For NGOs Project Monitoring and Evaluation.

1. MONITORING AND EVALUATION
Muthuraj K

2. OBJECTIVES
 Understand the process of controlling and evaluating
the project through information system;
 learn the importance of human resource in the
process of project implementation; and
 understand the project cost and various criteria for
performance analysis

4. WHAT IS MONITORING?
 Monitoring and evaluation popularly known as M&E is a
set of very important techniques used in project
management.
 Project management has the task of establishing sufficient
controls over a project to ensure that it stays on track
towards the achievement of its objectives. This is done by
monitoring (internal)
 which is the systematic and continuous collection, analysis
and use of information for management control and
decision-making.
 In order to keep track of the status of any project, it is
necessary to report the progress of the activities at suitable
intervals

5.  In this instance implementation is seen as a continuous learning
process.
 Project monitoring is an integral part of day-to-day management
 where experience gathered is analyzed and feed back into
planning and updated implementation approaches.
 It provides information by which management can identify and
solve implementation problems, and assess progress
 The Logical Framework, the implementation schedule, activity
schedules, and project budget provide the basis for this
monitoring.
 In social welfare administration, monitoring and evaluation are
very important. Almost all NGOs use some form of monitoring
and evaluation tools in their projects, monitoring and evaluation
of the work is done by internal personnel

6. APPROACHES TO MONITORING AND EVALUATION
 Conceptual frameworks :- Relationships between all
possible factors that may influence program’s results.
 Focus on : How & Why ?( Design & Evaluation)
 Results Framework :- Relationships between the
intermediate of activities all the way to the overall objectives
and goals.
 Focus on : Objectives( development conditions &
Improvements)
 The Logical Framework :-
 Relationships between inputs, activities , outputs, outcomes
and impacts with respect to objective and goals,
 Focus on : Monitoring and Evaluation ( All stages of
Pragrams)

7. LEVEL OF MONITORING
There are a number of different levels of monitoring, each related to what kind
of information is relevant, and the regularity of monitoring

8. MONITORING INCLUDES ?
 Looking into the process, going towards the target, right
selection of beneficiaries
 Procedures are being followed according to the work
plan
 Meeting our target or not (target monitoring), activity
monitoring
 Continuous info collection/analysis/reporting for decision
making
 Program is going in right direction as planned in the
project document

9. ONE LINE DEFINITION
Monitoring is the recording
“Whether right thing is being delivered to
the right people at the right time in a right
way (process)”

10. MONITORING TOOLS
 Staff meetings – Weekly, Monthly, Annual
 Partners meeting/Learning Forums
(Surveys)/Retreat )
 Participatory Reviews – Stakeholders
 Monitoring and Supervision Mission
(Self/Donors/Joint)
 Progress reports/Statistics

11. GOALS OF MONITORING
 To ensure that inputs, activities and outputs proceed
according to plan
 Determine whether the inputs are optimally utilized
 Ensuring all activities are carried out by the right people and
in the time
 To provide record of inputs, activities, and outputs
 To warn of deviations from objectives
 To assist managers in making decisions
 Monitoring should take place at and be integrated into all
stages of the project cycle

12. STEPS IN MONITORING
 Identifying the different units involved in planning &
implementation
 Identifying items on which feedback is required
 Determining the periodicity of reporting
 Fixing the responsibility of reporting at different
levels
 Processing and analyzing the reports
 Identifying the critical / unreliable areas in
implementation
 Providing feedback to corrective measures

13. INDICATORS FOR MONITORING
 Running on schedule
 Running within the planned costs
 Receiving adequate objective.
METHODS/TECHNIQUES OF MONITORING
 First hand information
 Formal reports
 Project status report
 Project schedule chart
 Project financial status Report
 Informal Reports
 Graphic presentations

14. MEANING OF EVALUATION
Evaluation has its origin in the Latin word “Valupure” which means the value of a
particular thing, idea or action. Evaluation, Thus, helps us to understand the worth,
quality, significance amount, degree or condition of any intervention desired to tackle a
social problem.
Meaning of evaluation:
• Evaluation means finding out the value of something.
• Evaluation simply refers to the procedures of fact finding
• Evaluation consists of assessments whether or not certain activities, treatment
and interventions are in conformity with generally accepted professional
standards.
• Any information obtained by any means on either the conduct or the
outcome of interventions, treatment or of social change projects is
considered to be evaluation.
• Evaluation is designated to provide systematic, reliable and valid information
on the conduct, impact and effectiveness of the projects.
• Evaluation is essentially the study and review of past operating experience.

15. FIVE STRATEGIC EVALUATION QUESTIONS
 Relevance: The extent to which the objectives of a
development intervention are consistent with beneficiaries´
requirements, and partner’s and donor’s policies.
 Effectiveness: which objectives are achieved and targeted
issue is solved
 Efficiency: The extent to which time, effort or cost is well used
for the intended purpose.
 Sustainability: Meeting needs without compromising the ability
of future generations to meet their needs (project will continue
after donors intervention)
 Impact: Positive or negative, direct or indirect long-term
impact produced by a development intervention.

16. PRINCIPLES OF EVALUATION
The following are some of the principles, which should be kept in
view in evaluation.
1. Evaluation process will make in beginning and end time.
2. Evaluation should involve minimum possible costs
(inexpensive).
3. Evaluation should be done without prejudgment of day to day
work (minimum difficulty to day to day work).
4. Evaluation must be done on a co-operative basis in which the
entire staff and the board members should participate (total
participation).
5. As far as possible, the agency should itself evaluate its program
but occasionally outside evaluation machinery should also be
made use of (external evaluation).
6. Total overall examination of the agency will reveal strength and
weaknesses. (agency / program totality).
7. The result of evaluation should be shared with workers of the
agency (sharing).