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Every day. In times of crisis. For our future.

The Performance
Monitoring Plan (PMP)
SC/US New Business Development Team
March 2015
Session Objectives

• Understand what the PMP is, why

it’s useful, and how it fits into MEAL.

• Know what components are

needed with a USAID proposal.

• Understand Indicators and how

they relate to the Results
Framework.

• Learn where to find more

resources.
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Performance Monitoring Plan (PMP)
What is it?
• A detailed plan for data collection and analysis for
performance monitoring and reporting.

Sometimes referred to as:

• M&E Plan,
• M&E and Results Plan (MERP),
• Performance Monitoring and Evaluation Plan (PMEP),
• Award Monitoring Plan (AMP)

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 Polling Question
Why do we include a PMP?
A. RFA requires it.
B. Feeds into SCI’s own MEAL standards
C. Measures Progress and delivers Accountability.
D.Helps us properly cost M&E expenses.
E. All of the above

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Performance Monitoring Plan (PMP)
It‘s useful! It helps us…
• To decide how to measure Progress, deliver
Accountability, and document the Results of our programs,
primarily for each IR and the SO
• To see the combination of M&E needed to track progress,
document results, inform advocacy efforts and improve
projects/programs
• To plan, manage, and cost M&E systematically, using resources
as effectively as possible

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SCI’s Guiding Principles for M&E
SCI: must clearly demonstrate how we are positively influencing
and changing children’s lives!
• Measure and demonstrate our strategic impact
• Be accountable to ourselves, children, donors and partners
• Increase clarity of M&E responsibilities and access to
information
• Ensure and increase the quality of our work
• Take a pragmatic approach

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PMPs are all about Indicators
An indicator is…
• A quantitative or qualitative factor or variable that provides a
simple and reliable means to measure achievement, to reflect
the changes connected to an intervention, or to help assess
the performance of a development actor.

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PMP Requirement in RFA
Example: Pakistan Reading RFA p.48:
• Performance Management Plan: The Applicant should describe the
approach to monitoring and evaluation that it will use and why its
approach is appropriate. It should propose preliminary performance
indicators for components and sub-components; indicate any instances in
which data collected for indicators might be disaggregated, for instance,
male/female, private school/public school; describe the process by which
benchmarks and targets will be developed; discuss how monitoring
processes and results will be used to inform project management
decisions; and indicate ways in which impact will be evaluated on an
ongoing basis. Applicants should be aware that USAID has an independent
monitoring and evaluation contract through which baseline data will be
collected, the Recipient’s monitoring reports verified and independent
evaluation(s) will be conducted.

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PMP Requirement in RFA
Example: Pakistan Reading RFA p.48:
• Performance Management Plan: The Applicant should describe the
approach to monitoring and evaluation that it will use and why its
approach is appropriate. It should propose preliminary performance
indicators for components and sub-components; indicate any
instances in which data collected for indicators might be disaggregated,
for instance, male/female, private school/public school; describe the
process by which benchmarks and targets will be developed; discuss
how monitoring processes and results will be used to inform project
management decisions; and indicate ways in which impact will be
evaluated on an ongoing basis.

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PMP timeline
• Proposal Day 15: After Results Framework created, start
work on PMP
• Proposal Submission: Include draft PMP
• 90 days after Agreement Signing: After baseline, submit final
PMP.
• During Project Implementation: Continue to measure
indicators and update when needed.

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What is in a USAID proposal PMP?
• Performance Monitoring Narrative
– Performance Monitoring Approach
– Data Quality
– Reporting
– Resources
– The M&E Plan (if not it’s own section)
– Evaluation
• Performance Monitoring Plan Table (the Indicators!)

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PMP Components
1. Performance Monitoring

• Narrative focuses on what activities are planned to track the

results of programming and should reflect an on-going
process.

• Each activity described should explain what the activity is; who
is responsible for/involved in carrying it out; and where and
when the activity will occur.

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PMP Components
2. Data Quality

• Narrative explaining the methodologies and tools the project

will put into place to ensure, to the extent possible, that data
is valid and reliable.

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PMP Components
3. Reporting

• Narrative outlining how we will respond to the project’s

reporting requirements. At a minimum answer:
– Who is responsible for technical and financial reporting?
– What role will HQ play, if any, in reporting?
– How often will reporting occur (i.e. monthly, quarterly, annually)?
– How will reports be shared with USAID? Other stakeholders?

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PMP Components
4. Resources (staff, partners, external contractors, etc.)

5. Possibly the M&E Plan: Either the M&E Plan is included as part
of the work plan, or the work plan links its activities and results
to the Plan’s indicators

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PMP Components
6. Evaluation

• Different from Performance Monitoring

• Focuses on why/how results are achieved or not
• Assess efficiency and effectiveness and value for money
• Makes management recommendations
• Occurs at distinct intervals (usually at the mid-point and end
of a project)

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PMP Components
6. PMP Table :

This is the real heart of the PMP

Includes:
• Indicators for the SO and each IR.
• A Definition for each Indicator
• The Source of the data.
• The frequency of the collection
• The person/partner responsible

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Summary Table for Planning
Results Monitoring
Means of Verification
Result Indicator Definition
Source Frequency Person
SO

IR 1

IR 2

IR 3

IR 4

For Internal Use Only

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 Polling Question

Which would you NOT find in a

PMP?
a) Evaluation Narrative
b) Summary Table
c) Data Collection Methodology
d) Description of Program Activities
e) Definitions of Indicators

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Summary Table for Planning
Results Monitoring
Means of Verification
Result Indicator Definition
Source Frequency Person
SO

IR 1

IR 2

IR 3

IR 4

For Internal Use Only

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 Illustrative RF with Strategies &
Activities
SO: Increased Use of Key
Practices and Services

IR1: Access to IR2: Quality of IR3: Knowledge, IR4: Policy & Social
Services Services Attitudes, & Skills Environment

• Support routine outreach • Build MOH capacity in • Mass communication • Establish national
services & campaigns clinical-IMCI CCM policy
•Activity 1
(MOH)
•Activity 1 – Activity 1
• Community-based – Activity 2
•Activity 1
• Mobilize communities education
•Activity 2 to support quality – Activity 3
•Activity 2 • Etc.
improvement (PDQ)
• Promote community case
• One on one Counseling
management •Activity 2
•Etc.
•Activity 3 •Etc.

For Internal Use Only

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Indicators: Sources
SCI’s 16 Global Indicators (+ 6 for ACE)
1. OneNet
Donor Requirements
1. RFA
Donor/Industry practice
1. http://www.state.gov/f/indicators/

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Type of Indicators
• Quantitative indicators are numerical values
• Qualitative indicators are descriptive observations
• Impact indicators measure broader outcomes at the goal
level of a project.
• Outcome indicators measure the broader results achieved
through the provision of goods and services at the result and
objective levels.
• Output indicators measure the quantity of goods and
services produced and the efficiency of production (i.e.,
number of people served, speed of response to reports of
abuse).
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 Polling Question

Which would you NOT usually find

in a PMP?
1. Quantitative Indicators
2. Impact Indicators
3. Outcome Indicators
4. Output Indicators

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Results Framework
Standard SC/US Results Framework M&E Language Time

Goal
Impacts Longer
Term
Strategic
Objective
Outcomes Medium
Term
IR 1 IR 2 IR 3 IR 4

Strategies Inputs &

Shorter
Outputs
Term
Activities
For Internal Use Only
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Summary Table for Planning
Results Monitoring
Means of Verification
Result Indicator Definition
Source Frequency Person
IR 1: Proportion of # of children Literacy annual Assess-
Improved students (G2) covered by Boost ment
Quality demonstrate READ achieving Assessment Specialist
of they can read at > 50% of with sample
reading and understand literal reading of students
grade level text comprehension
and meet oral
fluency
benchmark/total
# of children
assessed

For Internal Use Only

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Strategic Objective Indicator
Guideline
• Indicators should be consistent with interventions
• At least one indicator for each category of behavior
promoted
• Take care not to overwhelm the user or collector
• In the interest of time, you may focus on a few indicative
interventions as opposed to all of the interventions and
identify an indicator for each of those interventions.

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Intermediate Results Indicator
Guidelines
We recommend:
• 1 or 2 indicators per result
• 10-15 indicators, maximum
• Internationally accepted indicators from resources with good
definitions, if possible
• Required donor indicators for that sector or initiative (e.g.
PEPFAR core indicators)

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Criteria for good indicators
• Validity – measures what it intends to measure
• Reliability – consistently yields same result from different
people
• Precision – is clearly defined
• Timeliness – provides measures at times appropriate to
project
• Comparability – highlights differences among groups and
projects
• Feasibility – obtainable at reasonable cost and without
overburdening program staff

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 Polling Question

Which is the best indicator?

a) % of stunting prevalence among children U5
accessing SC-Supported services
b) % of wasting prevalence/% of stunting prevalence
c) % of children U5 with improved health
d) # of lives saved by SC using LiST tool at national
level/# of lives saved by other INGOs using similar
tools.
e) # of children trained by SC in hand washing.

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Global Indicators for Everyone
• Curative health: # of cases of curative treatments
• Preventive health: # of children accessing preventive
treatment (to pick 1 e.g. skilled birth attendant)
• Wasting prevalence: % of wasting prevalence among
children U5 accessing SC-supported services
• Stunting prevalence: % of stunting prevalence among
children U5 accessing SC-supported services
• Lives saved: Number of lives saved using LiST tool at
national level (from Countdown reports)

For Internal Use Only

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Global Indicators for Education
• Quality of LE: % of BE and ECCD schools and sites
supported by SC that achieve 4 guiding principles
• Learning Outcome: % of BE students in a representative
sample of schools and sites supported by SC that achieve
mastery of literacy in the language of instruction

For Internal Use Only

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Global Indicators for Child
Protection
• Utilization of Services: % of children and caregivers who
have used SC-supported prevention or response
interventions.
• Quality: % of prevention and response interventions
supported by SC which meet quality standards.
• Protection outcomes: % of children supported by SC who
demonstrate an improvement in protection outcomes.

For Internal Use Only

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Global Indicators for Child
Participation
• Quality: % of SC supported projects involving Child
participation and complying with SC minimum practice
standards quality criteria(voluntary, safe and inclusive)

For Internal Use Only

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Global Indicators for Child Rights
Governance

• Child rights policy change: Number of policy or legislative

changes to institutionalize children’s rights has taken place
with the support of SC.

• Child rights coalitions: Number of countries where

coalitions for children’s rights supported by SC and partners
have demonstrated impact or influence.

For Internal Use Only

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Global Indicators for HIV/AIDS
• OVC: % OVC Receiving Services that Address Priority
Needs.
• Prevention: % of targeted children in SC project area
(program participants) who can both correctly identify ways
of preventing the transmission of HIV and who reject major
misconceptions about HIV transmission .

For Internal Use Only

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Global Indicators for ACE
• Access to shelter and NFIs: % of households (with children) with access to
Non Food Items and shelter that assists in meeting basic needs as defined
by Sphere standards
• Access to child protection: %of children accessing child protection and
prevention services
• Access to health and nutrition: % of children accessing emergency health
and nutrition services that meet Sphere standards
• Access to emergency education:% of children attending schools,
emergency education spaces, or Early Childhood Care and Development /
Non Formal Education initiatives that strive to meet INEE standards.
• Access to food and income:% of households (with children) with access to
food and income to help meet basic needs as defined by Sphere standards
• Access to WASH:% of households (with children) with access to WASH
that assists in meeting basic WASH (needs as defined by Sphere standards)
For Internal Use Only
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Tips for PMPs
• Make use of our Global Indicators!
• Use care in the language you employ.
• Timing: don’t finalize the PMP before completing the
baseline study. Proposal PMP is often submitted as a
draft.
• Final PMP usually due 90 days after project start.

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Tips for PMPs (con’t)
• A PMP is a living document. It should be reviewed
during project implementation.
• Be sure your indicators make sense against USAID’s
required reporting framework.
• Budget properly for all PMP activities discussed.
• Remember to include a discussion of links with other
USAID projects/SOs if it is appropriate.

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Additional PMP Resources
in SaveNet and SCI One NET
• OneNet / Tools / Proposal Development

• OneNet / What We Do / Monitoring and

Evaluation

• SaveNet / Programs / Program Quality and

Impact

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 Any further questions?
Please raise hand or speak up

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New Business Development Contacts:
• Capacity Strengthening: Mattito Watson, [email protected]
• Africa: Denise Schroeder, [email protected] & Laura Hibma,
[email protected]
• South and Central Asia: Ryan Woodward,
[email protected]
• South East and East Asia: Faith Freeman, [email protected]
• Middle East and Eurasia & Global Initiatives: Farya Karim;
[email protected] (currently Mattito Watson)
• Latin America & the Caribbean (temporary): Farya Karim;
[email protected] (currently Mattito Watson)
• Recruitment: Ronnie Stanford, [email protected]
• Proposal Pricing:
– Jeff Haddad, [email protected] &
– David Niersbach, [email protected] &
– George Eveleth, [email protected]
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 SC/US NBD February/ March
Webinar Schedule
Sun Mon Tues Wed Thurs Fri Sat
2/10 2/11 2/12 2/13 2/14
All sessions will be held Basics of Writing a Basics of Writing a Pre-Positioning Cooperative
twice daily at 9am EST (14:00 GMT) and Proposal Proposal Agreements vs.
3am EST (8am GMT) Contracts

2/15 2/16 2/17 2/18 2/19 2/20 2/21

How to Read a Setting Up
USG Proposal Teams
Solicitation

2/22 2/23 2/24 2/25 2/26 2/27 2/28

Organizing a The Results Creating a Work Management Plans Local Staff Hiring
Proposal Framework Plan for USG Bids

3/1 3/2 3/3 3/4

The Creating the Cost Budgeting for
Performance Application Fringe
Monitoring Plan Benefits and
Allowances

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