Participatory Monitoring and Evaluation for Process Documentation B

Participatory Monitoring and Evaluation for Process Documentation B. Lalrosiami Khuhly

Monitoring- its concept Monitoring order. is regular surveillance for keeping things/matters in Monitoring is continuous or periodic review and surveillance (over seeing) by management at every levels of hierarchy, of the implementation of an activity Monitoring is a surveillance system, used by those responsible for a project to see that everything goes as nearly as possible according to the plan, that resources are not wasted

Monitoring- its concept (contd. ) Monitoring is the systematic collection and analysis of information as a project progresses. It is aimed at improving the efficiency and effectiveness of a project or organisation. It is based on targets set and activities planned during the planning phases of work. It helps to keep the work on track, and can let management know when things are going wrong.

Participatory Monitoring involves the beneficiaries of a project in measuring, recording, collecting, processing and communicating information to assist both project management personnel and group members in decision-making. (Huizer, 1983) They are responsible for measuring, recording, collecting, processing, communicating, analysing information and decision-making relating to a process (as in a dev. project / programme)

Participatory Monitoring consists of: Indicators of the process / progress Data collecting tools Recording, Tabulation & analysis of data Reporting

Basis of Monitoring Basis 1. Purpose Monitoring - To determine prog. inputs, activities & outputs 2. Data to gather -Primarily quantitative data 3. Source of data -People/staff 4. Data gathering tool -Monitoring form, report

Basis of Monitoring Basis 5. Time to gather data 6. Frequency of gathering data 7. Who gather & analyse data 8. Use of the data Monitoring -During or after prog. implementation -More Frequent & routinary - Monitoring staff/team + people - For knowing input, activities, outputs & uses

Types & Uses of quality monitoring There are 3 types of monitoring : 1. Inputs Monitoring: Tracks down delivery of prog inputs such as budget, trainees/beneficiaries, trainers/staff 2. Activities Monitoring: Tracks down conduct of prog methods used such as field visits, discussion/meeting/training sessions etc. 3. Outputs Monitoring: Tracks down production of results of the prog/proj such as beneficiaries /trainees who completed a prog/proj and the staff who facilitated, their outputs

Difference between Monitoring types Monitorin g types Purpose Data gathered Source of data Tool for gathering data Time to gather data Use of data Input Know abt inputs Prog/budget /resources/ inputs Proj. Staff / stake holders Monitoring form/ questionnaire Just before or after activities Commonly needed & used resources/ fund Activity Procedure Steps followed to produce output Actual prog activity Note bk, diary, guide, Question During activity To formulate guidelines & procedure Completed activities, recommendatio ns, proceeding Actual performanc e product Monitoring form/ questionnaire Just after activities Improve products of activity/ project adopted to produce output Output Know products or results

What is Evaluation? Evaluate= Judging the value of something or assessing to what extent objectives are attained E= Examine V= Value A= Aim fulfillment L= Life touching/Long term U= Utilisation of resources A= Action T= Timeliness E= Efficiency/Effectiveness

Participatory Evaluation is the systematic documentation and analysis of project management so that group members are enabled to adjust, redefine policies or objectives, re-organise institutional arrangements or redeploy resources as necessary. § Data collected while monitoring provides the basis of evaluation analysis, which concerns the assessment of the effects of the project on or for the intended beneficiaries. (FAO, 1990). §

Monitoring and evaluation focus on: Efficiency Effectiveness Impact

Efficiency tells that the input into the work is appropriate in terms of the output. When one runs a project and is concerned about its replicability or about going to scale , then it is very important to get the efficiency element right.

Effectiveness The degree to which objectives are achieved and the extent to which targeted problems are solved. Effectiveness is a measure of the extent to which a development programme or project achieves the specific objectives it set.

Impact tells whether or not what one did made a difference to the problem situation he was trying to address. Before we decide to get bigger, or to replicate the project elsewhere, we need to be sure that we are doing makes sense in terms of the impact we want to achieve.

Purpose of Participatory Monitoring & Evaluation (PME) To assess information or generate data at the grassroots level To facilitate participation of grassroots beneficiaries in project on programme monitoring & evaluation tasks To increase beneficiaries’ commitment and understanding in designing, planning and implementing a community based project or programme

Purpose of Participatory Monitoring & Evaluation (PME) Review progress; Identify problems in planning and/or implementation; Make adjustments so that we are more likely to “make a difference”; Help us identify problems and their causes; Suggest possible solutions to problems;

Purpose of Participatory Monitoring & Evaluation (PME) Push us to reflect on where we are going and how we are getting there; Provide us with information and insight; Encourage us to act on the information and insight; Increase the likelihood that we will make a positive

PME is generally applied for Maintaining documentation / recording of progress Assessing inputs, outputs and impacts Creating a visible image of achievements Providing a data-base for discussion, review, planning further and decision-making Developing the basis for constructive changes in policy and planning project activities and Justifying the evidence and visible image of achievements

Nature of PME Demonstrative, not instructive Collaborative, not individualist Explanatory, not persuasive Listening, not lecturing Discussing, not dominating and People-oriented, not just project-oriented

PME Attributes ü Belongs to people ü Self help oriented ü People control the programme/project ü Hand over the measuring stick to the community Ref: Bhatia, A. et. al. (1998) ICIMOD & PWMTA

Few activities that encourage participation in PME Democratic group dynamics & leadership Creating a village map or community map Preparing a family or group resource matrix Participatory monitoring wall charts Use of active learning by group participants Educational games and role in play in groups Practical group exercises Use of stories, drama to present findings Group field visits and study tours Use of real case studies Group presentation of meaningful data Group analysis of reports/research findings

Steps in Participatory Monitoring & Evaluation (PME) Before Understand project’s/prog. ’s goals & objectives Identify activities to achieve the objectives Develop tools to measure the indicators Present the information in simple formats Develop charts for each activity of the action plan, target and achievement

Steps in Participatory Monitoring & Evaluation (PME) contd. During Involve all/most concerned & ensure it Begin with activity/activities that are of common interest (say, mapping) Use / form small groups for specific tasks Collect/provide simple but meaningful data (simple numbers, charts, graphs instead of statistical data or academic information) Facilitate access to more information, if reqd by helping them to govt offices, field trips for cross checking information Conscientize the group- reg. exploitation, exploitative/oppressive grps

FORMAT FOR DEVELOPING MONITORING QUESTIONNAIRE Monitoring Key factors Key questions Prog/Project Objectives objectives 1. 2. 3. 4. 5. indicators 1. 2. 3. 4. 5. NB : 1. Indicate prog. /project objectives and convert to monitoring objectives, then state key factors, key indicators and key questions derived from each objectives 2. Organise key questions into formed questionnaire

INDICATORS Indicators are Ø something against which to measure changes (e. g. Our skins feel & judge the air temp if cool or hot) Ø factors identified to measure changes or assess results or show the extent of progress achieved by the project activities. Indicators should reflect: ØTarget group/beneficiaries ØQuantity (of input/output) ØQuality (of input/output) ØPlace/site/ location ØTime /duration

INDICATORS Indicators should be S = Specific M =Measurable + Reliable A = Attainable Valid R =Realistic/Relevant Sensitive T =Time bound Cost-effective

Organisation Indicators Percentage of people belonging to various (beneficiary) groups Frequency of attendance at meetings Changing size of membership during the project Percentage of villagers who know /have heard about various project matters Adapted from United Nations(1984) Guiding principles for design & use of M & E in Rural Dev projects & Prog. s

Change Indicators Measurement Productn. Output productivity Income Assets ownership Poverty Mechanisation Timely inputs Economic Improvement (Used by SFDP, FAO) Indicator examples Yield/ha, prodn. per unit No. /Qty prod. per day Av. indiv. /grp/vill. Income Land holding/No of cattle No. above/ BPL No. of tractors/machine Delivery date vs target Change in income levels cash and subsistence

Social indicators Measurement Indicator examples Nutritional status Weight for age, wt. for ht. , ht. for age Health Infant mortality rate, major causes of deaths Education Literacy rate, av. Yrs formal schooling Gender Equality Proportion women in formal edn. , male-female wage diff. , women membership in orgn.

Social indicators (contd) Measurement Indicator examples Rural poverty Landlessness, unemployment, migration Disease control Disease eradication, immunization Std. of living Environment Drinking water, elect. , house type, sanitation/toilet Deforestation, erosion, land salinity

Political Indicators Measurement Access to capital Leadership Decision-making Equity Gender Family benefits Indicator examples Control over land, water No. of local leaders Representatives in social/political bodies Distribution of benefits Divn. of labour by responsibilities Intra-household distribution

Technical Support Participatory Monitoring Chart Project______Year_______ District____ Technical Staff Jan Feb Mar Apr Village_______ Ref. May Jun Jul Aug Sep Oct Nov No. _____ Group Organiser/ Project Manager Agri Extn Officer Scientist Vet Sericulture Officer Fishery Officer DRDA official Home Scientist Bank/Credit Officer Size Indicates perceived quality of the technical advise / service received during the visit Dec

Task Monitoring Chart Project_____Year___ District_____ Village______Grp____ Ref No. ____ Jan Feb Mar Apr Cut fence posts Dig holes for posts Ordered posts Purchased bamboos Erected fence Weeding Harvested Repayed loan Ploughed land Watering Dried ground nuts Distributed profits to group members Dug drains Purchased fertilizers Repaired fence Repaired gate Planted shade trees Applied for ground nut planting material Pest control Applied fertilizer Applied bank loans Planted seed Piled earth mounds Collected bank loans Accounts & Records Had meeting Negotiated selling price and checked local market price Jun Meeting to decide new work plan Pest control Opened Bank Account May Piled earth mounds Accounts & Records Markets surveyed Accounts & Records

Thank you…