MONITORING AND EVALUATION

Transcription

1 MONITORING AND EVALUATION What is monitoring and evaluation? Monitoring is the systematic collection, analysis and use of information from projects and programmes for three basic purposes: learning from the experiences acquired (learning function); accounting internally and externally for the resources used and the results obtained (monitoring function); taking decisions (steering function) Evaluation is assessing as systematically and objectively as possible an ongoing or completed project, programme or policy. The object is to be able to make statements about their relevance, effectiveness, efficiency, impact and sustainability. Based on this information, it can be determined whether any changes need to be made at a project, programme or policy level, and if so, what they are. What went well, is there room for improvement? Evaluation thus has both a learning function - the lessons learned need to be incorporated into future proposals or policy - and a monitoring function - partners and members review the implementation of policy based on objectives and resources mobilised. Monitoring and evaluation are complementary. During an evaluation, as much use as possible is made of information from previous monitoring. In contrast to monitoring, where emphasis is on the process and results, evaluation is used to provide insight into the relationships between results (for example, the strengthened capacity of an organisation), effects (for example, improved services / products) and impact (for example, improved living conditions for the ultimate target group). The process of Monitoring and Evaluation in NERORMP is carried out by the monitoring and evaluation division which is headed by Director (Monitoring & Evaluation) at the PSU and assisted by twelve Monitoring Assistants across the six project districts. The Monitoring system has been designed on the basis of the outcome and output indicators laid out within the project log frame which covers all the sectors within the project. The formats have been designed to collect the following information on a quarterly basis: 1. PSU/DST Monitoring Formats a. Summary progress report b. Monthly diary c. Co-ordination meetings statement d. Training statement e Financial statement f. Performance appraisal formats for officers & staff ( 52 )

2 2. NGO Monitoring Formats a. Monthly progress report b. Monthly Report of NGO Staff c. Monthly diary d. Training statement e. NGO performance assessment 3. Formats for Natural Resource Management Group (NaRM-G) a. Details of NaRM-G meetings b. Summary of financial position c. Details of payment received /expenditure d. Details of assets purchased/ received e. Details of component monitoring 4. SHG monitoring formats a. Membership details b. Attendance at meetings c. Details of financial position d. Loan received and disbursed status Project Officials Checking the registers at the NaRMG level Field Monitoring PROCESS OF DATA COLLECTION Collection of information into the monitoring formats is carried out by the Community Organiser, who represents the NaRM-G with the assistance of the Community Coordinators from the partner NGO/ Cluster Association. The project has introduced an activity register which serves as a community MIS at the village level and facilitates in capturing project activities and reporting the same into the monitoring formats. The formats are then submitted to the partner NGOs, who thereafter enter the information collected into an MIS system and submit the same to the Monitoring Assistants in the district headquarters. The Monitoring Assistants consolidate the information received in the MIS from all NGOs, and analysis of the same is carried out. The quarterly monitoring reports are shared with the DST team for identifying issues and steps are taken for improving the implementation process. The same is submitted to the Director (Monitoring & Evaluation) at the PSU. Each project district including the Programme Support Unit prepares a quarterly report based on physical and financial achievements. All these reports submitted by the districts and the PSU is consolidated and maintained by the Director (M&E) at the PSU. ( 53 )

3 The consolidated formats are capturing the following information: 1. NaRM-G Level a. NaRM-G financial summary b. Cumulative financial statement (From beginning to date) c. Consolidated NaRM-G meetings d. Summary of component monitoring of NaRM-G activities 2. SHG Level a. SHG financial summary b. Cumulative financial statement of SHG (From beginning to date) c. Consolidated SHG meetings Personnel Involved Managing Director Director (Monitoring & Evaluation) Sector Heads (Regional Level) Project Manager Monitoring Assistant DST Staff (District level) Community Coordinator (Partner NGOs/ Cluster Associations) Community Organizer (NaRM-G & SHG) ( 54 )

4 Designing of Management Information System (MIS) The project has designed an MIS using a Microsoft Access system which helps in preparation of the following reports: I. Result oriented annual work plan and budget (RO AWPB) II. III. Target versus achievement report Component and village wise target versus achievement report Baseline & Endline Survey Baseline survey has been carried out across the six project districts viz, West Khasi Hills & West Garo Hills in Meghalaya, North Cachar Hills & Karbi Anglong in Assam and Senapati & Ukhrul in Manipur during FY which covered a total 900 households across 30 villages. During the fourth year of project implementation a midterm survey will be carried out to assess the project impact, and in the sixth year an endline survey will be done to evaluate the impact of the project. Results and Impact Management System (RIMS) As part of IFAD s corporate requirement, the project is to carry out the RIMS survey during the beginning, midterm and end of the project life. The survey will cover 30 villages and 900 households across the project. The project also carries out an annual outcome survey, every year across 200 project households and 200 non project households, to assess the project impact on a yearly basis across the six project districts. Joint Review Mission (JRM) and Internal Review Missions A Joint Review Mission is conducted by IFAD, annually across the six project district to review the project progress and also recommended actions for better/increased performance. Internal Review Missions are also carried out by the project to review progress of the project activities. Project Completion Report Before closure of the project, a Project Completion Report (PCR) will be prepared by NERCORMP, on the basis of the IFAD guidelines on Project Completion Report (PCR) and Project Completion Design (PCD). JRM team interacting with the communities ( 55 )

5 LIST OF ACRONYMS USED AAO ACCORDS ADC AG AWPB BILCHAM C2C CA CAA&A CAC CBI CBO CCA CEO CFC CIEC CPM CPWD CRMP CTO DPR DST DWS FI GFR GOI HR IA ICA ICAR ICDS Assistant Accounts Officer Apex Clusters Community Resource Development Society Autonomous District Councils Accountant General Annual Work Plan & Budget Banking Institution& Learning Centre of Excellence for Holistic Aspiration of Mothers Community to community Chartered Accountant Controller of Aids, Audits and Accounts Cluster Association Coordinator Central Bank of India Community Based Organizations Community Conserve Areas Chief Executive Officer Common Facility Centres Community Information and Education Centre Computerized Project Management system Central Public Works Department Community Resource Management Plan Chief Technical Officer Detail Project Report District Support Team Drinking Water Scheme Financial Institutions General Financial Rules Government of India Human Resources Internal Auditor Ingjirmarli Chinggthur Asong Indian Council of Agriculture Research Integrated Child Development Scheme ( 56 )

6 ICIMOD ICT IDO IGA IVR JFM JFMC JRM KM KMFP KS LCL M&E MCAB MCO MD MFI MGNREGS MIS MoU NABARD NaRMG NEAT NEC NERCORMP NGO NRHM NRLM NRM NTFP PAR PCD PCDS International Centre for Integrated Mountain Development Information, Communication and Technology Institutional Development Organizer Income Generating Activities Inter Village Road Joint Forest Management Joint Forest Management Committees Joint Review Mission Knowledge Management Knowledge Management Focal Point Knowledge Sharing Low Cost Latrine Monitoring & Evaluation Meghalaya Cooperative Apex bank Micro Credit Officer Managing Director Micro Finance Institute Mahatma Gandhi National Rural Employment Guarantee Scheme Management Information System Memorandum of Understanding National Bank for Agriculture and Rural Development Natural Resources Management Group North East Agro Business Trade North Eastern Council North Eastern Region Community Resource Management Project Non -Governmental Organization National Rural Health Mission National Rural Livelihood Mission Natural Resources Management Non-Timber Forest Products Portfolio at Risk Project Completion Design Programme Coordinator and Develpoment Startegist ( 57 )

7 PCR PDP PNGO PRA PSU RBI RBI RCC RIMS RO-AWPB RS SBI SCCGA SEBA SHG SIDBI SOEs TIs TOR UBI UDWIM VDC VDF WA Project Completion Report Projected Disbursement Percentage Partner Non Governmental Organization Participatory Rural Appraisal Project Support Unit Reserve Bank of india Reserve Bank of india Reinforced Cement Concrete Result Impact Management System Result Oriented Annual Work Plan & Budget Regional Society State Bank of India State Coordination Committee for Government Activities Self Employed Business Agent Self Help Group Small Industries Development Bank of India Statement of Accounts Traditional Institutions Terms of Reference United Bank of India Ukhrul District Women Institute of Micro credit Village Development Council Village Development Fund Withdrawal Application ( 58 )