In
order to successfully achieve the objectives as outlined in the preceding, it
is fitting that M&E Tools be utilized in order to, Assess the readiness to
undertake M&E interventions, Identify internal gaps that need
strengthening, facilitate M&E interventions in relation to strategic plan
and facilitate periodic studies of the impact of the Framework on education,
training and employment.
WHAT IS A MONITORING AND EVALUATION
SYSTEM
The Monitoring and Evaluation System
is a system developed to continuously and regularly track the progress in the
implementation of the Strategic Plan and annual operational plan. The system
represents all the things that must be undertaken before, during and after
implementation, in order to track and measure progress (and success) in
achieving the overall goal. This is done by analyzing and reporting on planned
activities in order to fully understand whether targets were achieved as
planned. The M&E system would include things like who is responsible
for M&E tasks in the organization, undertaking of research activities, the
type of database that is used for storing the data, the intervals where data
should be collected, how the data is collected, who collects the data, the
standard forms and data collection tools to be used, how the data is analyzed,
the evaluation questions, the frequency with which an evaluation takes place,
the budget allocated for evaluation etc.
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All
data is collected and analyzed through this system (both monitoring and
evaluation data). This will help:
1)
clarify results achieved,
2)
serve as an early warning system and diagnostic and reporting tool,
3)
promote on-going discussions with stakeholders in the system, and
4)
aid in effective management decision making.
M&E systems are an integrated reflection and
communication system within the organization that must be planned, managed and
resourced - it is not simply a statistical task or an external obligation;
hence the following critical tasks are covered in this document.
USES OF A MONITORING AND EVALUATION
SYSTEM
Among other uses, the
M&E System is useful in the following;
(a) provide management with regular information on
progress relative to targets and outcomes;
(b) provides a flow of
information for internal use by managers, and for external use by stakeholders
who expect to see results, want to see demonstrable impacts, and require
accountability and trustworthiness on the part of the public sector
(c)assess and demonstrate the effectiveness in
achieving strategic objectives and/or impacts.
(d)influence government
policy;
Importance
of the M&E System
Establishing the
M&E System is important in the following ways;
(i)
M&E System will
promote evidence based research including periodic studies of the impact of the project on
the livelihood of individuals. This will in turn promote Accountability.
(ii)
The System serves as a diagnostic and early
warning system for the organization which will in turn aid in effective
management decision making.
(iii)
The System provides consistent and reliable
data and information in a transparent manner to Stakeholders in the system.
(iv)
The System describes best practices in
relation to information, communication, analysis and reporting within and
outside the organization.
(v)
The
System spots weaknesses and strengths. To improve the chances of success,
attention needs to be placed on some of the common areas of weakness in the
implementation of activities.
A
strong M&E System ensures that activities tend to stay on track.
Additionally, problems are often detected earlier, which reduces the likelihood of having
major cost overruns or time delays later.
Storage
and security of data
Organizations use a well-designed, and
user-friendly, data system that ensures that: 1) information about activities
is captured on time, data is of high quality, processed efficiently and used to
make programmatic decisions. The database is used to house all monitoring and
evaluation data and to facilitate data analysis and reporting. All data
collection instruments will be aligned to the database to ensure consistency
and coherency between data collected and the database. The levels of access to the database will be
regulated to ensure data security. Support will be required from the
Information and Technology (IT) Specialist on a regular basis.
Assuring
Data Quality
High quality data is the cornerstone for
evidence-based decision-making. As such, data quality assurance plays a major
role in the performance management process. The Monitoring and Evaluation Unit
should carry out the following functions;
· Develop
definitions for indicators so that all persons involved with data collection
have the same understanding of the indictors;
·
Design
and implement tracking sheets for all indicators;
·
Triangulation
of data on key indicators;
·
Standardize
data collection methods in terms of tools and channels of reporting;
·
Adequate
training for all those involved in handling data;
·
Ensure
that there are appropriate and secure methods of data storage (data backups and
security-protected computers);
·
Include
consistency checks in data entry;
·
Establish
deadlines for data reporting and develop mechanisms to follow up missed
deadlines;
·
Carry
out routine data quality assessments on a semi-annual basis;
To
ensure that the quality of evidence from the performance monitoring system is
sufficient for decision-making, data should reasonably meet the six standards
of data quality.
Research and Periodic Studies
Organizations
implementing M&E systems will undertake research and periodic studies as a
way of further contributing to the knowledge base in society.
DELIVERABLES FROM THE M&E SYSTEM
M&E systems can
produce a lot of deliverables but usually it is the one listed below;
- Research and periodic studies of the impact of the Framework
on education, training and employment.The research activities will include
undertaking a Baseline, Mid Term Evaluation and End Line Evaluation. Routine
monitoring activities will be undertaken on a regular basis.
COMPONENTS OF THE M&E SYSTEM
Monitoring and Evaluation Systems
require TEN (10) main components in order to function effectively and
efficiently to achieve the desired results. These ten M&E components are
discussed in detail below:
1.0.Logical Framework
2.0.The
Results Framework
3.0.The
Indicator
4.0.The
Tools
5.0.Human Capacity for M&E
6.0.Organizational
Structures with M&E Functions
7.0.Partnerships
for Planning, Coordinating and Managing the M&E System
8.0.Communication,
Advocacy and Culture for M&E
9.0.M&E
Work Plan and costs
10.0.
Evaluation and Research
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