This PPT is used as an orientation to new staff on M&E

1. World Change Starts
with Educated Children. ®
Monitoring & Evaluation

2. World Change Starts
with Educated Children. ®
Presentation Flow
• Glimpse on M&E
• M&E at RtR
• GI & CI
• GSD
• Data Trail for Quality Assurance
• Ground Rule – There is no Ground Rule is the
Rule Every One is encouraged to
A(lert) S(eek) K(now)

3. World Change Starts
with Educated Children. ®
• When or Where is the Last Time you have
used an M&E Mechanism in Your
LIFE
Other than Programme

4. World Change Starts
with Educated Children. ®
TERMINUS
Where Does It Stand Now ?

5. World Change Starts
with Educated Children. ®
Authorized Service Centre ?
Passengers ?
Driver ?
Time-keeper at
the terminus ?
Whose Concern ???

6. World Change Starts
with Educated Children. ®
Driver
The car is in good running
condition !!
Road is good !! Running at
good speed !! Passengers
Authorized
Service Centre
Time-keeper
at the
terminus ?
No Jerking !! Feeling
Comfortable !!
Driver is not drunk !
Who are
they ?
What Concerns

7. World Change Starts
with Educated Children. ®
Driver
Passengers Authorized
Service Centre
Time-keeper
at the
terminus ?
Who monitors ? Who evaluates ?
Is monitoring and evaluation same ?

8. World Change Starts
with Educated Children. ®
Monitoring & Evaluation (As defined by World Bank)
Monitoring Evaluation
A continuing function that uses
systematic collection of data on
specified indicators to provide
management and the main stakeholders
of an ongoing development intervention
with indications of the extent of
progress and achievement of objectives
and progress in the use of allocated
funds.
Thus monitoring embodies the regular
tracking of inputs, activities, outputs,
outcomes and impacts of development
activities at the project, program, sector
and national levels. This includes the
monitoring of a country’s progress
against the millennium development
goals (MDGs), or other national
measures of development success.
the process of determining the worth or
significance of a development activity,
policy or program ….. to determine the
relevance of objectives, the efficacy of
design and implementation, the
efficiency or resource use, and the
sustainability of results. An evaluation
should (enable) the incorporation of
lessons learned into the decision-
making process of both partner and
dono

9. World Change Starts
with Educated Children. ®
Indicator& Data
Indicator
A quantitative or qualitative variable that provides a valid and reliable way to
measure achievement, assess performance, or reflect changes , Progress
connected to an intervention.
An indicator provides a sign or a signal that something exists or is true. It is
used to show the presence or state of a situation or condition. In the context of
monitoring and evaluation, an indicator is a quantitative metric that provides
information to monitor performance, measure achievement and determine
accountability.
Data
specific quantitative and qualitative information or facts that are collected and
analyzed thru indicators .

10. World Change Starts
with Educated Children. ®
Indicator Designing Flow Chart

11. World Change Starts
with Educated Children. ®
Types of Indicators
Most of the indicators are classified as Quantitative or Qualitative Indicators
which are used as per the programme needs .
There are different school of thoughts on what should be nature of an Indicator
SMART SPICED
S- Specific S-Subjective
M-Measurable P-Participatory
A- Achievable I-Interpreted and Communicable
R- Realistic/ Relevant C-Cross Checked and Comparable
T- Time Bound / Timely E-Empowering
D-Diverse and Disaggregated
Source : http://www.toolkitsportdevelopment.org/html/resources/40/408CC56F-509A-40D8-BE46-
D7EEB4261F97/10%20Indicators.pdf

12. World Change Starts
with Educated Children. ®
Qualities of a Good Indicator
 Useful
Scientifically Robust
 Valid  Reliable
 Sensitive  Specific
 Understandable
 Accessible
 Ethical
Yep!!!!!!!!
My Indicators
are GOOD
Indicators

13. World Change Starts
with Educated Children. ®
Input Process Output
Outcome /
Impact
Fund Flow
Training
Supplies
Strategy
Service
Package
Activities
Advocacy
Management
Targets
Quantitative &
Qualitative
Change in the
Community
Quantitative &
Qualitative
Organization/
National Goal
Monitoring Evaluation
System Box

14. World Change Starts
with Educated Children. ®
1. Know :
what you
are
supposed
to achieve
2. Know : what you
are supposed to do
3. Selection
of key
indicators
4. Data
Collection
5. Analysis and
Interpretation
6. Action
7. Share
Steps

15. World Change Starts
with Educated Children. ®
Data
Information*&^+
Books /
bOys/ Girls
!@#$%
Books Related to
RR
Girls Related to
GEP
Raw
Vegetables
Eatable
Cooked Food
Analysis
Presentation
In 2012 , 850 RRs have been
established in 8 states.
3000 Girl Scholars are
supported with Academic
Support

16. World Change Starts
with Educated Children. ®
Whether things are in order
Whether desired changes take
place in the community
Continuous
Usually at one or two years
interval
Internal Internal /External
Corrective Effectiveness of strategy
Management Decisions Lessons Learned
MIS Data /Checklists ~ Registers,
Forms, reports
Population Based Sample
Survey/Cohort Analysis/ Participatory
Appraisal/ Civil Registration System
How Many ? What %age ?
Monitoring Evaluation

17. World Change Starts
with Educated Children. ®
Monitoring and Evaluation Framework
Process data-4
Analyze data-5
Ensure data
quality-3
Show results-6
Share
results-7
Receive
feedback from
users-8
Change policies
and
perspectives-9
Change actions-
10
Identfy issues for
examination- and
Define Role as per
program Demand- 1
Collect data-2
Ideal Flow
of Information
in a Functioning
Performance
Monitoring
System

18. World Change Starts
with Educated Children. ®
Role of RM&E in Program Cycle
Baseline/Research/Assessment
Planning
Implementation &
Monitoring
Evaluation

19. World Change Starts
with Educated Children. ®Project Data Flow
AP&B Document
Targets as Forecast Status
General Ledger
GSD
MIU/Quarterly Report
Global Indicators Reports
Donor Report
Budget
Project Progress
(standard & data quality) Reports
Finance Reports

20. World Change Starts
with Educated Children. ®
Program Monitoring System
RtR
RtR PM/PD/CD
Field Facilitator
Moblizer/LMC/SMC
• Partner NGO
•District /PA
PO/PA
RtR- RO/GO
1
2
3
4
5

21. World Change Starts
with Educated Children. ®
Goals, Objectives, and Indicators
• All programs have global goals, objectives
and indicators
• All countries are collecting global indicator
data for all programs & projects since
2008
• This data gets into the Global Solutions
Database (GSD) for GI reporting
• Data Quality reports to check errors,
outliers, exceptions etc.

22. World Change Starts
with Educated Children. ®
Summary of GIs
PROGRAM NO. OF GIS QTR
LY
ANN
UAL
RR 11 5 6
SR 9 2 7
GEP 11 2 9
LLP 6 2 4
ALL PROG 37 11 26

23. World Change Starts
with Educated Children. ®
Summary of CIs
PRO
G
BD KH IN LA NP SA LK VN ZA
M
RR 7 2 5 8 9 5 1
LLP 6 2 3 3 3
SR 2 2 3 3 2
GEP 3+6 5+5 7+11 2+2 7+8 5+5 3+4 6+4
ALL
PRO
G
24 16 23 18 30 5 13 10 10

24. World Change Starts
with Educated Children. ®
RR GIs & CIs
Indicator Frequency
RR1 Number of libraries established Quarterly
RR2 Number of local language and/or English books provided to libraries Quarterly
RR3 Percentage of libraries where school personnel are trained by Room to Read
and/or a Room to Read partner
Quarterly
RR4 Average number of days project sites receive training (REVISED GI) Quarterly
RR5 Number of books checked out by library users Quarterly
RR6 Number of targeted children enrolled in schools with a RtR library Annually
RR7 Number of targeted teachers at schools with a RtR library Annually
RR8a Average number of minutes per week each student/class can access the
library during designated library/reading periods
Annually
RR8b Average number of minutes per week each student/class can access the
library during non-designated library/reading time
Annually
RR9 Percentage of libraries with book classification systems in place Annually
RR10 Percent of libraries where books are classified according to reading level
(NEW GI)
Annually
RR11 Percentage of libraries that have functional check-out systems Annually

25. World Change Starts
with Educated Children. ®
•Percentage of RRs where the reading period is held
regularly
•Percentage of RRs where the CMC is trained
•Percentage of RRs which have active CMCs
•Percentage of RRs where the community has
contributed in terms of events – organization and
material support
•Percentage of RRs where the students are checking
out books as per the reading levels
RR CIs

26. World Change Starts
with Educated Children. ®
GEP GIs & CIs
Indicator Frequency
GEP1 Number of GEP participants in 2011 Quarterly
GEP2 Percentage of GEP participants who dropped the program in 2011 Quarterly
GEP3 Number of GEP participants who completed the final year of the program in
2011
Annually
GEP4 Percentage of eligible GEP participants who advanced to the next grade Annually
GEP5 Percentage of eligible GEP participants who transitioned school levels Annually
GEP6 Number of GEP participants who received academic support Annually
GEP7 Number of GEP participants who attended life skills training Annually
GEP8 Percentage of GEP participants whose guardian(s) has participated in Girls
Education meeting(s)
Annually
GEP9 Percentage of GEP participants who received mentoring and stayed in
school each school year (NEW – for Enhanced approach only)
Annually
GEP10 Percentage of GEP participants who received material support and stayed in
school each school year (NEW – for Enhanced approach only)
Annually
GEP11 Percentage of GEP participants in targeted grades who participated in life
skills activities
Annually

27. World Change Starts
with Educated Children. ®
GEP CIs
Percentage of girls transition from 5 to grade 6 (annual)
Percentage of girls transition from 8 to grade 9 (annual)
Percentage of girls transition from 10 to grade 11
(annual)
Percentage of girls with less than 50% attendance
(monthly)
Number of girls participated in development camp
(annual)
Percentage of girls who went on exposure visit (annual)
Percentage of field staff (SMs/PCs) trained on thematic
areas (annual)

28. World Change Starts
with Educated Children. ®
Annual M&E Activities (Typical)
• Need Assessments to identify new project sites
• Site visits by field staff to monitor progress & provide
hands-on support plus feedback to PO/PA & above
• Covering all active project sites at least once a quarter
• Monthly and Quarterly Reviews by RtR and NGO staff to
examine plans and progress/identify and overcome
bottlenecks
• Pilot studies to test new program approaches
• Country specific research/evaluations as needed
• Annual/quarterly collection of GIs and entry into GSD
• Measurement and sharing of CI progress with program
teams and initiate corrective measures
• Verify GSD data quality during field visits with source
information on project progress

29. World Change Starts
with Educated Children. ®
GSD purpose and processes
• Global Solutions Database (GSD) a Web based
program management system of salesforce.com
• All program staff expected to use GSD are indicated by
HR and given password by Administrator
• GSD power user in a country is the first point of contact
with support from Database Administrator at RO
• Each GSD user is expected to:
– Keep login active
– Use reports for review and action
– Update information as necessary
– Check data quality reports
– Share /discuss results with team members

30. World Change Starts
with Educated Children. ®M&E and the GSD
• Complementary roles in program
management
• M&E caters to local CO needs while
supporting GSD to meet global needs of
information gathering and reporting
• Field information through M&E System
flows into GSD
• Both mutually contribute to program
quality improvement

31. World Change Starts
with Educated Children. ®
Data Quality
“It is the process of ensuring that the Data
flow from source or the first point of
generation to the final source is same,
consistent , accurate and assured
Corrective in data”

32. World Change Starts
with Educated Children. ®Example

33. World Change Starts
with Educated Children. ®
Report Sent by NGO - SO
ALARIPPU, Haridwar
Project year- 2009 RR (Phulwari) Usage of books Month :- October - December
2011 Block- Bhagwanpur
S.N. Name
of the
schools
Check in and Check Out Detail
By Children By Teachers By Community TOTAL
Books Readers Books Readers Books Readers Books Readers
Dec
Bhudhw
a
Shaheed
646 59 28 2 216 23 890 84
Nov
Bhudhw
a
Shaheed
555 61 0 0 175 17 730 78
Oct
Bhudhw
a
Shaheed
311 56 0 0 52 9 263 65
1512 176 28 2 443 49 1883 227

34. World Change Starts
with Educated Children. ®

35. World Change Starts
with Educated Children. ®
Any Questions????

36. World Change Starts
with Educated Children. ®
Thank Q………