MONITORING PROJECTS: QUALITY AND RESULTS

1
MONITORING PROJECTSQUALITY AND RESULTS
2
DAY ONE ASSESSMENT DAY TWO DESIGN DAY THREE MONITORING
MORNING Intro. Training Intro. Assessment Intro. Design Intro. Monitoring
MORNING Assessment process and components Relevance of the design (activity vs. result/ quality) Monitoring an intervention Components of monitoring
AFTERNOON Analyzing problems (problem tree) Designing a Log-frame Monitoring content and process in CCA Conclusion
AFTERNOON The assessment process in CCA Conclusion The project design in CCA Conclusion Training closure
3

• 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?

4

• 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

5
The Project cycle
6

• Defining Monitoring

7
SLIDE 7
Differences and Links between Monitoring and
Evaluation
Monitoring Evaluation
A continuous process A specific activity or moment
To provide information to day-to-day decision making (adjustments) To provide recommendations to strategic decision-making processes
It is carried out by the project team For the project team (to adapt and improve the impacts) and the donors (to follow the progress) It is carried out by an evaluation team (internal or external to the project team) For the project team and the donors (lesson learned)
The monitoring system should provide information for evaluations The monitoring system should provide information for evaluations

8
Project CycleJan Davis and Robert Lambert,
Engineering in Emergencies, p.63.

• Project CycleJan Davis and Robert Lambert,
  Engineering in Emergencies, p.63.

9
MONITORING
MONITORING is the continuous, systematic and
critical review of operations in order to measure
their evolution and adjust them according to
circumstances and projects objectives.
10
SLIDE 6

• Different steps of the ME process
• Observe
• Compare
• Have an opinion
• Make recommendations
• Take actions

11
IF A MONITORING DOES NOT LEAD TO ANALYSIS

• AND THEN TO
• DECISION MAKING
• (ADAPTATIONS)
• IT IS
• USELESS

AIM OF MONITORING
12

• Building a Monitoring system

13
BUILDING A MONITORING SYSTEM
BUILDING A MONITORING SYSTEM
14
MONITORING SYSTEM

• MONITORING SYSTEM
• Set of tools to measure indicators.
• (observation, sampling, questionnaires, PRA)
• Where
• Who
• When / how often
• To whom.

15
The different steps of a monitoring system
16
LOG FRAME 1
Impacts
Outcome
Outputs
Activities
17
FAILING TO PLAN

• IF YOU FAIL TO PLAN
• YOU PLAN TO FAIL!!!

18

• Monitoring a project

19
MONITORING PROCESS
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
20
Different steps of projects monitoring..
21
DESIGNING MONITORING TOOLS

• 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

22

• The Monitoring report

23
AIM OF 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
24
MONITORING REPORT 1
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

25
MONITORING REPORT 2
OBJECTIVE / PROGRESS
INDICATOR BASELINE STANDARD MONITORING OBSERVATIONS


RECOMMENDATIONS
26
MISTAKE OF MONITORING REPORT

• 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

27
IF A MONITORING DOES NOT LEAD TO ANALYSIS

• AND THEN TO
• DECISION MAKING
• (ADAPTATIONS)
• IT IS
• USELESS

AIM OF MONITORING