1. Project Management and Monitoring & Evaluation
30th September 2016
B Krishnamurthy (BKM)

2. Agenda Need for PMU Project Governance Structure
Structure and objectives of PMU
Introduction to Monitoring and Evaluation
Need for Monitoring and Evaluation in e-Governance projects
Key elements in a Monitoring and Evaluation framework

3. Project : Some Basic Concepts
A project is
a ‘temporary’ endeavor undertaken to create a unique service, product or result
Has a definite beginning and a definite end
Undertaken to create a lasting outcome
Why ‘temporary’
Does not necessarily mean short in duration
End is reached when objectives have been achieved or need for the project no longer exists
1. Explain the concept of ‘project’ and its uniqueness in terms of time, cost and specifications.

4. Examples of e-Governance Projects
Health Management Information System – AP
eSeva - Redefining citizen services
MPOnline - A citizen services portal of GoMP, India
New Pension Scheme Accounting System
Rojgar Wahini
Electronic Citizen Services
Building State Data Centres / SWAN

5. Why Do Projects Need To Be Managed?
They are performed by people
They are constrained by limited resources
They are temporary
They produce unique results
They involve uncertainty
They are critical to the realization of strategic goals

6. Project Management Managing the project includes
Project Management is the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements.
Managing the project includes
Identifying requirements
Addressing the needs and expectations of the stakeholders
Balancing the competing project constraints including, but not limited to scope, quality, schedule, budget, resources and risk.
1. Project Management requires different set of skills as compared to the skills that are needed to efficiently run a government department’s ongoing activities.

7. Why Is Project Management Difficult?
Mobilizing resources to meet the “specs” on time and within budget
Scope
Cost
Timeframe

8. What is PMU?
A group of professionals staff /resources to support the State in the various the activities that are related to the implementation of an e-governance Project in the State.
PMU is responsible for achievement of the various deliverables of the project.

9. Objectives of PMU
Progress monitoring w.r.t. time & cost vis-à-vis the Project Plan
Issue and escalation management
Coordination with different stakeholders / implementation agencies
Generation and analysis of MIS, SLA deviation reports
Contract and relationship management with vendors
Assist Department on all matters relating to and incidental to the monitoring of system implementation and operations
Quality assurance
Risk management and ensuring business continuity

10. A Typical Governance Structure
Empowered Committee
Steering Committee
PMU
Technical Advisory Group

11. Governance Structure for e-Governance Project
Governance Structure typically consists of:
Strategy Level – Empowered Committee / Core Group
Implementation Level – Steering Committee
Day-to-day Monitoring – PMU
Advisory Role – Technical Advisory Group (TAG)
Steering Committee is necessary for:
Providing strategic guidance to the project teams
Taking decisions
Giving necessary approvals
Ensuring accountability

12. Role of Empowered Committee (Example only)
Will provide strategic direction and guidance to the engagement.
Will decide on policy level issues that need to be addressed from time to time
Will be the final authority for approving all the engagement deliverables

13. Role of Steering Committee (Example only)
Would provide operational guidance on the project
Would participate in all meetings and periodically review progress of the project.
Would be responsible for vetting the deliverables recommending acceptance of deliverables to the Steering Committee.

14. Monitoring and Evaluation of e-Governance Projects
Define monitoring and distinguish it from the project evaluation
Bring in the concepts of Input, Outputs, Outcomes and Impact.

15. e-Governance Project – Common Queries……
e-Governance Project Management Issues
e-Governance Project – Common Queries……
How did stakeholders benefit from project?
What did we achieve?
Did we improve service levels????
Did we meet our goals and objectives?
Did it improve the quality of services???

16. e-Governance Project Management Issues
Outputs Vs Outcomes…
Typical e-Governance programme outputs
‘Vision and strategy’ developed for the department
‘IT System’ has been developed
‘IT Infrastructure’ created
‘Data’ Digitized
People trained…..
Typical Programme management approaches focus on achieving these project outputs:
‘On time’
‘to cost’
‘to the specifications’……
Programme management approaches adopted today are designed to ‘monitor’ the activities and outputs on ‘time’, ‘cost’ and ‘specifications’…and if targets are achieved, project is declared success…

17. e-Governance Project Management Issues
Outputs Vs Outcomes…
What are outcomes???
An outcome is the desired result of an initiative undertaken to meet a need or solve a problem .e.g.
To reduce the passport delivery time from 120 days to 3 days
To improve literacy rate from 45% to 60%
To minimise the leprosy rate from 15% to 5%
To improve citizen satisfaction level from 60% to 90%
Outcomes are final results supported by intermediate outcomes (benefits milestones). Also referred to as benefits
Outcomes relate to vision and objectives set out for the programme/project
Outputs are defined to measure programme performance and outcomes focus on business performance….

18. What is Monitoring?
Regular observation and recording of activities taking place in a project or program
Process of routinely gathering information on all aspects of the project
Involves giving feedback about the progress of the project to the sponsor, implementers and beneficiaries of the project
Tracks inputs and outputs and compares them to plan
Identifies and addresses problems
Ensures effective use of resources
Ensures quality and learning to improve activities and services
Strengthens accountability
1. Explain in detail the Monitoring and Evaluation of projects

19. What is Evaluation?
A selective exercise that attempts to systematically and objectively assess progress towards and the achievement of an outcome
An assessment of a planned, ongoing, or completed programme to determine its relevance, efficiency, effectiveness, impact and sustainability
The intent is to incorporate lessons learned into the decision-making process
Determines program effectiveness
Shows impact
Strengthens financial responses and accountability
Promotes a learning culture focused on service improvement
Promotes replication of successful interventions
To make resource decisions
Decision-making on best alternatives
Support of public sector reform / innovation

20. Monitoring vs Evaluation
Continuous: day-to-day
Periodic: important milestones
Documents progress
In-depth analysis of achievements
Focuses on inputs and outputs
Focuses on outcomes and impacts
Alerts managers to problems
Provides managers with strategy and policy options
Self-assessment
External analysis
Give comparison between Monitoring and Evaluation
Give examples of Input, Output, Outcome and Impact of some e-governance initiatives

21. M & E Framework Level Description Frequency Inputs
Resources that are put into the project. Lead to the achievement of the outputs
Continuous
Outputs
Activities or services that the project is providing. Outputs lead to outcomes
Quarterly
Outcomes
Changes in behaviors or skills as a result of the implemented project. Outcomes are anticipated to lead to impacts
short to medium term
Impacts
Measurable changes in project status,
Impact results are effects of the intervention.
long term

22. Putting M & E, Outputs, Outcomes and Impact into context..
Literacy Improvement Programme
Direction..
Inputs
Outputs
Outcomes
Impact
Policy
Objectives
Goals
Funding
Experts
Infrastructure
Schools
e-Learning
Facilities
Teachers
Increase in enrolment into schools
Improved pass % of students
Improved reach to education
Increased literacy levels
Monitoring
Evaluation

23. Polio eradication programme
Putting M & E, Outputs, Outcomes and Impact into context..
Polio eradication programme
Direction..
Inputs
Outputs
Outcomes
Impact
Policy
Objectives
Goals
Funding
Medicines
Resources
Health camps
Health campaigns
Reduction in Polio % to <1
Healthy citizens and health nation
Monitoring
Evaluation

24. Thank you bkm.krishnamurthy@gmail.com bkmurthy@bkms.in