Transcript Monitoring a project

MONITORING PROJECTS:
QUALITY AND RESULTS
MORNING
DAY ONE
DAY TWO
DAY THREE
ASSESSMENT
DESIGN
MONITORING
Intro. Training
Intro. Design
Intro. Monitoring
Assessment
process and
components
Relevance of the
design (activity vs.
result/ quality)
Monitoring an
intervention
Components of
monitoring
Analyzing
problems
(problem tree)
Designing a Logframe
Monitoring
content and
process in CCA
Conclusion
The assessment
process in CCA
The project design
in CCA
Conclusion
Conclusion
Intro.
Assessment
AFTERNOON
Training closure
Monitoring vs evaluation
• Is it the same thing?
• If no, what are the differences?similarities?
• What are the objectives of monitoring?
Evaluation?
• Why is monitoring important? Why is
evaluation important?
• What kind of informations do we need to
monitor a project?
Monitoring vs evaluation
What are the differences? similarities?
Monitoring is a long term process / on going in order to ensure activities are taking place
according to standarts and to find out weaknesses and gaps within the project
Monitoring involve the team that is implementing the project
Monitoring is activity based (??)
Evaluation: after the end of the project (or at mid term) to find out the weaknesses and the results
of the project
(positive outcomes) evaluation can be used as a point of reference for futur projects (measure
outputs, outcomes and impacts)
Evaluation involves external people
Evaluation is a one time event (happens at the end of the project)
Evaluation is result based (???) measures the results through indicators
What are the objectives of monitoring? Evaluation?
Gather informations for evaluation
Know what are the objective
Help you to find the gaps and weaknesses according to the LFA
Evaluation helps you figure out if you can carry out the same activities in the future and to establish
weaknesses and strengths
Why is monitoring important? Why is evaluation important?
To know how the project is evolving
Gather information for evaluation
What kind of informations do we need to monitor a project?
Project documents: LFA, timetable, budget, list of activities, field data
THE PROJECT CYCLE
REVIEW
AND
EVALUATION
ASSESSMENT
MONITORING
IMPLEMENTATION
AND
MONITORING
DESIGN
The Project cycle
Defining Monitoring
Differences and Links between Monitoring and Evaluation
Monitoring
A continuous process
Evaluation
A specific activity or moment
To provide information to dayto-day decision making
(adjustments)
It is carried out by the project
team
To provide recommendations to
strategic decision-making
processes
It is carried out by an evaluation
team (internal or external to the
project team)
For the project team (to adapt
and improve the impacts)
and the donors (to follow
the progress)
For the project team and the
donors (lesson learned)
The monitoring system should provide information for evaluations
SLIDE 7
Project Cycle
Jan Davis and Robert Lambert, Engineering in Emergencies, p.63.
ASSESSMENT
& PLANNING
ASSESSMENT
& PLANNING
EVALUATION
& ADAPTATION
EVALUATION
& ADAPTATION
IMPLEMENTATION
& MONITORING
IMPLEMENTATION
& MONITORING
Project Cycle
Jan Davis and Robert Lambert, Engineering in Emergencies,
p.63.
MONITORING is the continuous,
systematic and critical review of
operations in order to measure their
evolution and adjust them according
to circumstances and project’s
objectives.
MONITORING
Different steps of the M&E process
Observe
Compare
Have an opinion
Make recommendations
Take actions
SLIDE 6
IF A MONITORING DOES NOT LEAD TO
ANALYSIS
AND THEN TO
DECISION MAKING
(ADAPTATIONS)
IT IS
USELESS
AIM OF
MONITORING
Building a Monitoring system
BUILDING A MONITORING SYSTEM
Intervention
objectives
BUILDING A MONITORING
SYSTEM
MONITORING SYSTEM
Set of tools to measure indicators.
(observation, sampling, questionnaires,
PRA)
•Where
•Who
•When / how often
•To whom.
MONITORING SYSTEM
The different steps of a monitoring system
1. Collecting data
2. Analyzing data
* Preparing the monitoring
* Field work
* Triangulation of information
3. Writing the report
* Summarizing data
4. Adapting the project * Adaptations to the log-frame
* New projects or activities
Impacts
Outcome
Outputs
Activities
LOG FRAME 1
IF YOU FAIL TO PLAN…
YOU PLAN TO FAIL!!!
FAILING TO PLAN
Monitoring a project
Data about
intended achievements
and baseline
is compared with … Data on
actual achievements
to identify...
Significant deviations from plan
as a basis for... identification of
problems and opportunities
to identify...
Corrective actions
MONITORING PROCESS
Different steps of project’s monitoring..
3
1
The
project
2
Collecting
data
4
Processing
data
Taking
corrective
action
Taking
decisions
Analysis
5
REMEMBER !!!!
• USE THE TOOL ADAPTED TO THE
INFORMATION AND CONTEXT
• DEFINE THE METHOD TO USE THE TOOL
• TRIANGULATE MOST RELEVANT DATA
• USE THE EXISTING DATA
• GATHER CAUSES AND CONSEQUENCES OF
THE IDENTIFIED PROBLEMS
• GATHER OPINIONS AND SUGGESTIONS TO
IMPROVE THE QUALITY OF YOUR PROJECT
DESIGNING MONITORING
TOOLS
The Monitoring report
THE MONITORING REPORT
The purpose of monitoring reports is
to provide :
-updates on achievements against
indicators and milestones,
-guidance on the elements that should
be adjusted
AIM OF MONITORING REPORT
MINIMUM STRUCTURE OF
MONITORING REPORT
1. Introduction
2. Monitoring of situation (external factors)
3. Monitoring of objectives and indicators / (+
critical events)
4. Progress of activities
5. Conclusions
6. Recommendations
7. Annexes
MONITORING REPORT 1
OBJECTIVE / PROGRESS :
INDICATOR
BASELINE
STANDARD
MONITORING
OBSERVATIONS
RECOMMENDATIONS :
MONITORING REPORT 2
MOST FREQUENT MISTAKES IN A
MONITORING REPORT
•GO INTO USELESS DETAILS
•LACK OF ANALYSIS OF THE DATA
•DO NOT SHOW TRENDS AND WARNINGS
•LACK OF RECOMMENDATIONS
•NO CORRECTIVE ACTIONS ARE TAKEN
•IS PERCEIVED AS A COMPULSORY
USELESS TASK
MISTAKE OF MONITORING
REPORT
IF A MONITORING DOES NOT LEAD TO
ANALYSIS
AND THEN TO
DECISION MAKING
(ADAPTATIONS)
IT IS
USELESS
AIM OF
MONITORING