monitoring, evaluation & technical assistance

Ciudad de Panamá, Julio 2009

Monitoring, Evaluation & Technical Assistance

Ciudad de Panamá, Julio 2009

Session Goals

• Identify key entry points for TA

• Demonstrate linkages between M&E, procurement and finance

• Reemphasize the importance of M&E in the PBF model.

Ciudad de Panamá, Julio 2009

Entry Points for TA in M&E

• Proposal development

1. M&E Plan 2. Attachment A / Performance Framework

• Grant negotiation

• Grant implementation

Ciudad de Panamá, Julio 2009

The Performance Framework

The Performance Framework is a legally-binding document attached to the grant agreement. It mainly focuses on a subset of indicators from the M&E plan which are used to measure the program’s performance and consequently inform disbursement decisions.

The M&E Plan

An M&E plan is typically a document developed in consultation with all major stakeholders that describes how the national (or Global Fund grant-specific) M&E system works and the costed actions needed to strengthen it over a set period of time.

M&E Plan vs the Performance Framework

Ciudad de Panamá, Julio 2009

Features of a “good” M&E Plan

Information required Information desired

M&E Framework Evaluation and research

Data collection Data management

Information products (dissemination)

Capacity building

Data Quality Assurance Coordination between Agencies and units

Action Plan

M&E budget (5-10%)

Ciudad de Panamá, Julio 2009

What M&E Plan to submit?

Normally PR should submit the National M&E plan, unless:

Multi-country proposal Regional M&E Plan

National M&E Plan does National M&E Plan withnot include details GF-specific annex required for GF grant

No National M&E Plan Submission of GF-specific M&E plan and subsequentelaboration of National M&E plan

Ciudad de Panamá, Julio 2009

Most Common Pitfalls with M&E Plans

• Budget – 5-10%

• Action plan

• Data quality assurance mechanisms

• Description of how system functions

• Impact / outcome framework

Ciudad de Panamá, Julio 2009

M&E Budget

• Ensure sufficient budget allocation for M&E and for TA

• Break down M&E costs by cost category

• Show GF contribution to national M&E agenda and budget (vis a vis the gap)

Ciudad de Panamá, Julio 2009

M&E Budget Cost Categories

• M&E Personnel • M&E Technical assistance • Training, workshop and meetings • Data quality assurance• Equipment, infrastructure (including IT) and

consumables/running costs • Production of M&E Plans, work plans,

guidelines, tools and reports • Surveys, surveillance, operational research

and special studies

Ciudad de Panamá, Julio 2009

TA for the Performance Framework

1. Impact / outcome framework

2. Baselines

3. Target setting

Ciudad de Panamá, Julio 2009

Impact / Outcome Framework

• Clear description of national I/O agenda

• Aligned to national priorities, targets and plans

• Sufficient budget allocation for measurement

• Show contribution from other partners and demonstrate funding gap

Ciudad de Panamá, Julio 2009

Quote from Technical Review Panel

“The TRP found the overall quality of the performance frameworks presented as poor. Monitoring and evaluation (M&E) capacity is still weak and predominantly dependent on process rather than outcome and impact indicators.”

Ciudad de Panamá, Julio 2009

Baselines

• Ensure updated baselines used in proposals

• Provide solid estimates for target populations

• For baselines and reporting on routine monitoring, provide number and %

Ciudad de Panamá, Julio 2009

Target Setting

• Ensure targets are in line with overall goals

• Based on epidemiological situation, past performance, capacity in country, capacity for scale up etc.

• Value for money

• Clear link with finance

and procurement

Ciudad de Panamá, Julio 2009

Key messages

Ensure alignment to national strategy’s objectives, indicators and targets.

Support the submission of the national M&E plan every time a grant specific M&E plan is not needed.

Ciudad de Panamá, Julio 2009

Entry Points for TA in M&E

• Proposal development

• Grant negotiation

• Grant implementation

Ciudad de Panamá, Julio 2009

TA Entry Points during Grant Negotiation

• M&E systems strengthening workshops

• Development of M&E strengthening action plans

• Development of M&E plans

• Assistance with performance frameworks

Ciudad de Panamá, Julio 2009

Entry Points for TA in M&E

• Proposal development

• Grant negotiation

• Grant implementation

Ciudad de Panamá, Julio 2009

TA during Grant Implementation

• Address issues identified ad-hoc, through DQA or OSDV

• Implementation of M&E system strengthening action plan

Ciudad de Panamá, Julio 2009

The Most Common M&E Issues where TA Could Help during implementation

• Systems

• Training of people

• Operational definitions (of indicators)

Ciudad de Panamá, Julio 2009

Final Thoughts

• Vital role of TA at all stages of Global Fund grants

• Importance of M&E in the performance based funding model

• Be honest and realistic with your clients

Ciudad de Panamá, Julio 2009

Group Exercise

Ciudad de Panamá, Julio 2009

Exercise Instructions

• Goal: To understand, through a real world example, the interlinkages for TA between M&E, procurement and finance

• Groups of 5 or 6• Methodology: Group-based problem solving and

development of TA action plan. • Expected Outputs:

– Diagnosis of problem – Identification of potential solutions – TA action plan from M&E perspective

Ciudad de Panamá, Julio 2009

Ciudad de Panamá, Julio 2009

Extra Slides

It would be helpful to prepare an introduction to each session (1 slide) explaining:The methodology of the session (presentation – Q&A – exercise)

Set of questions.Number of groups for the exercise.

Expected output.The introduction format should be the same for the three presentations, a common

methodology, common tool, with different specific results (and questions).

The common output could represent a better understanding of the links and interdependence

between the different areas that characterize a proposal (or technical assistance).

Ciudad de Panamá, Julio 2009

M&E Framework & Data collection methods (required)

List of indicators as agreed upon in the national strategy

For each indicator:

Indicator name

Baseline values with dates and relevant source of data

Targets set according to frequency of measurement

Data collection method for the indicator – e.g. health information system, programme monitoring, ANC sentinel surveillance, population-based surveys, facility-based surveys, etc.

Frequency of data collection (monthly, quarterly, annual, 3 years, etc.)

Person/agency responsible for data collection and reporting (if agency, please specify relevant unit)

Ciudad de Panamá, Julio 2009

Information products (required)

The M&E plan should explain how the data collected and analyzed will be made available to stakeholders and the general public.

E.g.: periodic reports, websites, stakeholders’ meetings, etc.

Ciudad de Panamá, Julio 2009

Data quality assurance (required)

The M&E plan should contain a data verification and quality assurance system

The Global Fund has developed a system of on-site data verification that could be expanded beyond Global Fund grants

Ciudad de Panamá, Julio 2009

Action Plan (required)

The M&E plan should include an Action Plan which includes activities, time of implementation, responsible unit and budget

Should be developed and agreed upon among different stakeholders (especially those involved in the implementation and support of the activities included)

Can be developed with M&E System Strengthening tool which should be considered a living document, constantly monitored and to be reviewed and updated on a regular basis.

Ciudad de Panamá, Julio 2009

M&E Budget (required)

The M&E plan should contain an M&E budget with sources of funding and financial gaps

Global Fund contribution should be indicated

5-10% of grant is recommended to be used to strengthen the M&E system

Examples of budget items are: HMIS strengthening, TA, workshops, surveys, staff, information products, etc.

Ciudad de Panamá, Julio 2009

Evaluation and OR (desirable)

Operational research (OR)

Evaluation

Other types of studies that complement the information collected through the indicators and will periodically evaluate the programme and M&E system

Ciudad de Panamá, Julio 2009

Data management (desirable)

how the data is received, stored & analyzed (specify electronic database - if online, provide link) and accessed by relevant actors

data flow from sources to final users

Ciudad de Panamá, Julio 2009

Capacity building (desirable)

The M&E plan should include a description of the capacity present at the time of developing the plan

capacity gaps

strategy adopted to improve the M&E capacity over the plan’s lifespan

Ciudad de Panamá, Julio 2009

Coordination (desirable)

The M&E plan should include:

the agencies and units responsible to run the M&E system and implement the M&E plan

the relevant M&E units at national and, if they exist, sub-national levels

recommendation to include a multi-sector M&E Technical Working Group

Ciudad de Panamá, Julio 2009

Herramienta de Fortalecimiento de los

Sistemas de Monitoreo y Evaluación

Ciudad de Panamá, Julio 2009

Qué es la Herramienta de Fortalecimiento de los Sistemas de Monitoreo y Evaluación?

Paso 1: Diagnóstico

Paso 2: Plan de Acción

Ciudad de Panamá, Julio 2009

La Herramienta de Fortalecimiento de los Sistemas de M&E

Una herramienta acordada con nuestros socios técnicos (pronto será reemplazada con una sola herramienta con 12 componentes)

Cubre tres listas de comprobación complementarias:

Plan de M&E

Capacidades de gestión de la información de la Unidad de Gestión (unidad de Monitoreo y Evaluación)

Sistemas de Notificación de Datos por Área de Programa (e.g., ARV, DOTS)

Ciudad de Panamá, Julio 2009

■ Un plan de acción detallado con el presupuesto para fortalecer los sistemas de M&E

■ Una discusión mas amplia durante la negociación de la subvención y/o durante la implementación de la subvención.

■ Identificación de las necesidades que requieren apoyo técnico (y el proveedor de este apoyo)

■ Un acuerdo con los socios técnicos del país sobre los iniciativas compartidas y su financiamiento (p.e., la organización de encuestas)

Los resultados que se esperan son:

Ciudad de Panamá, Julio 2009

El Ciclo de Fortalecimiento de M&E

Evaluar el sistema de M&E

Desarrollar/revisar el Plan de M&E y Plan de

Acción y Fortalecimiento

Implementar el Plan de M&E y Plan de Acción

y Fortalecimiento

Dar Seguimiento