Project Monitoring and Evaluation

Running through the right plan….
Monitoring and Evaluation Plan
Kirithika Arudjothy,
Monitoring and Evaluation Officer,
GEF/IFAD-Participatory Coastal Zone Restoration and Sustainable
Management Project in the Eastern Province of Sri Lanka
Facilitator- Kirithika Arudjothy

Objectives of the session
 Recognizing the resources and competence required
to develop and implement an M&E plan
 Understanding the key stages in the process of
developing & implementing an M&E plan
 Comprehending how the M&E findings can be
effectively disseminated and utilized
 Assessing the mechanism of creating a functional
M&E plan

In the interior…
 Standards intended for an M&E plan
 Resource & competency needed for an M&E plan
 Steps in developing & implementing an M&E
plan
 Disseminating and using M&E findings
(Knowledge Management)
 Assessing how well the M&E plan is working

Standards intended for an M&E
plan
 Preliminary step for the Formulation of a
Customized Standard
 Identifying the barriers
 Problem solving approach
 Identifying the opportunities
 Maximizing the potential

Activity Time!!!!

Key words
 Utility - Satisfy the information needs of
stakeholders
 Feasibility – Act realistic, cautious , diplomatic
and economical
 Propriety - Carryout legally, ethically, and with
regard to those involved in and influenced by the
evaluation
 Accuracy – Expose and disseminate technically

Resources and Competencies to be
deployed..
 Technical capacity of M&E
 Personal competencies of the M&E unit
 System of data collection processing and presentation
 Monetary resources for M&E
 Percentage of resources allocated to M&E (5%)
 Cost of knowledge management
 Cost may be higher during initial stages
 Other miscellaneous resources as indicator guides,
manuals, communication tools

Key steps in developing an M&E
plan
Clue please!!!!

Key steps in developing an M&E
plan
 Consultation and Contribution of the Key Stakeholders
 Interpret the project objectives into M&E framework
 Develop M&E Framework
 Define indicators and identify sources of data
 Data collection plan and M&E responsibilities
 Set targets
 Define reporting system, utilization and dissemination of
results
 Plan for changes

Activity: Developing our own M&E
plan
Log frame
OTIP
M&E
PMU
DPO team
RBM

Key words
 SMART indicators (Output and Outcome)
 Linked to M&E framework
 Useful for decision-making in project
 Compatible with the reporting requirements
 Feasible
 Accountable Vs countable

Logical model of the M&E plan
Activities Output Outcome

Key words
 Activities : Based on the AWPB
 Output : Immediate result
 Outcome : Result achieved in long term
“Component in our logframe”
 Goal : Ultimate objective

M&E findings
 Complete answers to the OTIP Questionnaire
 Achieved outputs
 Achievement towards outcomes
 Socio economic profiles
 Ecological profiles
 Need assessments/ Feasibility studies
 Lessons learned
 Case studies

Utilizing the M&E findings
M&E findings can be utilized for the following
purposes
 Highlight the strengths and accomplishments of the
project
 Improve project management and planning
 Identify weaknesses of project implementation
 Determine the need for the modification or
expansion of activities
 Assess the quality of implementation
 Identify future needs strengthen the proposals

Precision of M&E findings
 Identify strategic information needs
 Use what is already available
 Avoid duplication of data collection and
reporting
 Avoid collecting information that will not be
used
 Review progress/results regularly and make
adjustments to M&E findings if necessary

Handling the M&E findings
 Disseminating to the right stakeholders
-Let it reach the right people

Who are the right people?
 Finding the accountable people- Brainstorming

What to share?

How to share?
 Disseminating the findings- Knowledge
Management strategies
 Typescripts/ Hard prints
 Best practice guidelines, News letters, News paper articles,
leaflets, banners, Sign boards, case studies
 Electronic media
 Websites, Social networks, blogs
 Ceremonies and events
 Celebrations, exhibitions, street dramas
 Souvenirs
 T-shirts, caps
 Other??

Assessing the M&E plan
 Progression of M&E activities in compliance to
the plan
 Adequate answers to the OTIP questionnaire/
evaluation questions
 Newly raised evaluation questions and their
relevance
 Noteworthy issues in the evaluation design
 External factors influencing the plan
 Availability of resources to implement the M&E
plan
 Dissemination and usage of M&E findings by the
stakeholders in decision making and for project
improvements

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