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Consolidation of the Electoral Process in Zambia

Support to the Electoral Cycle 2015 - 2017

INCEPTION REPORT ANNEX 3

Monitoring and Evaluation Plan

20 September 2023

Consolidation of the Electoral Process in Zambia: Support to the Electoral Cycle 2015 – 2017, Monitoring & Evaluation Framework

20 September 2023

Contents

Acronyms..................................................................................................................................ii

1 Introduction......................................................................................................................1

1.1 Purpose of this plan.....................................................................................................1

1.2 Project summary..........................................................................................................1

2 Logical Framework...........................................................................................................3

3 Indicators........................................................................................................................16

4 Roles & Responsibilities...............................................................................................29

5 Data Flow........................................................................................................................30

6 Data Management..........................................................................................................30

6.1 Storage......................................................................................................................30

6.2 Analysis......................................................................................................................31

6.3 Privacy.......................................................................................................................31

Appendices...........................................................................................................................32

Focus Group Discussion Guide..........................................................................................32

< Data Entry Form>............................................................................................................32

Assessment Questionnaire.................................................................................................32

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Acronyms

ACC

AFIS

Anti Corruption Commission

Automated Fingerprint Identification SystemAUBRIDGE

African UnionBuilding Resources in Democracy, Governance and Elections

COMESA

CSO

Community of Eastern and Southern Africa

Civil Society OrganizationDNRPC Department of National Registration, Passports and Citizenships

ECECZ

EIMS

European CommissionElectoral Commission of Zambia

Electoral Information Management SystemEISAEMB

Electoral Institute for the Sustainability of Democracy in AfricaElectoral Management Body

EU European UnionICCPR

ICTIDEA

International Covenant on Civil and Political Rights

Information & Communication TechnologyInternational Institute for Democracy and Electoral Assistance

JTF

NDIMMD

Joint Task Force

National Democratic Institute for International AffairsMovement for Multiparty Democracy

NGO

NRCPF

Non-Governmental Organization

National Registration CardPatriotic Front

SC Steering Committee

SADC

TCDZCToT

UNDPUNDPA

UPND

Southern African Development Community

Technical Committee Drafting the Zambian ConstitutionTraining of Trainers

United Nations Development ProgrammeUnited Nations Department of Political Affairs

United Party for National Development

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ZCID

ZAPD

Zambian Centre for Inter-party Dialogue

Zambia Agency for People with Disabilities

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1 Introduction1.1 Purpose of this plan

This monitoring and evaluation plan is meant to guide the UNDP and the Project Donors through the project implementation process. The plan is thus meant for the internal tool to measure the progress of the project towards its intended goal and objective and to also inform the Project Executive Board through the Technical committee. The Technical Committee is made up of representatives of the UNDP, ECZ and the donors, DFID, the EU and the Ireland. The Technical Committee meets every two months.

1.2 Project summary

This project aims to consolidate the gains of the Strengthening the Electoral Process in Zambia and all previous support over the past decade. The outcomes, outputs and activities described herein are in response to, and result of detailed discussions and technical iterations with the Electoral Commission of Zambia (ECZ) and other national stakeholders. The Project design was guided by the desk review conducted by the United Nations Electoral Assistance Division (UN EAD) of the Department of Political Affairs (DPA), and informed by key EOM reports including the SADC 2015 report, the EU EOM report of the 2011 general elections, the DFID “Programmatic and Management Options for Consideration” as well as the lessons learned and evaluations of the UNDP managed “Strengthening the Electoral Process in Zambia” programme contained in the Terminal Evaluation of the Support to the Electoral Cycle Management Project (2009-2012).

The project will provide targeted support to ECZ, reflecting the progress made in building the capacity of ECZ and consolidating the gains of previous support programmes. Specifically, the project will provide support for ECZ and electoral processes in four areas: i) support for ECZ decentralization programme at the provincial level; ii) support towards enhancing public confidence in the election results management process (collating, tallying and results transmission processes); iii) support to ECZ’s dispute resolution processes including re-defining and strengthening the modalities for the use of alternative dispute resolution mechanisms in resolving elections related disputes; iv) provide support to the wider electoral environment and key electoral stakeholders (ia, Media, CSOs and conflict prevention and law enforcement entities) that would further enhance the quality of the electoral processes and reinforce the credibility of the process to political parties and the electorate.

TitleConsolidation of the Electoral Process in Zambia: Support to the Electoral Cycle 2015 – 2017

Starting DateFebruary 4, 2016

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DurationTwo Years

PartnersUNDP, European Union, DFID, Ireland and ECZ

Target AreaDemocracy, Electoral Assistance and governance

BeneficiariesElectoral Commission of Zambia (ECZ), Citizens of Zambia

CostUS$ 9,970,150.68

Funding SourceEuropean Union, DFID, Ireland, UNDP

GoalImproved state and society relations, deepened democracy and accelerated and sustained developed

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2 Logical Framework

PROJECT SUMMARY INDICATORS MEANS OF VERIFICATION RISKS / ASSUMPTIONSGoal Improved state and society relations,

deepened democracy and accelerated and sustained developed

Zambia position in the Mo-Ibrahim Index on Governance ParticipationMo-Ibrahim Index score for Zambia on Human Rights

Mo-Ibrahim Index Reports African Union Reports

Failure of the M0-Imbrahim foundation to publish

Objective ECZ has conducted a cost effective election that commands public confidence

Average cost of elections per registered voter during elections

ECZ Reports National Budgets Election Observer Reports

Outcome 1 Enhanced institutional and functional efficiency of the ECZ to conduct quality and cost effective elections

Public perception of the ECZ

Quality of the 2016 electoral processes and outcomes

ECZ Reports Election Observer Reports Media reports Public survey reports

The ECZ is adequately funded by the Government and other stakeholders throughout the electoral cycle

Output 1.1 Full preparation for the establishment of Provincial Electoral Offices achieved

Existence of standard operating procedures for institutional and administrative arrangements and IT support up to provincial offices;Number of ECZ staff trained on the decentralization process to provincial levels.

ECZ Reports and Records Training Workshop Reports Project Progress Reports

Government’s willingness to finance full staff compliments to provincial levels

Output 1.2 Electoral Information Management System Existence of a secure electoral ECZ Reports and Records IT/electricity issues affect the

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(EIMS) strengthened information management and results transmission system with upgraded software;Number of people from ECZ trained on the new Electoral Information Management and Results Transmission System

Training Workshop Reports Project Progress Reports

accuracy and timeliness of vote tallying

Output 1.3 Increased effectiveness of voter education campaign

Existence of a revised and results focused voter education strategy and material that takes into account lessons of the 2011 General Elections and 2015 presidential election

ECZ Reports and Records Training Workshop Reports Media organisation reports Project Progress Reports

CSOs and Other Non-State Actor organisations are adequately funded for voters education programmes in the 2016 electoral cycle

Output 1.4 Output 1.4: Integrity of voters register strengthened

Number of (estimated) cases of deceased people in the Voters Register

ECZ Reports and Records Training Workshop Reports DRPC Reports Project Progress Reports

Output 1.5 ECZ capacity to communicate strengthened Existence of a revised communication strategy for the ECZ which takes into account lessons of communication strategies for previous electoral cycles;

Number of organisations representing people with special needs working with the ECZ to contribute towards

ECZ Reports and Records Training Workshop Reports ECZ and Stakeholders Outreach

Reports Project Progress Reports

Media organisations and organisations representing people with special needs adequately funded to communicate elections messages to targeted audiences in 2016

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implementing its communication strategy

Output 1.6 A viable Special Voting System is defined Disaggregated data of Certificate of Authority to Votes issued by ECZ; Number of people with special needs that have participated in the development of awareness and advocacy programmes for a special voting system

ECZ Reports and Records Training Workshop Reports ECZ and Stakeholders Outreach


ECZ facing budgetary constraints affecting decentralisation and special voting ambitions

Output 1.7 A new strategic plan for ECZ, 2016-2020 Strategic Plan that follows and electoral cycle approach

ECZ Reports and Records Project Progress Reports

External environmental prevailing factors adequately remain unchanged

Outcome 2: Improved integrity of outcome of elections Number and outcome of parliamentary petitions filed in the law courts

ECZ Reports Election Observer

Mission/organisation reports Judiciary Reports and Records National Assembly of Zambia

Reports

There is enough political will and desire for free and credible electoral outcome

Output 2.1 Increased transparency of vote counting, tallying and transmission of results

Existence of an updated vote counting/recounting and tallying rules, regulations and an effective results transmission system with the capacity

ECZ Reports and Records Election Observer

Mission/organisation reports Project Progress Reports

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for early warning and audit trail of polling station activities;

Output 2.2 Framework for Domestic Observation established

Framework for sustainable domestic observation in place to support CSOs/stakeholders to conduct domestic election observation with predominantly locally mobilised resources



Collective agreements for the funding/administrative arrangements by CSOs are adhered to

Outcome 3 Political Party management and planning capacities and women leadership in political parties enhanced

Percentage of parties represented in NAZ with gender mainstreaming strategies and a comprehensive plans for electoral observations before 2016 elections;


Mission/organisation reports National Assembly of Zambia

Reports

Resistance to the role of women in politicsAll political parties are well-resourced, in human, financial and technical areas.

Output 3.1 Managerial capacity of political parties strengthened (including enhancing confidence in the electoral process)

Number of political party representatives trained on management of political parties with project support


Mission/organisation reports Political Party Reports and

Records ZCID Reports

Resistance of political parties to changing their party practices

Output 3.2 Leadership skills of women developed Percentage of women candidates nominated for presidential,


Cultural consideration will not play a key role

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parliamentary and local government elections

Mission/organisation reports Judiciary Reports and Records National Assembly of Zambia

Reports

Output 3.3 Capacity of political party agents strengthened

Number of political parties that have developed and implemented plans for intra-party coordination and monitoring of election day activities



Outcome 4 Institutional effectiveness of Early Warning, incident mapping, and Alternative Dispute Resolution mechanisms

Number of electoral disputes resolvedPercentage of electoral disputes resolvedNumber of disputes resolved by Conflict Management Committees that are tried in the Courts of LawPercentage of managed cases of physical disturbances


Mission/organisation reports Conflict Management Committee

Reports Zambia Police Reports and

Records

No follow through from the law enforcement or judicial instances of the country on abuses

Output 4.1 The system of Electoral Dispute Resolution is significantly improved

Number of Master trainers trained in specialized conflict mediation skills


Mission/organisation reports Conflict Management Committee

Reports

Enough political will and trust by stakeholders in the system

Output 4.2 Prevention and mitigation of election-related conflict is improved

Number of electoral disputes and conflicts resolved by conflict management committees without


Mission/organisation reports

Existence of a general desire for peace

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being referred to courts Conflict Management Committee Reports

Output 4.3 Types and frequency of electoral disputes tabulated

Existence of accountability framework for conflict management and dispute resolution committees;Information collected, collated and analyzed by the ECZ on electoral conflicts referred to the conflict management committees


Mission/organisation reports National Assembly of Zambia

Reports

Political parties and candidates will use laydown complaint mechanisms

Outcome 5 Enhancing Media’s credibility in the electoral process

Quality of media coverage of the electoral processes including reporting and coverage of political campaigns.

Percentage of public that demand sanctioning powers of the media where published information abrogates the Electoral Code of Conduct

Media Monitoring Reports ECZ Reports and Records Election Observer Reports

The majority of media house are Public that demand for balanced coverage and categorically want information on media regulation in the electoral environment

Output 5.1 The independent role of national media in the electoral process is improved

Percentage of share of coverage of political actors from the ruling and major opposition parties by 14 media houses including ZNBC, Muvi TV and online media;

Media Monitoring Reports ECZ Reports and Records Election Observer Reports Conflict Management Committee


Existence of neutral and professional media

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Percentage of media reports that demonstrate research and adequately manage public expectations

Output 5.2 In-depth and proactive analysis of the electoral process covered by the Media

Number of media organisations that conduct in-depth analysis of media coverage in the electoral process



Output 5.3 Increased public knowledge of electoral regulatory environment, including media regulatory environment

Number of media and other stakeholder organisations conducting awareness programmes on the electoral regulatory environment and the media regulatory environment

Media surveys


ReportsProject Progress Reports

Activity 1.1.1 Develop SOPs for provincial offices developed and support for IT and administration arrangements

IT Equipment for provincial offices procured

Project activity Reports ECZ progress reports Project M&E reports

Activity 1.1.2 Develop and implement a Training curriculum and certification framework for Provincial Electoral Officers

Training curriculum and certification framework developed

Project activity (training) Reports ECZ progress reports Project M&E reports

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Activity 1.1.3 Development of 2016 Provincial electoral work plans Project activity Reports

ECZ progress reportsProject M&E reports

Project activity Reports ECZ progress reportsProject M&E reports

Activity 1.2.1 Finalisation of software development Contract for software development issued


Activity 1.2.2 Develop and implement a change management strategy

Consultation process for the change management strategy completed

Project activity (voter education) Reports

ECZ progress reports Project M&E reports

Activity 1.2.3 Testing of system security arrangements Plans for testing security systems developed



Activity 1.2.4 Develop training manuals and training of trainers

training manuals in English and 7 local languages



Activity 1.3.1 Develop an M& E framework for voter education

Voter education expert recruited Project activity (voter education) Reports


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Activity 1.3.2 Reviewing voter education materials and strategy

Activity 1.3.3 Training of trainers of trainers Training institution contracted and training plan developed and # of staff trained

Project activity (training) Reports ECZ progress reports Media reports

Activity 1.4.1 Implementation and testing of the previously designed interoperability protocols between ECZ Voter Registration System and DNRPC


Activity 1.4.2 Launch and implementation of voter registration campaign


Activity 1.5.1 Revision of ECZ’s communication strategy Recruitment of Media and Communications Expert


Activity 1.5.2 Develop and implement a partnership framework with ZAPD for targeting special groups

# of joint programmes with ZAPD conducted

Project activity Reports ECZ progress reports ZAPD activity reports Media reports

Activity 1.6.1 Conduct an assessment and improve implementation of the existing Special Voting provisions

New/updated Special Voting provisions implemented

Project activity Reports ECZ progress reports ZAPD activity reports Media reports EOMs reports

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Activity 1.6.2 Tangible advocacy efforts on special voting provisions

# of VE programmes targeting Special Voters

Project activity Reports ECZ progress reports ZAPD activity reports Media reports EOMs reports

Activity 1.7.1 Conduct Lessons Learned workshops and possible analysis of the modified Constitution

# of lessons learned workshops (National, Provincial….?)

Project activity (workshop) Reports

ECZ progress reports Media reports

Activity 1.7.2 Develop a roadmap to inform the implementation of the new legal provisions

Comprehensive roadmap for the implementation of the new legal provisions developed



Activity 1.7.3 Review current risk and issues monitoring system as well as the monitoring capacities and integrate them in the new strategic plan

Risk and issues monitoring system review guidelines developed

Project activity Reports ECZ progress reports

Activity 2.1.1 Reviewing of Election regulation regarding counting/recounting of votes

Votes counting/recounting procedures reviewed and recommendations made for changes where necessary of votes



Activity 2.1.2 Development of an error early warning system and audit trail of polling station activities

Expertise identified Project activity Reports ECZ progress reports Media reports

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Activity 2.1.3 Review of legal framework # of Review consultations/workshops on the legal framework for elections conducted


Activity 2.2.1 Stakeholder consultations on the development of the domestic observation framework

# consultations both national and provincial level conducted


Activity 2.2.2 Develop Partnership framework for domestic observation

A partnership framework agreed with DEO Groups

Project activity Reports ECZ progress reports Media reports

Activity 2.2.3 Development of training materials # materials (VE, ToT, Counting/recounting procedures

Project activity (training) Reports ECZ progress reports

Activity 3.1.1 Develop a capacity building toolkit for political parties

Capacity needs assessment of political parties conducted


Activity 3.1.2 Training of party officials # trainings conducted for # of party officials (targeting 35% women, 30% youth)

Project activity (training) Reports ECZ progress reports Media reports

Activity 3.2.1 Conduct Communication training for women

# of training workshops held for # of women



Activity 3.2.2 conduct training for …on Political programme formulation

# of training workshops conducted for # of ……(targeting 50% women…..)


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Activity 3.2.3 Convene round table dialogue on developing a Political party plan for gender equality established

# of roundtables conducted Project activity (workshop) Reports


Activity 3.3.1 Trainers of trainers trained # Trainers trained (targeting 50% women and youth)

Training evaluation reports ECZ activity reports

Activity 3.3.2 Development of training materials Training materials Project/M&E reports ECZ activity reports

Activity 3.3.3 Develop of tool kits for election day intra-party coordination of election day activities

ToR for Election day intra-party coordination by political parties

Project/M&E reports ECZ activity reports

Activity 4.1.1 Conduct an assessment of the current electoral dispute resolution mechanisms

Review of current electoral dispute resolution mechanisms completed



Activity 4.1.2 Develop and implement a new Conflict Mediation Toolkit

Expert identified Project activity (workshop) Reports

ECZ progress reports

Activity 4.1.3 Evaluation of the effectiveness of the training

Evaluation tools developed Project activity (workshop) Reports

ECZ progress reports

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Media reports

Activity 4.2.1 Provision of specialised training on conflict management to key stakeholders

Training plan and modules developed Project activity (workshop) Reports


Activity 4.2.2 Evaluation of the effectiveness of the training Evaluation plan developed

Project activity (training evaluation) Reports


Activity 4.2.3 Consultations and role of Election Officers and Police Officers defined # of consultations/training workshops

for the police



Activity 4.3.1 Strengthening of Accountability Framework for dispute resolution committees

Training of members of the Dispute Resolution Committees



Activity 5.1.2 Stakeholder/ECZ reviews of electoral conflict determined including the role of the judiciary in adjudicating electoral related disputes

# of consultations/dialogue workshops held


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3 Indicators1

Indicator % Improvement in Zambia’s score in the Mo-Ibrahim Index on Governance Participation

Definition Mo-Ibrahim index score for Zambia in governance and human rights and EOMs assessment of the quality of democracy in Zambia

Purpose To assess whether governance, democracy and human rights are improving in Zambia. This would provide evidence on whether the support to the reading component of the program is effective.

Baseline Average score: 69.5 (Mo-Ibrahim index, 2014)

Target Average score: 72 (Mo-Ibrahim index, 2017)

Data Collection M&E Expert will conduct a desk review of all credible governance and democracy rating institutions to ascertain an average score or the position of Zambia in these ratings. But particular attention would be given to the Mo-Ibrahim rating of Zambia in 2017. Analysis of EOM assessments and recommendations will also be taken into consideration in determining Zambia’s improvements in the governance and democracy building sectors.

Tool Desk review and in-depth interview guide

Frequency Annual, first quarter of 2017 or as and when the Mo-Ibrahim index is published

Responsible M&E Expert

Reporting The assessment reports of EOM reports will be analysed and a report submitted to the Project Manager one month after polling day. The 2017 Mo-Ibrahim index report on governance and human rights will also be analysed to see how Zambia has performed on governance and human rights. The Project Manager will then present a summary of recommendations for future engagements to the UNDP, the Donors and the ECZ in the last quarter of 2016 (capturing EOM Reports) and the last quarter of 2017 (for Mo-Ibrahim index. These recommendations will be used to inform further engagements on democracy, governance and human rights with Zambia.

Quality Control The M&E Expert and the Project Manager would work with UNDP Governance

1 Taking cognizance of the fact that a lot of work was done on determining the indicators for the various outputs I have not change much of the indicators/target except in a few where I thought the indicators do not really help in terms of measuring project outputs e.g. targets for Output 1.4, indicator 1 of outcome 4. However, M&E plan being a living documents the project can always revisit any of the indicators if necessary

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Advisor in analysing the parameters of the ratings and EOM reports to identify convergence and develop recommendations for further engagements

Indicator Average cost of elections per registered voter during elections

DefinitionThe number of voters who cast their vote on Election Day over the sum of all the cost for the elections including voter education, voter information, training, operations and logistics …

PurposeAssess if the project is making impact on reducing the cost of holding elections in Zambia. This would provide evidence on whether the voter education component of the project is effective

BaselineUS$14.52 M (2011); US$11.09 M (2015)2

TargetUS$12.89 M (2016)

Data CollectionThe polling staff will record the number of voters and their gender as the come to cast their ballots. These data will be collated and analysed nationally to determine the percentage voter turnout for the 2017 elections.

ToolECZ Expenditure records

FrequencyOnce after the 2016 Elections, last quarter of 2016

ResponsibleECZ Accounts focal person

ReportingThe Project Manager will obtain these figures (Turnout and the Sum total of the cost for the elections) and would anlyse the data to confirm its veracity before sharing it with the Project Executive Board.

Quality ControlThe Project Manager with liaise with UNDP accounts in verifying and analysisng the data.

IndicatorPercentage of registered voters voting in elections (Voter turnout)

2 The 2015 Presidential Election only comprised of one polling exercise and was organized in 90 days while the 2011 General Elections comprised of three, Presidential, Parliamentary and Local Government Elections. 2016 Elections will be tripartite elections and include a referendum on the draft constitution.

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DefinitionSum of all registered voters who cast their vote on Election Day

PurposeAssess if the projects implementation has led to an increase in the percentage of registered voters voting on Election Day (Voter turnout). This would provide evidence on whether the voter education component of the project is effective

Baseline53.98% (2011)

Target60% disaggregated by gender (2016)

Data CollectionThe polling staff will record the number of voters and their gender as the come to cast their ballots. These data will be collated and analysed nationally to determine the percentage voter turnout for the 2017 elections.

ToolECZ Record of voters form

FrequencyOnce after the 2016 Elections, fourth quarter of 2016

ResponsibleVoter Education Expert with support from the M&E Expert

ReportingThe voter turnout figures will be collated and analyse and a report submitted to the Project Manager. The Project Manager will then produce and a summary report on the findings outlining progress and challenges and way forward to the project executive Board (UNDP, Donors, ECZ). This will be used to evaluate the effectiveness of the VE component of the project and to make recommendations for future engagements.

Quality ControlAll polling staff will be briefed on the importance of the data and how to accurately complete the form. To verify the accuracy of the figures random comparisms would be between EOM figures and polling station level figures.

IndicatorPercentage of spoiled ballot papers in general elections

DefinitionThe sum totals of all ballots that have been detached from the booklet but due to one error or another have been excluded from the valid ballots.

PurposeAssess the effectiveness of the voter education component.

Baseline1.43% (2011)

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Target 1.2% (2016)

Data Collection The polling staff will record the number of spoiled ballots. These data will be collated and analysed nationally to determine the national percentage of spoiled ballots for the 2017 elections.

Tool Record of spoiled ballot forms

Frequency Once, after the 2016 elections (last quarter of 2016)

Responsible Voter Education Expert

Reporting The Voter Education Expert will compile the national tally based on information obtain from the record of spoiled ballots forms and cross check with data from EOMs and present her findings to the Project Manager.

Quality Control All polling staff will be briefed on the importance of the data and how to accurately complete the form. To verify the accuracy of the figures random comparisms would be between EOM figures and polling station level figures.

Indicator Existence of an institutional, administrative and organisational framework for decentralization of ECZ to provincial levels

Definition Functioning decentralised ECZ provincial offices with administrative and institutional structures

Purpose Assess whether the decentralisation process of the ECZ has been effective

Baseline No (2015)

Target Yes (2017)

Data Collection Information will be collected mainly through interviews and provincial visits by the M&E Expert, Project Manager. The data will also be used as a capacity building needs assessment for the capacity building of the staff and equipping the provincial offices

Tool Assessment questionnaire

Frequency Once, last quarter of 2017

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Reporting Quarterly reports and updates will be submitted to the Project Manager to inform management decisions and support to the ECZ

Quality Control Data obtained from the administered questionnaires will be triangulated with data from selected field/provincial visits

Indicator # of Disaggregated data of Certificates of Authority to Vote issued by ECZ

Definition Degree of inclusivity and engagement of people with disabilities in the electoral process

Purpose Assess the degree of inclusivity and engagement of people with disabilities in the electoral process as a result of interventions supported by the project

Baseline No (2011)

Target Yes by category of stakeholders (2017)

Data Collection Data will be collected from ECZ’s reports and reports form the ZAPD

Tool Excel database of issued certificate of authorities disaggregated by gender; assessment questionnaire

Frequency Once, fourth quarter of 2016


Reporting M&E Expert will compile a report on the effectiveness of the issuance of the certificates of authorities based on gender

Quality Control Data obtained will be verified with data obtain from randomly selected individuals who are in the list of people having received the certificate of authority.

Indicator # of ECZ staff trained on and equipped with SOPs procedures for institutional and administrative arrangements and IT support to run provincial offices

Definition Capacity of ECZ staff to effectively manage provincial offices enhanced

Purpose Assess the capacity and logistical and IT functionality of provincial offices so as to be better placed to advise and support the ECZ to ensure provincial offices and staff are

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equipped to effectively run the provincial offices

Baseline No provincial offices in (2014)

Target # of provincial offices with 50 staff trained to manage these offices in 2017

Data Collection Information will be collected mainly through progress reviews from the ECZ and provincial visits by the M&E Expert, Project Manager. The data will also be used as a capacity building needs assessment for the capacity building of the staff and equipping the provincial offices

Tool Minutes of progress review report; Field/provincial assessment questionnaire

Frequency Quarterly, starting in 2017


Reporting Quarterly reports will be produced and submitted to the Project Manager. The Project will then synthesise these reports and share with the Project Executive Board

Quality Control Reports on trainings and other administrative support to the provincial offices will be enhanced by data from field visits to randomly selected provincial offices

Indicator Existence of a secure electoral information management and results transmission system with upgraded software

Definition A secure electronic results management and transmission system installed and functional

Purpose Assess the functionality of the electronic results management and transmission system. The data will guide and inform the ECZ on areas of the electronic transmission and require attention

Baseline No electronic results management and transmission in 2014: An initial system has been developed and tested through by-elections

Target A functioning electronic transmission and results management system install/ upgraded and 50 staff trained on how to use the system for the 2016 elections and beyond

Data Collection Information will be collected through ECZ progress reports and updates. These will be supplemented by field/provincial visits

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Frequency Quarterly


Reporting Detail reports will be produced and submitted to the Project Manager

Quality Control Data and information obtained will be shared with UNDP IT for their advise

Indicator Existence of a revised and results focused voter education strategy and material that takes into account lessons of the 2011 General Elections and 2015 presidential election

Definition An effective voter education strategy developed and implemented for the 2016 informed by lessons learned from the 2011 and 2015 elections

Purpose Assess the effectiveness and systematisation of voter education strategy for use by the ECZ and other stakeholders

Baseline None in the past

Target Yes,

Data Collection Information will be collected through questionnaires with CSOs and other stakeholders. Data and information will be analysed and used to inform project’s further engagements in voter education


Frequency Quarterly


Reporting Comprehensive reports will be prepared and submitted to the Project Manager. The PM will then prepare summary reports identifying key issues that may require management attention


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Indicator Number of names of ineligible voters (names of deceased, minors etc) names removed from the register

Definition Voter registered audited to ensure names of deceased and other ineligible quality voters register in place for the 2016 elections

Purpose Assess the effectiveness of project in assisting the ECZ and other stakeholders in cleaning the voters register including the removal of deceased persons from the register

BaselineTarget 10% margin of error

Data Collection Data will be collected from the ECZ IT and

Tool Vote audit assessment questionnaire/interview guide/vote audit report

Frequency Quarterly


Reporting In-depth reports will be compile and submitted by the Voter Education Expert to the project Manager

Quality Control Data will be compared with existing register

Indicator Existence of a revised communication strategy for the ECZ which takes into account lessons of communication strategies for previous electoral cycles

Definition An effective communication strategy developed and implemented for the 2016 informed by lessons learned from the 2011 and 2015 elections

Purpose Assess the effectiveness and systematisation of ECZ communication and public outreach activities with key stakeholders including public parties, CSOs, Donors and other special interest groups.

Baseline None in the past

Target Yes,

Data Collection Information will be collected through questionnaires with CSOs and other stakeholders.

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Frequency Quarterly


Reporting Comprehensive reports will be prepared and submitted to the Project Manager. The PM will then prepare summary reports identifying key issues that may require management attention


Indicator Number of organisations representing people with special needs working with the ECZ to contribute towards implementing its communication strategy

Definition Number of people with special needs that have participated in the development of awareness and advocacy programmes for a special voting system

Purpose Assess the effectiveness of the ECZ’s outreach activities with special voters to enhance their active participation in the electoral processes

Baseline No data on the engagement of special needs people in the electoral process in the past

Target 5 special needs centred organisations/groups participating in the development of advocacy and voter educations materials targeting people with special needs for the 2016 election and about 50 people with special needs participating in the ECZ advocacy work

Data Collection Data will be collected through ECZ reports, activity reports of, and interviews with special needs centred organisations


Frequency Quarterly


Reporting Comprehensive reports will be submitted to the Project Manager

Quality Control Secondary data obtained from the ECZ and CSOs will be analysed against primary

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data from interviews and interactions with organisation and individuals with special needs involved in the advocacy process of the ECZ

Indicator Strategic Plan that follows and electoral cycle approach

Definition A new 4 year strategic plan (2016 – 2020) developed to support the democracy building and governance in Zambia post 2016 elections

Purpose Assess the development of the strategic plan and to advise the Project Manager on how best to support the ECZ to complete the development process of the new strategic plan

Baseline Yes (2012-2015 Strategic Plan implemented)

Target Yes (2016-2020 approved Strategic Plan that takes into consideration new developments and future aspirations of the Commission)

Data Collection Data will be will be obtained through ECZ progress/update reports

Tool Interview guide

Frequency Quarterly updates until the strategic plan is completed and ready

Responsible Project Manager

Reporting Progress/update reports will be submitted to the project executive board

Quality Control

Indicator Quality electoral process and outcome

Definition Improved quality of the electoral processes and electoral outcomes

Purpose Assess the whether the project is contributing to the quality of electoral processes and outcomes in Zambia

Baseline 74 petitions submitted at the law courts (out of 150 elected parliamentary seats)

Target 50 (new/updated counting/recounting rules, regulations and procedures)

Data Collection Information will be collected through court registry and political parties and candidates

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Frequency Monthly updates

Responsible Dispute Resolution Expert

Reporting Dispute Resolution Expert will submit weekly update/reports to the Project Manager

Quality Control Data will be collected and analysed from multiple sources including the ECZ, Political Parties, EOM Reports and CSOs

Indicator Framework for sustainable domestic observation in place

Definition A comprehensive framework to support sustainable domestic election observation

Purpose Assess the effectiveness of the project in building the capacity and supporting domestic election observation groups for sustainable long term observation activities

Baseline None exist (only periodic and loose arrangement exist among civil society during a major election)

Target Framework developed and 2 civil society organisations conducting election observer missions with predominantly locally mobilised resources

Data Collection Data will be collected from ECZ progress reports and CSOs activity reports


Frequency Monthly


Reporting Reports on capacity building needs, trainings will be compiled and submitted to the Project Manager

Quality Control Data will be collected and analysed from multiple sources including the ECZ, Political Parties, EOM Reports and CSOs

Indicator Percentage of parties represented in NAZ with comprehensive plans for deploying party

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agents six months before 2016 elections

Definition Political parties have developed plans for the selection, training and deploying of party agents to polling stations on election day

Purpose Assess how effective the project has been in contributing to the capacity building of political parties in the strategic planning in line with the electoral cycle

Baseline There is no data/ or evidence of such strategic plans from political parties in the past

Target 80% of Parties in NAZ have strategic plans with the capacity to deploy 2 Party Agents each to all polling stations across the country (100% deployment in polling stations and tally centres in 2016)

Data Collection Data will be obtained from the deployment plans of political parties and ECZ records

Tool Polling station record forms

Frequency Quarterly

Responsible M&E Specialist

Reporting M&E Specialist will submit a comprehensive report and updates on the preparation of political parties towards the elections. The reports will inform the Project Manager’s briefing of the Executive Board on further engagements on developing the capacity of political parties to become effective pillars of democracy building in Zambia

Quality Control Data obtained from political parties will be crossed checked with the ECZ records and reports of EOM both domestic and international

Indicator Number of political party representatives benefiting from capacity building trainings on management of political parties, gender mainstreaming strategies

Definition Political parties have the capacity to professionally manage political parties towards developing and implementing strategies for gender mainstreaming

Purpose Assess the women in political parties development component of the project. The results will be used to develop strategies for the sustainable promotion of women in political parties

Baseline

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TargetData Collection Political party reports, project progress report and meetings with political parties

would serve as key data sources for measuring this indicator

Tool Assess questionnaire and interview guide

Frequency Quarterly

Responsible M&E Specialist

Reporting Reports for every training activity and an assessment report on how political parties are performing will be produced and submitted to the Project Manager.

Quality Control Data will collected from training reports and interviews with political parties will be triangulated with other sources

Indicator Media professionalism in election reporting

Definition Media reportage on the electoral processes govern by professional ethics and research

Purpose Assess whether the media development component of the project is contributing to the professional development of the media/journalists in elections reporting and outreach

BaselineTargetData Collection Media reports, outreach as published in both the print and electronic media platforms

Tool Media assessment questionnaire

Frequency Monthly

Responsible Media and Communication Expert

Reporting Media monitoring reports will be compiled and submitted to the Project Manager

Quality Control Data obtained from political parties will be crossed checked with the ECZ records and reports of EOM both domestic and international

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4 Roles & Responsibilities

RoleResponsibilities/ Deliverables

Project ManagerProvide support, advice and direction to project staff and report to the project board deviations that may be necessary during the project implementation.

M&E SpecialistCarryout at least 10 field missions a year to monitor the implementation of project activities; conduct three Focus Group Discussions with voter education facilitators, CSOs; organise and report on 1 lessons learnt workshop at the national; submit quarterly project reports to Project Manager; Compiled and submit annual progress report (March 2017 and march 2018); Coordinate project final evaluation in consultations with donors/partners

Media and Communications Expert

Conduct at least five field consultations missions, Produce monthly media monitoring reports, media outreach activities on voter education and voter information and submit recommendations on further media engagements and capacity building to the PMU

Dispute Resolution Expert

Undertake at least five field missions, Submit monthly reports on ECZ election dispute resolution related activities, compile and submit final recommendations to the PMU

Voter Education Expert

Undertake at least five field missions to assess the quality of voter education training and quality of voter education campaigns, Compile and submit monthly reports on voter education, submit final report outlining recommendations for voter education

The PMU will organise a midterm review of the project with partners and key stakeholders in the last quarter of 2016. This review will be to examine the project’s achievements to see if it is meeting its targets and objectives. The results of this midterm review will inform discussions on the areas of the project that donors and partners will like to evaluate in the final project evaluation.

As an evaluation is a photograph of the project impact at a point in time, each project quarterly report will include an evaluation annex referring to this plan and the information that has been collated. The quarterly reports will only be replace by either a mid-term, annual or final report and the evaluation report. The final report will see an extensive internal

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evaluation of the project using this M&E plan and will be done using project resources. Should an external evaluation be required, it will be undertaken in line with the PAGODA format and approach governing EU-international organisation contractual relations.

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5 Data Flow

The Voter Education, Media and Communications and Dispute Resolution Experts would submit monthly reports to the Project Manager on activities conducted within their portfolios. Based on these reports and data from field visits, the M&E specialist would compile and submit quarterly on implementation of the project to the Project Manager. He will also compiled annual progress reports to be submitted to the project partners. The Project Manager will maintain an issue and risk logs and provide advise to the Project Board as and when it is necessary.

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6 Data Management6.1 Storage

Each of the project components will maintain an excel database to record data against set indicators. The M&E component will have a combine excel database on each of the indicators. Backed up for stored data will be created by UNDP archives. The project will also explore the possibilities of uploading the annual progress reports and end of project evaluation (abridged versions) unto the UNDP and partner websites for easy accessibility.

6.2 Analysis

Data analysis will be done mainly through the quarterly progress reviews with the ECZ using tools like excel.

6.3 Privacy

This M&E plan is only for internal project use only. Monthly and quarterly reports produced in this plan will be for internal project management purposes. But the annual project reports will be submitted to the project technical committees for their comments and the final report submitted to project partners. These annual reports will be shared other key stakeholders. The project will also share information on its activities and deliverables with stakeholders as and when such reports come in either through summary reports or through interviews.

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Appendices

Focus Group Discussion Guide

See Annex 1

Data Entry Form

See Annex 2

Assessment Questionnaire

See Annex 3

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