Project Monitoring and Evaluation A useful Tool for

Project Monitoring and Evaluation A useful Tool for Research Projects’ Administrators and Managers Folajogun V. Falaye. (Professor of Educational Research & Evaluation). Institute of Education, University of Ibadan, Nigeria

Presentation Outline Ø Definition/Clarification of main concepts; Ø Basic Types of Programme/Project Evaluation; Ø Purpose of Project Monitoring and Evaluation; Ø Differences between Project M & E; Ø Stages in Development of Project M & E Framework.

Monitoring • Monitoring has its root in a Latin word which means ‘to warn’. • It is a … project activity designed to provide constant feedback on the progress of a project, the problems it is facing and the efficiency with which it is being implemented (Bamberger & Hewitt, 1986).

Evaluation: Evaluation is very broad concept. It is a process: Ø by which relevant data are collected and transformed into information for decision making (Cooley & Lohnes, 1976); Ø of … obtaining and providing useful information for judging decision alternatives (Guba & Stufflebeam; 1970); Ø of ascertaining the value of an entity in relation to some criteria; Ø of passing judgment on the worth.

Programme & Project Ø Programme is a time bound intervention which usually cuts across different sectors, themes and geographical areas. It could derive its funding from different sources. Ø Project is a time bound intervention that consists of a set of planned activities geared towards achieving defined objectives.

Relationship between Programme and Project Ø Programme is broader than project; Ø Programme is like ‘nested system’ with different components/projects. For example, a programme can have Education and Health components. Ø The project is a system embedded within the ‘nested system’- programme. Ø Therefore, a project is a subset of a programme; while Ø A project can also have units. For example, the education project could have training/capacity development unit, material development unit etc;

Programme Project 1 Sub-Project Fig 1. Relationship between Programme and Project 2 Sub-Project

Differences between Project Monitoring and Evaluation Monitoring Evaluation § Tracks project implementation(activities, processes, outputs). § Predetermined performance indicators are used as point of reference for monitoring. § It is continuous, more frequent. § Usually done internally. § It is usually rapid. § Judges programme performance. § Focused more on changes associated with the project. § Information got from monitoring forms part of data to analyse for evaluation. § It is periodic, less regular. § Usually carried out by external evaluators.

Differences between Monitoring and Evaluation Monitoring § Mainly for internal accountability and management decision making. § Mainly used as corrective feedback for improvement. § Uses simple design. § Simple reporting formats. § It involves making judgments about the project. § Uses more rigorous design, multi-methods. § Produces detailed report, usually produced at agreed intervals eg mid-term evaluation and final/end term.

Basic Types of Project Evaluation The major/broad types of project evaluation: ØProcess Evaluation; and ØOutcome Evaluation • Process Evaluation provides information/feedback for programme improvement; while • Outcome Evaluation provides information for an overall judgment of a programme’s merit or worth.

Purpose of Project Monitoring & Evaluation Project Monitoring and Evaluation is to: Ø identify areas of weaknesses, risks and failure points for corrective actions to be taken to assure project success; Ø highlight signs of project success; Ø provide accountability; Ø learn lessons that can be shared with others; Ø develop capacity of project staff and other stakeholders; Ø use successful projects as models for replication.

Development of M&E Framework/Plan For administrators and mangers to effectively and efficiently monitor and evaluate research projects Monitoring and Evaluation Framework must be developed. The framework should ü define the scope; ü develop monitoring/evaluation questions; ü draw up a plan; ü set indicators and targets;

Cont’d ü decide data sources to use, methods of data collection and analysis; ü decide the reporting format; ü assign tasks/roles to project staff; ü Set timelines.

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