Components of a monitoring and evaluation system

Components of a
Monitoring and
Evaluation System
BY:IRENE OBI
FOR:PRESTON HEALTHCARE CONSULTING LTD.
DATE: 20TH OCTOBER 2017

OUTLINE
Objectives
Monitoring and Evaluation: Definition
Why M&E
Understanding M&E System
Objectives of an M&E system
12 Components of M&E system
Criteria for assessing M&E system
Conclusion

OBJECTIVES
To understand the differences as well as the linkages between Monitoring and Evaluation.
To learn the objectives of M&E Systems
To identify the different components of M&E systems
To learn the criteria for assessing a good M&E systems

Monitoring
It is the continuous and systematic recording
of observations; information gathering;
analysis; reflection; re-planning (if necessary)
to ensure that the program/project is going
according to plan.
Evaluation
It is judging, appraising, determining the
worth, value or quality of a project to make
necessary decisions. It is done in terms of
Relevance, Efficiency, Effectiveness, Impact,
Sustainability.
Monitoring and Evaluation: Definition

Monitoring and Evaluation: Definition (Contd.)
Monitoring and evaluation (M&E) is about
collecting, storing, analyzing and finally
transforming data into strategic information
so it can be used to make informed decisions
for program management and improvement,
policy formulation, and advocacy.

Why M&E
Monitoring Evaluation
WHY
 Observe, Check  Judge, Value
 Record, account  Assess
 Day-to-Day Decisions  Major Decisions
 Provide information for evaluation  Provide information for planning
WHEN
 During implementation  Before and after
 Continuous  Periodic

Understanding M & E System
What is an M&E system?
An M&E system refers to all the indicators, tools and processes
that you will use to measure if a program has been implemented
according to the plan (monitoring) and is having the desired
result (evaluation).
An M&E system is often described in a document called an M&E
plan.

Objectives of an M&E system
Measure progress
Improve accountability and management of resources
Efficiently and effectively use data
Improve coordination with partners
Collect complete and timely information on national effort

12 Components of M&E Systems Contd.
It can be grouped into 3 Levels:
Level 1:Enabling Environment
Focuses on People, partnerships and planning required to support data use.
Level 2: Data and Information
Focuses on mechanisms for collection, capturing and verification of Data for
decision making
Level 3: Decision Making
Focuses on dissemination and use of data for decision making.

Level 1: People, partnerships and planning
Create enabling environment for M&E
 People (component 1)
 who are skilled (component 2)
 working together (component 3)
 to plan (component 4)
 operationalize and cost (component 5), and
 motivate for an M&E system to become and remain fully functional (component 6)

1. Organizational Structures with M&E Functions
The adequate implementation of M&E at any level requires a unit (Internal and/or external)
whose main purpose is to coordinate all the M&E functions at its level.
Activities
 Establish an M&E unit with defined scope of work,
processes, making and communicating its decisions.
 Define specific M&E responsibilities.
 Develop and implement a strategy for data collection,
management, analysis, use and assessing the overall
performance.
Performance results
 Well-defined organizational structure.
 Adequate number of skilled M&E staff
with clearly stated Job descriptions.
 Routine mechanisms for M&E planning
and management.

2. Human Capacity for M&E
An effective M&E implementation requires that there is only adequate and qualified staff
employed in the M&E unit who would be continuously developed through training and other
capacity building initiatives.
• Define a strategy for human capacity
development for M&E that projects
qualified human resources needed.
• Cordinate M&E training and technical
assistance.
 Defined skillset for individuals and
organisations.
 Workforce development plan, including career
path for M&E.
 Costed human capacity building plan.
 Supervision, in-service training and mentoring.
Activities Performance results

3. Partnerships for Planning, Coordinating and
Managing the M&E System
Partnerships for M&E systems complement the organization’s M&E efforts in the M&E process.
They can be used for verification and auditing purposes to check for alignment of M&E functions
and outputs, to intended objectives and reported outputs.
 Compile an inventory of organisations involved
in M&E
 Establish a mechanism for coordination and
communication among organizations involved
in M&E
 Data on National M&E TWG.
 Mechanism for stakeholder coordination.
 Routine communication channel for
exchange of information among
stakeholders.

4. M&E framework/Logical Framework
It outlines the objectives, inputs,
outputs and outcomes of the
intended project and the indicators
that will be used to measure and
the assumptions that the M&E
system will adopt.

 Establish coordinated M&E planning
procedures for key M&E stakeholders.
 Dedicate staff time and resources to align
the M&E development plan.
 Organize training programme for the M&E
implementation plan
An M&E plan
 That describes the implementation of all 12
components of a specific M&E system.
 That adheres to specific international and
national technical standard.
 With completed M&E system assessments with
recommendations.
4. M&E framework/Logical Framework Contd.

5. M&E Work Plan and Costs
Closely related to the M&E frameworks is the M&E Work plan and costs. It shows how resources
(personnel, time, materials and money) will be used to achieve the set M&E functions.
 Establish and maintain a planning unit with
responsibility for managing and coordinating
resources for M&E.
 Coordinate a workshop of stakeholders to
develop the work plan, cost activities and assign
responsibility for its implementation.
 An M&E work plan that contains activities,
responsible implementers, timeframe,
activity costs and identified funding.
 A regularly updated M&E work plan based on
performance monitoring.
 Resources (human, physical, financial) are
committed to implement the M&E work plan.

6. Communication, Advocacy and Culture for M&E
This refers to the presence of policies and strategies within the organization to promote M&E
functions.
 Develop an advocacy and communication strategy
for the M&E system that outlines activities and
resources.
 Develop advocacy materials addressing the utility
of M&E and specific action points.
 Establish and maintain a communications
infrastructure for M&E related information.
 A specific M&E communication and advocacy
strategy plan.
 M&E is explicitly referenced in specific policies
and strategic plans.
 Available M&E materials that target different
audiences and support data sharing and use.

Level 2: Collection, capturing and verification
of data
Providing data and information relevant for decision making. (Component 7-11)
The M&E plan defines which data need to be captured to monitor and evaluate the national
response.
The components in this ring help to collect, capture and verify all the types of data that are
needed as part of a national M&E system

7. Routine Programme Monitoring
Monitoring refers to the continuous and routine data collection, analysis and reporting that
takes place during project implementation to assess meeting the set objectives.
 Develop, distribute and maintain standardized for
data collection, analysis and reporting.
 Produce a clear plan for timely collection of high-
quality data.
 Implement regular assessments of the quality of
programme monitoring data.
 Data collection strategy is explicitly linked to
data use.
 Clearly defined data collection, transfer and
reporting mechanisms, including essential
tools for data management, collaboration and
coordination among different stakeholders.

8. Surveys and Surveillance
This involves majorly the national level M&E plans and entails how frequently relevant national
surveys are conducted in the country. National surveys and surveillance needs to be conducted
frequently and used to evaluate progress of related projects.
 Conduct regular strategic planning for defining
evidence-informed data needs.
 Develop and implement a strategy for the
management of data collection efforts focused on
surveys and surveillance.
 Conduct surveys.
 Protocol for all surveys and surveillance based
on international standard.
 Specified schedule for data collection linked to
stakeholders needs, including identification of
resources for implementation.
 Inventory of surveys conducted.

9. National and Sub-national databases
This deals with the need for M&E systems to develop strategies of submitting relevant, reliable
and valid data to national and sub-national databases.
 Establish procedures where data can be gotten and
managed in alignment with government policies,
project databases.
 Establish a TWG to guide and harmonize databases
and to assure quality of data management and
data sharing procedures.
Performance resultsActivities
 Linkages between different relevant
databases to ensure data consistency and to
avoid duplication of effort.
 Well-defined and managed national
databases to capture, verify, analyze and
present programme monitoring data from all
levels and sectors.

10. Supportive Supervision and Data Auditing
Every M&E system needs a plan for supervision and data auditing. Supportive supervision is
important since it ensures the M&E process is run efficiently, while data auditing is crucial since
all project decisions are based on the data collected.
 Establish national/international standards and
procedures for data quality assurance.
 Support a data auditing unit for oversight of
auditing and audit reports.
 Organize regular meetings between external and
internal auditors/staff responsible for data quality.
 Guidelines for supervising routine data
collection at all service delivery levels.
 Routine supervision visits, including data
assessments and feedback to local staff.
 Periodic data quality audits.
 Supervision and audit reports.

11. Evaluation and Research
Evaluation is an important component of M&E as it establishes whether the project has met
the desired objectives. It usually provides for organizational learning and sharing of successes
with other stakeholders.

11. Evaluation and Research Contd.
 Inventory of completed and ongoing country
and local specific evaluation and research
studies.
 Ethical approval procedures and standards.
 National forum for sharing and discussing of
evaluation and research findings.
 Organize workshops with relevant stakeholders
to agree on priority questions for evaluation
and research.
 Establish procedures for implementation and
ensuring adherence.
 Establish a mechanism to share and discuss
findings and their implications.

Level 3: Dissemination and Use of Information
Using Information (Feedback) to Improve Results
To be successful, monitoring and evaluation information must be used!
 Who will be responsible for collating, preparing reports (subject for
communication sessions)
Consider timing, possible users
 Will indicators be available at the time of budget preparation or
performance reviews?
 Who are the key decision makers?
 How will the data be presented?

12. Data Dissemination and Use
The information gathered during monitoring and evaluation needs to be shared out to relevant
stakeholders to inform future decision making. Organizations must therefore ensure that there is
an information dissemination plan either in the M&E plan, Work plan or both.
 Develop and implement guidelines on data
confidentiality and data release with explicit
decision making processes and authorities.
 Develop and implement a communication
strategy and plan for M&E products.
 An M&E plan which includes a data use plan.
 Information products tailored to different
audiences and a dissemination schedule.
 Evidence of information use.

Criteria for Assessing M&E System
The standard criteria for assessing the quality of your M&E system are:
Utility Will the M&E system serve the practical information needs of intended users;
Feasibility Are the methods, sequences, timing and processing procedures proposed
realistic, prudent and cost effective;
Propriety Will the M&E activities be conducted legally, ethically and with due regard
for the welfare of those affected by its results;
Accuracy Will the M&E outputs reveal and convey technically adequate information.

Conclusion
For a project, program, policy to work
effectively and efficiently, a functional
Monitoring and Evaluation system should be
put in place. This will help greatly in informed
and verifiable present and future decision
making.

References
1. 12 components of M&E Systems
https://evaluateblog.wordpress.com/2013/05/03/the-12-key-components-of-me-systems/
2. Characteristics of a Good Monitoring & Evaluation System
http://www.mnestudies.com/monitoring/characteristics-good-monitoring-evaluation-system
3. How to create a monitoring and evaluation (M&E) system – step-by-step guide
http://www.tools4dev.org/resources/how-to-create-an-monitoring-and-evaluation-system
4. Monitoring and Evaluation
https://www.globalhealthlearning.org/program/monitoring-and-evaluation
5. Monitoring and Evaluation
https://www.slideshare.net/skzarif/monitoring-evaluation-presentation1

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