Umwelt und Infrastruktur. Energising Development Folie 1

Transcription

1 Energising Development Folie 1

2 Energising Development Folie 2

3 Energising Development Folie 3 What are the functions of the monitoring system? Monitoring is the regular observation & recording of ongoing activities in a project or programme. Introduction

4 What are the functions of the monitoring system? Reporting It is to inform our clients: to demonstrate the project s achievements to DGIS Management It is for us: planning and self-monitoring of activities, required time and resources Measuring Effectiveness Indication of results achievement: impact of intervention and progress on sustainability Redirection Identify bottlenecks as the basis for learning and corrective action The basic source of information about the EnDev Monitoring System is the MONITORING GUIDE BOOK (source intranet) Introduction Energising Development Folie 4

5 Energising Development Folie 5 Which are the key parameters of the EnDev-Monitoring? Activity Intervention 1 Intervention 2 Intervention 3 Intervention 4 Output and Use of output Grid extension New tariff system Trained staff Trained entrepreneurs Outcome / direct benefit People with access to electricity Sustainability of intervention Impact / indirect benefit Use of improved energy services for social infrastructure, productive use and private consumption Highly aggregated impacts Health, education and economical development are enhanced, while local resources are conserved The EnDev-Monitoring structure is similar to the AURA structure, but does not separate output and the use of output. Introduction

6 Energising Development Folie 6 What are the 4 Elements of the monitoring system? 1. Baseline Sheet: - Outcome baseline - Impact baseline - External factors - At project start and project end with and without intervention 2. Activity Matrix: - Key interventions with sub-activities - Time plan and budget - Knowledge management - Outputs to be achieved 3. Outcome and Crucial Output Sheet: - Shows the actual number of people with access to modern energy in all categories - Summarise crucial outputs - Shows actual achievements and project status 4. Sustainability Sheet: - Criteria for sustainability - State of achievement Monitoring Elements

7 Energising Development Folie 7 What are the stages of the monitoring process? Project preparation (project proposal) Monitoring preparation Monitoring implementation Monitoring final reporting Criteria for eligibility? Key interventions Outcome (people with access to modern energy) Checklist on sustainability Monitoring Elements

8 Energising Development Folie 8 What are the stages of the monitoring process? Project preparation (project proposal) Monitoring - preparation Monitoring implementation Monitoring final reporting Criteria for eligibility? Baseline sheet Key interventions Activity matrix (key interventions plus sub activities) Outcome (people with access to modern energy) Sheet on outcomes and crucial outputs Checklist on sustainability Table on sustainability criteria and indicators Monitoring Elements

9 Energising Development Folie 9 What are the stages of the monitoring process? Project preparation (project proposal) Monitoring - preparation Monitoring implementation Monitoring final reporting Criteria for eligibility? Baseline sheet annual reporting reporting on project progress using: Key interventions Activity matrix (key interventions plus sub activities) 1. activity matrix 2. outcome and crucial output sheet annual reporting on significant changes in: Outcome (people with access To modern energy) Sheet on outcomes and crucial outputs 3. baseline sheet 4. sustainability sheet (if appropriate) Checklist on sustainability Table on sustainability criteria and indicators Monitoring Elements

10 Energising Development Folie 10 What are the stages of the monitoring process? Project preparation (project proposal) Monitoring - preparation Monitoring implementation Monitoring final reporting Criteria for eligibility? Key interventions Outcome (people with access To modern energy) Checklist on sustainability 1. Baseline sheet 2. Activity matrix (key interventions plus sub activities) 3. Sheet on outcomes and crucial outputs 4. Sustainability sheet annual reporting reporting on project progress using: 1. activity matrix 2. outcome and crucial output sheet annual reporting on significant changes in: 3. baseline sheet 4. sustainability sheet (if appropriate) When project is finalised reporting on: 1. Updated baseline sheet 2. Updated activity matrix 3. Updated outcome and crucial output sheet 4. Updated sustainability sheet 5. Updated checklist on sustainability Monitoring Elements

11 Energising Development Folie 11 How to set up a Baseline Sheet? Monitoring Elements 1: the Baseline Sheet

12 Energising Development Folie 12 How to set up a Baseline Sheet? What will be changed by the projects interventions? Monitoring Elements 1: the Baseline Sheet

13 How to set up a Baseline Sheet? What will change for the beneficiaries as result of access to modern energy? Which external factor might influence the result? Monitoring Elements 1: the Baseline Sheet Energising Development Folie 13

14 How to set up a Baseline Sheet? What is already there? How many have already access to modern energy? Monitoring Elements 1: the Baseline Sheet Energising Development Folie 14

15 Energising Development Folie 15 How to set up a Baseline Sheet? Normal development: What would happen without EnDev? Include here the normal autonomous market development with all other interventions even the BMZ intervention! Monitoring Elements 1: the Baseline Sheet

16 How to set up a Baseline Sheet? Normal + intervention: What will be the situation at the end of the project? Monitoring Elements 1: the Baseline Sheet Energising Development Folie 16

17 How to set up a Baseline Sheet? real intervention figure that occasionally might differ from the accountable outcome for DGIS Analogous to figures indicated in activity matrix Monitoring Elements 1: the Baseline Sheet Energising Development Folie 17

18 How to set up a Baseline Sheet? Outcome/Output considering the autonomous development (Difference between at project end with EnDev intervention and at project end without intervention ) Analogous to figures indicated in outcome sheet Accountable share of intervention is calculated automatically in the Excel- Sheet Monitoring Elements 1: the Baseline Sheet Energising Development Folie 18

19 How to set up a Baseline Sheet? Factor relation = Fraction of overall project outcome that can be accounted to DGIS Factor relation is calculated automatically in the Excel- Sheet Monitoring Elements 1: the Baseline Sheet Energising Development Folie 19

20 Energising Development Folie 20 How to set up a Baseline Sheet? The relationship between the targeted project interventions and the for DGIS accountable share might differ from project to project depending on whether project activities are additional to autonomous developments (e.g. induced by other NGOs) or whether they are actually replacing these autonomous activities. However for each of the baseline items one of the following four cases will apply Monitoring Elements 1: the Baseline Sheet

21 How to set up a Baseline Sheet? Case 1 Situation Intervention / Outcome at project start at project end without intervention at project end with EnDev intervention no type of energy service is provided (actual value = 0) no further service is provided during the project runtime, independent from project activities (e.g. by NGOs etc.) (autonomous-value = 0) everything that takes place, comes out of the project s intervention intervention = at project end with EnDev intervention = outcome Factor relation = 1 Intervention = Outcome Monitoring Elements 1: the Baseline Sheet Energising Development Folie 21

22 Energising Development Folie 22 How to set up a Baseline Sheet? Case 2 Situation Intervention / Outcome at project start at project end without intervention at project end with EnDev intervention some type of energy service is already provided (actual value = xy) no further service is provided during the project runtime, independent from project activities (e.g. by NGOs etc.) (autonomous-value = xy) everything that takes place, comes out of the project s intervention intervention = at project end with EnDev intervention actual value = outcome Factor relation = 1 Intervention = Outcome Monitoring Elements 1: the Baseline Sheet

23 Energising Development Folie 23 How to set up a Baseline Sheet? Case 3 Situation Intervention / Outcome at project start at project end without intervention at project end with EnDev intervention some type of energy service is already provided (actual value = xy) some further service ist provided during the project runtime, independent from project activities (e.g. by NGOs, institutions etc) (autonomous-value = xy+z) everything that takes place, comes out of the project s intervention, besides this the autonomous development (z) is taking place additionally intervention = at project end with EnDev intervention at project end without intervention = outcome Factor relation = 1 Intervention = Outcome Monitoring Elements 1: the Baseline Sheet

24 Energising Development Folie 24 How to set up a Baseline Sheet? Case 4 Situation Intervention / Outcome at project start at project end without intervention at project end with EnDev intervention some type of energy service is already provided (actual value = xy) some further service ist provided during the project runtime, independent from project activities (e.g. by NGOs, institutions etc) (autonomous-value = xy+z) everything that takes place, comes out of the project s intervention, the autonomous development (z) is replaced (windfall gain) intervention = at project end with EnDev intervention actual value outcome = at project end with EnDev intervention - at project end without intervention Factor relation < 1 Intervention > Outcome Monitoring Elements 1: the Baseline Sheet

25 Energising Development Folie 25 How to set up a Baseline Sheet? Estimation of of key parameters with and without project intervention: outcome Additional project outcome accountable for DGIS (=Effect of intervention) Outcome with project intervention Outcome without project intervention project begin project end time Monitoring Elements 1: the Baseline Sheet

26 Energising Development Folie 26 What are the elements of the Activity Matrix? Elements Activities and sub-activities Outputs and target groups Progress planning Indicator and source Resources Status Knowledge Management Assumptions / Risks What are the key interventions of the project? What are concrete activities and what has to be achieved by them (output)? What will our partner achieve (use of output)? Who will benefit? Which accumulated results are planned for every half year? Is there a need for re-planning? How do we measure the success? How much money do we need for each activity? Are we on time or delayed? Are there important lessons to document? How will they be documented / shared with other projects? What are important factors which influence the results of the project? Monitoring Elements 2: the Activity Matrix

27 Energising Development Folie 27 How to prepare the Activity Matrix? Monitoring Elements 2: the Activity Matrix

28 How to prepare the Activity Matrix? Key intervention: extract from proposal Sub-activities: from operation plan Indicate planning period Monitoring Elements 2: the Activity Matrix Energising Development Folie 28

29 Energising Development Folie 29 How to prepare the Activity Matrix? corresponding to proposal Add target group where applicable Monitoring Elements 2: the Activity Matrix

30 Energising Development Folie 30 How to prepare the Activity Matrix? Accumulatedquantitative results for every half year Mark non-quantitative results with yes or no. No is entered as long as the output is not yet achieved. Yes is used from the moment that the output is fully reached Monitoring Elements 2: the Activity Matrix

31 How to prepare the Activity Matrix? Re-planning: when deviations occurred in the reporting period, planning might have to change New planned values are entered in the re-planning column of the respective future reporting period. In the sheets that will be sent out to the projects for the next period, the former planned value will automatically be replaced with the new numbers. Re-planning for past monitoring periods is not possible. Monitoring Elements 2: the Activity Matrix Energising Development Folie 31

32 Energising Development Folie 32 How to prepare the Activity Matrix? be as precise as possible Monitoring Elements 2: the Activity Matrix

33 Energising Development Folie 33 How to prepare the Activity Matrix? Planned budget without overheads and staff wages Monitoring Elements 2: the Activity Matrix

34 Energising Development Folie 34 How to prepare the Activity Matrix? Mark activity status Status not yet started Classification ahead of schedule on track slightly delayed considerably delayed Monitoring Elements 2: the Activity Matrix

35 Energising Development Folie 35 How to prepare the Activity Matrix? what might be useful for other projects Monitoring Elements 2: the Activity Matrix

36 Energising Development Folie 36 How to prepare the Activity Matrix? crucial external factors, ongoing activities, results up to now Monitoring Elements 2: the Activity Matrix

37 Energising Development Folie 37 How to set up a Outcome and crucial output sheet? Monitoring Elements 3: the Outcome and Crucial Output Sheet

38 Energising Development Folie 38 How to set up a Outcome and crucial output sheet? take the outcome from the proposal include crucial outputs corresponding to activity matrix include outcome impacts if adequate Monitoring Elements 3: the Outcome and Crucial Output Sheet

39 Energising Development Folie 39 How to set up a Outcome and crucial output sheet? add remarks for more detailed information Monitoring Elements 3: the Outcome and Crucial Output Sheet

40 Energising Development Folie 40 How to set up a Sustainability Sheet? Monitoring Elements 4: the Sustainability Sheet

41 How to set up a Sustainability Sheet? mark status of sustainability criteria At project start the checklist on sustainability is prepared. In that checklist it is indicated which criteria are applicable for the project and whether they are fulfilled, applicable but still unclear and/or applicable but not fulfilled. Monitoring Elements 4: the Sustainability Sheet Energising Development Folie 41

42 Energising Development Folie 42 How to set up a Sustainability Sheet? add remarks for detailed information Monitoring Elements 4: the Sustainability Sheet

43 Energising Development Folie 43 What is the Timeline of the Monitoring? Project proposal Operation planning Proposal documents, DGIS approval, Änderungsangebot BMZ, BMZ approval Project planning matrix, operation plan, indicators, baseline Implementation / monitoring M&E preparation / / / / 2007 semi-annual planning intervals Project termination / final reporting Timeline of the M&E Process

44 Energising Development Folie 44 What is the Timeline of the Monitoring? Project proposal Operation planning Proposal documents, DGIS approval, Änderungsangebot BMZ, BMZ approval Project planning matrix, operation plan, indicators, baseline M&E preparation 1. Baseline sheet, 2. Activity matrix, 3. Output and crucial output sheet, 4. Sustainability sheet DGIS requirements Implementation / monitoring 01 / / / / 2007 Semi-annual feedback on: major changes of the baseline Activity matrix (including the outcome and crucial output sheet) Achievements on the project outcome Progress towards sustainability Using the prepared forms Project termination / final reporting Final reporting Including forms updated Timeline of the M&E Process