Entrepreneurship, Professional Ethics and Communication Epecpsb301

ENTREPRENEURSHIP, PROFESSIONAL
ETHICS AND COMMUNICATION

EPECPSB301
PROJECT MONITORING AND EVALUATION

Monitoring
 A continuous function that uses the
systematic collection of data “on
specified indicators” to provide
management and stakeholders of an
ongoing development intervention with
“indications of the extent of progress
and achievement of objectives and
progress” in the use of allocated funds.
Evaluation
 The systematic and objective “assessment
of an ongoing or completed project,
program or policy” including its design,
implementation and results.
 The aim is to determine the relevance and

fulfilment of objectives, development
efficiency, effectiveness, impact and
sustainability.
 An evaluation should provide information
that is credible and useful, enabling the
incorporation of lessons learnt into the
decision making process of both
recipients and donors.
Traditional Approach to
Monitoring and Evaluation
Description of the situation/problem
before intervention;
Benchmarks for activities and

immediate outputs; and
Data collection on input and immediate.

Contemporary Approach to
 Baseline data (empirical evidence) to describe
the situation/problem before intervention;
 Indicators on outcomes emanating from baseline

data from stakeholders (policy community); and
 Systematic collection, presentation, analysis and

reporting of data (qualitative and quantitative) on
outputs and determination of outcomes.
Elements of an effective
System
 Based on formulated outcomes (impacts,
changes, effects) and objectives;
 Based on indicators to monitor outcomes;
 Systematic gathering of baseline data on
current conditions;
 Regular presentation, analysis and
reporting of data; and
 Regular incorporation of recommendations
based on empirical findings.
Ex-ante evaluation
• Undertaken before a project is implemented to explore targets, feasibility,

objectives, needs, viability and rate of return. It may involve a review of previous
projects.
• Cost Benefit Analysis

• Needs, Gap and Problem Analysis
• Feasibility Assessment
• Analysis of objectives
• Target setting
(also see Howard Freeman and Peter Rossi)

Ex-post evaluation
Undertaken during and after the implementation of a
project.
It includes:
•Benefit cost assessment;
•Impact assessment;
•Output-outcome assessment;
•Process analysis;
•Systems analysis;
•Organizational analysis
(see for example Howard Freeman and Peter Rossi)
Results based Monitoring
and Evaluation System
Based on a
conceptualization by
Jody Zall Kusek and Ray

Rist
The Ten Steps
Conducting a Readiness Assessment;
Agreeing on Outcomes to Monitor and

Evaluate;
Selecting Key Indicators to Monitor

Outcomes;
Setting baselines and gathering data on

Indicators;
 Planning for improvement;
 Monitoring for Results;
 Role of Evaluations;
 Reporting on findings;
 Using findings; and
 Sustaining the Monitoring and

Evaluation system within the
organization.
Conducting a Readiness
Assessment
 It is a diagnostic tool intended to
determine whether the prerequisites are
in place for building a results based
M&E System within a
country/organization.
 How ready is the country/organization

to adopt and implement a results based
M&E System.
Focus is on:
1.Incentives and demands for designing and
building a result based M&E System
What are the drivers for building an M&E
System ie legislative requirements, citizens
demands, donor requirements etc
Who are the champions for building and

using the M&E System ie gvt, parliament,
civil society, etc
What is motivating those who champion
building an M&E System ie political
reform agenda, pressure from donors etc
Who will benefit from the M&E System

ie politicians, administrators, civil
society, donors, citizens etc
2. Diagnosis of existing structures and
systems of the
government/organization
 M&E roles of actors within the structures

and how the M&E System will be
incorporated into the organization’s
system.
3. Review of the capacity building requirements
for a results based M&E System.
 The focus of this review is on the

country/organization’s current capacity to
monitor and evaluate ie skills and knowledge
levels, financial and material resources,
institutional frameworks etc
 How will the M&E System be incorporated into

the organization’s plans, policies, programmes
and projects.
Agreeing on Outcomes to Monitor
and Evaluate
Outcomes are the effects/impacts sought
from the implementation of interventions,
and are that which is realised after the
production outputs (goods and services).
Outcomes are a basis upon which indicators

to monitor and evaluate can be formulated.
Agreeing on outcomes
involves:
Building a participatory and consultative
process involving the main stakeholders
through:
 identification of specific stakeholder

representatives from different functional
areas and levels of society
Determination of their needs and concerns
through information gathering techniques
eg FGDs, Surveys etc
Translating those needs and concerns into

possible outcome improvements
Disaggregate to capture key desired

outcomes in specific areas and on specific
issues of concern.
 Developing a plan to assess how a
government/organization will achieve
those outcomes through interventions
such as plans, policies, programmes and
projects.
Selecting Key Indicators to
Monitor Outcomes
Indicators enable administrators to

measure outcomes.
Indicators can be either qualitative

(narratives), quantitative (numbers,
percentages etc) or both.
Good indicators must be
CREAM
Clear ie precise and not ambiguous
Relevant ie appropriate to the subject at
hand
Economic ie available at a reasonable cost
Adequate ie sufficient to enable
assessment
Monitorable ie amenable to independent
validation
Setting baselines and gathering data on
Indicators
For each indicator, this entails
determination of the following:
 Data sources;
Sampling methods;
Data collection methods;
Who will collect the data;
How frequent will data be collected;
 The cost and difficulty of collecting data;
 Who will analyse the data;
 Who will report the data; and
 Who will use the data within the
government, organization.
Planning for improvement
 Target setting-after determining

how data gathering data on
indicators is to take place, the next
step is to establish results targets ie
identifying the expected and desired
level of project, programme, plan or
policy performance/results.
Target setting is the final step towards
building a performance framework.
Each indicator is expected to have only one

target over a specified time frame.
Note each performance will be measured

through using each indicator through a
baseline to compare an outcome against its
target.
Monitoring for Results
 Involves putting together a system to get

the necessary data to inform the decision
making process eg Gant charts etc.
 There are two types of monitoring

namely implementation (means, tools
and strategies) results monitoring
(outcomes).
Using evaluation information to
support the M&E System
 Evaluation information emanates
from monitoring and is used on a
larger scale to support the results
based M&E System.
 There are types of evaluations which

may be ex-ante or ex post.
Reporting on findings
Monitoring and evaluation reports are

used to:
Demonstrate accountability
Educate
Convince
Explore and investigate
Gain support
Inform etc
Using findings
Findings are used to improve interventions so
as through incorporation of findings into them
so as to:
Respond to demands for accountability
Help formulate and justify budget requests
Inform operational decisions
Trigger in depth inquiries
Motivate personnel
Sustaining the Monitoring and
Evaluation
M&E System should be regarded as a long term effort.
There are six critical components of sustaining a
results based M&E system:
Demand
Clear roles and responsibilities
Trustworthy and credible information
Accountability
Capacity
 Incentives

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ENTREPRENEURSHIP, PROFESSIONAL

ETHICS AND COMMUNICATION

PROJECT MONITORING AND EVALUATION

 The aim is to determine the relevance and

Benchmarks for activities and

Data collection on input and immediate.

 Indicators on outcomes emanating from baseline

 Systematic collection, presentation, analysis and

• Undertaken before a project is implemented to explore targets, feasibility,

• Cost Benefit Analysis

(also see Howard Freeman and Peter Rossi)

Jody Zall Kusek and Ray

Agreeing on Outcomes to Monitor and

Selecting Key Indicators to Monitor

Setting baselines and gathering data on

 Monitoring for Results;

 Sustaining the Monitoring and

 How ready is the country/organization

Who are the champions for building and

Who will benefit from the M&E System

 M&E roles of actors within the structures

 The focus of this review is on the

 How will the M&E System be incorporated into

Outcomes are a basis upon which indicators

 identification of specific stakeholder

Translating those needs and concerns into

Disaggregate to capture key desired

Indicators enable administrators to

Indicators can be either qualitative

 Target setting-after determining

Each indicator is expected to have only one

Note each performance will be measured

 Involves putting together a system to get

 There are two types of monitoring

 There are types of evaluations which

Monitoring and evaluation reports are

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