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Understanding M & E

The document discusses Monitoring and Evaluation (M&E) systems. It explains that M&E involves systematically gathering and analyzing data to provide feedback that can improve organizational performance. Effective M&E requires accurate information to guide decision-making and adjustments. The key aspects of M&E include planning, decision-making, and continuous improvement. M&E involves comparing actual performance to plans in areas like outcomes, quality, timelines and costs in order to identify necessary corrections or improvements.

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0% found this document useful (0 votes)
299 views42 pages

Understanding M & E

The document discusses Monitoring and Evaluation (M&E) systems. It explains that M&E involves systematically gathering and analyzing data to provide feedback that can improve organizational performance. Effective M&E requires accurate information to guide decision-making and adjustments. The key aspects of M&E include planning, decision-making, and continuous improvement. M&E involves comparing actual performance to plans in areas like outcomes, quality, timelines and costs in order to identify necessary corrections or improvements.

Uploaded by

Leoncio Lumaban
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Understanding M & E

The capability to get things done in an efficient way


is dependent on the organizations ability to gather
data , analyze data, and provide feedback to
improve the way things are done.
Receiving the right information at the right time is
critical to an efficient operation. Information must
be correct in order for decision-makers to set
directions.
Information must be accurate in order for field
implementers to act as decisively in making the
necessary adjustments to improve things.
Understanding M & E
Among the systems in the organization, it is the M
& E system that provides such information. It is one
of the must systems that should be in place in an
organization, in a program or a project. Its
importance necessitates that it should be done in a
very systematic manner.
M & E is more than an activity, more than collecting
data, and more than reporting. It is purposive,
deliberate, and systematically undertaken. In order
to understand M & E, it is important to understand
the following areas: (1) Planning (2) decision-
making (3) continuous improvement
(1) Planning. One of the major objectives of M & E is to
determine if the implementation is going according
to plan. Without a plan, there is nothing to monitor
and evaluate. The plan provides

* the scope of monitoring and evaluation

*the directions (strategies) and

* the means (resources) to get to the destination


(2) Decision-making. During implementation, things
may not go according to plan. Every manager must
make a decision- correct and timely decision before
things get out of control.

Keep implementation on track according to:

Schedule
Target
Quality
(3) Continuous improvement is a management
evaluated and improved in the light of efficiency,
effectiveness and flexibility. (Wikipedia).

M & E is undertaken not just for troubleshooting or


making corrections. It is an important element for
improving practices in order to increase the likelihood
of achieving the desired outcomes. Monitoring and
evaluation are means to support the continuous
learning processes of an organization.
What is Monitoring and Evaluation?

- is defined as the systematic process


of gathering, processing, analyzing,
interpreting, and storing data and
information thereby setting into
motion a series of managerial actions
for the purpose of ascertaining the
realization oaf set objectives.
What is Monitoring and Evaluation?

M & E is composed of four interrelated


processes.
(1)Planning
(2)Monitoring
(3)Evaluation
(4)Adjustment
Major Elements of M & E
(1) Scope. All M & E efforts should have
a scope. The scope provides the
standards and parameters for
evaluating performance of programs,
projects and including individuals. The
coverage of M & E is defined by the
approved or accepted plan. Without a
plan, there is no scope for the M & E.
Specifically, the scope will define the
following M & E concerns:
Major Elements of M & E
outcomes to be achieved
outputs to be delivered
activities to be undertaken
resource requirement including
human, material and equipment
schedule or timing of implementation
budget or cost
Major Elements of M & E
(2) Plan versus Actual Performance.
M & E is about tracking the performance
by comparing the approved plan (scope)
versus the actual performance. The M &
E supplies the following information.
Outcomes. Includes changes in the
performance and/or practices of target
groups and benefits received as a
result of the interventions
Major Elements of M & E
Quality. Assess quality of outputs
delivered versus the standards
Scope/Quantity. Comparison of target
outputs versus actual outputs delivered
Time. Target schedule/duration versus
actual date/duration of work
undertaken
Cost. Budget versus actual
expenditure.
Major Elements of M & E
(3) Means of verification (MoV). One of
the main features of any M & E system is the
means of verification. MoVs are authoritative
sources of information about the
achievement of outputs and the actual
performance. The role of M & E is to provide
relevant, timely, and accurate information
about the achievements and status of
implementation. MoVs include:
Status and/or Accomplishment Reports
Documentation of effective practices
Major Elements of M & E
Testing
Observation and Inspection
Key information interviews
Focus Group Discussion
Major Elements of M & E
(4) Managerial actions. One of the objectives
of M & E is to supply information about
performance and the status or possible
occurrence of external factors which may affect
implementation. The role of M & E is to provide
the venue for making corrective actions.
Possible actions include:
Adjustments in the activities and strategies
Reallocation of resources
Rescheduling
Provision of more resources
Major Elements of M & E
Adjustment in the scope or inclusion
of new strategies
No actions at all
Termination/replacement of staff
New design, new strategies and new
plans
Major Elements of M & E
(5) External factors. M & E also keeps
track of frame conditions. These are factors
beyond the control of the implementers
that may affect accomplishment or targets
and achievement of outcomes. Frame
conditions include:
changes or shift in the national policy or
priorities
Commitment to international agreements
Calamities, peace and order
Types of Monitoring and
Evaluation
The concerns of M & E range from tracking
efficiency to evaluating effectiveness. There are
different types of M & E with different focus and
usage. There are four common types:
(1)Progress Monitoring and Evaluation
- is a systematic and objective assessment of
an on-going implementation of a plan or project.
Its aim is to steer implementation as
efficiently as possible based on empirical facts
determined through a systematic observation
and documentation process and through a
verifiable assessment process.
Types of Monitoring and
Evaluation
Specifically, Progress M & E measures physical
progress against plans and work schedules, and
financial progress against cash flow and budget
allocations. It is a mechanism established to
assess the quality of outputs delivered, early
warning signs for implementation problems,
and to identify external factors affecting
delivery of outputs. Progress Monitoring and
Evaluation is undertaken during the
implementation stage and is an integral part of
the plan-design-act-control cycle.
Types of Monitoring and
Evaluation
(2) Initial Gains Evaluation
- keeps track of the changes or
improvements in the performance
and/or practices of the target groups.
Initial gains represent leading indicators,
the achievement of which will lead to
the attainment of desired outcomes.
Evaluations of this type are conducted
every mid-term implementation and
before the completion of the plan.
Types of Monitoring and
Evaluation
(3) Results Monitoring and Evaluation
- is a type of post-implementation review
(PIR) that measures the realization of
outcome-level objectives. It aims to assess
the effectiveness of implementation by
measuring the benefits received by target
groups (recipients) and to determine the
changes in the behavior and practices of the
target groups as a result of their application
and utilization of outputs. Results M & E
focuses on effectiveness.
Types of Monitoring and
Evaluation
(4) Impact Evaluation
- is an ex-post type of evaluation.
The objective is to determine the impact
or contribution of an intervention
programs or projects to a higher level
undertaking.
Hierarchy Objective Type of M & E
of
Objectives
Goal Measure impact to Impact
Goal Evaluation
Measure benefits to
Outcomes target groups after all Results
interventions are Monitoring &
completed Evaluation
Measure effects of
Intermediat intervention during Initial Gains
e Objectives implementation; Evaluation
improvement in
performance, behavior
and practice
Outputs, Measure efficiency of Progress
Activities, implementation; Monitoring &
Type of M & E Description Hierarchy of Measure of Timing of
Objectives Performance M&E
Progress M & E Assessment of Output- Efficiency- During
an on-going Activity-Input Physical Implementation
implementation. Level Accomplishment
The objective is (Actual versus
to steer Plan)
implementation
as efficiently as
possible based
on the
approved plan
Initial Keeps Intermedia Initial Gains Middle of
Gains Track of te level (in the
Evaluation the between Improveme implement
changes or outcomes nt in the ation and
improveme
and performanc before the
nt in the
outputs ) e of target terminatio
behavior,
performan groups n of the
ce and current
practices plan
of the
target
Type of M & E Description Hierarchy of Measure of Timing of
Objectives Performance M&E
Results or Measures the Outcome Level Effectiveness Immediately
Outcome M & E realization of Achievement of after the end of
Outcome level benefits implementation
objectives.
Determines the
effectiveness of
the
implementation

Impact Measures Goal Level Impact- Post


Evaluation the achieveme Implement
contributio nt of log -action
n of the term (not
interventio
objectives immediate
n to a
)
higher
level
objective
M & E Timeline
Results
Initial Gains Monitoring &
Evaluation Evaluation
(IGE) (RME)
--------------------
Star Implementation End
--------------------
t Stage

Progress Monitoring and Impact


Evaluation (PME) Evaluation
(IE)
The Logical Framework
Matrix
The Logical Framework Matrix or
Log frame defines the scope of the
monitoring and evaluation. It
contains the effectiveness and
efficiency measures that will be used
during M & E. For individuals who will
be involved in M &E, the log frame is
one of the tools that must be fully
understood, learned how to prepare
and learned how to use.
The Logical Framework
Matrix
Log frame is a planning, monitoring
and evaluation, and communication
tool. It is widely used in development
projects in the 80s and the 90s and
has become the de facto tool for
developing and formulating
development plans. It is also a
critical input to designing the
monitoring and evaluation system.
The Logical Framework
Matrix
As a planning tool, the log frame enables
planners and implementers to understand
the following:
Why. Establish the link/and/or contribution
of the plan to the community, sector or
society;
What. Benefits will be received by the
target groups. Or desired changes or
improvements in the skills and behavior of
target beneficiaries.
The Logical Framework
Matrix
How. How an organization is to achieve the
desired benefits; how improvements in the
skills and behavior of target groups can be
effected;
How. The performance and success
indicators of the interventions are to be
verified;
Where. The sources of information that can
be used to verify the schools
implementation performance.
The Logical Framework
Matrix
As a monitoring and evaluation tool. The
log frame was originally designed to be a
monitoring and evaluation framework. The
matrix defines the indicators for effectiveness
and efficiency and the means of verifying the
achievement of the targets and objectives.
As a monitoring and evaluation tool, the log
frame is used for:
Appraisal. During the review of a plan, the
log frame is used as a reference tool for
defining
The Logical Framework
Matrix
and agreeing on the scope of the M & E,
indicators for success and targets.
Designing the M & E System. It provides
the scope, criteria for effectiveness and
efficiency, the targets (outputs and time),
and information on how effectiveness
and efficiency can be verified.
Outcome Evaluation. It is the main
reference document used during post
implementation reviews.
The Logical Framework
Matrix
Progress monitoring and evaluation.
It is one of the major reference
documents to be used during
implementation reviews and during
adjustment of plans.
The Logical Framework
Matrix
As a communication tool. The log frame
matrix is normally a 1 page ( several pages depending on the scope and

summary of the entire plan. It


complexity of the interventions)

provides an overall portrait of the future


(desired results) and how (strategies) are to
be achieved. As a communication tool, the log
frame is the main reference document by
internal and external stakeholders, especially
in communicating the scope of the plan, the
achievements and accomplishments and in
adjusting or enhancing strategies.
Parts of a Log Frame
The Log frame is a four by four matrix
containing sixteen cells that are interrelated
and logically connected. These cells contain
information about the plan ranging from
objectives and targets, strategies and
outputs, proposed activities, and resource
requirements. It also includes indicators that
will verify the achievement of the objectives
as well as sources of verification. The cells
also contain information about external
factors to be considered in the plan.
The Logical Framework Matrix (Log
frame)
Narrative Objectively Means of Important
Summary Verifiable Verification Assumptions
Indicators

Goal

Purpose

Outputs

Activities Input
The log frame has 4 major column headings:
(1)Narrative Summary outlines the means
end relationship of the different objectives
(goal, purpose, outputs and activities)
contained in the school plan.
(2)Objectively Verifiable Indicators specifies
how the achievement of objectives
(narrative summary) will be measured
and verified. It contains indicators that
will objectively clarify the achievement of
these objectives. A good OVI provides
information about quality, quantity and
time.
The log frame has 4 major column
headings:
(3) Means of Verification are sources of
information that will provide proof that
the objectives have been achieved. A
good MoV is when it is the most
authoritative source of information.
Normally, MoV includes agency reports
and documents in cases where there is a
need to do a special data gathering, the
following are accepted forms of MoV.: site
visit, inspection, observation and
interviews.
The log frame has 4 major column
headings:
(4) Important Assumptions. These are
conditions, events, and decisions that are
outside the control of implementers. The
realization of these external factors are
critical to the achievement of the
objectives. The managers must design
their strategies that will minimize the
risks involve when these external factors
are not met.
Narrative Objectively Means of Important
Summary Verifiable Verification Assumptions
Indicators
Goal
Higher Level Represents the Authoritative External
objective Impact of the document/s factors that
where plan is sector that will may affect
expected to validate achievement
contribute to achievement of Goal
of Goal level
objective
Purpose
The main Describes the Authoritative External
objective or changes or document that factors that
the desired improvement will validate may hinder
outcome of in the skills or the achievement
the plan behavior of achievement of purpose
the learners of purpose even though
Statement of (quality, outputs are
objective/s quantity and delivered
is/are focused time)
Narrative Objectively Means of Important
Summary Verifiable Verification Assumptions
Indicators
Outputs
Represents Efficiency Documents External
the Indicators that will verify factors that
interventions: representing those outputs may hinder
products/servi the quality of that have efficient
ces that will the outputs, been delivery of
be delivered targets and delivered outputs
or provided in targeted time
order to
achieve the
purpose
Activities Input
Major tasks to Represents Documents Necessary pre
be the resources verifying the conditions
undertaken in needed to inputs present to
order to perform tasks implement
deliver the the activities
The Log frame contains 4 rows that represent
the hierarchy of objectives:
(1)Goal level objective. Represents the higher
level objective that the Region is expected to
contribute to. This provides the context of
the REDP.
(2)Purpose level objective. The desired outcome
that the plan is expected to achieve at the
end of its implementation. Objectives, at this
level, are stated in terms of changes or
improvement in the skills and behavior of
learners.
(3)Output level objectives. These are products
and/or services the Region is going to
provide or deliver
The Log frame contains 4 rows that represent the
hierarchy of objectives:
in order to affect improvement in the target
groups performance. Outputs may include
training and capability building, systems
development and/or improvement, physical
facilities development, and other technical
assistance requirements of the Divisions and
districts.
(4)Activity level. Activities are tasks to be
undertaken to efficiently deliver the outputs.
These are detailed description of the Regions
outputs.

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