PERSONAL ACTION PLAN – Paul Amevor (OICI-GH) Presentation Outline Review of current OICI M&E System Review of current OICI M&E System Key lessons learnt Key lessons learnt Goal and Objective of the Action Plan Goal and Objective of the Action Plan Scope of the New M&E Plan Scope of the New M&E Plan Key Stakeholders Key Stakeholders Constraints Constraints Planned Activities Planned Activities Monitoring & Evaluation of the Action Plan Monitoring & Evaluation of the Action Plan Resources needed Resources needed

Review of the OICI M&E System Revised twice in response to M&E recommendations Revised twice in response to M&E recommendations A tool for providing information for donor accountability A tool for providing information for donor accountability Little participation of stakeholders in the M&E system Little participation of stakeholders in the M&E system Information needs of stakeholders and their level of participation not assesed and considered in the design Information needs of stakeholders and their level of participation not assesed and considered in the design The plan lacks capacity to support management decision-making processes The plan lacks capacity to support management decision-making processes

Lessons learnt Current Practice Current Practice Program Planning: Program Planning: Process of needs identification not rigorous enough: Process of needs identification not rigorous enough: Choice of interventions depends largely on what donor is most likely to fund Choice of interventions depends largely on what donor is most likely to fund Existing institutional capacity of the organization Existing institutional capacity of the organization Stakeholder participation in the program design and implementation is minimal Stakeholder participation in the program design and implementation is minimal New Idea Need to devote much time and resources in identifying the needs of stakeholders Select and prioritise interventions with the stakeholders and agree on implementation strategies

Donor Inflexibility Programs once approved become a”blue print”and difficult tp change to respond to changing needs (e.g. Inputs credit component for OICI FS program was rejected by Donor) Programs once approved become a”blue print”and difficult tp change to respond to changing needs (e.g. Inputs credit component for OICI FS program was rejected by Donor) Need to have an in-built mechanism in the DAP to allow flexibility Need to do thorough situational analysis

Monitoring and Evaluation Participation of Key stakeholders in monitoring and evaluation is quite minimum. Participation of Key stakeholders in monitoring and evaluation is quite minimum. Results of monitoring and evaluation are often seen as means to justify accountability to the donor instead of seen as a learning process. Results of monitoring and evaluation are often seen as means to justify accountability to the donor instead of seen as a learning process. Project management is therefore some times hesitant in sharing M&E findings with stakeholders (donors). Project management is therefore some times hesitant in sharing M&E findings with stakeholders (donors). M&E personnel are often harassed by management to reword the contents or portions of M&E reports whenever the report is perceived as negative. M&E personnel are often harassed by management to reword the contents or portions of M&E reports whenever the report is perceived as negative. Monitoring and evaluation needs to be understood and seen as an integral component of a successful program planning and implementation. M&E must be seen as a learning process that demands the active involvement of project staff and key stakeholders. M&E findings should not be used as primary reasons for withholding funding or sacking managers.

Involving stakeholders in M&E Different understanding of M&E by different Actors. Different understanding of M&E by different Actors. All players should have a common understanding and agreement on what they want to do with M&E. Stakeholders need to be involved in the M&E Processes.

Current Monitoring and Evaluation Plan The current M&E plan is not participatory The current M&E plan is not participatory It is much geared towards donor accountability rather than a learning process for project management and stakeholders. It is much geared towards donor accountability rather than a learning process for project management and stakeholders. There is the need to redesign the current M&E plan to make it participatory

Goal of the Action Plan To enhance the performance of OICI Ghana food security program through effective monitoring and evaluation system To enhance the performance of OICI Ghana food security program through effective monitoring and evaluation system

Objective To re-design the current M&E system for OICI Ghana food security Program to make it more participatory by December, 04 To re-design the current M&E system for OICI Ghana food security Program to make it more participatory by December, 04

Scope of the new M&E Plan Use of project inputs, outputs delivered and impacts of project interventions Use of project inputs, outputs delivered and impacts of project interventions

Key Stakeholders United State Agency for International development (USAID) United State Agency for International development (USAID) Women groups involved in various income generating activities e.g. cassava processing, bee-keeping, pottery-making and rice processing Women groups involved in various income generating activities e.g. cassava processing, bee-keeping, pottery-making and rice processing Farmer groups (men & women) Farmer groups (men & women) Water and Sanitation committees Water and Sanitation committees District Assemblies District Assemblies Ministry of Food and Agriculture (MoFA) Ministry of Food and Agriculture (MoFA) Ministry of Health (MoH) Ministry of Health (MoH) Community water and Sanitation Agency (CWSA) Community water and Sanitation Agency (CWSA) World Vision Ghana (WV-Gh) World Vision Ghana (WV-Gh) Adventist Development and Relief Agency (ADRA) Adventist Development and Relief Agency (ADRA)

Constraints Lack or inadequate financial support Lack or inadequate financial support Lack of cooperation from management and other staff Lack of cooperation from management and other staff Lack of cooperation from stakeholders Lack of cooperation from stakeholders Lack of capacity of staff and stakeholders in monitoring and evaluation (PM&E) Lack of capacity of staff and stakeholders in monitoring and evaluation (PM&E)

How to overcome Constraints Intensive sensitization of Stakeholders on the importance of participatory monitoring and evaluation (PM&E) Intensive sensitization of Stakeholders on the importance of participatory monitoring and evaluation (PM&E) Capacity building of stakeholders in PM&E Capacity building of stakeholders in PM&E

Planned Activities Critical review of the current M&E system (March,04) Critical review of the current M&E system (March,04) Organize sensitization workshop for management, technical and field staff on PPM&E (April,04) Organize sensitization workshop for selected key stakeholders on PPM&E (May,04) Organize sensitization workshop for selected key stakeholders on PPM&E (May,04) Organize separate workshop to Identify information needs of key stakeholders (June,04) Organize separate workshop to Identify information needs of key stakeholders (June,04) Organize M&E workshop for key stakeholders and project staff with focus on the ff: identifying performance questions & indicators, measurement tools and deciding on data analysis and use of information and information sharing processes (July,04) Organize M&E workshop for key stakeholders and project staff with focus on the ff: identifying performance questions & indicators, measurement tools and deciding on data analysis and use of information and information sharing processes (July,04)

Planned Activities (Cont’d) Prepare a draft PM&E Plan (August,04) Prepare a draft PM&E Plan (August,04) Discuss the draft M&E plan with Project staff and the key stakeholders at a workshop (September,04) Discuss the draft M&E plan with Project staff and the key stakeholders at a workshop (September,04) Finalize the M&E plan (October,04) Finalize the M&E plan (October,04) Assess the capacity of staff and Key stakeholders in the use of PPM&E tools (October,04) Assess the capacity of staff and Key stakeholders in the use of PPM&E tools (October,04) Organize training for project staff and key stakeholders on specific PM&E tools (November,04) Organize training for project staff and key stakeholders on specific PM&E tools (November,04) Implementation of the revised M&E PlanData collection, analysis, use of the information and processes of reflection and learning. Implementation of the revised M&E PlanData collection, analysis, use of the information and processes of reflection and learning. Monitoring and Evaluation of the M&E Processes Monitoring and Evaluation of the M&E Processes

M&E Plan- Key Performance Questions To what extent is management willing to commit time and resources into the development and implementation of PM&E system? To what extent is management willing to commit time and resources into the development and implementation of PM&E system? To what extent are the stakeholders interested in the institutionalization of PM&E? To what extent are the stakeholders interested in the institutionalization of PM&E? What is the level of participation of staff & stakeholders in the M&E processes? What is the level of participation of staff & stakeholders in the M&E processes? To what extent are the staff and stakeholders able to implement and manage the M&E processes? To what extent are the staff and stakeholders able to implement and manage the M&E processes? Are planned activities being implemented according to schedule? Why and why not? Are planned activities being implemented according to schedule? Why and why not?

M&E - Indicators % increase in M&E budget % increase in M&E budget Number of selected stakeholders regularly participating in various M&E training workshops and meetings Number of selected stakeholders regularly participating in various M&E training workshops and meetings Level of stakeholder satisfaction with the PM&E processes Level of stakeholder satisfaction with the PM&E processes Number of stakeholders able to perform their assigned roles and responsibilities Number of stakeholders able to perform their assigned roles and responsibilities Number of planned activities implemented on schedule Number of planned activities implemented on schedule

M&E Plan - Source of Information, methods and frequency Review of Project financial record, Quarterly Review of Project financial record, Quarterly Workshop attendance record, each time M&E event takes place Workshop attendance record, each time M&E event takes place Semi-structured interviews/brainstorming Each time M&E workshop/meeting takes place Semi-structured interviews/brainstorming Each time M&E workshop/meeting takes place Quarterly Review of completed M&E forms Quarterly Review of completed M&E forms Monthly Review of planned activities Monthly Review of planned activities

Resources Needed Trained staff and stakeholders in PM&E (Training materials e.g. stationery, handouts, consultancy fees, per diem allowances, conference fees and hotel, accommodation) Trained staff and stakeholders in PM&E (Training materials e.g. stationery, handouts, consultancy fees, per diem allowances, conference fees and hotel, accommodation) Equipment and workshop materials (e.g. vehicles, computers & stationery) Equipment and workshop materials (e.g. vehicles, computers & stationery) Incentive packages (certificates of recognition for key stakeholders involved in data collection and analysis) Incentive packages (certificates of recognition for key stakeholders involved in data collection and analysis) Financial resources Financial resources

End of Presentation Thank You