Monitoring and Information Systems: Chapter # 3

Monitoring and
Information Systems
Chapter # 3
Abdul Rashed Barakzai

Monitoring & Evaluation
• Are the Process to Improve performance and achieve the required Result.
The Goal of Monitoring and Evaluation are to improve the Outputs,
Outcomes, and impact. Mainly use to check the performance of project,
organization or company ( Local and International)
Monitoring vs. Evaluation
 Systematic, ongoing  Systematic, periodic
 During program implementation  Systematic, periodic
 Tracking of activities and progress  During and after programme implementation
 According to AWP  Judgement of merit, value or worth of a program/project
 For short term corrective action  Compared to evaluation criteria (relevance, effectiveness,
 Accountability for implementation impact)
 Contributes to evaluation  For decision-making about future programmes
 Conducted by insiders  Accountability for results
Are we doing things right?  For office & organizational learning
 Conducted by impartial outsiders
 Did we do the rights things?
Evaluation
• Judging, appraising, determining the worth, value, or quality of a project
to make necessary decisions.
• In terms of: • Relevance • Effectiveness • Efficiency • Sustainability •
Impact
Five Tactics for Evaluation
• Relevance:
• Effectiveness:
• Efficiency
• Sustainability:
• Impact:
• Relevance: The extent to which the objectives of a development
intervention are consistent with beneficiaries´ requirements, and partner’s
and donor’s policies
• Effectiveness: doing right things
• Efficiency: doing things right
• Sustainability: Meeting needs without compromising the ability of future

generations to meet their needs (project will continue after donors
intervention)
• Impact: Positive or negative, direct or indirect longterm impact produced
by a development intervention.
Types of Evaluation
• Participatory evaluation
• • Process based evaluation
• • Outcome based Evaluation
• 360 degree Evaluation (evaluation by planner & implementers)
• • Goal based evaluation
• Participatory evaluation Evaluation in which representatives of agencies
and stakeholders work together in designing, carrying out and interpreting
an evaluation.
• • Process based evaluation An evaluation of the internal dynamics of a
project, its policy instruments, its service delivery mechanisms, its
management practices, and the linkages among these.
• • Outcome based Evaluation it facilitates the asking if the organization is
doing right activities to bring about the expected outcomes
• • 360 degree Evaluation (evaluation by planner & implementers) An
evaluation by those who are entrusted with the design and delivery of a
project.
• Goal based evaluation Evaluating the extent to which projects are meeting
predetermined goal / impact
Performance Indicator
• A performance indicator is a unit of measurement that specifies
what is to be measured along a scale or dimension but does not
indicate change. Performance indicators are a qualitative or
quantitative means of measuring an output or outcome, with the
intention of gauging the performance of a program or investment.
Performance Monitoring
• A continuous process of collecting and analyzing data for
performance indicators, to compare how well a development
intervention, partnership or policy reform is being implemented
against expected results (achievement of outputs and progress
toward outcomes).
Indicators
• Indicators are quantitative or qualitative variables that allow
stakeholders to verify changes produced by a development
intervention relative to what was planned. Quantitative indicators
are represented by a number, percentage or ratio. In contrast,
qualitative indicators seek to measure quality and often are based
on perception, opinion or levels of satisfaction. Indicators should be
expressed in neutral language, such as ‘the level or degree of
satisfaction’ or ‘the percentage of school enrolment by gender’.
Quantitative Indicators
• Expressed as a percentage, ratio, proportion, comparison, or number that can be

analyzed statistically.
• Examples:
• Number of households represented on Village Development Committees.

• Ration of men to women in senior management roles in the partner organization
• Proportion of households using serviceable latrines.
• Number of community organizations committing resources to address hate crimes in ‘x’
community
Qualitative Indicators
• Expressed as a change or comparison between two states of understanding or experience

that can be analyzed for patterns. Relies on people’s judgement or perception.
• Examples:
• Villager (men& Women) stories of how their lives have changed following completion of literacy
training
• Change in the level of rapport between local government and higher levels of government
• Change in community perceptions of the role/efficacy of Village Development Committees
• Before-after comparison in the coverage of race relations issues in the local media.
Means of Verification
• The sources of information are the
persons, beneficiaries or organizations
from whom information will be gathered
to measure results. It is crucial for the
sustainability of results that the
beneficiaries or rights-holders are
enabled to participate in the process of
monitoring results that change their lives.
Means of Verification
• The evidence behind the indicator
• The method of collecting information provingthat the indicator has been achieved.
• Documentation review
• Reports
• Observation
• Interviews
• Surveys
• Questionnaires
Planning
• Planning is the process of thinking about activities required to achieve a a
goal.
• Definition: Planning is the fundamental management function, which
involves deciding beforehand, what is to be done, when is it to be done,
how it is to be done and who is going to do it. It is an intellectual
process which lays down an organization's objectives and develops
various courses of action, by which the organization can achieve those
objectives. It chalks out exactly, how to attain a specific goal. Reference
Planning Cycle
Formulatio
n
Evaluation Execution
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Monitoring and

Abdul Rashed Barakzai

• Sustainability: Meeting needs without compromising the ability of future

• Expressed as a percentage, ratio, proportion, comparison, or number that can be

• Number of households represented on Village Development Committees.

• Expressed as a change or comparison between two states of understanding or experience

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