Module 8 - INTRODUCTION TO MONITORING AND EVALUATION

THE UNIVERSITY OF ZAMBIA
INTRODUCTION TO PROJECT MANAGEMENT
Module 8: Introduction To Monitoring And Evaluation

INTRODUCTION TO
MONITORING AND
EVALUATION
• Monitoring is a continuous and systematic process of measuring or
tracking the progress of a project with the aim of providing the main
stakeholders with indications of on whether their projects are
performing according to the set objectives or plan.
• Monitoring involves tracking the inputs, activities and outputs of a
project or program in order to determine whether the project is
progressing towards delivering the intended results.
Why is it important to
Monitor?
Why is it important to Monitor?
1. In order to help improve on the projects performance (Quality)
2. To track whether the project is progressing towards the intended
goals (or Objectives)
3. For accountability purposes.
4. Input to evaluation (the information we get is the information we
using in evaluation)
What is monitored?
1. Inputs: human resources, staff, funds, supplies
2. Activities: training of staff, construction of facilities, sensitizations
3. Outputs: direct products of a projects activities (e.g. knowledge of
network access points, availability of products)
4. Outcomes : behavioral change, changes in trend
Evaluation
• Evaluation is a systematic process of determining the worth or value
of a projects intervention.
• Evaluation aims at determining the relevance, impact, effectiveness,
efficiency and sustainability of the interventions and focuses on the
achieved and expected goals.
Why is it important to
Evaluate?
1. In order to acquire more knowledge and widen applicability
2. Necessary in order to determine accountability for program
3. To assess the extent to which results are being achieved in order to
improve the interventions.
What is evaluated?
1. Relevance
2. Effectiveness
3. Efficiency
4. Sustainability
Types of Evaluations
• 1. Baseline: An assessment conducted before an intervention is implemented in
order to provide information which helps in determining what changes are
affected by the intervention. It gives a clear status of the project or population.
• 2. Formative (project appraisal):this is an assessment conducted before or while
the project in progress. It is a developmental, process-oriented evaluation aimed
at improving the projects performance. E.g. an assessment procedure conducted
by an employee during the working hours in order to improve on the employers
work conditions or company. It also provides guidance to a program’s activities
• 3. Mid-Term: it is an Assessment of the effectiveness and efficiency of the
programme while it is ongoing. It is very vital in decision making and taking into
account the lessons learnt through the experience.
• 4. Summative (end of project/closing): This is a final assessment
conducted at the end of a project. This evaluation focuses on the
outcome of the project.
• 5. Ex-post: this is an assessment conducted after a period after the
completion of a project, taking into consideration its effectiveness and
sustainability.
• 6. Impact or outcome: conducted to assess the effectiveness of a
programs interventions. It looks at the impact or results of a program
based on the interventions. it tends to answer the cause and effects
questions. E.g. what would have been the results if this intervention was
not undertaken?
Tools used in M & E
Tools used in M & E
• Field visitation
• Document review
• Stakeholder consultation & analysis
• Direct observation
• Biophysical measurements (e.g Under clinics)
• Case studies (For feasibility studies)
• Formal surveys (Impact assessments)
TERMINOLOGIES USED IN
M&E
MONITORING AND
EVALUATION PLAN
1. AN M&E SYSTEM
• The structural totality that an organization sets up to carry out the

monitoring and evaluation function and will include the sum of data
collection, storage and analysis and sharing/ feedback mechanisms.
• The M&E system will consist of personnel, data management systems,
reporting mechanisms and formats, and M&E Plans (including lists of
indicators and tools for data collection).
• The M&E system is much larger and it consists of people and
processes that work together to achieve the 12 performance goals of
an M&E system.
2. AN M & E PLAN
• An M&E Plan is a document that describes how to implement the M

& E system. It links strategic information obtained from various data
collection systems to decisions that will improve health programs.
WHAT IS AN M&E PLAN?
• M&E Plan: A described strategy for implementing an M&E framework

in the overall M&E System.
• This is the fundamental document that details a program’s objectives,
the interventions developed to achieve these objectives, and
describes the procedures that will be implemented to determine
whether or not the objectives are met.
• The M&E Plan describes all or part of the M&E System;
1. It shows how the expected results of a program relate to its goals
and objectives;
2. It describes the data needed and how these data will be collected
and analyzed, how this information will be used;
3. It states the resources that will be needed; and how the program
will be accountable to stakeholders
• An M&E plan should be considered a living document and revised
whenever a program is modified or new information is needed.
IMPORTANCE OF AN M&E PLAN
1. State how a program will measure its achievements and therefore

provide accountability
2. Document consensus and provide transparency
3. Preserve institutional memory
4. Guide the implementation of M&E activities in a standardized and
coordinated way
5. To fulfill a donor’s reporting requirements
KEY ELEMENTS OF A
PERFORMANCE M&E PLAN
Plans for Data Collection (Required)
1. Performance Indicators (the things you use to measure success) and

Their Definitions
2. Data Sources (Where are you going collect the data)
3. Methods of Data Collection (How are you going to collect the data)
4. Frequency and Schedule of Data Collection (How often are you going
to collect the data)
5. Responsibilities for Acquiring Data (who is going to collect the data?)
6. Clear explanation of movement of data & Information from one level
to another – including feedback
Plans for Data Analysis, Reporting, Review and Use
1. Data Analysis Plans

2. Plans for Complementary Evaluations
Plans for Presentation of data
• Plans for presenting data – reports, presentations, brochures

Plans for Data use
Plans for use of data –

• program planning,
• advocacy,
• validate results,
• explain challenges etc.
STEPS FOR DESIGNING AN
M&E PLAN
STEPS FOR DESIGNING AN M&E
PLAN
• Step 1: With the aid of an M&E framework, describe the program’s
goals, objectives and result areas (outputs, outcomes and impacts)
• Step 2:Formulate a list of SMART indicators with relevant technical
staff – the indicators should have clear metrics (numerators and
denominators.)
• Step 3:Formulate targets for all the indicators (baseline where
possible).
STEPS FOR DESIGNING AN M&E
PLAN
• Step 4:Describe the monitoring and evaluation system – the whole
process from data collection to data use. Also include partnerships
and collaborations you anticipate.
• Step 5:Describe the evaluation strategy and how it complements the
monitoring system
• Step 6: Schedule the M&E activities – including costs and the process
of updating of the M&E system.

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THE UNIVERSITY OF ZAMBIA

INTRODUCTION TO PROJECT MANAGEMENT

Module 8: Introduction To Monitoring And Evaluation

• The structural totality that an organization sets up to carry out the

• An M&E Plan is a document that describes how to implement the M

• M&E Plan: A described strategy for implementing an M&E framework

1. State how a program will measure its achievements and therefore

1. Performance Indicators (the things you use to measure success) and

1. Data Analysis Plans

• Plans for presenting data – reports, presentations, brochures

Plans for use of data –

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