OVERVIEW OF MONITORING AND EVALUATION ON STRATEGIC

MANAGEMENT

TEOFILO A. TUBOMPM

ZSCMSTSTRATEGIC MANAGEMENT

REPORT PRESENTED TO PROF. RICO R. MABALOD

SOURCE:KIM HUA TAN

ASSOCIATE PROFESSOR OF OPERATIONS MANAGEMENT, NOTTINGHAMUNIVERSITY BUSINESS SCHOOL, UK

RUPERT L. MATTHEWSESRC CASE RESEARCHER, NOTTINGHAM UNIVERSITY BUSINESS

SCHOOL, UK

Overview

This tool briefly describes both monitoring and evaluation, and the distinction between the two.

What is monitoring?Monitoring is a continuing function that uses systematic collection of data on specific indicators to provide the management and the main stakeholders of an ongoing intervention with indications of the extent of achievement of objectives and progress in the use of allocated funds.

Indicators

An indicator is a quantitative or qualitative variable that allows changes produced by an intervention relative to what was planned to be measured. It provides a reasonably simple and reliable basis for assessing achievement, change or performance. An indicator is preferably numerical and can be measured over time to show changes. Indicators, which are determined during the planning phase of a project, usually have the following components:

1.) What is to be measured? (What is going to change? E.g., participants reporting higher school attendance of girls in a village)2.) Unit of measurement to be used (to describe the change, e.g., percentage)3.) Pre-programme status (sometimes called the “baseline”, e.g., 40 per cent in 2007)4.) Size, magnitude or dimension of intended change (e.g., 75 per cent in 2008)5.) Quality or standard of the change to be achieved (e.g., improvement such that girls obtain higher grades)6.) Target populations(s) (e.g., girls vulnerable to trafficking from villages in southern district)7.) Time frame (e.g., January 2008 to January 2009)

What is evaluation?Evaluation is the systematic and objective assessment of ongoing and/or completed projects,programmes or policies, in respect of their: - Design - Implementation - Results

The criteria applied in the evaluation are: - Objectives - Efficiency - Effectiveness - Impact - SustainabilityEvaluation emphasizes the assessment of outcomes and impact rather than the delivery of outputs.

Norms for evaluationUnited Nations Evaluation Group In April 2005, the United Nations Evaluation Group issued norms and standards with a view to the harmonization of evaluation in the United Nations system.

The United Nations Evaluation Group norms seek to facilitate system-wide collaboration on evaluation, by ensuring that evaluation within the United Nations system abides by agreed-upon basic principles:

- Intentionality (intent to use evaluation findings) - Impartiality - Independence - Evaluability - Quality - Competence

- Transparency and consultation- Evaluation ethics- Follow-up- Contribution to knowledge building

Recommended resources

There are various organizations and resources dedicated to the harmonization and improvement of monitoring and evaluation. Many of these may offer lessons with respect to the monitoring and evaluation of anti-trafficking programmes. The following is just a small selection of the resources available. How to Build M&E Systems to Support Better Government Keith Mackay, World Bank Independent Evaluation Group, 2007 A resource designed particularly for Governments in developing countries seeking to strengthen their monitoring and evaluation systems, this publication includes promising monitoring and evaluation system practice, as well as diagnostic guides, examples of evaluations and other tools for strengthening the monitoring and evaluation systems of Governments. The efforts to build monitoring and evaluation systems of Chile, Colombia and Australia, in particular, are considered, and Africa is given attention as a special case.

Monitoring and Evaluation: Some Tools, Methods and Approaches World Bank Independent Evaluation Group, 2004 This booklet provides an overview of monitoring and evaluation tools, methods and approaches, including data collection methods, analytical frameworks and types of evaluation and review. The purpose, use, advantages and disadvantages, costs, skill requirements, time requirements and key references are provided for: - Performance indicators - The logical framework approach - Theory-based evaluation - Formal surveys - Rapid appraisal methods - Participatory methods - Public expenditure tracking surveys - Impact evaluation - Cost-benefit and cost-effectiveness analysis

PLANNING, MONITORING AND EVALUATINGFOR DEVELOPMENT RESULTS

Source:Julie A. C. Noolan

Source: Weisbord, Marvin R., Six –Box Diagnostic Model, Consultation SkillsReadings, NTL Institute, 1983

Note: Planning, monitoring and evaluation should not necessarily be approached in a sequential manner. The conduct of an evaluation does not always take place at the end of the cycle. Evaluations can take place at any point in time during the programming cycle. This figure aims to illustrate the inter-connected nature of planning, monitoring and evaluation to support MfDR. Planning for monitoring and evaluation must take place at the planning stage

PRINCIPLES OF PLANNING, MONITORING AND EVALUATING FOR DEVELOPMENT RESULTS

This section addresses some of the principles that readers should have in mind throughout the entire process of planning, monitoring and evaluation. Ownership is fundamental in formulating and implementing programmes and projects to achieve development results.

There are two major aspects of ownership to be considered:

1.) The depth, or level, of ownership of plans and processes

2.) The breadth of ownership

MONITORING AND EVALUATION FRAMEWORK

A clear framework, agreed among the key stakeholders at the end of the planning stage, is essential in order to carry out monitoring and evaluation systematically.

This framework serves as a plan for monitoring and evaluation, and should clarify:

- What is to be monitored and evaluated - The activities needed to monitor and evaluate - Who is responsible for monitoring and evaluation activities - When monitoring and evaluation activities are planned (timing) - How monitoring and evaluation are carried out (methods) - What resources are required and where they are committed

MONITOR: COLLECTION OF DATA, ANALYSIS AND REPORTING SCOPE OF MONITORING

Monitoring aims to identify progress towards results, precipitate decisions that would increase the likelihood of achieving results, enhance accountability and learning. All monitoring efforts should, at a minimum, address the following: 1.) Progress towards outcomes—This entails periodically analysing the extent to which intended outcomes have actually been achieved or are being achieved. 2.) Factors contributing to or impeding achievement of the outcomes—This necessitatesmonitoring the country context and the economic, sociological, political and other developments simultaneously taking place and is closely linked to risk management. 3.) Individual partner contributions to the outcomes through outputs—These outputs may be generated by programmes, projects, policy advice, advocacy and other activities.

Their monitoring and evaluation entails analysing whether or not outputs are in the process of being delivered as planned and whether or not the outputs are contributing to the outcome.

4.) Partnership strategy—This requires the review of current partnership strategies and their functioning as well as formation of new partnerships as needed. This helps to ensure that partners who are concerned with an outcome have a common appreciation of problems and needs, and that they share a synchronized strategy.

5.) Lessons being learned and creation of knowledge products for wider sharing.

SELECTING THE MONITORING APPROACH AND TOOLSThere is a range of approaches and tools that may be applied to monitoring projects, programmes, outcomes and any other programmatic activity. Those who manage programmes and projects must determine the correct mix of monitoring tools and approaches for each project, programme or outcome, ensuring that the monitoring contains an appropriate balance between: Data and analysis—This entails obtaining and analysing documentation from projects that provides information on progress. Validation—This entails checking or verifying whether or not the reportedprogress is accurate. Participation—This entails obtaining feedback from partners and beneficiaries on progress and proposed actions.

AWPs have multiple uses in monitoring:

- To understand the contributions and targets set and agreed by the partners for the year to achieve a planned result in a transparent way - To review ongoing progress against the plan and identify bottlenecks - To use as a basis for reporting at the end of the year (annual report) and planningfuture work

What are the steps in analyzing the issues?

As you identify the core problem(s) you will begin to analyse the issues underlying these problems. The following steps assist with this. • Identify any bias in the way the case is described. • Classify the factors that influence the problem as internal or external to the organisation. • Reflect on theoretical principles from your course

that might explain aspects of the case. • Apply analytical models from your course to further

illuminate the situation. • Identify the decisions that need to be made. • Identify strategic issues. • Identify risk factors. • Identify historical precedents.