MONITORING AND EVALUATION (M&E) SYSTEM A M&E system is a designed way for collecting, analysing and using information

about the progress and impact of a programme/project (SCF 1995 modified)



M&E


System Contd

Its purpose is to help the people involved in the programme/project take appropriate decisions.

Why M&E System?



Peter Oakley et al (1998) cited four broad reasons for a M&E system. These include:

1. There are enormous pressures from official donors to monitor performance more closely and to document the overall impact of development work undertaken.

M&E System Contd

2. The growing concern of institutional learning, to know what works and what does not work. 3. Concern to ensure sustainability of the project/programme 4. The increasing recognition of the need to be accountable to the programme/project target group

Definitions of Common Terms Used in M&E



Efficiency: The amount of outputs created and their quality in relation to the resources invested. This is usually measured in terms of cost incurred in the process.

Definitions Contd


Effect: The more immediate, tangible and observable change, in relation to initial and established objectives, which has been brought about as a direct result of project activities.

Definitions Contd


Effectiveness: This expresses the extent to which the planned outputs, effects and intended impacts are being or have been produced or achieved. It expresses the extent to which a project/programme achieves its objectives.

Definitions Contd


Impact: This refers to the long term, largely indirect consequences or end products of the project/programme for the intended beneficiaries. Impacts can be positive or negative. Impact can be unpredictable.

Definitions Contd


Relevance: The extent to which the programme/project is addressing or has addressed the problems of priority, mainly as viewed by the beneficiaries.

Definitions Contd
Sustainability: This means the maintenance or positive changes induced by the programme after its phase out. It is a withdrawal strategy of the project/programme.


Definitions


Replicability: The feasibility of replicating the particular programme or parts of it in another context.

Definitions Contd
NOTE

A good M&E system is characterized by the flow of information in different directions between all the stakeholders.

The Principles of M&E System



The M&E system be cost- effective costIt should be intelligible to both staff and project partners at all levels It should not require onerous and unnecessary reporting

M&E Principles Contd



The system should be designed in such a way that it is able to develop the reflective and analytical capacities of those involved. The system should be able to feed consistent, quality information on output, outcome and impact into the project cycle for accountability and learning purposes.

M&E Principles Contd



The system should emphasize decisiondecisionmaking and analysis. The system should be based upon as wide an involvement as is realistically possible It should recognize gender diversity and ensure both men and women are able to contribute.

M&E Principles Contd



The system should recognize that the most crucial aspect of the M&E is monitoring and emphasize this function. The system should acknowledge the value of alternative sources of information.

The Major Components (Frame work) of M&E System

1. Define the aims of the system: Decide who needs a M&E system and what for. 2. Set specific objectives of the M&E system: These will depend on the overall aims of the system. 3. Selection of relevant indicators and information

Components of M&E System

4. Collection and analysis of data: - Select methods of data collection and analysis - Select tools of data collection and analysis 5. Presentation and use of the information/results 6. Organization

Components of M&E System

7. Maintaining the M&E System; resources, training, support and supervision: supervision:  The cost for designing the M&E system e.g. staff time, workshops, training, hiring consultants, etc


Staff time in collecting and analysing data The resources needed to print and distribute forms for data collection

Components of M&E System



Continuous training and supervision for data collection and analysis Supervision needed to keep the system standardized Modification of the M&E system as necessary

Problems Associated with M&E Systems

M&E systems are vulnerable to:  Inconsistency with the overall objectives of the programme


Information overload: There is tendency to collect too much information. Poor stakeholder involvement: May result to lack of stakeholder commitment

M&E Problems Contd



Lack of analysis: There is imminent danger in collecting too much since time and human resources may be inadequate. Bias towards the quantifiable: There is inherent tendency and belief that quantifiable information is the best. Inflexible and irrelevant indicators