Monitoring Afghanistan, 2015 Food Security and Agriculture Working Group – 9 December 2015

Overview  Rationale  Monitoring  Project Monitoring Cycle 2

Monitoring Structure  Performance Management commitment to results oriented and evidence based Performance Management under the transformative agenda.  Process Monitoring ensuring transparency in an evidence based approach to programming and internal transparency, articulation of which can be a valued strength in a competitive situation (i.e. proposal stage).  Beneficiary Contact Monitoring ensures accountability to affected populations and enables to refine project design.  Project Monitoring Cycle guides a standardized approach to monitoring. The cycle starts with the development of a logical framework and monitoring plan.  Temptation: Focus on project monitoring instead of beneficiaries.

Project Monitoring Cycle

Step 1- Prepare/revise performance monitoring narratives and logical frameworks  In Step 1, design of the project is summarised in the logframe which aligns the project with one or more of the strategic objectives found in WFP’s Strategic Plan. Baselines and performance targets are set for each indicator through consultation with host government and other relevant local partners. The logframe is part of the project document and is accompanied by a narrative section that gives an overview of how the project will be monitored. The development of the project logframe is an important first step in the monitoring cycle in that it establishes intended results and accompanying indicators.

Step 2 - Prepare monitoring plan and draft budget  In Step 2, to ensure that indicators in the project logframe are systematically used, a monitoring plan is developed. Outcome and output indicators, process indicators, and cross-cutting indicators are included. To ensure that adequate resources are allocated for monitoring, the monitoring plan is accompanied by a budget that specifies approved monitoring costs (staff, travel, vehicles, supplies, administrative expenses, IT services, capacity building expenses, etc.).  It is recommended that these costs be clearly indicated in the overall project budget at the time of project design and approval otherwise it is less likely that resources for monitoring will be available when needed.  Guidelines for monitoring plan and link to implementation plan  Temptation is to overcommit. Manage expectations is key.

Step 2 - Prepare monitoring plan  Sampling is key to preparing reliable monitoring results and can be as basic or sophisticated as the project allows.  Minimum Monitoring Standards, Standard Operating Procedures etc. would be consulted in the process as appropriate.  Take into account the gender-split, ensuring available female monitors, as most key indicators rely on a balanced gender equity in the responses. For instance, Coping Strategy Index is calculated on an average, but if only 4% female headed households have been represented in the sampling due to lack of female monitors, the results will be biased.

Example: monitoring plan

Step 3 – Develop methodology, tools and plan  In Step 3 the indicators presented in the monitoring plan are operationalized, that is, the tools (checklists, questionnaires and databases) for monitoring and data analysis are piloted and finalized. Guidelines and templates provided by various technical departments are adapted, and database design aligned with corporate requirements and minimum monitoring standards. Tasks, such as monitoring specific sites, are delegated within monthly work plans of individual staff or partners. If data is to be stored in a database, this database must be created prior to start of data collection. If electronic devices are to be used, these must be procured, programmed, and tested.

Example: Monitoring & Tools Checklists

Step 4 – Collect primary data and collate secondary data  Step 4 involves the ongoing collection and analysis of data as outlined in the Monitoring Plan. Primary data is collected and secondary data synthesized with the frequency described in the plan.  During this stage, training of staff (including local Government staff) who will be involved in data collection is essential. Once gathered, baseline values are captured and recorded.  Ongoing quality control is required to assure that data collected is valid and reliable.

Step 5 – Capture, compile and validate data  In Step 5 data is compiled, validated and electronically stored. Where paper questionnaires are used, data needs to be entered into a database. Similarly, if electronic devices are used, data has to be uploaded. This requires following up with data collectors to ensure submission and entry of all data sets.  Data validation involves data cleaning, checking completeness, quality and comparability of data. In cases where data collection is outsourced, the contractual document should clarify the format in which the data will be received and whether or not any preliminary analysis will be required.

Step 6 – Analyse data and prepare reports and other products  In Step 6, performance is analysed and reports prepared. Once data is compiled and validated, it is analysed to discern trends, achievements and challenges. Explanation of performance is revealed and suggestions made for improvement.  The development of information products follows to communicate findings (e.g. executive summaries for donor briefs, technical reports, operational reports, action sheets for programme managers, SPRs, etc.). These products are circulated as per the monitoring plan for learning, information sharing, decision-making, and accountability.

Step 7 – Make use of findings, take action, and document lessons  Step 7 ensures that remedial action, based on monitoring findings, is taken. During regular formal and informal review meetings (at both field and national levels), monitoring reports help validate and agree on actions required.  These actions are subsequently reflected in revised logic models and work plans (back to Step 1 of the monitoring cycle), and in adjusted monitoring plans and partnership agreements (back to Step 2).

Step 8 – Conduct mid or end-term evaluation or reviews  Step 8 occurs periodically, not necessarily annually. Findings of evaluations and reviews are used to inform the design and re-design of projects.  Evaluations serve to measure the results and impacts of interventions and generate learning that informs programme direction.  In addition to evaluations, project level reviews can be carried out to assess progress of implementation and inform decisions.

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