Project Monitoring Evaluation and Assessment Oz Osborne

Monitoring Evaluation & Assessment Funders and project supporters in the UK, US and Europe now require organisations to demonstrate that their projects are meeting clear objectives and resulting in definable change. The process of monitoring, evaluation and assessment is fundamental to the success of a project giving participants the opportunity to increase its value and to demonstrate what has been achieved.

Monitoring Evaluation & Assessment Most funders demand that such processes are put in place at the outset and will often fund necessary costs. A successful MEA process should involve good planning with clear objectives and targets. Having highlighted particular issues through any of these processes, there is a responsibility on managing organisations to respond to them.

The different purposes of monitoring and evaluation include: Monitoring Evaluation & Assessment The different purposes of monitoring and evaluation include: Accountability; providing information on effectiveness and efficiency to demonstrate that activities have achieved their objectives. Management support: to provide inputs to the implementation of ongoing initiatives to inform decision making processes. Learning: to learn from past and present activities with a view to understanding why some achieved their objectives or unintended outcomes in order to plan future activities.

Monitoring Evaluation & Assessment Monitoring is the systematic and continuous collection and analysis of a project to provide information that can be used to make adjustments and improve its quality. Monitoring can be undertaken with the help of a group formed from project staff or volunteers, committee members, representatives of related organisations and beneficiaries. Monitoring is used to check if a project is on track and needs adjustments to improve its quality.  

Monitoring Evaluation & Assessment Evaluation is a more formal review of different aspects of a project to measure if targets and objectives are being, or have been met. Evaluation is often undertaken by external evaluators to ensure independence. It is done at specific points in a programme when objectives and targets can be measured against the initial plan. A report is produced that highlights achievements or objectives that have not been met.  

Monitoring Evaluation & Assessment Impact Assessments measure the lasting or significant changes, positive or negative, that have been brought about by a project. Impact assessments are used to assess the medium or long term success of a project. The process starts at the outset of a programme and continues indefinitely after it has completed. Interviews with beneficiaries are an essential aspect of community impact assessments. Different methods of consultation and research can be used including interviewing a sample of beneficiaries or seeking the views of focus groups that meet regularly.  

Monitoring Evaluation & Assessment Indicators can be set to provide qualitative or quantative measurements on progress towards meeting objectives. They are agreed at the start of a project and can be used to measure process as well as impact. An evaluation can relate to indicators that use baseline measurements on which progress and impact can be based. Indicators can relate to objectives e.g. to increase the availability of clean water: Indicator: percentage of homes with access to clean water; Methods of research: project reports, inspection visits.  

Monitoring Evaluation & Assessment   Surveys are one of the best ways of drawing out information for impact assessments. However considerable thought must be put into creating them and it can be useful to draw on professional experience and expertise. Issues such as time constraints, language and sampling methods must be considered.

Monitoring Evaluation & Assessment   Desktop Research is carried out to find out what relevant data is available that can complement other forms of survey or research. Statistics that are regularly gathered by government and academic institutions can be useful. Other organisations might have undertaken similar research and it is useful to study the outcome of this if it is relevant and recent.

Monitoring Evaluation & Assessment   Qualitative Research can include discussions and observations by stakeholders individually or in groups. It is common to form focus groups of representatives of communities who meet regularly to share views and opinions on issues relevant to a project. Planning for Real, Rapid Rural Appraisals and other discussion and collaborative research methods can contribute to quantative research.

Monitoring Evaluation & Assessment   Quantative research is more focused on data gathered through surveys or by desktop and other research. Statistical evidence of change, based on sound methodology and with good baselines measurements are possibly the best ways of measuring impact. Many funders require statistics as a necessary part of reporting on projects and provide forms for periodic completion.

Monitoring Evaluation & Assessment Feedback from the various methods of measuring a project must be reported back to all stakeholders who must be given the opportunity to comment and respond. Different groups will need different formats for feedback including written or verbal reports, discussion groups and formal meetings. After reflection, support could be offered in response to issues raised that ensure a project’s success or to increase its value. Many funders allow negotiation leading to adjustments to an initial plan within the overall budget if unexpected issues arise.  

Monitoring Evaluation & Assessment Wide Participation by a sample of stakeholders helps all involved to take responsibility for a project and its progress. Monitoring, evaluation and the use of indicators should aim to engage as many people as possible, giving them the chance to contribute views that have a positive effect on delivery. Flexibility is important, allowing people to take part and respond using a range of consultation methods where their views must be acknowledged and seen to influence a project that could be designed for their benefit.  

Monitoring Evaluation & Assessment Children or minority groups should not be overlooked during research programmes – they may require a different format for attracting their input and for feeding back results and information. Ultimately, those facilitating a project must choose the best way of measuring its progress and impact but methods must relate to the requirements of all stakeholders, particularly funders.  

Monitoring Evaluation & Assessment Having a good, transparent, balanced and accurate MEA system is vitally important to assessing the success of a project. The MEA process should be rewarding for all concerned – if it is a chore then something about the way it is being carried out is wrong and adjustments should be made.