CHAPTER 3

DESIGNING AND
IMPLEMENTING MONITORING
AND EVALUATION PLAN
 CHAPTER LEARNING
OUTCOMES
• Describe the steps involved in
designing an M&E system
 Types of M&E
Monitoring Evaluation
• Process • Formative
• Compliance • Process
• Context monitoring • Outcome
• Beneficiary monitoring • Summative
• Financial monitoring • Impact evaluation
• Organizational • Realtime
monitoring • Participatory
• Result monitoring • Thematic
• Meta-evaluation
(process itself)
 PRERQUISITES
There are a number of basic conditions that are vital to successful
M&E implementation.
1. First, there is a need for strong, top-level supporting leaders
who are willing to provide the time and resources to initiate the
M&E process.
2. Second, the presence of at least some staff and enough data
collection capacity to undertake basic collection and analysis are
critical.
3. Third, government officials must be willing to use the M&E data
to help make resource allocation decisions, and not merely use
the data to show that the agency is collecting performance
data.
4. In addition, there should be enough flexibility for agency
managers to make changes where the data indicate that
changes are needed.
5. If these conditions are absent, the M&E process may be a
waste of time.
 8. For each candidate performance indicator, identify the source
of the data, particular data collection procedures, and how
often the data will be collected and reported
9. Review the monitoring data and data collection procedures
periodically
10. Use the M&E information to lay the groundwork for positive
incentives for improving the effectiveness of public services.
11. Emphasize the message that outcome information is highly
useful for telling what the running outcome score is, but does
not provide the background information that tells why
12. Provide for basic analysis of the performance data.
 Early design phase
1. Establish the scope and purpose of the M&E
system.
2. Indicate key performance questions and
indicators, plus associated monitoring
mechanisms.
3. Identify organizational arrangements for M&E.
4. Develop terms of reference for M&E staff.
5. Indicate the process for how M&E is to be
established during start-up.
6. Establish an indicative M&E budget.
7. Document the above in the M&E framework.
 7 steps for setting-up a
Monitoring & Evaluation system
• Step 1: Define the purpose and scope of the M&E
system
• Step 2: Agree on outcomes and objectives -
Theory of change (including indicators)
• Step 3: Plan data collection and analysis (including
development of tools)
• Step 4: Plan the organization of the data
• Step 5: Plan the information flow and reporting
requirements (how and for whom?)
• Step 6: Plan reflection processes and events
• Step 7: Plan the necessary resources and skills
 Steps for developing
monitoring plan
• Step 1: Identify Program Goals and Objectives. ...
• Step 2: Define Indicators. ...
• Step 3: Define Data Collection Methods and
Timeline.
• Step 4: Identify M&E Roles and Responsibilities. ...
• Step 5: Create an Analysis Plan and Reporting
Templates. ...
• Step 6: Plan for Dissemination and Donor Reporting.
 There are four main steps to
developing an evaluation plan
1. Clarifying program objectives and
goals.
2. Developing evaluation questions.
3. Developing evaluation methods.
4. Setting up a timeline for evaluation
activities.
 The 5-Step approach
• Identify the problem.
• It is essential that you are clear from
the start about the problem you are
aiming to address.
• Review the evidence.
• Draw a logic model of how your service
should work.
• Identify indictors and collect monitoring
data.
• Evaluate logic model
 What are the 6 steps of
evaluation approach?
• Engage Stakeholders.
• Describe the Program.
• Focus the Evaluation Design.
• Gather Credible Evidence.
• Justify Conclusions.
• Ensure Use and Share Lessons
Learned.
 BASIC STEPS
1. Establish a committee of key agency personnel to guide and
oversee the implementation effort.
2. Select a small cadre of support personnel
3. Consider meeting in the early stages with members of the
assembly
4. Develop a plan and schedule for implementation.
5. Provide training and technical assistance to managers and key
professional staff in the basics of M&E.
6. Ask each program manager within the agency to identify a
results-focused mission statement for their programs
7. Ask each program within the agency to select a set of outcomes
and outcome indicators
8. Inventory existing databases within the agency to identify the
output and outcome information already available
Steps in developing a monitoring and
evaluation system
 Approaches and methods for monitoring
and evaluation
Result-oriented Constructivist Reflexive
approach approach approach
Methods LogFrames, Logic Charts, Learning Histories, Reflexive Monitoring
Theory of Change Responsive Evaluation, in Action/
Most Significant Reflexive Process
Change Monitoring /
Interactive Learning
Approach
Objective Accountability and Learning from each Learning, change of
managing other and modifying practices and their
processes institutional setting
Agenda setting
Paradigm Reality exists and can be Reality is constructed Reality has to be
measured/defined through interaction and reconstructed/a new
objectively negotiation. reality has to be
developed
Focus Results/predefined Meanings and values, Calling existing
objectives or procedures based on negotiations practices and
institutional settings
into question
Other approaches
MONITORINING AND EVAUATION
SYSTEM
RESULTS-BASED MANAGEMENT LIFE CYCLE APPROACH
 PARTICIPATORY

• Rights: Participation, particularly of marginalized people, is a human right

and advances their empowerment.
• Relevance: Participation of a wide range of stakeholders increases the
relevance of evaluation questions and their alignment with the realities of
peoples’ lives and the policy context.
• Accuracy: Participatory methods overcome the limitations of reliance on
fragmentary individual views and thereby increase the reliability of the
information collected and promote the generation of realistic
recommendations
• Effectiveness: Involvement of the main stakeholders in the development
of a Monitoring and Evaluation Framework and evaluation planning builds
awareness and ownership, increasing the likelihood of effective
implementation and the use of findings and recommendations.
• Process: Adopting participatory evaluation processes builds skills,
capacities, and networks and thereby makes a contribution to social
conditions, civil society, and empowerment.
ATTERATIVE M&E PLAN
 EXERCISE
DEVELOP MONITORING AND
EVALUATION WORKPLAN