Controlling

Prepared By: Ali Y. (MPH in HSM)

Woldia , Ethiopia

August 2022
 Session Objectives
Define controlling , monitoring & evaluation

Determine the purpose of M&E

Analyze the different steps of monitoring & evaluation

practices
Describe the r/n ship b/n M&E

Identify the types of evaluations

Evaluate the characteristics of indicators

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 Brain Storming

What is implementation?

What is controlling?

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 Implementation
It is the process of putting a program into actions.

Is the time of conducting our designed plans.

Once a program has been planned, implementation

follows.

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 Implementing
 Practice of mgt next to organizing

 Excision of actual activities based on the plan

 Integrate systems and coordinate work flow

 controlling is a mgt practice next to implementing

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 Principles of Implementation
 Assigning implementers

 Adequate resource allocation

 Smooth r/ship with stakeholders

 Coordination of works

 Communication

 Progressive monitoring and supervision

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Controlling
 Control is the final link in the chain of management

activities.
 It is a decision making process

 Without it, efficient planning, solid organizational

structure, & motivated employees are no guarantee of
success

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 Organizational Control

Management Control
 is the process of ensuring that actual activities conform to

planned activities.
 helps managers to monitor the effectiveness of

 their planning,

 organizing, and

 leading.

 Taking corrective action is an essential part of control process

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 Organizational Control…
Can be classified as;

1.Feed forward Control

 The active anticipation and prevention of problems, rather than passive

reaction.

 Monitor inputs

2.Concurrent Control

 Monitoring and adjusting ongoing activities and processes.

3.Feedback Control /outputs/products

 Checking a completed activity and learning from mistakes.

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 Feedback in the Control
Process
An essential element in the control process.
 Any feedback system must have a
number of characteristics.
• Timely
• Reliable
• Precise
• Right
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 Functional steps of Controlling

 Establish standards of performance

 Gather information and measure current performance

 Compare performance with standard

 Taking corrective action

 Rewarding

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 Forms of management control
There are three basic forms of management control

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  Monitoring is a continuous process of gathering, analyzing and

interpreting of information and,

 The daily use of inputs and their outputs in order to enable timely

adjustment or correction on the development of a programme

/project when necessary.

 Hence it is a basic part of implementation management.

The goals of monitoring are:
 To identify any problem early,
 To solve without delaying the progress of the program.
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 Supervision
Supportive supervision is “the process of guiding,
helping and encouraging staff to improve their
performance so that they meet the defined
standards of health performance of their HFs.
Is a “process”: not a one-time event, but is a
connected series of events over a period of time
It can be;
internal by senior managers within the organization
external when it’s done by external bodies

Supervision is a helping process.

 "It is not fault finding”.

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 Supervision
o Types of supervision
1)Formative
2)Summative
o There Are three main styles of supervision :
1) Autocratic – do what I say
2) Democratic (supportive) – lets discuss and do the
best
3) Anarchic- do what you like

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 Evaluation is a systematical and periodical gathering, analyzing
and interpreting of information on the operation as well as the
effects and impacts of a development programme/project.

An assessment of;
 the overall project performance and objective achievement

 Any impact resulted from the program/project

 Reasons contributing for success and failure

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 Purposes Of Evaluation

The main purposes of evaluation can be generalized

as:
To note the shortcomings, deficiencies,
duplications etc. in the system.
To undertake Suitable corrective actions.
To justify the governmental expenditure on a
program by demonstrating its worth and
convincing the people that their money is being
well utilized.

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 Activities(03 minutes)

Difference between monitoring & evaluation?

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Distinctive Characteristics of M & E
Characteristics Monitoring Evaluation

Scope Narrow Broad

Frequency Continuous Periodic

Data Gathered Primarily Quantitative Primarily Qualitative

What does it answers? - Activities performed Why and how

- Problems encountered results were achieved or not
- Rectifying measures - Strategy and policy
options

Actors Internal Internal/External

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 Types of Evaluation
 can be seen in two ways i.e. in periods of evaluation and
by persons involved in the evaluation process.
Based on the Period
i. Ex-ante / start-up/ evaluation,
ii. On-going or mid-term /formative/ evaluation,
iii. Terminal /summative/ evaluation; and
iv. Ex-post /impact/ evaluation.

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 1. Ex-ante/start-up Evaluation:

 It is an evaluation carried out before the start of

implementation

 Includes the initial gathering of data required for project

formulation

 Can be looked as a “base line” study in which the situation of

the project area, the target group and its environment is
described

 Data & information gathered through this evaluation helps for

the project design and also at a later stage to compare the
effects and impacts of the programme or project.
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 2. On-going/mid-term/formative Evaluation

 It takes place while the implementation of the planned project is on-

progress or in the mid of the project life.

 It primarily focuses on project performance and to see immediate

and intermediate results

 May help to analyze the relation between outputs and

effects/outcome.
 Unlike monitoring, it does not deal with daily problems, but

produces periodical assessment

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 3. Terminal Evaluation/summative
 Known as a project completion report

 Conducted when the funding for the project comes to an end or

certain phase of the project is completed.

 The distinguishing features of terminal evaluation are;

• it takes longer time for review of the initial outputs and
effects
• It undertakes a careful examination of implementation
performance
• it assess the sustainability of the benefits accruing to the
target area/group from the project

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 4. Ex-post Evaluation

 Often called impact evaluation/ assessment

 Designed as in-depth study of the impact of a project that has

been already executed or an intervention (support) given for

certain development activities

 Carried some time after the programme/project activity has

been terminated in order to determine its impact on the target

group and the local area.
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 Based on Evaluating Persons:
1. Internal Evaluation:

 Performed by persons who have a direct role in the

programme/project implementation

 Can be done by the management team or persons assigned

from the implementing agency

 On-going evaluation can be performed by internal evaluators

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 2. External Evaluation:

 It is carried by persons/institutions from outside the

programme/project

 In most cases it is conducted by the funding /sponsoring/

agencies with formally designated persons outside the
project at fixed points in time

 Terminal and ex-post evaluation is often conducted by

external evaluators (in some cases also ex-ante & on-going
evaluation).

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 Activities (05 minutes)

Discuss about the five program components

with an example?
 Input
 Process
 Output
 Outcome
 Impact

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 Program Components
Inputs
Resources used in a program, such as money, staff, curricula,
and materials

Process/Activities/
Services that the program provides to accomplish its
objectives, such as outreach, materials distribution, counseling
sessions, workshops, and training

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 Program Components (cont.)
Outputs
Direct products or deliverables of the
program/project, such as intervention sessions
completed, people reached, and materials
distributed
Outcomes
Program results that occur both immediately
and some time after the activities are
completed,
Changes in knowledge, attitudes, beliefs, skills,
behaviors, access, policies, and environmental
conditions

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 Program Components (cont.)
Impacts
 Long-term results of one or more programs
over time, such as changes in HIV
infection, morbidity, and mortality
Indicators
An indicator is a standard used to measure changes in the
state of health and welfare of the community.
They are predetermined and pre-defined and are employed to
compare the expected result with the actual performance.
 Is defined as a number , proportion , or rate that
suggests or indicates the extent of some program
achievement
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 Indicators are signals which
show;
 Whether we are on the right track &
direction,
 How far we have progressed
 How far we still have to go to reach
our destination/objectives and
Indicators can be :
 Quantitative, measuring tangible
effects, or
 Qualitative, dealing with judgments

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 Direct and Proxy Indicators
 Some times it is not possible to observe and
measure project results directly

 In such situations indirect or proxy indicators

have to be used

 Example: effectiveness of ‘behavioral change

communication in HIV/AIDS prevention’

 projects may be measured directly by reduced

death rates related to the virus.

 But these are difficult to determine over short

period of the project life.
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 Direct and Proxy Indicators . . .
 What indicators do you suggest to be used
in such situation?
Proxy indicators, such as;

 Number of new anti-AIDS clubs established

and

 Increase in number of people practicing

voluntary counseling and testing (VCT)
may be used as indicators.

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 Purposes of indicators

Provide a reference point for program

planning, management, and reporting
Allow you to assess trends and identify
problems
Can act as early warning signals for
corrective action
Analyze the present situation.
 Make comparisons.
 Measure changes over time

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 Characteristics of Good Indicators
Valid: accurate measure of a behavior, practice or task

Reliable: consistently measurable in the same way by

different observers
Precise: operationally defined in clear terms

Measurable: quantifiable using available tools and

methods
Timely: provides a measurement at time intervals in terms

of program goals and activities

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 Contents Of Evaluation Report Writing

1.Back ground information

2. Statement of the program
3. Literature review
4. Objectives
5. Methodology
6. Work plan
7. Implementation
8. Write up

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