1. MIS for IFAD Projects: Some Learning from the ENRAP Regional Workshop in October 2006
Background of the Workshop
Managing Information for Results
Designing and Implementing MIS
Sustaining MIS

2. Background
Request for MIS experience-sharing was expressed during the IFAD Asia-Pacific Performance Review WS in June 2006
ENRAP organized a MIS WS in Bangkok on October 9-10, 2006, participated by 14 IFAD assisted projects in 7 countries, IFAD, UNOPS and IDRC
Key Issues raised in the MIS WS:
- Optimizing limited resources to develop MIS: develop or outsource, generic software program or project custom design
- Involving communities in MIS
- Sustaining MIS: Mainstreaming/Harmonizing

3. Managing Information for Results
Information is for learning, decision making, for transparency and accountability
Information needs differ: project management units, project partners, government agencies, donors, community institutions
IFAD looks into 3 levels of information (RIMS data): outputs (level 1 indicators), outcomes (level 2 indicators), impact (level 3 indicators)
UNOPS information need is on the perspective of project strategy: is MIS reliable for good governance and management of the project?,

4. Managing Information for Results RIMS, M&E, MIS in Context
Management Information System
M&E
Monitoring & Evaluation
RIMS
Results & Impact Management System
IMPACT
Impact Measurement

5. Managing Information for Results RIMS, M&E, MIS in Context
MIS data: any data used to manage or improve project results: is the project meeting its objectives? can the project be more effective?
MIS data comes from multiple sources: M&E, RIMS, expenditures, budgets, financial tracking, manpower allocation reports, procurement reports, staff performance evaluation reports

6. Managing Information for Results
Key Benefits of a Good MIS:
- Makes project more effective, efficient
- Facilitates project reporting
- Facilitates decision making
- Helps project achieve its objectives
- Captures knowledge

7. Managing Information for Results
Key Elements of a Good MIS:
- Established M&E System
- Simple and User-Friendly Technology
- Responsive to the Needs of the Users
- Learning Oriented
- Trained Staff
- Effective Software

8. Designing and Implementing MIS
ISSUES and CONCERNS:
- Staff capacity/turnover
- Technology: software ( build/buy/open-source/out
source, appropriateness), hardware options, risk
management (system crash) vis-à-vis simple tools
- Information: accuracy, data quality, data timeliness
- Community participation: infra availability, skill
- Feedbacking
- Integrated system

9. Designing and Implementing MIS
Experiences in Designing and Development of MIS:
Reviewing Logframe, sharpening indicators formulation – using some guide/tools like causal chain, story line/matrix
Providing a checklist on what to’s: clear objectives, clear idea on how to achieve objectives, outcome focused, informational needs of various stakeholders, etc.
Defining MIS before, during and after project life: what information to collect, who will collect, who will need information,etc.
Problems in interfacing Planning and Budgeting with Financial Management (income, cash counts, transfers, advances, expenditures, reports) and with M&E (field level: project structures/ partners, communities) – OCISP has made a breakthrough with a computerized MIS (too long and expensive)

10. Designing and Implementing MIS
Experiences in Designing and Development of MIS:
Full development of customized computerized MIS took too long – 2 to 4 years – automated M&E system of NMCIREMP, OCISP
IFAD/UNOPS do not provide assistance with the establishment of a system – Recommendation: Can IFAD provide a generic system which many (all) projects can customize their own needs
MIS project based not linked to national agency or country MIS – DAR has made a breakthrough on this

11. Designing and Implementing MIS
Experiences in Implementing MIS:
Logistical problem: staff (availability/ capacity), infrastructure (computers, power), connectivity,
One system regardless of implementation structure to ensure uniformity
Provision of adequate training to staff
Collecting/consolidating data/information with limited resources in remote project sites: role of community institutions, NGOs
Interpreting/analyzing data/information: need for critical questions like why there is a difference in target and actual performance, and the integration of findings to planning

12. Designing and Implementing MIS
Experiences in Implementing MIS:
Good planning (refining targeting), access to appropriate tools and qualified and sensitive staff are success factors to implementation
Internal/external check to data/ information: peer review, role of community, role of project partners
Feedbacking and learning from the analysis, reports
How to make reports that will be read by or influence management, policy makers

13. Sustaining MIS
Sustaining project gains by mainstreaming MIS to government
Harmonisation of project MIS with government and other project partner programs: sharing information through a common platform, ownership of the MIS by stakeholders with pro-active role of the lead agency
Managing information at the/ by the community
Exert influence at the central level of the government to highlight importance of MIS
Defining an exit strategy/handover plan early in the project life

14. A popular statement from the participants …
Give it a KISS! (keep it simple, stupid)