Monitoring & Evaluation (M&E)

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What is Monitoring?A continuing function that uses systematic collection of data on specified indicators to provide management and the main stakeholders of an ongoing development intervention with indications of the extent of progress and achievement of objectives in the use of allocated funds. It allows to continuously improve the program at each stage

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What is Evaluation? Evaluation is judgement:

Made of the relevance, appropriateness, effectiveness, efficiency, impact and sustainability of development efforts

Based on agreed criteria and benchmarks among key partners and stakeholders

Evaluation:Involves a rigorous, systematic and objective process in the

design, analysis and interpretation of information to answer specific questions

Provides assessments of what works and whyHighlights intended and unintended results and provides

strategic lessons to guide decision-makers and inform stakeholders

It is the periodic assessment about the impact/outcome and effectiveness of the project

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Introduction to M&E System A good M&E system will help:

Clarify what impact the project is expected to have

Decide how progress and impact will be assessed

Gather and analyse the necessary information for tracking progress and impact

Explain the reasons for success and failure; agree on how to use this information to improve future actions

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Introduction to M&E System Effective M&E can:Provide managers with information needed for

day-to-day decisionsProvide key stakeholders with information to

guide the project strategyProvide early warnings of problemsHelp empower primary stakeholders, especially

beneficiaries, and involve them moreBuild understanding and capacity amongst

those involvedAssess progress and so build accountability

In summary a good effective M&E system is a tool for managing impact

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Introduction to M&E System Evaluators of projects frequently have five

standard questions that need to be answered. The M&E system should thus be designed to provide answers to those questions

Relevance:Did the project address priority problems faced

by the target areas and communities Was the project consistent with policies of both

donors and recipient governments (or agencies)

Effectiveness: ● Have activities, outputs and outcomes been

achieved

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Introduction to M&E System Efficiency: Were inputs (staff, time, money,

equipment) used in the best possible way to achieve outputs; could implementation been improved/was there a better way of doing things

Impact: What has been the contribution of the project been to the higher level development goals; did the project have any negative or unforeseen consequences

Sustainability: Have the necessary systems been put in place to ensure the project itself and more particularly, will the project benefits continue once the project and its (foreign) funding has ended

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What is an Indicator?Indicators are realistic and measurable criteria of project progress. They should be defined before the project starts, and allow us to monitor or evaluate whether a project does what it said it would do

ExampleProportion of IDUs on NSEP = Number of IDUs on NSEP/ number of population contracted to the TI x 100

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Types of IndicatorsOutput indicators show that the project or activity

has successfully taken place and that the pre-conditions are in place to achieve the outcomes/objectives of the program

Output indicators measure activities directly realized within programs

These activities are the first step towards realizing the operational objectives of the intervention and are measured in physical or monetary unitsExample

No. of IDUs on NSEP, No. of IDUs on OST, No. of condoms distributed/socially marketed

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Developing Monitoring System Developing monitoring systems

involves: Identifying the desired objective (result) Establishing baselines for these objectives

from which progress can be measured Developing indicators (which serve both to

interpret the objectives as well as measure progress)

Identifying monitoring information sources, systems and frequency of data collection

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Developing Monitoring SystemEstablishing responsibility both for data

collection and oversight of monitoring process

Establishing regular feedback mechanisms on lessons learned/good practices, and updating interventions in the light of this feedback

Noting underlying assumptions and potential risks that highlight potential obstacles to achieving the desired objectives and that can contribute to collating lessons learned

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Monitoring at PM’s Level At NGO level (on regular basis) PM should ensure that:

Monthly field visit plan is prepared, based on the monthly meeting for PM, ORW, PE

All the project-based registers are available at the project office and updated regularly

IDU master list, event register, advocacy register, condom register, medicine stock register is updated

Network analysis is available for every site for tracking the number of IDUs

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Monitoring at PM’s Level Agendas for weekly and monthly meetings

are circulated before conducting the meetings and meetings are documented

N/S, condom and drug procurement procedures are followed for TI

Data collected is analysed for tracking the performance of project progress

Scheduled training programs for the TI for the month are completed as per plan

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Monitoring at PM’s Level At Outreach/Site level, ensure that:

IDU: Peer ratio of 40:1 is maintainedAll the PEs are of same age group as IDUs in a given

siteORWs fill in registers within 24 hours of the activity

conductedORWs have filled in the ‘IDU registration form’ for the

new IDUs identified in the area Sufficient IEC/BCC material is available with ORW for

distribution at site level Once a week, interact with selected IDUs (8-10

members) to know the program inputs and quality services given

Visit referral centres to know status on patients referred with regard to those availing services at referral centres

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Monitoring at PM’s Level At Clinic level:

Observe the doctor’s approach to patients (if he/she is friendly and follows SCM guidelines)

Check clinic patients records to ensure they are as per prescribed format and procedures are followed

Check whether the eligibility criteria for initiating OST has been followed

Monitor the dosage of OSTEnsure that the NACO protocol of waste

management is being followed Ensure counsellor maintains confidentiality

and proper documentation of counselling as per prescribed formats15 Contd…

Monitoring at PM’s Level Ensure that the consumables/stock are available

and no-stock out of medicines is reported Stock registers are updated on a daily basis Ensure weekly meeting with the peers, to plan

the week ahead and review the weekly achievement

Develop weekly plan of activities for each PEPrepare weekly movement plan for self and

share with PMMeet all the PEs at site level and provide field-

level support Check daily diaries and types of services being given during every visit

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Monitoring at PM’s Level Ensure the PEs are conducting activities as per

weekly activity planEnsure all the new IDUs identified by the PE during

the month have been registered with the programCollate the site-level information on weekly basis

from the PE daily diariesTake feedback from the community regarding the

project service Ensure that the PEs distribute condom and N/S to

the community as per their requirement Gather information about the field challenges

faced by the PEs and resolve the issues

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Monitoring at PM’s Level Ensure that sufficient IEC/BCC materials are available with

each PEGive feedback on the performance, based on the field

observations during weekly and monthly meetingConduct group meetings at each site during the monthConduct mid-event activities as per plan during the monthSupport Project Director in conducting advocacy meetingContact all the listed IDUs at the site regularly with project

service Identify new IDUs and ensure he/she is registered under

the site Distribute N/S to each IDU and ensure that adequate no

are distributed as per the requirement

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Monitoring at PM’s Level Distribute condoms to each IDU and ensure enough

condoms are distributed as per requirement Report incidents of violence at the site level to the

ORWEnsure that the IDUs on OST are not dropped out

from the service Ensure that the IDUs with STI complaints visit the

clinic for treatment Ensure all the IDUs have been tested at ICTC twice

in a year Accompany the IDUs for testing at ICTC Ensure all the IDUs have been screened for Syphilis

twice in a year

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Monitoring at PM’s Level Ensure all the IDUs, who are under ART, are

taking regular treatment at the ART centre Ensure that the referred IDU is taking

treatment at TB/DOT centre

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Conducting Participatory ReviewInvolve the community in the reviewInvolve team members, donors and other

stakeholdersProvide them information about project’s goal,

objectives, performance indicators, targets and achievement

Discuss qualitative impact of the programIdentify gaps in the programDiscuss the solutionsPrepare an action plan

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ConclusionHaving a good monitoring system is very

important for the success of any program

PM should regularly monitor the work of all staff members and periodically review the achievements of the program

Feedback from the review should then be incorporated in program implementation

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