1. Monitoring and Evaluation Systems for NARS Organisations in Papua New Guinea
Day 3. Session 9.
Periodic data collection methods

2. Learning objectives
By the end of this session, participants will be able to:
Explain what periodic data collection is and why it is an important data source for the M&E system of a NARS organisation
Explain why secondary data sources have to be taken full advantage of in M&E and what to look out for when planning to use secondary data sources.
Develop an initial idea or concept of a periodic data collection method in order to assess its feasibility.
Present examples of systematic data collection methods used in M&E.

3. Periodic data collection
any processes, approaches used to source or collect data
applied using systematic collection methods
periodically at specified intervals of time.
to contribute to knowledge on what is going on and why and how.
allows comparison of data by repeating the same systematic data collection method.

4. Periodic data collection
Specific purpose for M&E:
to generate data and information to verify the indicators for objectives and results, as well as external indicators, such as risk indicators; and
to provide greater understanding of particular aspects in the context of an intervention in order to fill the information needs of managers and stakeholders regarding the achievement of objectives.

5. Periodic data collection
applicable at the levels of projects and programs to measure their purpose and goal indicators.
potentially relevant to measure the purpose and goal (outcome and impact) indicators at the level of the organisation

6. Periodic data collection
annually for project outputs indicators
every 1-3 years for project purpose indicators
every 3-5 years for program purpose indicators; or
every 5-10 years for organisational purpose and goal indicators (possibly as part of an evaluation)

7. Periodic data collection
implementing periodic data collection approaches may be costly
methodological challenges may require specialist knowledge and skills to implement
assess whether a particular data source/ data collection approach is the best (only) way to get the necessary data
are resources available
weigh up whether a periodic data collection effort is needed and worthwhile

8. Periodic data collectionIf
cost is too high
necessary skills and knowledge not available; and
no other source for the required data can be found,
Then
the indicator cannot be verified with the available means
go back to the drawing board and find another more feasible indicator

9. Using primary or secondary data sources
data and information may be available from secondary sources
reports, documents prepared in the organisation or by other entities
reduce the need to collect primary data and information
take full advantage of secondary sources to minimise the need for collecting primary information

10. Using primary or secondary data sources
Make sure that:
the document or report of the study or survey is or will be available to you at the time when you need it
the document or report actually contains the data you need
you will be allowed to use the data generated by the external entity

11. Selecting periodic data collection methods
selecting a data source or data collection method, a means of verification is often taken lightly
when putting it in the third column of the logical framework it becomes part of the M&E arrangements for the intervention
eventually, this means of verification has to be implemented
selection of data sources or data collection method in the logical framework has to be done carefully

12. Selecting periodic data collection methodsIf
data source not be available
data collection method cannot be implemented, perhaps due to the necessary resources not being available
Then
the indicator cannot be verified
the achievement of the respective objective cannot be assessed
the M&E system will be ineffective

13. Selecting periodic data collection methods
a variety of data collection methods can be used in M&E
planners have to translate the data needs into the right methods to use
depends on the type of data to be collected and on the source or provider of data
adapt methods to fit the specific data needs and circumstances of an intervention
planning and using a method requires in depth knowledge on design and implementation of data collection methods and data analysis
seek additional guidance if unsure

14. Examples of systematic methods for M&E data collection
Case study
Collect information about a real life story or situation of a person, family, project, organisation, to gain insight into their life, particular situation, environment, conditions, development, etc.
Questionnaire survey
Collect information from a large number of people using a form with structured questions.
Semi structured interview
Collecting information in direct conversation with an individual or a group of individuals guided by prepared questions, but remaining open to discuss unplanned topics or questions.
Direct observation techniques
Looking at people doing things or looking at something people produced.
Biophysical measurement
Measuring physical objects or conditions; for example annual yield per crop, amount of credits given to farmers, animal species per unit area.
Focus groups
Collect information from a group to clarify issues or seek their opinions.
Cost-benefit analysis
Calculating or estimating the costs and the benefits of an intervention in order to come up with a rate of return i.e. output per unit input.
GIS (Geographical Information System) mapping
Recording spatial information in a computerised GIS on particular aspects or conditions (environmental, social, political, economical etc.) in order to collate and analyse the aspects and to produce maps showing their extend or location.

15. Planning periodic data collection
assess whether conducting the periodic data collection method is feasible and realistic
plan, conceptualise, develop an initial idea of data collection approach during definition of indicators

16. Planning periodic data collection
Steps to plan a periodic data collection approach
Steps
Issues
Understand the data and information needs:
Make sure you are absolutely clear about the indicator to be verified or specific information need and the data that needs to be collected.
Decide whether you need to implement a data collection process:
The data or information you are seeking may be available from secondary data or may be collected as part of routine monitoring.
Decide on the purpose of the periodic data collection:
Specify the data and information that will be produced and how it will be used.
List options for data collection methods:
Discuss which methods may potentially be used to collect the required data.
Analyse the potential methods:
Consider criteria such as: cost, time, availability of required specialist knowledge, reliability and accuracy of data for the purpose, appropriateness for survey population to collaborate, manageability of sampling sizes, data management needs.
Select the collection method:
Make sure it is feasible with the means available and under the current conditions.
Design data collection process in detail:
Develop a detailed plan describing the Who? What? How? When? Frequency? Include how the data will be managed: description of data collection method, recording, storing, collating, analyzing, reporting.
Pre-test your methodology and data management process
Test your collection method, including recording, storing and analyzing the data on a sample of the population to be surveyed or with fictitious data to make sure it works. Otherwise adjust the collection method or data management process.

17. Check list for logical framework
Does the logical framework describe the means of verification, data sources and methods by which the necessary data and information will be gathered?
Does the logical framework tell you what methods to implement to collect routine data for monitoring the implementation process of the intervention?
Does the logical framework tell you the methods to implement to collect periodic data to verify the indicators?
Will you be given access to data that is collected, compiled or held by other entities?
Does the logical framework tell you what methods to implement to evaluate the achievements of the intervention?
Are the means of verification realistic considering the availability of resources, knowledge and skills?
Will you be able to collect, store, analyse and report the required information? Do you have the necessary resources?
Thank you!