TRACKING PERFORMANCE OF KENYA’S DEVELOPMENT PLAN

James Mwanzia

CE – Monitoring and Evaluation Directorate

Content

Background Performance Tracking Issues

– NIMES – Institutional Set up– NIMES products– NIMES reporting Arrangements– Use of NIMES products

Challenges Faced Way forward

Background

Kenya has been involved in development planning since independence

A “Ministry of Planning” has been in existence since then either as a separate entity or in a marriage of convenience with the Ministry of Finance

The planning function has always been successfully executed

However, complaints of highly ambitious plans have always been there….even to date

Background..contd.

Performance measurements have always been identified as critical in the countries Dvt. Plans

However, execution of the same has remained elusive over the years because of weak or non existent M & E Systems

Projects financed by Development partners have had good M & E systems and as such their performance is easily assessed

Background .. Contd.

The Government in 2003 developed and launched the Economic Recovery Strategy (ERS) for Wealth and Employment Creation

The ERS recognized the role of M & E in addressing governance issues and proposed formation of a comprehensive M & E system to address this

Arising from this the National Integrated Monitoring and Evaluation System (NIMES) was established in 2004

Background ..contd.

The NIMES has been evolving since 2004 and has helped track performance in implementation of two Medium Term Development Plans i.e.:

1) The ERS 2003-2007

2) The Medium Term Plan of the Kenya Vision 2030 (2008-2012)

Objectives of NIMES

The specific objectives of the National Integrated M&E system are:

To build an M&E system for reporting at both central government and the lower devolved levels (the district level).

To promote a culture and practice of M&E at all levels of government and civil society, i.e. institutionalizing the application and use of M&E throughout the government for planning and implementation of development programmes.

NIMES Objectives

To provide timely and reliable feedback to the budgetary preparation process through the preparation of reports (MTEF, MPER/ PER and APR).

To provide regular, timely and reliable reporting on the effectiveness of government programmes and projects – to government itself, and also to the wider stakeholder group and to development partners.

To ensure active participation of the civil society - (CSOs, NGOs, the academic community, private sector etc.) in the National M&E System.

Components of NIMES

NIMES framework is aligned to five broad development areas:

1) Enhanced policy coordination and Capacity Development within the NIMES framework to manage, communicate, evaluate and make revisions to the implementation of the framework.

2) Development of an integrated data acquisition and data management framework to support research and evaluation of results as well as other government policy actions and programs.

Components of NIMES ..contd.

3) Research and Results analysis issues – interrogation of key report findings is important for informing policy and budgetary preparations

4) Enhanced Project Monitoring and Evaluation Systems at central and devolved levels to support Public value and results based Service delivery.

5) Integrated dissemination and feedback mechanisms to support streamlined reporting on the government’s national and global commitments to a wide cross-section of stakeholders and strengthen capacity (within government and non-government sectors) to be more effective in using M&E information.

Institutional arrangements and Coordination

The NIMES covers national and devolved level structures:

The Ministry of State for Planning, National Development and Vision 2030 (MPND) is functionally responsible for coordination, monitoring and evaluation of all of Government policies, programmes and projects.

Within the MPND, responsibility for the implementation and oversight of the NIMES Framework has been charged to the M&E Directorate (MED).

(MED oversees preparation of various M & E reports including Annual Progress Report, Public Expenditure Review, etc)

Within the MED, there are 5 technical advisory Groups (TAGs) that essentially act as the NIMES Secretariat to ensure proper representation and redress of all M&E issues of national interest.

Institutional Arrangements and Coordination ..contd.

The current set of TAGs include: -

1. Research and Results Analysis: This TAG generates research agenda, focusing on government policy issues and carrying in-depth analysis of the surveys, census etc.

2. Quantitative and Qualitative indicator development, data collection and storage: This TAG is responsible for coordination of development and storage of indicators used to facilitate preparation of key reports such as annual progress reports, mid-term review reports of development blue prints such as the Medium Term Plan (MTP) of Kenya Vision 2030 and the MDG programme.

3. Project Monitoring and Evaluation: This TAG is responsible for designing a set of harmonized standards as a guide to appraisal, planning, monitoring and evaluation of all projects and developing a centralised project information system. It also coordinates tracking of implementation of public sector projects

Institutional Arrangements ..contd.

4. Dissemination for Sensitisation and Advocacy: The TAG is responsible for establishing an Information, Education and Communications (IEC) strategy aimed at ensuring easy access to a wide range of M&E information generated from the NIMES, increased level of awareness and knowledge of NIMES; its outputs and their utilisation and behaviour change towards M&E Practice through advocacy and capacity building.

5. Capacity development and Policy coordination. This TAG is charged with the responsibility of developing a national monitoring and evaluation policy, and a national strategy for the development of capacities for the sustainability of NIMES.

Institutional Arrangements contd.

Technical Oversight committee (TOC): Is the primary body responsible for setting the conceptual direction for the development and implementation of the NIMES. TOC is chaired by the Economic Planning Secretary

National Steering Committee (NSC): Is the primary body responsible for providing general overall policy direction of NIMES. NSC is chaired by the PS, MPND

Institutional Arrangements contd.

Ministerial Monitoring and Evaluation Committees (MMECs): Provide guidance on operationalisation of NIMES/ M & E function at ministry/ sector levels. The Central Planning and Project Monitoring Units (CPPMUs) form the secretariat for MMECs.

Asses performance of implementation of Sector/ Ministry specific blue prints and prepare quarterly and Annual progress

reports

Institutional Arrangements ..contd.

District Monitoring and Evaluation Committees (DMECs): Offer M & E technical and professional guidance to districts. They are chaired by the District Commissioner. The District Development Officer is the secretary to DMECs

Asses performance in implementation of District Development Plans and Prepare quarterly and Annual M & E reports.

Tracking of performance

Performance of the MTP of Kenya Vision 2030 is tracked through the various institutions of NIMES.

Each government Agency is supposed to track and report performance internally and to the MED which then analyses and prepares reports for national consumption/ reporting.

NIMES Products

Annual Progress Reports: Are prepared on an annual basis by the MED in collaboration with Ministries, Departments and Agencies (MDAs)

The APR is prepared through deep interrogation of Ministerial Monitoring and Evaluation Reports (MAMERs), and District Annual Monitoring and Evaluation Reports.

Interviews are also conducted with select MDAs to validate the information.

The reports are then presented to Stakeholders for final validation, and finalisation of their preparation

NIMES Products contd.

The APR is then published and launched in a national stakeholders forum where feedback is received and the findings are shared with the citizenry.

The APR is then forwarded to Government agencies for informing policy formulation and budgeting.

NIMES Products contd.

Public Expenditure Review: Is prepared on a yearly basis to provide information on how public funds are being used and their impact in developmental work.

Ministerial Public Expenditure Reports (MPER) provide the raw materials for preparation of the PER.

PER preparation is coordinated by the MED and involves other MDAs and development partners like WB, GTZ, etc

The reports are then launched and forwarded to MDAs to inform budgeting

NIMES Products contd.

Mid-Term Reviews: Conducted after 2 and half years of implementation of the MTP. Mainly to asses whether outcomes are being realized.

The MTR is expected to lead to a review of the strategies and re-tooling to hasten implementation of the Development Plan.

NIMES Products contd.

End Term Reviews: Conducted at the end of the five years. Provides information on performance over the whole plan period.

The reports inform the next phase of medium term planning, as well as a demonstration of results to stakeholders.

Note: A Mid Term Review of the MTP is currently ongoing

NIMES Products..Contd.

Quarterly Ministerial and District M & E reports: Are prepared by ministries and districts on a quarterly basis and provide much needed information on progress in a 3 month period. It easier to take corrective action when the period is short.

Project Analytic Reports: These reports are prepared on quarterly and Annual basis. At present the reports are being prepared using the eProMis (Electronic Projects Management Information System)

NIMES products ..contd.

National Indicators: Identified at the beginning of implementation of the countries development blue print. The various reports are prepared on the basis of how the indicators are changing overtime.

The MTP has: - 56 indicators for national reporting; ---- gender indicators; and 16 district indicators: All these are mainly for national reporting

NIMES products ..contd.

MDAs are however free to use other indicators specific to their areas of operation.

The indicators are reviewed and reported on once in a year as part of the Annual Progress Report

NIMES products….Contd.

M & E Policy: A draft M & E policy has been developed mainly to define the roles of various actors, their reporting mechanisms, and sanctions on NIMES operationalisation.

The M & E policy is at its final stages of preparation and will serve to strengthen the way performance is tracked in the country.

It will assist MED to execute its coordination work properly without relying too much on moral suasion

NIMES products ..contd.

Projects M & E and Indicators Data-Base: An M & E database is undergoing development.

A lot of the information is derived from the e-ProMis and KenInfo database managed by Ministry of Finance and Kenya National Bureau of Statistics Respectively.

NIMES Products … contd:

Communications Strategy: Has been developed to help communicate results to all stakeholders including the Kenyan Citizenry.

This strategy mainly focuses on communicating M & E information mainly on performance and feedback.

NIMES Products ..contd

Methodological and Operational Guidelines: Developed in 2004/05 to guide ministries in executing the M & E function. Most of the issues in the MOGs are currently being addressed through the draft M & E policy

Projects M & E Guidelines: Guide Ministries, Departments and other agencies in conducting M & E for projects.

NIMES master-plan 2008-2012: The Master-plan was developed and launched in 2007 to provide direction on NIMES implementation

Reporting/ Utilization Arrangements

All Ministries, Departments and Agencies prepare their progress/ M & E Reports in a participatory manner

The reports are disseminated within the sector and then forwarded to the MED for preparation of National reports – PER, APR, etc

Districts also prepare District M & E reports and disseminate them locally before forwarding a copy to MED for incorporation into the National Reports

Reporting/ Utilization Arrangements

The APR, PER and other national reports are disseminated in a national stakeholders forum and then forwarded to ministries for informing budgetary and other development processes

The reports are also hosted in websites for wider consumption (www.monitoring.go.ke or www.planning.go.ke )

Challenges faced in Tracking performance

Capacities for performance tracking are inadequate – in terms of enabling infrastructure, skills, etc

A culture for performance and M & E is still insufficient… M & E is still being viewed as a policing/ investigation tool for corruption related issues and not a management tool

Resources for performance tracking/ M & E are insufficient

Challenges faced

Linkages with other reform programmes are weak eg. Performance contracting, anticorruption initiatives, etc

Vast territory to cover…eg there are many districts that need to execute the M & E/ performance tracking function

Performance based training not readily available in local training institutions

Way Forward

A Capacity Development Programme (CDP) has been developed and is addressing some of the challenges

M & E Policy is being finalised and will strengthen reporting and adherence to performance best practices

Collaboration with development partners and M & E practitioners is helping to strengthen NIMES operationalisation

Way forward…Contd.

Close working relations with institutions involved in management for development results are being forged

More training and sensitization across government on performance tracking and M & E is ongoing

The AfCoP/ Kcop initiatives are also helping to bolster the M & E function across government

== E N D ==