m&e plan overview

M&E Plan OverviewM&E Capacity Strengthening Workshop Addis Ababa4 to 8 June 2012

Arif Rashid, TOPS

What is an M&E Plan?

An M&E plan is:• A flexible guide to the steps needed to:

– Inform and guide monitoring and evaluation activities;

– Document, report, and communicate project activities;

– and illustrate progress toward achievement of project goals and objectives.

Slide # 1

What is an M&E Plan?

An M&E Guide Tailored to your

Project

Slide # 2

What are the components of the M&E Plan?

• M&E goals and objectives• M&E methodologies & implementation plan

– Data collection procedures– Data management and analysis procedures– Reporting and communications plan

• Description of M&E activities– Output monitoring– Process monitoring – Outcome monitoring– Monitoring of environmental indicators– Commodity end-use monitoring

Slide # 3

What are the components of the M&E Plan?

– Calendar of M&E activities– Data quality assurance plan– Data collection instruments– Organizational structure of M&E unit– Communication strategy and use of data in decision

making– Budget for M&E activities

Slide # 4

M&E Plan components

Results

Framework

IPTTPMP

M&E Activities

- Monitoring - Surveys - Secondary data - Analysis - Reporting - Dissemination - Review M&E Plan

M&E Staffing

PIRS /M&E Matrix

DIPGeneral

implementation plan

Focus of this workshop

M&E Timeline

M&E Methods/tools

M&E Budget

Communication strategy

Slide # 5

Data Quality

Unpacking the M&E Plan: Key elements

Slide # 6

M&E Plan components

Results

Framework

IPTTPMP

M&E Activities

- Monitoring - Surveys - Secondary data - Analysis - Reporting - Dissemination - Review M&E Plan

M&E Staffing

PIRS /M&E Matrix

DIPGeneral

implementation plan

M&E Timeline

M&E Methods/tools

M&E Budget

Communication strategy

Slide # 7

Data Quality

A

A. Results framework (RF)

“A results framework …[is a]…type of logic model which represents the food aid program’s theory of change by laying out the activities and outputs that will lead to short, medium and long term outcomes and objectives”

Source: http://www.usaid.gov/our_work/humanitarian_assistance/ffp/ffpib_09.06.pdf Slide # 8

RF example

GOAL

SO 1

IR1.1

Activities

IR1.2

Activities

SO2

IR2.1

Activities

IR2.2

Activities

SO3

IR3.1

Activities

IR3.2

Activities

Slide # 9

M&E Plan components

Results

Framework

IPTTPMP

M&E Activities

- Monitoring - Surveys - Secondary data - Analysis - Reporting - Dissemination - Review M&E Plan

M&E Staffing

PIRS /M&E Matrix

DIPGeneral

implementation plan

M&E Timeline

M&E Methods/tools

M&E Budget

Communication strategy

Slide # 10

Data Quality

B

B. IPTT

“The indicator performance tracking table (IPTT) …includes performance indicators (at the impact, outcome and output levels) linked to the food aid program proposal’s objectives, and baseline and target values for each indicator (estimated)”

Source: http://www.usaid.gov/our_work/humanitarian_assistance/ffp/ffpib_09.06.pdf Slide # 11

FY2012 IPTT Template

Slide # 12

M&E Plan components

Results

Framework

IPTTPMP

M&E Activities

- Monitoring - Surveys - Secondary data - Analysis - Reporting - Dissemination - Review M&E Plan

M&E Staffing

PIRS /M&E Matrix

DIPGeneral

implementation plan

M&E Timeline

M&E Methods/tools

M&E Budget

Communication strategy

Slide # 13

Data Quality

C

C. M&E Matrix / PIRS/PMP

A performance management plan (PMP) includes: “definitions for each indicator listed in the IPTT, the data collection methodology and frequency”

Source: http://www.usaid.gov/our_work/humanitarian_assistance/ffp/ffpib_09.06.pdf Slide # 14

An M&E matrix (also known as an Indicator Matrix/ or Performance Indicator Reference Sheet):

• summarizes of detailed information for each project indicator.

• serves as a helpful tool for planning and managing data collection, analysis and use.

• expands on the IPTT/PMP to identify key information required for each indicator and summarize the key M&E tasks for the project.

Adapted from: Chaplowe, Scott G. (2008) Slide # 15

C. M&E Matrix / PIRS/PMP

M&E Plan components

Results

Framework

IPTTPMP

M&E Activities

- Monitoring - Surveys - Secondary data - Analysis - Reporting - Dissemination - Review M&E Plan

M&E Staffing

PIRS /M&E Matrix

DIPGeneral

implementation plan

M&E Timeline

M&E Methods/tools

M&E Budget

Communication strategy

Slide # 16

Data Quality

C

D. Key M&E activities

1. Monitoring• Output monitoring• Process monitoring (quality monitoring)• Outcome monitoring• Environmental indicator monitoring• Commodity end-use monitoring

2. Evaluation3. Reporting and communications4. Review of M&E process

Slide # 17

Output monitoring

• Reporting and tracking project outputs to compare with targets and resource used

• Information Source• Project reporting

• M&E plan needs to develop:• Reporting forms• Data base(s)

Slide # 18

Process monitoring

• Monitoring the “quality” of services delivered to beneficiaries

• Information Source• Surveys of “final service providers”

• M&E plan needs to develop:• Sample design• Instruments• Analysis plan

Slide # 19

Outcome monitoring• Monitoring outcome-level changes of project

beneficiaries and institutions

• To what extent have project interventions altered

• Knowledge • Perceptions, and • Behaviors

of beneficiaries

Slide # 20

Outcome monitoring• To what extent have project interventions altered

• Institutional competency• Policy change or • Quality of service changes.

• Information source• Surveys of beneficiaries

• M&E plan needs to develop for outcome monitoring:• Sample design• Questionnaire• Analysis plan

Slide # 21

Environmental indicator monitoring

• Monitoring the indicators identified in the IEE as negative determination with conditions

• Information Source• Based on the proposed mitigating measures in

IEE• M&E plan needs to develop:

• List of indicators and mitigating measures• Instruments• Analysis plan

Slide # 22

Commodity end-use monitoring

• Monitoring end-use of the commodities distributed by the project

• Information Source• Sample survey of beneficiaries that received

commodities from the project• M&E plan needs to develop:

• Sample design• Instruments• Analysis plan

Slide # 23

Evaluation activities

Evaluating project impacts should be taken into consideration from the inception of the project. Project evaluation is composed of three separate events that should be considered parts of a whole. [Note: Food for Peace does not require a quantitative survey during the

mid term review]

Baseline Mid-term Final

Slide # 24

USAID Evaluation policy

“In most cases, the evaluations will be external (i.e., a third-party contractor or grantee, managed directly by USAID, will evaluate the projects), and the contract or grant for the evaluation will be managed by an operating unit’s Program Office.”

Please note that: The Title II Project evaluations are currently managed by the PVOs not by FFP/USAID which will continue until FFP decides otherwise.

Slide # 25

Evaluation activitiesM&E units are responsible for organizing evaluation activities:Steps:1. Identify study objectives/research questions, target

population(s), coverage and reach of study, timeline and budget

2. Identify specific indicators to be measured3. Compile sample frame (from appropriate population)4. Using information above, develop SOW for external

consultants5. Organize logistics for evaluation studies to support

external consultants

Slide # 26

Review of M&E plan

M&E plan should be regularly reviewed to assess whether the current plan is meeting objectives and needs of project:

• Reporting needs to donor• Project management needs

Review should assess:• Indicators• Data collection and analysis procedures• Communication strategy

Slide # 27

M&E Plan components

Results

Framework

IPTTPMP

M&E Activities

- Monitoring - Surveys - Secondary data - Analysis - Reporting - Dissemination - Review M&E Plan

M&E Staffing

PIRS /M&E Matrix

DIPGeneral

implementation plan

M&E Timeline

M&E Methods/tools

M&E Budget

Communication strategy

Slide # 28

Data Quality

E

E. M&E Tools and methods

M&E tools and methods include:• Project monitoring reporting forms• Database formats and management

procedures• Survey sampling strategy and analysis plans• Reporting processes and procedures

Slide # 29

M&E Plan components

Results

Framework

IPTTPMP

M&E Activities

- Monitoring - Surveys - Secondary data - Analysis - Reporting - Dissemination - Review M&E Plan

M&E Staffing

PIRS /M&E Matrix

DIPGeneral

implementation plan

M&E Timeline

M&E Methods/tools

M&E Budget

Communication strategy

Slide # 30

Data Quality

F

F. M&E timeline

An M&E timeline is “a schedule of M&E events, describing procedures and timing for analysis and use of performance data in order to modify activities based on lessons learned”

Source: http://www.usaid.gov/our_work/humanitarian_assistance/ffp/ffpib_09.06.pdf Slide # 31

M&E Timeline example

Year 1 Year 2 Year 3 Year 4 Year 5Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

General activitiesM&E Staff hiring

Equipment procurement Baseline survey

Baseline results reported and disseminated Mid-term evaluation

MTE results reported and disseminated Final evaluation

Final evaluation results reported and disseminated SO 1 activities

Project monitoring/reporting SO 2 activities

Project monitoring/reporting SO 3 activities

Project monitoring/reporting

Slide # 32

M&E Plan components

Results

Framework

IPTTPMP

M&E Activities

- Monitoring - Surveys - Secondary data - Analysis - Reporting - Dissemination - Review M&E Plan

M&E Staffing

PIRS /M&E Matrix

DIPGeneral

implementation plan

M&E Timeline

M&E Methods/tools

M&E Budget

Communication strategy

Slide # 33

Data Quality

G

G. Communication Strategy

An important (and often overlooked) component of M&E plans is how to disseminate and use the information obtained by the M&E system

Although the M&E Officer or Unit does not have much control over the managers or the technicians to ensure that M&E data inform the programmatic decisions, M&E unit can facilitate the process. M&E

Slide # 34

G. Communication strategy

Careful thought needs to be given to disseminating and using M&E information including:

• What information should be distributed?• Who needs what information?• Why do they want this information?• How much information they want to know?• How does the information get distributed?

Source: Family Health International (2004) Slide # 35

M&E Plan components

Results

Framework

IPTTPMP

M&E Activities

- Monitoring - Surveys - Secondary data - Analysis - Reporting - Dissemination - Review M&E Plan

M&E Staffing

PIRS /M&E Matrix

DIPGeneral

implementation plan

M&E Timeline

M&E Methods/tools

M&E Budget

Communication strategy

Slide # 36

Data Quality

H

H. M&E Staffing plan

Based on information needs outlined in earlier steps, the following capacities may be required for an M&E unit (Pls refer to core competencies for detailed skills):

• M&E plan design• Data collection methods (quantitative & qualitative)• Data management skills• Data analysis skills• Data reporting• Project monitoring

Slide # 37

Sample M&E organizational chart

M&E Manager(Extensive knowledge of: M&E plan design, data collection methods, analysis and reporting)

M&E Officer(Project monitoring & reporting, data

collection, supervising enumerators, etc.)

M&E Officer(Project monitoring & reporting, data

collection, supervising enumerators, etc.)

M&E Assistant/ Data entry Clerk

Slide # 38

M&E Plan components

Results

Framework

IPTTPMP

M&E Activities

- Monitoring - Surveys - Secondary data - Analysis - Reporting - Dissemination - Review M&E Plan

M&E Staffing

PIRS /M&E Matrix

DIPGeneral

implementation plan

M&E Timeline

M&E Methods/tools

M&E Budget

Communication strategy

Slide # 39

Data Quality

I

I. M&E Budget

• One challenge in developing M&E plans for Development Food Aid Projects is that the M&E budget is normally established before the detailed M&E plan is finalized• As a result, the M&E budget will need to be

revisited after the M&E plan is developed• Budget must be aligned with activities in M&E

plan

Slide # 40

M&E Plan components

Results

Framework

IPTTPMP

M&E Activities

- Monitoring - Surveys - Secondary data - Analysis - Reporting - Dissemination - Review M&E Plan

M&E Staffing

PIRS /M&E Matrix

DIPGeneral

implementation plan

M&E Timeline

M&E Methods/tools

M&E Budget

Communication strategy

Slide # 41

Data Quality J

About the NetworkIt will also serve as a place for organizations and institutions to post relevant meeting, training or other event notices along with associated links to similar sites and resources.

J. Data Quality: Assurance and Assessment

• Data Quality Assurance - A formalized process for defining the appropriate dimensions and criteria of data quality, and procedures to ensure that data quality criteria are met over time

• Data Quality Assessment –Review of project M&E system to ensure that quality of data captured by the M&E system is acceptable.

Slide # 42

About the NetworkIt will also serve as a place for organizations and institutions to post relevant meeting, training or other event notices along with associated links to similar sites and resources.

What’s a Data Quality Assurance Plan?

Slide # 43

• A data quality assurance plan includes activities to improve data quality:

A. Clear definition of indicators including tabulation plan and measurement protocols

B. Appropriate design of data collection, aggregation and analysis procedures

C. Designing data base with appropriate checks and bounds to reduce data entry error

D. Well designed data management proceduresE. Follow-up verification of indicator valuesF. Allocate adequate Resources and Skilled StaffG. Periodically Assess Data Quality using established protocols

About the NetworkIt will also serve as a place for organizations and institutions to post relevant meeting, training or other event notices along with associated links to similar sites and resources.

What’s a Data Quality Assessment?

Slide # 44

• A data quality assessment is a periodic review that:

– Helps the project to determine and document “How good are the data?”

– Provides an opportunity for capacity-building of implementing partners.

A

We have now identified all the components of an M&E plan

Results

Framework IPTTPMP

M&E Activities

- Monitoring- Surveys- Secondary data- Analysis- Reporting- Dissemination- Review M&E Plan

M&E Staffing

PIRS/ M&E Matrix

M&E Timeline

M&E Methods/tools

M&E Budget

Communication strategy

All these components should be in the M&E plan document

Slide # 45

Data Quality

Outline for M&E plan

1. Objectives of M&E system2. Description of

– Results framework– IPTT– PMP/M&E Matrix/PIRS– Project staffing and organizational structure

Slide # 46

Outline for M&E plan

3. Description of Monitoring Activities– Description of processes, tools and frequency

4. Evaluation– Description of processes and methodology

5. Reporting and communications strategy6. Data Quality Assurance Plan7. M&E review process8. M&E staffing and organization9. M&E budget10.Use of information in Decision Making

Slide # 47

Outline for M&E plan

• Annexes– Results framework– IPTT– M&E matrix/PIRS/PMP– Reporting formats for output monitoring– Questionnaire forms for process/outcome monitoring– Timeline for M&E activities– M&E unit organizational chart– M&E budget

Slide # 48

The remainder of the workshop will provide guidance on how to develop these

components of the M&E plan

Slide # 49

This presentation was made possible by the generous support of the American people through the Office of Food for Peace in United States Agency for International Development (USAID). The contents are the responsibility of Save the Children and do not necessarily reflect the views of USAID or the United States Government.