Controlling

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 Session Objectives
• Define controlling, monitoring & evaluation
• Determine the purpose of M&E
• Understand different steps of monitoring &
evaluation practices
• Describe the r/n ship b/n M&E
• Evaluate the characteristics of indicators

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 Control

 Is the process of ensuring whether actual activities are

done according to the plan or not .
 helps managers monitor the effectiveness of
 their planning,

 their organizing ability

 their leading techiques.
 To take corrective actions.
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 Organizational Control…

Can be classified as;

1.Feed forward Control

 The active anticipation and prevention of problems, rather

than passive reaction.

2.Concurrent Control

 Monitoring and adjusting ongoing activities and processes.

3.Feedback Control outputs/products

Checking a completed activity and learning from mistakes.

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 Functional steps of Controlling

 Establish standards of performance

 Gather information and Measure current
performance
 Compare performance with standard
 Taking corrective action

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 Purpose of M&E

Program
Improvement

Knowledge
Development

Judgment

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 Conceptual definition of M&E

 Monitoring is a continuous process of gathering,

analyzing and interpreting of information and,

 The daily use of inputs and their outputs in order to

enable timely adjustment or correction.
 Hence it is a basic part of implementation
management.
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Evaluation is a systematical and periodical gathering,
analyzing and interpreting of information on the operation
as well as the effects and impacts of program/project
development .
An assessment of;
 The overall project performance
 Any impact resulted from the program/project
 Reasons contributing for success and failure

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Evaluation frame works Chalie T. 8
Distinctive Characteristics of M & E

Characteristics Monitoring Evaluation

Purpose/objective Specific Broad
Scope Narrow Broad
Frequency Continuous Periodic
Data Gathered Primarily Primarily
Quantitative Qualitative
Main Action Oversight In-depth
analysis
Focus Inputs/Outputs Impact and
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Distinctive Characteristics of M & E…
Character Monitoring Evaluation
What does it - Activities performed - Why and how
answers? - Problems encountered results were achieved or
- Rectifying measures not
- Strategy and policy
options

Actors Internal Internal/External

Analysis Simple Comparative Analytical
tools
Primary Users Small group/project Large group /Project
Managers Managers, planners,
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 SOURCES OF INFORMATION FOR M & E

1. Progress Reports
2. Progress Review Meetings
3. Site Visits/Observation
4. Formal Survey
5. Rapid Appraisal Methods

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 Evaluating Program Impact

Outcome

The Evaluation
Question:
How much of
this change
is due to the
program?

New program Program

start midpoint or end
Time

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 Evaluating Program Impact

Outcome
With new
program

Net new Program

Impact

Without new
program

New program Program

started midpoint or end
Time

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 Program Components
• Inputs

– Resources used in a program, such as money, staff,

curricula, and materials

• Activities

– Services that the program provides to accomplish its

objectives, such as outreach, materials distribution,
counseling sessions, workshops, and training
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 Program Components (cont.)

• Outputs
– Direct products or deliverables of the program/project, such
as intervention sessions completed and materials distributed

• Outcomes
– Program results that occur both immediately and some time
after the activities are completed,
– Changes in knowledge, attitudes, beliefs, skills, behaviors,
access, policies, and environmental conditions
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 Program Components (cont.)
Impacts

– Long-term results of one or more

programs over time, such as changes in
HIV infection, morbidity, and mortality

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 INDICATORS
Development & selection for M&E

“If you cannot measure results,

you can not tell success from failure!”

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What is an indicator ?
• A measure, typically numeric, that provides key
information about a system’s condition.
• Indicators are an objective measure of change or results
brought about by an activity or an output from an activity.
• Indicators are designed to provide a standard against
which to measure, or assess the progress of an activity
against stated targets/objectives

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 Types of indicators

Measures the indirect and longer-term

impact
Measures the direct and immediate
impact
Measures what is accomplished with
inputs
Measures the actual use of resources

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 Direct and Proxy Indicators
 Some times it is not possible to observe and measure project
results directly
 In such situations indirect or proxy indicators have to be used
 Example: effectiveness of ‘behavioral change communication
(BCC) in HIV/AIDS prevention’
 projects may be measured directly by reduced death rates related
to the virus.
 But these are difficult to determine over short period of the
project life.

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 Direct and Proxy Indicators . . .

 What indicators do you suggest to be used in such

situation?
Proxy indicators, such as;
 Sales of condom per month,
 Number of new anti-aids clubs established and
 Increase in number of people practicing voluntary
counseling and testing (VCT) may be used as indicators.

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 Examples of Direct and Proxy Indicators
Project Direct Proxy
Objectives Indicators Indicators

Increased % change in % increase in no. of livestock

Household monthly/ % increase in monthly savings

Income annual Improvement in physical state of

household the household (i.e. tin roof,
income additional rooms, etc.)

Improved Reduced % increase in families using family

Health prevalence of planning methods
Status in diarrhea % increase in households using
Target Area diseases protected water source
‘Y’ Decrease % % increase in households with a
of children vegetable garden for home
who are consumption
under-weight % increase in ANC attended by
trained health workers
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 Common Indicator Metrics
• Counts

– Number of trained clinicians

– Number of condoms distributed

• Calculations: percentages, rates, ratios

– % of facilities with trained provider

– Maternal mortality ratio, Total fertility rate

• Thresholds
 Max/min level
 Presence, absence

 Pre-determined level or standard

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 Characteristics of Good Indicators
• Valid: accurate measure of a behavior, practice
or task
• Reliable: consistently measurable in the same
way by different observers
• Precise: operationally defined in clear terms
• Measurable: quantifiable using available tools
and methods
• Timely: provides a measurement at time
intervals in terms of program goals and
activities
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Thank you very much!
.

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