Project Monitoring and Evaluation A useful Tool for Research Projects’ Administrators and Managers Folajogun V. Falaye. (Professor of Educational Research & Evaluation). Institute of Education, University of Ibadan, Ibadan, Nigeria

Presentation Outline  Definition/Clarification of main concepts;  Basic Types of Programme/Project Evaluation;  Purpose of Project Monitoring and Evaluation;  Differences between Project M & E;  Stages in Development of Project M & E Framework.

Monitoring Monitoring has its root in a Latin word which means ‘to warn’. It is a … project activity designed to provide constant feedback on the progress of a project, the problems it is facing and the efficiency with which it is being implemented (Bamberger & Hewitt, 1986).

Evaluation Evaluation: Evaluation is very broad concept. It is a process:  by which relevant data are collected and transformed into information for decision making (Cooley & Lohnes, 1976);  of … obtaining and providing useful information for judging decision alternatives (Guba & Stufflebeam; 1970);  of ascertaining the value of an entity in relation to some criteria;  of passing judgment on the worth.

Programme & Project  Programme is a time bound intervention which usually cuts across different sectors, themes and geographical areas. It could derive its funding from different sources.  Project is a time bound intervention that consists of a set of planned activities geared towards achieving defined objectives.

Relationship between Programme and Project  Programme is broader than project;  Programme is like ‘nested system’ with different components/projects. For example, a programme can have Education and Health components.  The project is a system embedded within the ‘nested system’- programme.  Therefore, a project is a subset of a programme; while  A project can also have units. For example, the education project could have training/capacity development unit, material development unit etc;

Programme Project 1 Sub-Project Project 2 Sub-Project Fig 1. Relationship between Programme and Project

Differences between Project Monitoring and Evaluation Monitoring  Tracks project implementation (activities, processes, outputs).  Predetermined performance indicators are used as point of reference for monitoring.  It is continuous, more frequent.  Usually done internally.  It is usually rapid. Evaluation  Judges programme performance.  Focused more on changes associated with the project.  Information got from monitoring forms part of data to analyse for evaluation.  It is periodic, less regular.  Usually carried out by external evaluators..

Differences between Monitoring and Evaluation Monitoring  Mainly for internal accountability and management decision making.  Mainly used as corrective feedback for improvement.  Uses simple design.  Simple reporting formats. Evaluation  It involves making judgments about the project.  Uses more rigorous design, multi-methods.  Produces detailed report, usually produced at agreed intervals eg mid-term evaluation and final/end term.

Basic Types of Project Evaluation The major/broad types of project evaluation:  Process Evaluation; and  Outcome Evaluation Process Evaluation provides information/feedback for programme improvement; while Outcome Evaluation provides information for an overall judgment of a programme’s merit or worth.

Purpose of Project Monitoring & Evaluation Project Monitoring and Evaluation is to:  identify areas of weaknesses, risks and failure points for corrective actions to be taken to assure project success;  highlight signs of project success;  provide accountability;  learn lessons that can be shared with others;  develop capacity of project staff and other stakeholders;  use successful projects as models for replication..

Development of M&E Framework/Plan For administrators and mangers to effectively and efficiently monitor and evaluate research projects Monitoring and Evaluation Framework must be developed. The framework should define the scope; develop monitoring/evaluation questions; draw up a plan; set indicators and targets;

Cont’d decide data sources to use, methods of data collection and analysis; decide the reporting format; assign tasks/roles to project staff; Set timelines.

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