module 7 - who · module 7. 2001 college of development communication, up los baños. by the end of...

2001 College of Development Communication, UP Los Baños.

Module 7


By the end of this module, you should be able to:

•Explain the importance of monitoring

•Outline the key project areas to be monitored

•Give examples of methods of collectinginformation for monitoring

•Describe the importance of record keeping

•Define impact evaluation

•Outline key questions for impact evaluation


Process Evaluation / Monitoring – makes it possible toeffectively revise plans when appropriate

Impact / “Terminal” Evaluation – tells you if your projectobjectives have been achieved

Decisions concerning how activities willbe monitored and evaluated should bemade during the development of theproject plans.

Two levels of evaluation discussed in this module:


Takes place throughout theimplementation phase. Also known as “processevaluation”

Monitoring …

… the systematic and continuous assessment ofprogress over a given period of time.


• To check if project activities arebeing implemented well and asplanned

• To spot problems and take correctiveaction

• To provide feedback on the progressof the project

• To enable revisions, whereappropriate, in project plan

• To provide info for impact evaluation


Financial Resources – are projectexpenditures in line with project budget

Remember: Keep track of donated fundsseparately. And always keep receipts!

All aspects of project development and management should bemonitored


Human Resources – are projectstaff doing their tasks? What are theirexperiences? How does the communityrespond to their work?

Material Resources – How arematerials being utilized in the project?

Moment/Time – Are activities beingundertaken as planned?


Activities - Monitor the achievement ofobjectives, output and participation of youngpeople and communities. Also monitorshortcomings and additional achievements.

Determine the following:•Whether planned activities are carried out

•Who is involved at the organization level,and their participation (age and gender)

•What they think about the activities(feedback)


• Plan• Gather information• Analyze the information• Disseminate (share) the information

How to monitor


• Are activities taking place as planned?• Are there enough resources to carry out

activities?• Are specific segments of the community involved

and participating in the activities?• Are the activities reaching young people?• Are there problems with the approach or

materials being used?• Are there difficulties in the management of the

project?

Questions for process evaluation/monitoring


• Make information clear andeasily understood

• Present information logically• Highlight the important points• Not too long or repetitious• Use simple terms

Document all activities undertaken and efforts madethroughout the the project implementation.


•often called “terminal evaluation”

•enables you to determine the effectthe activities had on the targetgroup.

…the overall assessment of whether theactivities implemented in the project have madea difference…


•To measure the effect of the project on the knowledge,attitudes, behavior and skills of the intended audience•To find out if the project is a success or failure•To find out what works and doesn’t work•To prove that efforts have been worthwhile•To provide credibility and help secure future funding


STEP 2:Use indicators set down in the project plan

For example:Attitudes towards substance abuseNumber of young people using/not using substancesNumber of young people wanting to avoid use

STEP 1: Decide what to evaluate.Plans should be closely linked to the objectives of theproject


STEP 4: Conduct the evaluationPrepare well in advance all that is essential for carrying out theimpact evaluation. Once the plans and materials are in place, youcan carry out the evaluation.

Steps to follow when carrying out impact evaluation (continued)

STEP 3: Select method forcollecting the information

The method selected willdepend on the indicators beingmeasured


STEP 5: Analyze informationLook for patterns among the responses to variousquestions. Remember to validate information by cross-checking!

Steps to follow when carrying out impact evaluation (continued)


Use the information collected for theimprovement of the project

Some decisions that can be madefollowing impact evaluation can be:

•To change the project•To include other activities•To use other approaches•To end the project•To disseminate lessons learned

STEP 6: Take Action


Before-and-after questionnairesPeople involved in commissioning andmanaging the evaluation fill in a questionnaireboth before and after the evaluation

Intervention review sheetsPeople fill in a form sheet at the end of aninterview, discussion or event, describing howthey felt about what happened


Diary review sheetsPeople periodically fill in a diary sheetthat describes their perceptions of changeor development that has occurred duringand after the evaluation process.

Talking wallA number of incomplete statements areposted on flipcharts (or the like) and leftfor the participants to complete

Sample interviewsA sample group of people is interviewedto find out their views on the experienceand their perceptions of the changes thathave taken place.


Community feedbackThe views of young people, youth leaders oragencies included in or affected by theevaluation can be collected

Reviewer’s feedbackThe people conducting the evaluation willhave views on the finished product, theprocess and the effects of the evaluation.


•Where are you in terms of what theproject intended?•What has been achieved?•What has and has not been done?•What should be done next?

… you should be able to answer the following questions:


•Project monitoring is a systematic andcontinuous assessment of the progress of aproject over a given period of time.

•A project plan provides a basis for monitoringthe project

•Documentation of information about theproject is an important communication tool.

• Whatever information is documented must beclear, accessible, and easily understood; andmust be shared


•Impact evaluation is a comprehensive review ofactivities implemented in the project.

•It helps determine whether the project has hadan effect on the lives of young people and that ofthe community.

•Information obtained from the monitoringprocess forms a key component of impactevaluation.

•Involvement of experts can ensure that theprocess of evaluation is objective, making theinformation more meaningful.

module 7 - who · module 7. 2001 college of development communication, up los baños. by the end of...

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