POLICY AND PLANNING BRANCH (PPB) Proposed M

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POLICY AND PLANNING BRANCH (PPB)Proposed ME
action plan

• Charles Mvula
• IAC WAGENINGEN UR
• February 9 27 2004

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Key lessons learnt

• Importance of involving stakeholders at all
  stages of the project/program cycle in order to
  increase program impact, effectiveness,
  efficiency and sustainability.
• Participatory tools and methodologies for data
  collection and analysis.
• Participatory tools and techniques for designing
  project strategies.
• Linking project design, annual planning and
  monitoring and evaluation and setting up an ME
  system.

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Key lessons learnt cont..

• Setting up a workable Management Information
  System (MIS).
• Building the necessary capacities and conditions
  for effective and efficient (P)PME.
• Designing an ME action plan.

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Overall objectives of Policy and Planning Branch

• The overall objective of Policy and Planning
  Branch is to co-ordinate policy formulation,
  analysis and advice, and maintaining an
  agricultural statistics data base and provision
  of early warning information on food security.
  The Branch is also responsible for program
  monitoring and evaluation, budgeting and donor
  co-ordination.

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The main objective of the proposed plan

• The main objective is to design an
  improved,responsive and effective monitoring and
  evaluation system.It is envisioned that with the
  implementation of the proposed action plan the
  ME system will be more responsive to the needs
  of its stakeholders and clients in improving
  their information and ME learning needs.

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Specific Objectives

• To review the existing ME system in the ministry
  to determine its relevance and effectiveness.
• To monitor and assess agricultural performance in
  relation to established sector objectives and
  strategies.
• To increase efficiency and capability of ME
  staff.

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Output indicators

• Information assessment report produced
• Monitoring formats developed
• Monitoring indicators in place.

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Output indicators

• Socio-economic impact study and reviews
  conducted
• Monitoring reports on NGO and private sector
  activities prepared
• Number of monitoring visits conducted annually.

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Output indicators cont..

• Management Information System developed and
  implemented
• Updated register prepared and in use
• Number of ME training courses conducted and
  personnel trained annually
• Information sharing improved among stakeholders.

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Justification for implementing the proposed
activities

• Assess the information needs of stakeholders and
  clients - (Assessing information needs of
  stakeholders and clients is a major prerequisite
  when revising the existing ME. This entails
  carrying out a stakeholder analysis to get the
  views of the stakeholders and beneficiaries).

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Justification for implementing the proposed
activities cont...

• Develop performance indicators and monitoring
  formats for ministry activities - (One of the
  core functions of PPB is the development of
  comprehensive indicators and monitoring formats
  for the ministry programs that are to be
  monitored. In order to develop appropriate
  indicators and monitoring formats, the branch
  needs to liaise with sector Departments and
  units, major stakeholders and clients).

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Justification for implementing the proposed
activities cont...

• Test the indicators and reporting formats in the
  field -(Once the indicators have been developed
  there is need to test them in the field by
  involving stakeholders)
• Conduct annual reviews for the agricultural
  sector - (Annual review meetings are important to
  get the views of the major stakeholders and
  clients and to know their expectations about the
  programs being implemented in the agricultural
  sector).

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Justification for implementing the proposed
activities cont...

• Monitor NGO and private sector activities in the
  agricultural sector - (The scope of monitoring
  and evaluation is currently narrow and it
  requires broadening so that agricultural related
  activities undertaken by the NGOs and the private
  sector are captured. This information is vital to
  ascertain whether the activities of these
  organizations contribute to the overall goal of
  the ministry).

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Justification for implementing the proposed
activities cont...

• Conduct monitoring and evaluation visits
  -(Routine monitoring of projects/programs in
  districts is vital to collect data and learn the
  problems impeding implementation of the
  activities. A system for utilizing Provincial and
  District level structures should be developed and
  implemented).

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Justification for implementing the proposed
activities cont...

• Develop a management Information System- (In
  order to achieve effective monitoring, PPB should
  improve its MIS. This includes data collection,
  processing, storage and retrieval, and
  information utilization).
• Organize training on participatory monitoring and
  evaluation techniques-(As part of making the ME
  more responsive to stakeholder and client needs,
  capacity building for staff at Headquarters,
  Province and Districts should be targeted for
  orientation and training in ME .This will boost
  capability of ME function at all the levels of
  reporting structures).

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Constraints

• Limited funding for monitoring and evaluation
  activities by the Branch (PPB) charged with
  overall monitoring and evaluation of the ministry
  activities. The Directors role is to source
  funds either from donors or from within
  government.
• Limited skills within PPB to spearhead monitoring
  and evaluation for the ministry. PPBs role is to
  source training for ME staff.

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Constraints contd..

• Lack of incentives for ME. The role of my
  supervising officer is to ensure that staff is
  motivated in their work by providing the
  necessary incentives.

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ME plan monitoring and evaluation questions

• Quarterly and Annual meetings and reports to
  external Monthly, stakeholders (Zambia National
  Farmers Union, NGOs and donors)
• Monthly, Quarterly and Annual meetings and
  reports to internal stakeholders (Departments
  within ministry of Agriculture and Cooperatives,
  Cabinet Office, Central Statistical Office,
  etc.)
• Policy and economic report to both external and
  internal stakeholders and clients (farmers)

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ME plan monitoring and evaluation questions
contd

• 4. Group discussions and feedback through other
  tools.

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Key Evaluation Questions to include

• Relevance of the revised ME to the external
  stakeholders and clients
• Relevance of the revised ME to PPB and other
  departmental ME systems
• Efficiency of carrying out activities and use of
  inputs
• Problems that ME staff might encounter
  structural, functional and operational
• Initial targets and assumptions
• Sustainability of the system in relation to
  capacities, budgeted resources.

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Resources

• In revising its ME system, PPB will use the
  following resources (time, funds, human
  ,material, etc.)
• The action plan will be further refined in my
  country to include the ME Matrix and monitoring
  indicators.