriate&, data collection methods, ananalysis plan, and an overall timeline for the comprehensive plan.


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Appendi89 page :

Facilitator Reerence

Re!ie6 Monitoring and &!aluation 'or( Plan

im%lementation issues2ho will carry out the work= )ow will e8isting data and past evaluation studies be used= *oles andresponsibilities for each component of the work plan should be clearly detailed.

Identi- internal and e?ternal monitoring and e!aluation

resources and ca%acit- re@uired or im%lementation o amonitoring and e!aluation %lan

Identifying evaluation resources means identifying not 'ust the funds for the evaluation, but also e8periencedpersonnel who can assist in planning and conducting the evaluation activities.

De!elo% and re!ie6 a Monitoring and &!aluation 'or( Plan

matri? and timeline

The matri8 provides a format for presenting the inputs, outputs, outcomes, and impactsand theircorresponding activitiesfor each program activity.

Understand monitoring and e!aluation data lo6

De!elo% and/or re!ie6 and im%lement a monitoring ande!aluation 6or( %lan or countr-/site %rogram" ta(ing into consideration donor

and countr-/site 0go!ernment1 re@uirements

The %onitoring and 4valuation 2ork "lan guides the process that will document pro'ect activities, answerevaluation questions, and identify progress toward goals and ob'ectives. This guide will contain the ob'ectives,evaluation questions, methodologies, implementation plan, matri8 of e8pected results, proposed timeline, anddata collection instruments.


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Handout


Appendi89 page 3

9e- &lements o a Monitoring and &!aluation 'or( Plan

T.e sco%e o t.e monitoring and e!aluationSpecifying program goals anddeveloping a conceptual framework that integrates the inputs, activities, outputs, outcomes, andimpact and establishes realistic e8pectations for what monitoring and evaluation can produce.

T.e met.odological a%%roac.etermining monitoring and evaluation methods,

including identification of outcome indicators, data source, and plans for data analysis.

T.e im%lementation %lanelineating activities, roles, responsibilities, and a timetablefor identified activities with realistic e8pectations of when data will be analyBed and results will beavailable.

A %lan or disseminating and using t.e resultsetermining who will translatethe results into terms understandable to program designers, managers, and decisionmakersF how

findings will be shared and used $e.g., written papers, oral presentations, program materials,community and stakeholder feedback sessions&F and the implications for future monitoring andevaluation.


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Appendi89 page 5

Handout

Se!en Ste%s to De!elo%ing a Monitoring and &!aluation 'or( Plan

If these elements have not already been developed, these steps may help to create a monitoring andevaluation plan.

; Identify "rogram Goals and 1b'ectives

The first step requires writing a clear statement that identifies country $site& program goals andob'ectives $and sometimes subob'ectives& and describes how the program e8pects to achieve them. Aprogram logical model or results framework can then be easily diagrammed to establish a monitoring

and evaluation plan.

The country evaluation matri8 in the appendi8 illustrates a results framework $with sample goals,ob'ectives, activities, indicators, sources of data and methods, periodicity, and persons responsible& togather monitoring and evaluation data at the country level.

This framework illustrates how the role of national governments in monitoring and planning )I4 to be successful and provide useful results, it must be incorporated into the

program at the design stage. That is, planning an intervention and developing an %>4strategy should be inseparable, concurrent activities. To ensure the relevance andsustainability of %>4 activities, pro'ect designers, in collaboration with national andlocal stakeholders and donors, must work in a participatory manner to develop anintegrated and comprehensive %>4 work plan.

"ro'ects at all levels, whether they consist of multiple integrated pro'ects or singleinterventions, should include an %>4 work plan. Such plans will guide the design of%>4, highlight what information or data need to be collected, describe how best tocollect it, and specify how to disseminate and use the results of %>4.

This comprehensive %>4 2ork "lan Template describes the overall purpose of %>4Fpresents specific %>4 evaluation questions, %>4 methods, and %>4 toolsF shows howto determine what data should be collected and howF describes %>4 data flowFspecifies necessary resources and who will implement %>4F and presents a basic %>4plan timeline and plans for dissemination and data use.

Goals and 3)5ecti!es o #ountr- Program Monitoring and &!aluation >uestionsAn important aspect of the monitoring and evaluation plan is to clearly state what arethe crucial questions of interest that can be answered through %>4 activities. ystating these questions at the beginning, %>4 specialists are better prepared todesign tools, instruments, and methodologies that will gather the needed information.

The following pages contain a list of the most important questions to be answered bya monitoring and evaluation plan. In addition, methods for answering some types ofquestions have been identified and illustrated, along with indicators in the #ountry%onitoring and 4valuation %atri8 $see page ::&.

The questions should be a combination of $0& questions that your organiBation wouldlike to be able to answer, $:& questions that when answered will allow you to showprogress toward your program goals and ob'ectives, and $3& questions that whenanswered can be reported to USAI $or other donors as appropriate& in response totheir Strategic 1b'ectives, *esults, and Intermediate *esults. The questions listedbelow represent some core indicators for USAI. Cour program will probably have

additional questions that you want to pose in order to manage your program, toimprove your program, or to answer some of the DwhyE questions about your targetgroup and program. In addition, these questions may lead your program into newareas.

0Taken from Monitoring and Evaluation /uideboo, #hapter :, Developing an integrated and

comprehensive monitoring and evaluation plan,E by eborah *ugg and Stephen %ills, in process.


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Appendi89 page 03

Handout

Illustrati!e Monitoring and &!aluation >uestions 0USAID #ore Indicators1

#a%acit-8uilding:)ow many training sessions were held to build organiBational capacity and how manypeople have been trained=)ow many commodities and;or drugs have been procured=)ow many proposals have been developed and how many pro'ects have beendesigned=)ow many organiBations have been worked with to strengthen their organiBationalmanagement=)ow many technical assistance activities have been carried out $by type of TA& andwho has received the TA=

#oordination" 4eaders.i%" and #olla)oration:)ow many guidelines have been developed and how many standards have beenestablished=)ow many conferences have been coordinated=)ow many incountry collaborative events have been held=

Polic- De!elo%ment:)ow many training sessions have been held for policy development and how manypeople have attended=)ow many advocacy activities have been carried out and how many people havebeen reached=)ow many networks, +G1s, and coalitions have been formed=)ow many new organiBations have become involved in advocacy efforts=)ow many policy and advocacy tools have been developed and disseminated=)ow many policy and advocacy strategies and guidelines have been developed=

#ondom Sales/Distri)ution:)ow many condoms have been sold and;or distributed=

Se?uall- Transmitted Inections:)ow many service providers have been trained=)ow many people were referred for STI diagnosis and treatment=)ow many people were served $by gender and age&=)ow many STI clinics were established using USAI funds=

8e.a!ior #.ange #ommunication:)ow many training sessions on the comprehensive ## approach were held and howmany participants were there=)ow many peer education trainings were held and how many peers were trained $bytarget group&=)ow many people were reached=)ow many materials were developed and disseminated=)ow many community ## events were held=)ow many formative studies;assessments were conducted=Are there differences in cost per person reached in different #I pro'ects= 2hate8plains these differences=


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Appendi89 page 05

Handout

Pre!ention o Mot.erto#.ild Transmission:)ow many health facilities offer "%T#T services=)ow many service providers were trained=)ow many women attending the "%T#T sites for a new pregnancy were there in thepast 0: months=)ow many women with known )I< infection were among all those women seen at

"%T#T sites in the past year=)ow many infants received medication=2hat are the costs incurred to start "%T#T services at a site=2hat is the annual budget required to continue the "%T#T services=

Voluntar- #ounseling and Testing:)ow many counselors have been trained=)ow many clients $by gender and age& came to the


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Appendi89 page 0?

Handout

2hat is the cost of basic laboratory tests per patient per year=

Home8ased #are:)ow many )# providers have been trained=)ow many households are receiving services=)ow many )I


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Appendi89 page 06

Handout

Monitoring >ualit- o Ser!ices

The following e8amples illustrate some methods that can be used to address thequality of services.

(!s an illustrative e2ample3)An organiBational assessment has been conducted with three of the si8 +G1sparticipating in this programF the other three will also undergo the same assessmentprior to program startup. These si8 +G1s will be reassessed appro8imately two yearsafter startup of the program. In addition, answers to questions from the quantitativeyouth survey will be used to determine the attitudes of the youth toward these +G1sand the services that they provide. To determine the effect of the collaborativeframework on the provision of )I


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Appendi89 page 0/

Handout

providers, and peer educators& to your funders, as well as how feedback to thefrontline staff will be given. The following is an illustrative diagram of a data flowsystem.

FHI/#ountr- 3ice Data #ollection and Re%orting Sc.eme

Implementing Agencies and Partners

TMT- Kenya Office

U( &ru#tee#!a")ort*

!tar Li+ard

Waterloo

,oogle (en-a

Ot*er .under#


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Appendi89 page 07

Handout

Management Inormation S-stem and Data Feed)ac(()I;+epal has developed a uniform reporting system for each program component.4ach implementing agency $IA& reports its program information monthly. It is thencompiled and analyBed quarterly for quarterly review and semiannual compilation tosupport the reporting requirements of the program. ()I;+epal has an effective

system of gathering, processing, and feeding data back into ongoing programs.

Management Inormation S-stem #-cle

Link with

GIS

Input Analysis isseminati!n

M!nthly ata

Gathering

"eed#ack

T!!ls t! Supp!rt MIS $ycle%&pectati!ns

PI"s

MS %&cel'MS P!werP!int'MS Access' GIS

(uarterly )e*iew andM!nit!ring +isits

,etterPlanning

Ong!ingPr!gram


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Im%lementation%ost information can be gathered through the program itself. )owever, whene8amining changes in )I< and STI prevalence among the target population, thenational )I4 planning group with an opportunity to assess how well the %>4 planis working. After the first or second %>4 activities are completed, it may becomeapparent that the plan needs to be revised or corrected. At this point, the %>4 groupshould spend time to ensure that the plan is still useful. This process does not need tobe overly complicated or involved. The group can begin merely by discussing thefollowing questions9

Are monitoring and evaluation activities progressing as planned=

Are initially posed %>4 questions being sufficiently answered= Are other dataneeded to answer these questions= )ow can such data be obtained=

o the %>4 questions themselves need to be reframed= )ave other %>4 questionsarisen since the initial planning that should be incorporated into the plan=

Are there any methodological issues that need to be addressed or changes thatneed to be made to the evaluation designs= Are there any factors, practical orpolitical, that need to be considered in the %>4 activities yet to be implemented=


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Are any changes in the plan needed at this time= )ow will these changes be made=2ho will implement them=

Is the right mi8 of personnel and fiscal resources still available to carry out therest of the evaluation plan=

)ow are findings so far from the %>4 activities being used and disseminated= oes

anything need to be done to enhance their application to programs=

This assessment of the %>4 plan is most helpful if it occurs at least annually. @eepingthe plan current and relevant will help ensure the usefulness and quality of theremaining components. It will also foster the overall success and usefulness of all ofthe evaluation activities by the end of the pro'ect period. *eviewing the evaluationplan and performing midcourse corrections as needed also facilitates the connectionbetween the evaluation activities and the programs as well as the design ofsubsequent plans.

Some additional sources of data currently e8ist that may be useful in the %>4 of apro'ect. Such sources include e8isting datasets, ongoing efforts $activities& to collectother sets of data, and planned data collection efforts. These other sources should bee8amined for their usefulness in monitoring and evaluating this program, and, whereappropriate, the organiBations collecting these data should be invited to participatein the process. (ollowing is a list of some other data sources.

(-ollowing list for illustrative purposes only)

0& ##" has conducted an assessment of the capacity of three of the +G1s in thepro'ect.

:& The Green *eport will provide countrywide epidemiology data before pro'ect

startup.3& "opulation Services International $"SI& has conducted a feasibility study of condom

social marketing.

5& The 4uropean Union $4U& will conduct an assessment of current condomdistribution and storage activities and methods. $)ere storage refers towarehousing and general storage as it relates to condom quality not sure ifactivities and methods aptly describe this=&

?& U+I#4( has conducted a feasibility study among youth for a family life educationprogram.

6& U+("A has conducted two @A" studies with youth at pro'ect sites $07 and:---&.

/& #A*4# is conducting an evaluation of


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In addition to these sources of data, there are also a number of resources and sourcesof assistance for completing the monitoring and evaluation plan. These sources e8istat a number of levels, from the +G1s themselves to the national government togroups and individuals in the country to international donors.

(-ollowing table provided for illustrative purposes only)

Matri? o Monitoring and &!aluation Resources Internal

7G3s 7ational Programs #ountr-6ide &?ternal

asic skills

#omputers

asiccomputer

#omputers

#omputer skills

Analytic software

Staff with

University ofGuyana

#4S*A

Guyana 4unit

"eople whocan learn

knowledge of %>4

methods Access to

statistics

4pidemiology Unit

)ealth Science

#onsultancy

ureau of Statistics "rivate sector

support

r. Nanice Nackson

onita )arris

U+I#4(

#IA

NI#A;GrantsforGrassroots"ro'ects

4ducation Unit

&!aluation Matri? and Pro%osed TimelineThe following matri8 depicts the ob'ectives, their related activities, the variables tobe monitored and evaluated, and the methods for conducting the evaluations. Thismatri8 is built on a conceptual monitoring and evaluation framework that draws on allstages of %>4 to provide an overall picture of the program. The variables listed in theDInputE column are those that account for the e8isting resources within the +G1scarrying out this program. The items listed in the D1utputE column are variablese8pected to occur as a result of the program and are considered immediate and shortterm results that may ultimately reduce the risk of contracting )I< $e.g., knowledgeof )I< transmission, condom availability, number of youth participating in peereducation programs, and percent of services with improved quality&. The D1utcomesEare shortterm and immediate effects that may result from this program. It isassumed that they have the most direct effect on the risk of contracting )I< $e.g.,condom use, STI prevalence, and reduction in number of partners&. (or preventionprograms, the items in the DImpactE column refer directly to the prevalence of )I< intarget populations.

(Information in following matri2 for illustrative purposes only)


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Handou

M&E Work Plan Template 22

#ountr- Monitoring and &!aluation Matri?

STRAT&GI# 3)5ecti!e ;: Increased number of young people $ages 7:?& having access to quality services from USAIassistedindigenous +G1s.

USAID Intermediate 3)5ecti!e:

Acti!ities/Resources 3ut%uts9e-

3ut%uts

Indicators

9e-3utcomes

Deinition o 9e-3utcome Indicators

Sources o

Data and#ollectionMet.ods

Fre@uenc-

o Data#ollection

Res%onsi)le

Person0s1 uarter Second>uarter T.ird>uarter Fourt.>uarter First>uarter Second>uarter T.ird>uarter Fourt.>uarter First>uarter Second>uarter

#hanges in levels ofknowledge and riskbehaviors among youth

O O

+G1s! capacity toprovide )I


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Handou

Skill levels of peereducators

O O O O O O O O O

Secondary data O O O



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Handout


Follo6U% S-stem on Re%orting Re@uirements4ach implementing agency $IA& agrees to specific reporting requirements, and theserequirements may differ for each IA. The country office has developed a followupsystem that has effectively ensured that IAs submit the required information, and thatthey submit it on time.

Data Dissemination and Useased on an established country program management information system $%IS&framework, different reporting systems have been developed. IAs submit theirprogram information monthly. AnalyBing program information and providing feedbackto improve ongoing activities and to plan for upcoming activities are importantcontributions of the %IS. uring regular meetings with IAs, analyBed programinformation is used in the program review process.

The regular system of program information sharing and interaction with field programstaff will enhance the local capacity for monitoring and evaluation. An important

function of the %IS is to disseminate program information with the intent of helpingimprove field programs.

isseminating monitoring and evaluation findings can support the usefulness of %>4and future activities, as well as reduce redundancy that might occur if others are notaware of the findings of previous %>4 efforts. (urthermore, disseminating results willbreak down one of the negative stereotypes about %>4, which is that %>4 is notintended to help improve programs. (or these reasons, a plan for disseminating andusing %>4 findings is crucial.

2hat information should be distributed=

2ho needs the information=

)ow does the information get distributed=


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Handout

PR3#&SS M37IT3RI7G T334S

(The following monitoring tools are presented for illustrative purposes only andshould be adapted to reflect the activities and reporting needs for each country Theinformation from these forms is intended to be used by the in0country programmanager to monitor the activities and benchmars of programs These forms areuseful for identifying areas of weaness and strength, as well as for creating bi0annual and annual reports to be sent to head*uarters)

Process Monitoring o Pu)lic #ommunications Acti!ities:TV" Radio" Posters" and Fl-ers

%onth9

0& +umber of T< spots aired P

:& +umber of radio spots aired P

3& +umber of posters distributed P

5& +umber of flyers distributed P


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Handout

Process Monitoring o 3utreac. to out. Acti!ities:7G3 Trainings or Peers" Peer 'or(s.o%s" Peers &ducating Peers

%onth9

0& +umber of peer educator trainings conducted P

:& +umber of peer educators trainedP females

P males

3& +umber of supervisor trainings conducted P

5& +umber of peer educator supervisors trainedP of females

P of males

?& +umber of peer educators supervised;observed P

6& +umber of followup trainings held P

/& +umber of events;activities held for peer educators P


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Handout

Process Monitoring o 3utreac. to out. Acti!ities:Street Fairs

%onth9

0& +umber of events conducted P

:& +umber of peers contactedP of females

P of males


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Handout

Process Monitoring o 7G3 Reerrals to Identiied Ser!ice Pro!iders

%onth9

0& +umber of referrals made to


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Process Monitoring o 8uilding 7G3 #a%acit- Acti!ities

%onth9

0& Trainings for capacitybuilding received

Type of training9

P conducted

:& Administrative support received

Type of support9

3& Technical assistance received

Type of TA received9

5& iversification of funds

Types of additional funds received9

80123549 monitoring and evaluation of work plans

Documents