The technology behind the monitoring and evaluation of NPO's and NGO's and their projects. (c) Errol Goetsch 2012 errol@xe4.org

1. MONITORING & EVALUATION
for Performance Management
Mastering Excellence
1 December 2011
CSIR International Conference Centre
Errol Goetsch
+27 78 573 5046
errol@xe4.org
www.xmentors.us
1 Dec 2011 © E Goetsch CSI 2011 1

2. Intellectual Property Rights
Decision Support System for Mastering Excellence
Ownership
You acknowledge that all content provided by the CSI, or made accessible
to you remains the intellectual property of CSI and Errol Goetsch.
Use of Institution name, marks, or logos
All use of CSI's name, marks, and content must be approved in advance
and in writing. All rights to the names, marks, logos and content shall at all
times remain the property of CSI and you may use them only in the context
of this training and with reference.
Limitations
The training does not confer the right to
Use any other rights, goodwill or other interest in CSI's IP marks or content.
Use CSI’s name, marks, or content
State or imply that CSI endorses your products or services
1 Dec 2011 © E Goetsch CSI 2011 2

3. Monitoring and Evaluation
Decision Support System for Mastering Excellence
Where M&E is: Words of M&E: Heroes of M&E:
in Soccer Objectives Joseph / Moses / Pharoah
In Rugby Actuals / Targets / Score David vs Goliath
In Cricket Baseline Elijah vs Ahab
In Motor-sport Impact John the Baptist
Place Inputs / Economy People
Activities / Efficiency
What M&E is: Outputs / Effectiveness Numbers of M&E:
Outcomes / Cost-Benefit Equity O = QQ
Prophet, Process / Product Project M=#
Herald, Corporate Governance E=%
Priest, Sustainability X = E4
King Reporting S=RxLxT
Purpose Proof CG = A / T
KPI's / Indicators C=PxJ
Excellence R = 100 – C
Power Power
1 Dec 2011 © E Goetsch CSI 2011 3

4. Errol Goetsch
078 573 5046
errol@xe4.org
Family Banking system mergers
Live: Johannesburg Born: Windhoek Corporate Governance reviews
Studied Durban Basic Needs Mapping
BA Honours LLB MBA now PhD Durban Ordnances Rewrite
Lecturer East London Municipality HIV/Aids impact
Economics / Strategy / Project Management Electronic banking systems
Managerial Finance / Marketing Impact Measurement System
Organisational Behaviour / Politics Information system roll-out x 2
Employ KwaZulu Finance Corporation collateralisation
Merchant Investors Group (London) KwaZulu Local Economic Development
Boland / Absa Group / Nedcor Banks LoveLife HIV/Aids
IQ Group / Other National Housing Conference
Inkatha Institute Peer Education System
World Bank projects in Africa PPP: Cato Manor Land Scheme
Audited PPP: Durban Waterfront
100’s of projects PPP: Ndwedwe Electrification Programme
Software PPP: Water 2000
Auditing / M&E Tools & Reports / Sustainability / Sedibeng Municipality Protest Management System
Impact / Capacity / Corporate Governance / SAGA
Balanced Scorecards / KAP tools / HIV Aids Swaziland Textile Industry revival
Impact / Job Descriptions / Capacity Audits Zambia Commodity Exchange
1 Dec 2011 © E Goetsch CSI 2011 4

5. 1 Dec 2011 © E Goetsch CSI 2011 5

6. Management Reporting: Standard Format
7 Numbers Donors/Directors want to know and Managers need to show
1 The Actual 100% E 4 The 10 The
Manager’s = Excellence Performance
KPI Target Date KPI’s KPA’s
E X E Pay off
3 Corporate 2 The
Governance Objectives Proof
Capacity Q E Progress
Community Products
D Benefits Premises
Q 4 The
Organisation’s
D Projects Power
Sustainability
Agencies People
D Programmes Payments T
7 The Intermediaries Payers R L
Budget Donors Policies
S
1 Dec 2011 © E Goetsch CSI 2011 6

7. Report 1: Management Performance
M&E carries the formulae for Performance / Productivity
Project
Special purpose
Actual 100%
unique outcome
= Term-limited
Target Time defined end-date
Planned (has targets for)
1. Input (cost) 10 0000
Do this for 2. Work (time) 100
each manager 3. Output (benefits) 50
and their KPI's 4. Outcome (impact) 10%
Implemented (has actuals for)
1. Input (cost) 200 000
2. Work (time) 200
3. Output (benefits) 25
4. Outcome (impact) 5%
1 Dec 2011 © E Goetsch CSI 2011 7

8. Report 2: Performance Excellence
The formula for Performance
X = E X C E L L E N C E
COSTS Time
Try reduce Work Human Resources
Organisation
$ Performance #
Inputs Efficiency Outputs
Procurement Project
Factor Market Goods Market
%
Capacity Benefits
Outcomes
Economy Effectiveness
Households Strategy
Impact BENEFITS
C/B Equity Try increase
1 Dec 2011 © E Goetsch CSI 2011 8

9. Report 3: Management KPI’s / Objectives
Every KPI / objective has 2 dimensions: Quantity x Quality = Aim
100% 100%
Actual 100%
= Objective
Target Time 100 x 150
= 15 000
Quantity 50%
Visibility
Number 25% Do this for
of each
Forums manager
T =150 and their
targets
50%
100%
Quality
Attendance of Forums T = 100
1 Dec 2011 © E Goetsch CSI 2011 9

10. Report 4: Corporate Governance
The formula for corporate governance
Actual 100% Track score to Corporate Governance
ie. capacity to balance Decisions, Designs and Delivery
= Achieve 100% in targets that are high enough to matter,
Target Time low enough to happen
Who / Where Do / Need What Product
Leadership Decide Strategy TARGETS
Actuals
Board room balance / authority Questions
D
Management Design System SCORE
D Head Office Organisation / skill % Score
D Staff Deliver Operations ACTUALS
Field Office work / energy Answers Targets
1 Dec 2011 © E Goetsch CSI 2011 10

11. Report 5: Cash Flow
The 7 Steps in roles, tasks and reports
See SOLUTION Impact
Results change Actual direct + indirect beneficiaries Assessment
Community
Benefits End-Term
Benefits deliver Set of products and services delivered reports
=
Mid-Term
Projects design Delivery mechanism
reports
Progress
Work Agencies decide Designer and Implementer of Solution reports
Time
Programmes choose Development priority Work Plans
x
Intermediaries collect Government / Donor Agency / Bank Budgets
Receipts
Money care Taxpayer / Shareholder / Benefactor
Donors Proposals
Costs
See PROBLEM Baseline
Formula Paper Trail
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12. Report 6: Introduction Project Plan & Budget
Quantity Theory of Management: The full range of areas to count
1 Dec 2011 © E Goetsch CSI 2011 12

13. Report 6: Project Plan & Budget
Quantity Theory of Management: The full range of areas to count
1 Dec 2011 © E Goetsch CSI 2011 13

14. Question Function Asset Quantity Quality Paper
Why R&D Policies Problems Solutions Patents / Policies
Who With HR People Posts Job Descriptions Organagram
What With Finance Payments Income Expenses Budgets
Where Facilities Places Facilities Size Places
How Procurement Power Inputs Features Receipts
When Project Products Beneficiaries Benefits Delivery Schedule
What If Risk Progress Measures Mitigation Progress Report
What for Product Payers Donors Donations Deposits
What work Auditing Proof Reports Coverage Reports
Who for Strategy Pay-offs Cost Benefit Impact Analysis

15. Report 6: Project Plan & Budget
Quantity Theory of Management: The products of the process
1 Dec 2011 © E Goetsch CSI 2011 15

16. HR Support: Accountability KPA’s
The Job Description and Performance Contract
Words Numbers
Function KPI - Product Document Target
R&D Patents Policy #
Marketing Payers Deposits #
HR People Organogram #
Finance Payments Receipts #
Facilities Places Map #
Procurement Power Asset Register #
Production Products Delivery Schedule #
Risk Progress Report #
Information Proof Report #
Strategy Job DescriptionImpact Analysis
Pay-offs Performance Contract
#
1 Dec 2011 © E Goetsch CSI 2011 16

17. HR Support: Accountability KPI’s
The Job Description and Performance Contract
Words Numbers
Target Product Economy Efficiency Effectiveness C/B Equity
# Patents $ T # %
# Payers $ T # %
# People $ T # %
# Payments $ T # %
# Places $ T # %
# Power $ T # %
# Products $ T # %
# Progress $ T # %
# Proof $ T # %
# Pay-offs Description
Job $ T Performance Contract
# %
1 Dec 2011 © E Goetsch CSI 2011 17

18. Report 7: Capacity Audit
Quantity Theory of Management: The full range of areas to count
KPA’s
X X 2
X 1
X X X X X X X X X 9
X X X X X X X X 8
X X X X X X X X X 9
0
X 1
0
X X X X X X 6
0
7 36
10 KPI’s
100
1 Dec 2011 © E Goetsch CSI 2011 18

19. Report 8: Risk Analysis
Missing or Messing Managers don’t give questions or get answers
100%
Policy Payers Payments People Places Power Products Progress Proof Pay off
R&D Marketing Finance HR Facilities Procure Project Risk M&E Strategy
ment
Why What What Who Where How When What What Who For
for with with If
1 Dec 2011 © E Goetsch CSI 2011 19

20. Report 9: Strategic Reporting:
Promise-Performance Gap / The Structure of Sustainability
PEOPLE
TRUST
Need as many people as it Untied Funding
takes to do the work to
achieve vision and mission
PROMISES PERFORMANCE
Need make HR OPERATIONS Need keep as
as many MARKETING Design
many promises as
promises as Capacity Repeat were made
it takes to New People
bring the People and
people and and FINANCE Money
the money Money Delivery Donor
Capacity Retention
Income
PAYMENTS
RESPECT Sustainability LOYALTY
Need as much
DIGNITY money as the
people need
1 Dec 2011 © E Goetsch CSI 2011 20

21. Case Study: loveLife
Fill in the blanks, using the case study
See SOLUTION
Lovelife was launched in South Africa in 2000 as a media-
Community impact driven behaviour change programme with a $1 billion cheque
from Texas oil billionaire Henry J. Kaiser, plus hundreds of
Benefits deliver millions of Rands from the Government’s health budget.
design The stated objective was to halve the incidence of HIV/AIDS
Projects
amongst the youth within 5 years. Supposedly national and
multiracial, the emphasis fell on black urban youth only.
Agencies decide
LoveLife had community and corporate interventions, offering
Programmes focus training, sports activities, condoms, blood tests, VCT, Youth
Centres, and most of all, billboard, radio and TV messaging.
Government leaders, business and sports figures scrambled on
Intermediaries collect
board. The project design was widely criticised at launch, and
from the start, the audits showed no change in incidence. 10
Donors care years after launch, SA has much the same incidence as if
LoveLife never happened.000
See PROBLEM
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22. Report 10: Impact / Annual Report
Link Operational Performance to Stakeholder Satisfaction
1 The Actual 100% E 4 The 10 The
Monthly 3 The
= Function's Function's
Score Organisation
Target Date Excellence Products
E X E Pay off
3 Corporate 2 The
Governance Objectives Proof
Capacity Q E Progress
Community Products
D Benefits Premises 4 The
Q Function's
D Projects Power
Sustainability
Agencies People
D Programmes Payments T
7 The Intermediaries Payers R L
Budget Donors Policies
S
1 Dec 2011 © E Goetsch CSI 2011 22

23. NPO / SME / Government Support:
Xmentoring - delivery of full design capacity (pilot funded by the NDA)
Strategy
Knowledge R&D
xmentors@xe4.org
Marketing HR
Design
XmentoringTM Mentor
Team
shared Risk Finance
services model
Registered to the
Centre for Social Product Procure
Impact ion ment
Project Facilities
Pilot funded by the
NDA
Delivery NGO/SME/Gov
Project 1 Project 2 CBO 1 CBO 2
Project Project
1 Dec 2011 CBO © E Goetsch CSI 2011 23

24. MONITORING & EVALUATION
for Performance Management
Mastering Excellence
1 December 2011
CSIR International Conference Centre
Errol Goetsch
+27 78 573 5046
errol@xe4.org
www.xmentors.us
1 Dec 2011 © E Goetsch CSI 2011 24