1. PIMS Module 4 – M&E /ICT Platform Overview
A user-focused model for improved results

2. Platform Vision Vision The PIMS M&E System will:
Enable CRS staff to achieve greater program impact and answer questions about what the Agency is doing and about the impact of its operations.
Provide a standard tool set that will increase cost effectiveness, efficiency and will create economies of scales when used across multiple projects.
Provide CRS staff access to the Agency’s institutional knowledge by providing an M&E system that is universally used across our projects.
Allow CRS to differentiate itself in the NGO and donor communities by enabling quick response and by providing evidence of the effectiveness of our program delivery.
Provide a tool set that is flexible and expandable and can be used by any type of project with additional devices and software solutions added when needed
Vision
The PIMS M&E System will provide CRS staff the best access possible to the Agency’s institutional knowledge by providing a world-class monitoring & evaluation system that is universally applied across our ICT4D projects.
The PIMS M&E System will enable CRS staff to provide robust and verifiable responses to questions concerning what the Agency is doing, and the outcomes/impacts of its operations at the project, country, region, and agency levels. The Agency will also be able to adjust its programming to become more efficient, effective, and to have greater program impact.
The PIMS M&E System will allow CRS to differentiate itself in the NGO and donor communities by enabling agile response and by providing documented evidence of the effectiveness of our program delivery.
The PIMS M&E System will provide a standard tool set that will include multiple mobile devices and data collection, analysis, and reporting applications to fit the requirements of different projects.

3. M&E Detailed & Aggregate Data
End-to-End M&E Capabilities
Automated Data Collection 1
Project Definition 2
SMS Reminders
Beneficiaries
Facilities & Infrastructure
Field Agent /
Community Worker
Project Team
Processes: ProPack, PIMS Project Definition & SMILER
Tools: M&E Forms by subject & Start-up Kit
Selected Project
M&E Forms
Services
Data Validation
& Storage
Data Analysis & Decision Making
Mobile Data Store 6
Data updates via Web Interface 3
M&E Managers / Project Staff
Stakeholders
M&E Detailed & Aggregate Data
Data for planning, decision making and adaptive management
Raw/Aggregated Data
from Paper Based Forms 5
Data Dissemination 4
Data Representation
GIS Depiction
SharePoint Portal
M&E Reports
M&E Dashboards

4. Technology Components
Devices
Software
Data Management
Reporting
iPod Touch devices that can be outfitted with ruggedized cases.
Android* & SMS enabled devices
Barcode scanner to load registration barcodes in forms
GPS to capture location information
Solar Chargers to allow for extended hours in the field
iFormBuilder: installed on iPod Touch. Provides pre-defined forms in a library to capture Project, Beneficiary & Services data.
DataWinners*: Software that will provide SMS data collection capabilities for smart and feature phones.
iFormBuilder Database: data collected via iForms are automatically uploaded to the iFormBuilder database once an internet connection is established
M&E Detail Database: From the iFormBuilder database detail data is validated and loaded into an SQL database structured for reporting and aggregation.
Klipfolio: takes data from the SQL Database to create consolidated reports & dashboards, aggregated at different levels
ArcGIS: uses GPS data to provide GIS mapping capabilities
Portal*: internal CRS users and external Partners will be able to access reports via a Portal.
* Part of a future release

5. Costs
devices • iPod $188 • android phones $100 • feature phones $20 accessories • external gps $80 • ruggedized cases $25-50 • solar chargers $300 • mini server $600 • mifi $80 • bar code scanner $197 • licenses (iform/klipfolio/datawinners) $5/ $7/ $299 USD

6. M&E EARO Pilot – Existing Forms
16 Baseline Forms – Deployed as of January ‘13
Additional Forms

7. Form Identification Process
The diagram below depicts at a high-level the steps that a project will go through to review, identify, and complete project-specific changes to create their forms:
Identified Indicators, attributes, form and report needs
M&E Form Library
SMILER Workshop
Note: this is an oversimplified version of the process. A step-by-step process to be created to document the sequence of events.
Project Changes
Fit Gap Analysis
Changes to SQL DB
Forms to be re-used
Forms to be updated
New Forms
Project-specific Forms

8. What Was Reviewed A number mobile devices were assessed:
Android devices
iOS devices
Notebooks
A wide range of software solutions were evaluated:
Microsoft Excel
Microsoft Access
Dimagi Commcare
Open Data Kit
DataWinners
Frontline SMS
Poi Mapper
Magpi
Lessons learned from previous ICT4D projects were taken into account:
Seed Fair Management System – Central Africa Republic
Knowledge, Attitudes and Practice Malaria Survey – Sierra Leone
Catholic Health Providers Management Information System – India
GLCI Project – EARO & CARO

9. Device and Form Selection Criteria
Devices:
Devices are easy to use and can be equipped with GPS and barcode scanners
Excellent user interface
Durable hardware, very low failure rates
Strong memory and operating system
Forms:
Forms can be developed following the CRS data model
Forms require little technical knowledge & are easily customizable
Forms offer advanced data validation features
Online & offline modes are available
Affordable price model
Excellent vendor support
Overall System Considerations:
An achievable solution that provides the starting point and foundation for the system
Expandability for additional devices and software solutions
Cost effectiveness, efficiency and scalability
Devices are easy to use and can be equipped with GPS and barcode scanners
Excellent user interface
Durable hardware, very low failure rates
Forms can be developed following the CRS data model
Forms are easily customizable – Local IT & M&E staff can modify without necessitating deep technical skills
This software offers a lookup feature to do data validation – reinforcing the collection of accurate data
Online & offline modes are available
Affordable price model – licensing fees are offset by minimal requirement for professional services
Excellent vendor support - relationship with the software vendor allows us to “model” the software and to prioritize future enhancements
Capabilities for Android devices is being improved

10. Current System Features
Data Collection Forms and User Interface:
iForm interface for the iPod allows for easy data collection
16 forms available to the pilot users to capture registration information as well as an initial set of service delivery items
Web interface for creation of new forms and for data viewing, filtering and cleansing
SMS Platform:
Data collection on feature and smart phones
SMS communications with bulk phonebooks
Database:
A flexible relational database model that can be extended and to be linked to other data sources in the agency
Changes made via iForm or on the web client are automatically reflected in the aggregate database
Reporting and Maps:
Access to Dashboard and reports that can be viewed at project level and aggregated at the country, regional, global and sector levels
ArcGIS Online integration with the database
Security:
User-based roles for data collection
Data is encrypted during transmission and while at rest on the mobile devices
Data Collection Forms and User Interface:
iForm interface for the iPod allows for easy data collection
Web interface:
For creation of new forms, changes to form labels to other languages, etc.
For data viewing, filtering and cleansing
SMS Platform:
Data collection on feature and smart phones
SMS communications with bulk phonebooks
Database:
A solid relational database model flexible enough to be extended and to be linked to other data sources in the agency
Changes made via iForm or on the web client are automatically reflected in the aggregate database
Reporting and Maps:
Access to Dashboard and reports that can be viewed at project level and aggregated at the country, regional, global and sector levels
ArcGIS Online integration with the database
Form Library:
Ability to choose the forms to be used for a given project from Sharepoint
Security:
User-based roles for data collection
Data is encrypted during transmission and while at rest on the mobile devices

11. Pending EARO Features Data: Form Library: Portal:
Extension of the forms, database model & SQL integration to include additional forms in other program areas such as Health as well as baseline/impact surveys.
Form Library:
Ability to choose the forms to be used for a given project from a Sharepoint site
Portal:
User-defined access to all tools in one location: iformBuilder, DataWinners SMS, Klipfolio, ArcGIS
Access to custom reports and Dashboards
Access to reports for Partners

12. Proposed Future Features
Integration:
Integration with CRS Master Data (PIMS)
eBudget (via PIMS)
JDE (via PIMS)
Supply Chain Management
Devices:
Access on Android devices
Access via laptops/desktops (Excel Uploads and Web-based forms)

13. M&E ICT System
PIMS M&E ICT System
Agency Roll-out

14. PIMS M&E/ICT Roll Out Process
Regional Road show: to present and validate the EARO system and requirements as the Agency ‘s PIMS M&E/ICT tool, identify additional baseline requirements and identify new requirements for project specific pilots
Requirements Process: M&E working group reviews and validates requirements and makes recommendations for approval to the PIMS SC. Approved requirements are scheduled for implementation.
Enhancements for New Projects: PIMS Deputy Business Owner facilitates meetings with Country Programs to identify gaps in current functionality and requirements for new projects (forms, reports, number of devices needed, connectivity, GIS, power, language requirements, etc.).
Change Requests: After the baseline is approved and built any future project-specific requirements that impact that baseline will follow the standard GKIM CCB process.
Training and Support – GKIM, Global Service Desk and PIMS Deputy Business Owner
All Agency regions will have an opportunity to demo the system and to provide input into new requirements. Some of these will take place in the form of regional road shows, others will be handled via virtual sessions.
Focus will be on completing the foundation for the EARO system, which is scheduled to complete at the end of June.
Change requests: this will be required in particular for any changes that involve a change to the foundation and to the underlying database

15. Q&A
Questions?