1. EuropeAid
ENPI
CROSS BORDER COOPERATION
SEMINAR ON MONITORING
METHODOLOGY
6. Internal monitoring /
Joint Monitoring
BRUXELLES, 9-10 SEPTEMBER 2010

2. Internal monitoring arrangements and capacity EuropeAid
• Internal monitoring is part of project management
• Project reports should present the outputs of internal
monitoring
• It should be the first sources of information and data on
the implementation of each project
• Assessment of partner monitoring arrangements /
systems and capacity should be a key starting point in
establishing project monitoring arrangements
• Primary aim is to build capacity and enhance
sustainability – by promoting ownership and alignment
• Need to avoid parallel/duplicated systems
• Minimise transaction costs for the partner 2

3. Quality of project internal monitoring EuropeAid
systems
• Key source of information for any monitoring exercise,
particularly concerning how the project is impacting on
target groups
• Without sound project internal monitoring systems, quality
of all other monitoring and evaluation exercises are
compromised
• Key elements of a sound internal monitoring system:
Hierarchy of objectives
Indicators and targets
Baseline information
Operational work plans and budgets
Information collection and management system
Good quality reports 3

4. Assess internal monitoring arrangements EuropeAid
Information needs
• Who are the primary information users?
• Have their information needs been identified and
prioritised?
Information sources and collection methods
• What is the quality of available/existing information?
• What is the source of available/existing information and
who is collecting it? What are other donors doing?
• Are responsibilities for information collection clearly
identified and understood?
• Are the existing formats for information recording and
reporting adequate and are users clear about how to use
them?
• What are the most significant information gaps?
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5. Assess internal monitoring arrangements
EuropeAid
Analysis and use of information
• Who undertakes analysis of the available data and
information?
• Is information being analysed and used at an operational
level?
• Is there a functioning review system? Does it involve the
right stakeholders? Is it coordinated with all actors?
Capacity and resources
• What physical and financial resources are available for
monitoring? Are these adequate?
• What is the level of staff skills and their understanding of
what is required? Are these adequate?
• Is there scope for donor support to developing local
capacity through providing technical advice, additional
financial resources and/or training? 5

6. Project progress reports EuropeAid
roject Progress reports from implementing
partners are part of the Internal Monitoring process
hey are an important source of information, and
often trigger financial disbursement.
Quality assessment criteria of Project Reports
could include:
ligned with local systems?
ser focused? 6

7. Project Progress report formats EuropeAid
• ENPI CBC Projects should follow the format of
PRAG
• However their use should be approached with
some flexibility– with the agreement of the
Programme Manager the format can be adapted
provided it respects the requirement of the basic
information
• Programme Managers can support improvements
to existing formats and/or quality of content – by
providing ideas, guidance, examples
• Clear and constructive feedback on reports is the
key starting point 7

8. The option for Joint Monitoring
EuropeAid
• Considering the different partners / stakeholders active in
ENPI CBC programmes / projects the option for Joint
Monitoring could be interesting and useful
• Joint Monitoring means that not only the authority
responsible for the action is involved, but also the ENPI
CBC HQ and local / central Governmental Authority where
the action is implemented
•JMON needs more precise preparation phase to have a
full agreement from all stakeholders
• You can start identifying and selecting projects adapted
for JM and managing this process on an ongoing basis
•Joint monitoring should entail joint field visits and preparing
joint reports missions and reports
•It can be quite useful to increase dissemination and
consolidation of information 8

9. A brief view of Joint Monitoring EuropeAid
• In the ENPI CBC environment ‘Joint Monitoring’ could be
an exercise involving CBC JMAs and ENPI CBC HQ
officials plus eventually some local government authorities
• It should help generate better (not more) information
about whether or not expected development ‘results’ are
being achieved through joint investments.
• Conducting joint / collaborative analysis and monitoring
with managing partners will promote their ownership of
the results
• This will allow them to implement any needed capacity
development / change management initiatives.
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10. What Joint Monitoring needs? EuropeAid
• Involves joint engagement in:
(i) designing and planning the procedures;
(ii) plan and perform field mission visits;
(iii) the production of joint monitoring reports;
(iv) results-oriented analysis and decision making.
• Should be seen as an approach,
• Not a substitute for more in-depth evaluations.
• Test of Joint Monitoring are needed – because this
emphasizes the need to learn by doing
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11. Collaborative reviews and information sharing
through Joint Monitoring EuropeAid
• Provide structured opportunities for information
sharing, reflection, learning and improvement of
forward plans
• Can be undertaken at different levels within
project/agency management structure, and involving
different groups of stakeholders
• Should build on existing implementing authority review
processes/arrangements
• Task Manager can play important role in promoting
effective review processes and outcomes
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12. Regular collaborative reviews EuropeAid
• Purpose (reflection, information exchange, problem
solving, team building, planning)
• Preparation (participants, timing, location, agenda)
• Data/information collection and collation
• Logistics (venue, transport, room set-up, secretariat
support, catering, etc)
• Effective chairing of the meeting
• Planning for follow-up
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13. Activity E - Internal monitoring arrangements and capacity
EuropeAid
• Small-group exercise
• Core question: “How effective are the internal project
monitoring systems”
• Capacity assessment of implementing partner
management and monitoring systems,
• Inter-relation between the different levels of monitoring,
• How to proceed for programme integrated monitoring
system Introducing the H-Form (see separate
information sheet)
• Tackle this question from the perspective of an ENPI
CBC programme Manager
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