vc m&e module 1 - clients of the m&e system
TRANSCRIPT
VALUE CHAIN MONITORING AND EVALUATION GUIDE
MODULE 1
M&E System Client Mapping
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GETTING STARTED
OBJECTIVE OF MODULE 1
• Enable CARE teams and partners to identify and prioritize the people or groups that will use information generated by the measurement system.
• Who are M&E System Clients?
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GETTING STARTEDOVERVIEW
Provide information useful to both internal and external clients
Internal Clients External ClientsPurposes Project management, decision
making and planning, integration with other CARE interventions, partner engagement, impact group participation, ensure accountability.
Hold projects accountable for funds, gauge return on investment, determine the effectiveness of development programming, assess achievement of development objectives, decide whether or not to initiate or scale a partnership with the project.
Frequency
Ongoing (Weekly, monthly, quarterly, etc)
Periodic (e.g., every 6-12 months)
Timeframe
Short- and Medium-term Medium- and long-term
Type Quantitative, Qualitative Quantitative (primarily), Qualitative
Formality Formal (Standardized measurement)
Informal (Non-standardized measurement)
Formal (Standardized)
Accuracy Reasonable accuracy Precise accuracyFlexibility Highly flexible in methods
appliedLess flexible in methods applied
Attribution
Expect information to establish plausible attribution
Expect information to establish more scientific attribution
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Flip chart paper
Large note cards
Markers
Tape or ‘sticky stuff’
MATERIALS / INPUTS RECOMMENDED
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STEP-BY-STEP GUIDE
1
•IDENTIFY THE CLIENTS
2
•PRIORITIZE THE KEY CLIENTS
3
•UNDERSTAND THE KEY CLIENTS AND MAP THEIR INFORMATION NEEDS
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STEP-BY-STEP GUIDE: STEP 1
PurposeBy identifying the clients we will know who are affected by the project, who have influence or power over it, and who have an interest in its success.
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STEP-BY-STEP GUIDE: STEP 1
IDENTIFY THE CLIENTS
Internal Clients External Clients
Project managers Donors
Project staff Value chain actors
Implementing partners Participants (Target groups, impact groups)
Sub-grantees Local communities and community leaders
Country office Business associations
Program managers Community-based organizations
CARE HQ Local and national government officials
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STEP-BY-STEP GUIDE: STEP 1
• Engage the participants in a brainstorming exercise to list as many potential clients as possible, both internal and external.
• Add each client to an individual note card (preferably a big one) and make a stack of them
COMPLETING STEP 1
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STEP-BY-STEP GUIDE
1
•IDENTIFY THE CLIENTS
2
•PRIORITIZE THE KEY CLIENTS
3
•UNDERSTAND THE KEY CLIENTS AND MAP THEIR INFORMATION NEEDS
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STEP-BY-STEP GUIDE: STEP 2
Purpose•By categorizing clients on 2-by-2 matrix, we will be able to prioritize them by influence and relevance
•How do we measure influence?
•How do we measure relevance?
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STEP-BY-STEP GUIDE: STEP 2PRIORITIZE THE KEY CLIENTS
KEEP SATISFIEDUnderstand the key interests of these clients and ensure you keep them informed of
any significant changes (positive or negative) or
potential challenges on those issues.
MANAGE CLOSELYThese are the highest priority
clients of the M&E system. They are central to achieving
your goals and their information needs – including the channels through which the access information and
the formats it comes in – will serve as the focus for the
M&E design process.
LIGHTLY MONITORThese clients are those that may like to know about the
project but do not necessarily need to know about the project. Typically, your
communications to other M&E clients can ensure you reach
this audience without spending too much time on it.
KEEP INFORMEDThese clients need to be kept
adequately informed. They can often help inform tactics and often represent actors you are trying to influence
(firms beyond your partners, local government agencies,
etc.) to get them more engaged in the project.
Relevance
High
Low
High
Influence
Low
Assign influence and relevance to each client as per the grid below:
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STEP-BY-STEP GUIDE: STEP 2
COMPLETING STEP 2
• Create 2-by-2 grid on the wall using masking tape.
• Participants place the index cards with potential clients on the grid base on the level of priority.
• Facilitate a discussion and remain open to changes in client prioritization.
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STEP-BY-STEP GUIDE
1 •IDENTIFY THE CLIENTS
2 •PRIORITIZE THE KEY CLIENTS
3 •UNDERSTAND THE KEY CLIENTS AND MAP THEIR INFORMATION NEEDS
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PurposeAfter this step, we will know:
•More about clients’ specific information needs and expectations.
•How best to engage the key clients and communicate with them.
STEP-BY-STEP GUIDE: STEP 3
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STEP-BY-STEP GUIDE: STEP 3COMPLETING STEP 3
1. Divide key M&E clients (High/High) among small groups.2. Each group answers the following questions about each key client:
PurposeWhy does the
client want information about the project?
Timeframe Is the client interested in short-term,
medium-term, long-term?
AttributionTo what degree does the client expect or need the data to be able to definitively attribute measured results to project interventions? Do they need scientific accuracy or ‘plausible’ attribution?
FrequencyHow
frequently does the
client expect /
need information?
FormalityHow formal do the
information and the information collection
tools need to be?
Type What types of information? Qualitative?
Quantitative? Both?
FlexibilityWhen considering
methods, how flexible will the client be?
Accuracy What degree
of accuracy does
the client expect
or need?
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STEP-BY-STEP GUIDE: STEP 3COMPLETING STEP 3 (cont.)
3. Results are presented and agreement reached on each key client’s information needs and expectations. 4. The blank table provided at the end of the guide is used to capture the information.5. A completed table from the ADAPT project in Zambia on the next slide provides an example of this exercise.
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CASE EXAMPLEIllustrative M&E Client Map from the CARE Zambia
ADAPT ProjectCriteria AGRA Donors Input Suppliers Project StaffMACO Field
StaffAgro Dealers
Purpose
Accountability
Fundraising
Decision making on program scale up & other investments
Decision making on funds allocation
Create interest & buy-in in future projects
Build confidence and credibility
Planning
Marketing
Product stocking & re-ordering
Area to service
Decision making
Reporting
Feedback
Planning
Research
Extension services
Improve business
Provide better service to farmers
Enhanced network & linkages
FrequencySemi-annual
Monthly updates
Periodic Irregular Ongoing Quarterly Ongoing
TimeframeMedium-term
Long-term
Medium-term
Long-term
Short-term Short-term
Medium-term
Short-term
Medium-term
Short-term (info)
Long-term (vision)
Type
Quantitative (data sheets)
Qualitative (human stories, pictures)
Quantitative (provide proof, show results & success)
Quantitative
Qualitative
Quantitative
Qualitative
Quantitative Qualitative
Formality
Formal (semi-annual) Informal (monthly)
Formal (proposals)
Informal (info sharing & dialogue)
*Depends on relationship with donor
Depends on use Formal
Informal
Formal Informal
Flexibility
Inflexible (semi-annual)
Flexible (monthly)
Less flexible (baseline & mandatory indicators)
*Depends on project stage
More flexible Very flexible on some
Less flexible on others
More flexible Very flexible
Accuracy
High accuracy (semi-annual)
Reasonably accuracy (informal)
Higher accuracy (formal)
*Unknown donor or proposal
Reasonable accuracy
Depends on type of information
Reasonable accuracy
Reasonable accuracy
Attribution
High attribution Preference for scientific accuracy but plausible attribution acceptable
Attribution not important
Attribution important but not always necessary
NA (report on outputs only)
Plausible attribution
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COMMON PITFALLS
Discuss what problems the following pitfalls may cause:
•Projects do not prioritize clients nor try to understand their unique information needs.
•Projects fail to consider internal clients and their information needs and how those needs differ with external clients’.
•Projects often develop M&E systems with a single client in mind—the donor, so as to satisfy external accountability requirements.
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TEMPLATES AND SUPPORTING MATERIALS
M&E Client Prioritization Matrix
KEEP SATISFIED.
MANAGE CLOSELY
LIGHTLY MONITOR KEEP INFORMED
Relevance
HighLow
High
Influence
Low
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TEMPLATES AND SUPPORTING MATERIALS
Criteria Client Client Client Client Client Client
Purpose
Frequency
Timeframe
Type
Formality
Flexibility
Accuracy
Attribution
Client Information Needs Worksheet
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QUESTIONS?
COMMENTS?
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Multiple ways to continue the discussion and continue learning:• Initiate a monthly session on the M&E guide
and case studies from across CARE. Contact [email protected]
• Join the Market Engagement Community of Practice on LinkedIn.
• Join a task force to review and refine the universal indicators. Contact [email protected]
Want to Learn More?