M&E System and Framework Development

A well-functioning M&E system is a critical part of good project/program management and accountability in RASA.

Timely and reliable M&E provides information to:

Support project/program implementation with accurate, evidence-based reporting that informs management and decision-making to guide and improve project/program performance.
Contribute to organizational learning and knowledge sharing by reflecting upon and sharing experiences and lessons learned so that we can gain the full benefit from what we do and how we do it.
Uphold accountability and compliance by demonstrating whether or not our work has been carried out as agreed and in compliance with established standards and with any other donor requirements.
Provide opportunities for stakeholder feedback, especially beneficiaries, to provide input into and perceptions of our work, modeling openness to criticism, and willingness to learn from experiences and to adapt to changing needs.
Promote and celebrate our work by highlighting our accomplishments and achievements, building morale, and contributing to resource mobilization.
M&E needs to be understood as an integrated reflection and communication system within the project that must be planned, managed and resourced, and utilized it.

A well-functioning M&E system helps guide the intervention strategy and ensure effective operations for all key stakeholders. It is one part of the overall management of the project. Each stage of the project cycle requires certain key M&E tasks to be carried out by specific stakeholders.

A detailed M&E plan is developed during project start-up and needs to be documented clearly and shared with those who are to implement it. The M&E system will itself need to be monitored and updated regularly during the life of the project.

Well-functioning M&E system inner cycle

The inner cycle is about Monitoring, which involves 6 steps

Identify Project Objectives and Strategies: This part could be referred to project design/planning stage. If it is not clearly developed during the planning or design stage, the time M&E officer and management staff need to determine it.
Setting Indicators: This part is also referred to the project design/planning stage that the organization or institution had developed especially indicators and targets or milestones that the project or program wants to be achieved.
Selecting the Tools and Techniques: There are several tools and techniques which are used for data collection including Participatory Rural Appraisal (PRA) or Rapid Rural Appraisal (RRA), Agri-Ecosystem Analysis (AEA) tools, etc. Those tools could be used either in a participatory or empowerment way depending on thematic issues, and the context of the project or program.
Collecting Data: data collection which is referred to as secondary and primary data collection using the tools and techniques above. A team of data collectors, data enumerators, data entry, and interpreters must be mobilized and worked.
Analyze the Results: Once the data are collected or collated, then data need to be analyzed and written in a narrative way and easy to understand by all stakeholders.
Use the Learning to Improve: After all findings are presented key lessons needed to be taken and learned to improve the next phase of the project or program design/planning again.

Well-functioning M&E system outer cycle

The outer cycle is about Evaluation, which involves 5 key criteria for any project or program evaluation

Relevance: The extent to which the objectives of a project are consistent with the target group’s priorities and the recipient and donors’ policies. The assessment will look at whether the project’s services are met or responded to beneficiaries’ needs.
Effectiveness: The assessment will look at whether the project or program has achieved its stated objectives and goal during that setting timeframe (or life cycle of the project).
Efficiency: The assessment will look at how the organization or project staff utilized resources to achieve such particular objectives and goals. Sometimes misused of funds or materials resources were not make the project or program successful.
Sustainability: The assessment will look at the perception or views of beneficiaries and other stakeholders related to whether or not the project or program can be sustainable after the project completion or after the project is phased out from that area.
Impact: The assessment will look at the positive changes arising from the project or program including changes in behaviors, practices, change in living conditions,s and change in policies.

To assess or evaluate the project or program, the evaluator/ evaluation team will use different tools and techniques for data collection, semi-structured interviews and focus group discussions, and self-assessment forms. Some support documents such as financial reports could be also helpful to verify the use of funds (expenses) for the project implementation/activities.