MONITORING AND EVALUATION
Kitanda Jonathan.
Monitoring – 1
A day to day follow-up to make sure
everything is proceeding as planned
A continuing function giving regular feedback
and early indication of progress or lack thereof
Answers the planning question: how will we
know if we are on track?
Monitoring – 2
‘Is a continuous process which involves observing,
recording and measuring the way activities are
implemented and comparing with the original plan’
Central questions:
‘what is done?’
‘when?’
‘where?’
‘by who?
‘how?’
‘with how much?’
Monitoring – 3
Consists of administrative and management activities
that track the acquisition and allocation of resources,
production and delivery of services/goods and the
costs involved
It is an internal mgt activity to check on progress of
work and the problems being faced
It should involve regular feedback
Why do we monitor?
Why monitor?
Identify problems
Measure achievement
Assess commitment
Detect fraud
Ensure timely schedules
Assess trends e.g. in health status
Measure impact of a programme
Provide data for planning
Identify and utilise new opportunities
Steps in activity monitoring
1. Specify objectives
2. Decide on scope
3. Set standards
4. Select indicators
5. Choose data sources and develop data
collection techniques
What do you actually monitor?
What is monitored
Resource inflow
Resource outflow
Depreciation of assets
The market
Performance
Time schedules
Strategic focus
Risks
Opportunities
Change
The environment etc.
Tools for monitoring
Budgets
Gantt charts/work schedule
Use of vote books
Written reports
Personal observation
Inventory control
Log frames
Etc.
The systems approach to
monitoring
It looks at separate parts of every activity to be
monitored:
In-puts, processes, out-puts and outcomes/impacts
How would you use the systems model in monitoring
the following?
1. Support supervision
2. Management of health care waste
3. Health mgt information system
4. Staff training
Evaluation – 1
‘A systematic way of learning from experience and
using lessons learnt to improve current activities and
promote better planning’
‘A systematic assessment of the relevance, adequacy,
efficiency, effectiveness, progress, acceptance and
impact of a programme or a project’
‘A systematic way of gathering information in order
to make choices among alternative courses of action’
Evaluation – 2
‘A time-bound exercise that attempts to
assess systematically and objectively the
relevance, performance and success of
ongoing and completed projects and
programmes’
So what do we evaluate?
Evaluation - 3
Evaluation can be conducted while an activity is still
being carried out. This is called formative evaluation
It can also be done at the completion of a project. This
is called summative evaluation or terminal evaluation.
Formative evaluation aims to find out the progress and
focuses on inputs and processes
Summative evaluation aims at assessing whether the
objectives were achieved. It looks at outputs and
impacts.
Evaluation – 4
Evaluation is needed to decide:
To continue with an activity
To extend the activity elsewhere
If the intended objectives were achieved
Whether to modify the activity
If spending was justified
If there was misappropriation
The managerial capability of the project team
For accountability
Evaluation – 5
Evaluation also asks:
Were the theories and assumptions valid?
What worked?
What did not work?
Why?
Evaluation questions
In groups/as individuals, suggest the questions you
would ask in evaluating the following:
a) Inputs
b) Processes
c) Outputs
d) outcomes
Evaluation questions
For inputs, ask if they:
Arrived as planned
Were sufficient
Were of the right type
Were of the intended size and color
And if all or any of the above is negative,
why?
Evaluation questions
For the processes, ask if:
Policy was followed
Guidelines respected
Inputs were all transformed into outputs
If not, why?
There were any technical difficulties
If processes did or did not compromise
quality
Evaluation questions
For outputs, ask if the services/goods provided
were:
Appropriate
Adequate
Of good quality
Acceptable to the community
Acceptable to the provider
Gender sensitive
Equitably distributed
Evaluation questions
For outcomes, ask if:
The objectives set were achieved
Were any improvements observed?
Were there any other effects of the activity?
Who should do evaluation?
Managers/service providers
Experts
Beneficiaries
Aims of Evaluation
To determine
Relevance
Efficiency
Effectiveness
Impact
Sustainability
