Ciudad de Panamá, Julio 2009 Monitoring, Evaluation & Technical Assistance

Ciudad de Panamá, Julio 2009 Session Goals Identify key entry points for TA Demonstrate linkages between M&E, procurement and finance Reemphasize the importance of M&E in the PBF model.

Ciudad de Panamá, Julio 2009 Entry Points for TA in M&E Proposal development 1.M&E Plan 2.Attachment A / Performance Framework Grant negotiation Grant implementation

Ciudad de Panamá, Julio 2009 The Performance Framework The Performance Framework is a legally-binding document attached to the grant agreement. It mainly focuses on a subset of indicators from the M&E plan which are used to measure the program’s performance and consequently inform disbursement decisions. The M&E Plan An M&E plan is typically a document developed in consultation with all major stakeholders that describes how the national (or Global Fund grant-specific) M&E system works and the costed actions needed to strengthen it over a set period of time. M&E Plan vs the Performance Framework

Ciudad de Panamá, Julio 2009 Features of a “good” M&E Plan Information requiredInformation desired M&E FrameworkEvaluation and research Data collectionData management Information products (dissemination) Capacity building Data Quality AssuranceCoordination between Agencies and units Action Plan M&E budget (5-10%)

Ciudad de Panamá, Julio 2009 What M&E Plan to submit? Normally PR should submit the National M&E plan, unless: Multi-country proposal  Regional M&E Plan National M&E Plan does  National M&E Plan with not include details GF-specific annex required for GF grant No National M&E Plan  Submission of GF-specific M&E plan and subsequent elaboration of National M&E plan

Ciudad de Panamá, Julio 2009 Most Common Pitfalls with M&E Plans Budget – 5-10% Action plan Data quality assurance mechanisms Description of how system functions Impact / outcome framework

Ciudad de Panamá, Julio 2009 M&E Budget Ensure sufficient budget allocation for M&E and for TA Break down M&E costs by cost category Show GF contribution to national M&E agenda and budget (vis a vis the gap)

Ciudad de Panamá, Julio 2009 M&E Budget Cost Categories M&E Personnel M&E Technical assistance Training, workshop and meetings Data quality assurance Equipment, infrastructure (including IT) and consumables/running costs Production of M&E Plans, work plans, guidelines, tools and reports Surveys, surveillance, operational research and special studies

Ciudad de Panamá, Julio 2009 TA for the Performance Framework 1.Impact / outcome framework 2.Baselines 3.Target setting

Ciudad de Panamá, Julio 2009 Impact / Outcome Framework Clear description of national I/O agenda Aligned to national priorities, targets and plans Sufficient budget allocation for measurement Show contribution from other partners and demonstrate funding gap

Ciudad de Panamá, Julio 2009 Quote from Technical Review Panel “The TRP found the overall quality of the performance frameworks presented as poor. Monitoring and evaluation (M&E) capacity is still weak and predominantly dependent on process rather than outcome and impact indicators.”

Ciudad de Panamá, Julio 2009 Baselines Ensure updated baselines used in proposals Provide solid estimates for target populations For baselines and reporting on routine monitoring, provide number and %

Ciudad de Panamá, Julio 2009 Target Setting Ensure targets are in line with overall goals Based on epidemiological situation, past performance, capacity in country, capacity for scale up etc. Value for money Clear link with finance and procurement

Ciudad de Panamá, Julio 2009 Key messages  Ensure alignment to national strategy’s objectives, indicators and targets.  Support the submission of the national M&E plan every time a grant specific M&E plan is not needed.

Ciudad de Panamá, Julio 2009 Entry Points for TA in M&E Proposal development Grant negotiation Grant implementation

Ciudad de Panamá, Julio 2009 TA Entry Points during Grant Negotiation M&E systems strengthening workshops Development of M&E strengthening action plans Development of M&E plans Assistance with performance frameworks

Ciudad de Panamá, Julio 2009 Entry Points for TA in M&E Proposal development Grant negotiation Grant implementation

Ciudad de Panamá, Julio 2009 TA during Grant Implementation Address issues identified ad-hoc, through DQA or OSDV Implementation of M&E system strengthening action plan

Ciudad de Panamá, Julio 2009 The Most Common M&E Issues where TA Could Help during implementation Systems Training of people Operational definitions (of indicators)

Ciudad de Panamá, Julio 2009 Final Thoughts Vital role of TA at all stages of Global Fund grants Importance of M&E in the performance based funding model Be honest and realistic with your clients

Ciudad de Panamá, Julio 2009 Group Exercise

Ciudad de Panamá, Julio 2009 Exercise Instructions Goal: To understand, through a real world example, the interlinkages for TA between M&E, procurement and finance Groups of 5 or 6 Methodology: Group-based problem solving and development of TA action plan. Expected Outputs: –Diagnosis of problem –Identification of potential solutions –TA action plan from M&E perspective

Ciudad de Panamá, Julio 2009

Extra Slides It would be helpful to prepare an introduction to each session (1 slide) explaining: The methodology of the session (presentation – Q&A – exercise) Set of questions. Number of groups for the exercise. Expected output. The introduction format should be the same for the three presentations, a common methodology, common tool, with different specific results (and questions). The common output could represent a better understanding of the links and interdependence between the different areas that characterize a proposal (or technical assistance).

Ciudad de Panamá, Julio 2009 M&E Framework & Data collection methods (required) List of indicators as agreed upon in the national strategy For each indicator:  Indicator name  Baseline values with dates and relevant source of data  Targets set according to frequency of measurement  Data collection method for the indicator – e.g. health information system, programme monitoring, ANC sentinel surveillance, population-based surveys, facility-based surveys, etc.  Frequency of data collection (monthly, quarterly, annual, 3 years, etc.)  Person/agency responsible for data collection and reporting (if agency, please specify relevant unit)

Ciudad de Panamá, Julio 2009 Information products (required)  The M&E plan should explain how the data collected and analyzed will be made available to stakeholders and the general public.  E.g.: periodic reports, websites, stakeholders’ meetings, etc.

Ciudad de Panamá, Julio 2009 Data quality assurance (required)  The M&E plan should contain a data verification and quality assurance system  The Global Fund has developed a system of on-site data verification that could be expanded beyond Global Fund grants

Ciudad de Panamá, Julio 2009 Action Plan (required)  The M&E plan should include an Action Plan which includes activities, time of implementation, responsible unit and budget  Should be developed and agreed upon among different stakeholders (especially those involved in the implementation and support of the activities included)  Can be developed with M&E System Strengthening tool which should be considered a living document, constantly monitored and to be reviewed and updated on a regular basis.

Ciudad de Panamá, Julio 2009 M&E Budget (required)  The M&E plan should contain an M&E budget with sources of funding and financial gaps  Global Fund contribution should be indicated  5-10% of grant is recommended to be used to strengthen the M&E system  Examples of budget items are: HMIS strengthening, TA, workshops, surveys, staff, information products, etc.

Ciudad de Panamá, Julio 2009 Evaluation and OR (desirable)  Operational research (OR)  Evaluation  Other types of studies that complement the information collected through the indicators and will periodically evaluate the programme and M&E system

Ciudad de Panamá, Julio 2009 Data management (desirable)  how the data is received, stored & analyzed (specify electronic database - if online, provide link) and accessed by relevant actors  data flow from sources to final users

Ciudad de Panamá, Julio 2009 Capacity building (desirable)  The M&E plan should include a description of the capacity present at the time of developing the plan  capacity gaps  strategy adopted to improve the M&E capacity over the plan’s lifespan

Ciudad de Panamá, Julio 2009 Coordination (desirable) The M&E plan should include:  the agencies and units responsible to run the M&E system and implement the M&E plan  the relevant M&E units at national and, if they exist, sub- national levels  recommendation to include a multi-sector M&E Technical Working Group

Ciudad de Panamá, Julio 2009 Herramienta de Fortalecimiento de los Sistemas de Monitoreo y Evaluación

Ciudad de Panamá, Julio 2009 Qué es la Herramienta de Fortalecimiento de los Sistemas de Monitoreo y Evaluación? Paso 1: Diagnóstico Paso 2: Plan de Acción

Ciudad de Panamá, Julio 2009 La Herramienta de Fortalecimiento de los Sistemas de M&E Una herramienta acordada con nuestros socios técnicos (pronto será reemplazada con una sola herramienta con 12 componentes) Cubre tres listas de comprobación complementarias:  Plan de M&E  Capacidades de gestión de la información de la Unidad de Gestión (unidad de Monitoreo y Evaluación)  Sistemas de Notificación de Datos por Área de Programa (e.g., ARV, DOTS)

Ciudad de Panamá, Julio 2009 ■Un plan de acción detallado con el presupuesto para fortalecer los sistemas de M&E ■Una discusión mas amplia durante la negociación de la subvención y/o durante la implementación de la subvención. ■Identificación de las necesidades que requieren apoyo técnico (y el proveedor de este apoyo) ■Un acuerdo con los socios técnicos del país sobre los iniciativas compartidas y su financiamiento (p.e., la organización de encuestas) Los resultados que se esperan son:

Ciudad de Panamá, Julio 2009 El Ciclo de Fortalecimiento de M&E Evaluar el sistema de M&E Desarrollar/revisar el Plan de M&E y Plan de Acción y Fortalecimiento Implementar el Plan de M&E y Plan de Acción y Fortalecimiento Dar Seguimiento