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Monitoring & Evaluation Plansand
Understanding data & information flow
Guides for Demonstrating Program Progress and Success
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Learning Objectives
Describe basic elements of M&E Plans Understand basic function of Plan components Identify opportunities for data demand and use Apply the Information Use Map
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Session Overview
Definition and function of M&E Plan Describe components of a Plan Basic rules to guide M&E Plan development Introduce Tool: Information Use Map Introduction to workshop group work:
Developing components of an M&E plan
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M&E Plans – Definition1
Document describing all M&E activities in a program Program objectives, interventions developed to
achieve them, & procedures to be implemented to determine whether or not objectives are met
Expected results of the program and how they relate to goals and objectives
Data needed, how it will be collected & analyzed Information use, including resources needed to do so How the program will be accountable to stakeholders
1MEASURE Evaluation website, https://www.cpc.unc.edu/measure/training/mentor
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M&E Plans - Function Guides implementation of program M&E
Enhances coordination, standardization States how program will measure achievements
Accountability Documents stakeholder consensus
Transparency & responsibility Helps achieve program results
Ensures good use of data Preserves institutional memory
A living document, adjusted for program modification
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M&E Plan Components Introduction Program Description
Goals and objectives M&E Frameworks
Conceptual, Logic, Results Indicators
Presented in a both a Matrix & Indicator Reference Sheets
Data sources, collection & reporting systems Plans for data use & dissemination
Information Use Mapping Tool as an option
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M&E Plan Components
Capacity needs for Plan implementation Funding, TA, staff, equipment (computers,
GPS) Analysis of constraints & potential solutions Plans for demonstrating program impact Mechanism for Plan updates
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M&E Plan Components - Introduction
Program Context National, community-based Nature of problem within the target population
Purpose of the Plan Description of development process
Stakeholders involved Consensus process
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M&E Plan Components – Program Description
Problem Statement What is the nature of the HIV-related issue being
addressed? Goal and Objectives
What is the ultimate outcome of the program (goal) What are the shorter-term aims (objectives)
Program Description Intervention(s), geographic scope, target population,
duration
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M&E Plan Components – M&E Frameworks
Conceptual: shows how program fits into causal pathway to desired health outcome
Logic: shows program components that will contribute to the long and short-term outcomes
Programmatic-specific frameworks Results for USAID/PEPFAR
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M&E Plan Components – Indicators Selection based on
Logic models Donor requirements
Presented in 2 ways Indicator Matrix (pp. 40-45, VN National Plan)
Table presenting indicators including information on data source, frequency, who is responsible, etc.
Indicator Reference Sheets (pp. 46-107) Detailed sheet describing each indicator, how to
measure it, underlying assumptions & interpretation considerations
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M&E Plan Components – Data Sources used for inputs to indicators
Existing/routine data Planned studies Special systems/studies for program
Collection tools for program Patient records, supplies, clinic records for use of
services Reporting systems
Upward and downward flow of data
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M&E Plan Components – Data Use
Specify plans for data use Identify
Databases for storage Who the users are Dissemination methods including
Reports, media, speaking events
Apply Information Use Map tool to understand data flow and enhance use
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Understanding Data Flow
Helps us better understand our role in health information system and importance of collecting data
Identify opportunities for improving data collection, analysis, increase availability, and ensure its use
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Higher levels: district, province, national
Analysts, evaluators
Service Delivery Point
Feedback Managers,
Government, Donors
Program
Compiled data
Clinical histories, service
statistics
Reports
Information Flow
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Reasons to Assess Information Flow
Local data not used locally Higher-level information does not return back
to local level Local data not assessed in broad context Reports may not reflect what is being
collected & is needed (e.g., sex differentiation) Little incentive to produce high-quality data
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INFORMATION USE MAP
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Information Use Mapping Purpose
Describe existing flow of health information to identify opportunities for improving its use
Description Identifies gaps and opportunities for using information Identifies opportunities for additional feedback
mechanisms Identifies points where analysis & data could support
programmatic decision making
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Information Use Map: Swaziland National HIV/AIDS ProgramMay 2005
Data Collection Compilation Storage Analysis Reporting UseS
NA
P/M
OH
SW
N
ER
CH
AR
egio
nal
NG
Os
Gov
ernm
ent F
acili
ties
Priv
ate
Clin
ics
Client data collected in electronic
patient record systems
Client data collected in electronic
patient record systems
Client data collected
in registers
Client data stored in electronic
patient record systems
Staff compiles into
monthly summary
sheets
Regional facilities’ monthly
summary sheets compiled
Data entered into Access at MOH Health Statistics or NERCHA
Reporting to WHO or
GFATM
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Information Use Map: Swaziland National HIV/AIDS ProgramMay 2005
Data Collection Compilation Storage Analysis Reporting Use
SN
AP
/MO
HS
W
NE
RC
HA
Reg
iona
lN
GO
sG
over
nmen
t Fac
ilitie
sP
rivat
e C
linic
sClient data collected in electronic
patient record systems
Client data collected in electronic
patient record systems
Client data collected
in registers
Client data stored in electronic
patient record systems
Staff compiles into
monthly summary
sheets
Regional facilities’ monthly
summary sheets compiled
Data entered into Access at MOH Health Statistics or NERCHA
Reporting to WHO or
GFATM
Opportunities for Use
Feed
back
Loo
ps
Opportunities for Use
Opportunities for Use
Opportunities for Use
Opportunities for Use
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Key Messages
Actual flow of data and information can reveal barriers to improving data quality and use
Information Use Map can highlight intervention points
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M&E Plan Components Capacity needs for plan implementation
Identify resources needed to implement plan Funding, technical capacity, equipment etc.
Analysis of constraints Be realistic; may be connected to above
Plans for demonstrating program impact Evaluation probably not covered by monitoring indicators
Mechanism for Plan updates Depending on length of program - annual, semi-annual
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An M&E Plan should be
Practical Accessible to intended users
Feasible, realistic, & diplomatic Legal & ethical Accurate
Reveal technically correct information
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M&E Plan Development Advocate for the need for M&E Assess program information needs Assess existing system capabilities to address these
needs Achieve consensus and commitment among
stakeholders Indicators & reporting structure
Prepare document for final approval
M&E plan should be written during the initial stages of program development
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Workshop Group Project
Developing components of an M&E Plan
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Workshop Group Project:Developing Components of an M&E Plan
Goal Put workshop learning to practical use with real
life case studies All case studies for projects provided by you In total, 5-6 groups
Minimum of 3, max of 4 people Sign up for top 2 choices after this session
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Workshop Group Project:Assignment
Total of 5-6 groups Look to author for missing information, or create
plausible conditions As part of workshop sessions, all groups
Logic model Some indicator selection Some tool utilization
Remaining work is your choice: Focus on some M&E Plan components & use tools presented Develop real components – detailed Nature of program description may dictate some of what
needs to be done
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Information Use Map Activity for Group Work:
Complete the Information Use Map for your organization as data flows now
Review the map and discuss among your group how the flow of information could be improved: How else could data be analyzed? Are there opportunities for feedback mechanisms? Is data being used by all stakeholders?
Note potential interventions based on your discussion. Make a 2nd version of the map to illustrate an improved
flow of information
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Small Group Activity: Report Back1. One group member remain at the table to present the map
to visitors2. Each table moves to the right to visit the table next to
them.3. The table presenter spends 5 minutes explaining how they
improved information flow in their map and how this would facilitate use of data.
4. Repeat steps 2-35. Everyone returns to original tables6. Consider improving your map based on what you learned
from your neighbors.
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MEASURE Evaluation is a MEASURE project funded by theU.S. Agency for International Development and implemented bythe Carolina Population Center at the University of North Carolinaat Chapel Hill in partnership with Futures Group International,ICF Macro, John Snow, Inc., Management Sciences for Health, and Tulane University. Views expressed in this presentation do notnecessarily reflect the views of USAID or the U.S. Government.MEASURE Evaluation is the USAID Global Health Bureau'sprimary vehicle for supporting improvements in monitoring andevaluation in population, health and nutrition worldwide.