M6_Monitoring and Evaluation

The Organizational Development
and System Strengthening

Module 6
Monitoring & evaluation

Session Objectives
• By the end of the session participants will be able to;

1. Describe purposes, processes and components of M&E
2. Review the use of M&E in their organizations and suggest
improvements
3. Identify and select appropriate M&E activities and tools for their
organizations
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CROW AND PITCHER STORY
A crow was very thirsty one day
He came across a pitcher with a
little water in it.
He could not stick his head far
enough into the pitcher to reach
the water.
Being clever, he began dropping
pebbles into the pitcher, which
eventually brought water to the
surface
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Let participants answer
1. In the story, what is the crow’s objective?

2. What is the activity?
3. What are the inputs?
4. What are the outputs? d)
5. What are the outcomes? (
6. What is the baseline?
7. And what would “indicate” the number of pebbles dropped?
8. What would “indicate” the water rising?
9. What would “indicate” that he was satisfied?
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Let participants answer
1. In the story, what is the crow’s objective? (To eliminate his thirst.)
2. What is the activity? (dropping pebbles)
3. What are the inputs? (pebbles, crow, pitcher)
4. What are the outputs? (number of pebbles dropped, amount of water drunk)d)
5. What are the outcomes? (Short: water level rose; medium: crow able to drink;
long: crow satisfied.)
6. What is the baseline?(His initial level of thirst).
7. And what would “indicate” the number of pebbles dropped? (The actual
number of pebbles -he would simply count them.)
8. What would “indicate” the water rising? (He would watch the level of the water
inside the pitcher.)
9. What would “indicate” that he was satisfied? (His level of thirst.)
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Monitoring and Evaluation
Let participants answer the following

questions from the story;
• What is monitoring?
• What is evaluation?
• What is the difference between
monitoring and evaluation?
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Monitoring
• Monitoring is a continuous process that seeks to explain what is

happening and provides a picture of the ongoing processes.
• It is a routine data collection and measurement of implementation
activities to see whether we are on track in achieving the set
objectives.
• Monitoring is done from the start of an intervention until its end.
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Evaluation
• Evaluation is a systematic and objective method of assessing as

systematically and objectively as possible, a completed project or
programme (or a phase of an ongoing project or programme that
has been completed).
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Differentiating between monitoring and
evaluation
You monitor from birth as they grow up. You monitor

inputs like food, shelter, clothes, education so that
they can grow strong
You evaluate the kind of person they

have become, the impact that their
education has helped them to have in
the community
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Importance of Evaluation
Evaluation is important for a number of reasons. These

include:
1. To determine the relevance and fulfilment of objectives,
efficiency, effectiveness, impact and sustainability of a
project.
2. Evaluation looks at what we set out to do, what we have
accomplished, and how we accomplished it.
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Importance of Evaluation
3. Evaluation is an important tool that an organisation can

use to demonstrate its accountability, improve its
performance, increase its abilities for obtaining funds or
future planning, and fulfil its organisational objectives.
4. Evaluation provides useful feedback to various
audiences including: donors, implementers ,
community , beneficiaries and other stakeholders ,
organization staff, board of directors,
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Differentiating between monitoring and
evaluation
MONITORING EVALUATION
Systematic/ Ongoing process Systematic but done periodically
Done during implementation Done before, during and after
implementation
Tracking of activities and progress Judgment of merit, value or worth of
a programme/project
According to Annual Work Plan Compared to evaluation criteria
(relevance, effectiveness, impact)
For short term corrective action For decision-making about future
programmes
Accountability for implementation Accountability for results
Contributes to evaluation For office & organizational learning
Are we doing things right? Did we do the rights things?
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Importance of Monitoring and Evaluation
■Identify strengths and weaknesses in program design

and/or implementation
■Convince policy makers of the need for action and
financial and human resources
■Informs decisions about program operations and service
delivery
■Ensures effective and efficient use of resources
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M&E Frameworks- Definition
• A framework is a tool or a table that is used to guide

monitoring and evaluation.
• At minimum a framework should explain how the
programme is supposed to work by laying out the
components of the initiative and the order or the steps
needed to achieve the desired results.
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Types of Framework
Types of frameworks include :
1. Conceptual,
2. Results,
3. Logic and;
4. Logical frameworks
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Logical Framework
Project Description Performance Indicators Means of Verification Assumptions
Goal: The broader development impact to Measures of the extent to which a Sources of information
which the project contributes - at a sustainable contribution to the goal and methods used to
national and sectoral level. has been made. Used during collect and report it.
evaluation.
Purpose: The development outcome Conditions at the end of the project Sources of information Assumptions concerning the
expected at the end of the project. All indicating that the Purpose has been and methods used to purpose/goal linkage.
components will contribute to this achieved and that benefits are collect and report it.
sustainable. Used for project
completion and evaluation.
Component objectives: The expected Measures of the extent to which Sources of information Assumptions concerning the
outcome of producing each component's component objectives have been and methods used to component objective/purpose
outputs. achieved and lead to sustainable collect and report it. linkage.
benefits. Used during review and
evaluation.
Outputs: The direct measurable results Measures of the quantity and quality of Sources of information Assumptions concerning the
(goods and services) of the project which outputs and the timing of their and methods used to output/component objective
are largely under project management's delivery. Used during monitoring and collect and report it. linkage.
control review.
Activities: The tasks carried out to Implementation/work program targets. Sources of information Assumptions concerning the
implement the project and deliver the Used during monitoring. and methods used to activity/output linkage.
identified outputs. collect and report it.
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Conceptual Framework
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Logic model
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Results Framework
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Reporting
Reporting: is an integral part of monitoring and evaluation.

Reporting is the systematic and timely provision of essential
information at periodic intervals.
How to report?
• Verbal reports to CSO members and community
• Written progress reports to government structures,
affiliated organizations and / or donors, if applicable
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Evaluation Report
An evaluation report, in the simplest sense, is a document

which reports the;
1. Results,
2. Findings,
3. Interpretations,
4. Conclusions, or
5. Recommendations derived through an evaluation.
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Components of a good report
Contents of an evaluation report include:

1. Executive summary
2. Introduction
3. Evaluation methods and tools
4. Summary of results
5. Interpretation of results
6. Connection to the project objectives
7. Conclusions
8. Recommendations
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The Organizational Development

and System Strengthening

Monitoring & evaluation

• By the end of the session participants will be able to;

1. In the story, what is the crow’s objective?

Let participants answer the following

• Monitoring is a continuous process that seeks to explain what is

• Evaluation is a systematic and objective method of assessing as

You monitor from birth as they grow up. You monitor

You evaluate the kind of person they

Evaluation is important for a number of reasons. These

3. Evaluation is an important tool that an organisation can

■Identify strengths and weaknesses in program design

• A framework is a tool or a table that is used to guide

Reporting: is an integral part of monitoring and evaluation.

An evaluation report, in the simplest sense, is a document

Contents of an evaluation report include:

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