1. Participatory Monitoring and Evaluation
Dominique Senn, seecon international gmbh

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3. Contents
1. Introduction
2. Participatory Monitoring and Evaluation
3. Steps of a PM&E Process
4. Techniques and Tools for PM&E
5. References

4. Outlining the Terms – Participation (1/3)
1. Introduction
Outlining the Terms – Participation (1/3)
Through participation, we lost ‚control‘ of the project and in so doing gained ownership and sustainability.
(World Bank Task Manager, Source: THE WORLD BANK 1996)
PARTICIPATION
There is no agreement among planners and managers about what participation exactly is and why it is important.
Possible definition:
“Participation is a process through which stakeholders influence and share control over development initiatives and the decisions and resources which affect them.” (THE WORLD BANK 1996)

5. Outlining the Terms – Participation (2/3)
1. Introduction
Outlining the Terms – Participation (2/3)
Why participation?
For many governments, the United Nations Agencies and
non-governmental organisations (NGOs), participation is considered to be critical to programme planning and poverty alleviation as a means to seek sustainability and equity (RIFKIN and KANGERE 2002)
PARTICIPATION
Tell me, and I will forget.
Show me, and I may remember.
INVOLVE me, and I will UNDERSTAND.
Source: [Accessed: ]

6. Outlining the Terms – Participation (3/3)
1. Introduction
Outlining the Terms – Participation (3/3)
Why participation? (RIFKIN and KANGERE 2002)
People know what works for them and professionals need to learn from people.
People make contributions of resources (money, materials, labour) for these programmes.
People become committed to activities that they have helped develop.
People can develop skills, knowledge and experience that will aid them in their future work.
PARTICIPATION

7. Outlining the Terms – Monitoring (1/3)
1. Introduction
Outlining the Terms – Monitoring (1/3)
What is monitoring?
Monitoring is a continuous process of collecting and analysing information to compare how well a project, programme or policy is being implemented against expected results.
(INTERNATIONAL FEDERATION OF RED CROSS AND RED CRESCENT SOCIETIES 2007)
MONITORING

8. Outlining the Terms – Monitoring (2/3)
1. Introduction
Outlining the Terms – Monitoring (2/3)
What is monitoring?
Compare
Actual state of a project / programme / policy
Expected Results
Sources: [Accessed: ]; [Accessed: ] [Accessed: ]

9. Outlining the Terms – Monitoring (3/3)
1. Introduction
Outlining the Terms – Monitoring (3/3)
MONITORING
Why monitoring?
Monitoring aims at providing managers and major stakeholders with regular feedback and early indications of progress or lack thereof in the achievement of intended results.
Monitoring generally involves collecting and analysing data on implementation processes, strategies and results, and recommending corrective measures.
(INTERNATIONAL FEDERATION OF RED CROSS AND RED CRESCENT SOCIETIES 2007)
The three central elements of monitoring.
Source: [Accessed: ]

10. Outlining the Terms – Evaluation (1/2)
1. Introduction
Outlining the Terms – Evaluation (1/2)
What is evaluation?
Evaluation is the systematic and objective assessment of an ongoing or completed project, programme or policy, its design, implementation and results. Evaluation determines the relevance and fulfilment of objectives, efficiency, effectiveness, impact and sustainability.
(INTERNATIONAL FEDERATION OF RED CROSS AND RED CRESCENT SOCIETIES 2007)
EVALUATION
Fulfillment of objectives
Efficiency
Impact
Sustainability

11. Outlining the Terms – Evaluation (2/2)
1. Introduction
Outlining the Terms – Evaluation (2/2)
EVALUATION
Why evaluation?
An evaluation should provide information that is credible and useful, so that lessons learnt can be included into the decision-making process.
(INTERNATIONAL FEDERATION OF RED CROSS AND RED CRESCENT SOCIETIES 2007)
Source: [Accessed: ]

12. Putting the Pieces Together
2. Participatory Monitoring and Evaluation
Putting the Pieces Together
MONITORING
AND EVALUATION
PARTICIPATORY

13. Participation, Monitoring and Evaluation in the Project Cycle
2. Participatory Monitoring and Evaluation
Participation, Monitoring and Evaluation in the Project Cycle
Decision Making
Planning
Implementation and Monitoring
Evaluation
EVALUATION
STAKEHOLDER PARTICIPATION

14. 2. Participatory Monitoring and Evaluation
Definition
Participatory monitoring and evaluation (PM&E) is a process through which :
Stakeholders at various levels
Engage in monitoring or evaluating a particular project, program or policy
Share control over the content, the process and the results of the monitoring and evaluation activity and
Engage in taking or identifying corrective actions.
(WORLD BANK 2010)

15. 2. Participatory Monitoring and Evaluation
Stakeholder Groups
The following stakeholder groups are typically involved in PM&E:
The end users of project goods and services, including both men and women at the community level
Intermediary organisations, including NGOs
Private sector businesses involved in the project
Government staff at all levels.
(RIETBERGEN-McCRACKEN et al. 1998)

16. Conventional vs. Participatory Monitoring and Evaluation
Outside experts measure performance against pre-set indicators
Use of standardised procedures and tools
Participatory (RIETBERGEN-McCRACKEN et al. 1998)
Project stakeholders (including local people) are active participants, not just source of information
Stakeholders evaluate, outsiders facilitate
Focus on building stakeholder capacity for analysis and problem-solving
Process builds commitment to implementing any recommended corrective actions

17. The 4 Steps of a PM&E Process
Planning the Process
Step 2
Gathering Data
Step 3
Data Analysis
Step 4
Sharing Information and Defining Actions to be Taken

18. Step 1: Planning the Process (Adapted from AUBEL 2004)
3. Steps of a PM&E Process
Step 1: Planning the Process (Adapted from AUBEL 2004)
The planning phase of a PM&E process includes:
Identification of stakeholder groups to be involved in the planning of the PM&E process.
Stakeholders define the objectives of the PM&E, what will be monitored, how and by whom. This step includes the identification of relevant indicators. In some cases, a common set of indicators is developed, while in other instances different stakeholder groups develop their own sets of indicators.
This requires a lengthy process of negotiation, contestation and collaborative decision-marking among various stakeholders.

19. Step 2: Gathering Data (1/2)
3. Steps of a PM&E Process
Step 2: Gathering Data (1/2)
Data on implementation processes, strategies and results can be collected using both quantitative and qualitative methods.
Examples for quantitative methods are community surveys, interviews and observations.
Conducting interviews in Togo.
Source: SPUHLER (2007)
Community Survey in Vietnam.
Source: [Accessed: ]

20. Step 2: Gathering Data (2/2)
3. Steps of a PM&E Process
Step 2: Gathering Data (2/2)
Examples for qualitative methods are participatory learning methods using visual (e.g. rich pictures, locality mapping), interviewing and group tools (e.g. focus groups, world café) and exercices.
Locality mapping: Illustration of the water, nutrition and sanitation situation in Mumbai, India, from the viewpoint of the inhabitants.
Source: KROPAC (2009)
World café: A group discussion technique which facilitates social learning and consensus finding in relaxed and open discussions.
Picture Source: [Accessed: ]

21. Formulation of conclusions and lessons learnt.
3. Steps of a PM&E Process
Step 3: Analysing Data
While data analysis is often thought of as a rather mechanical and expert-driven task, PM&E should be an opportunity to actively involve various categories of program stakeholders in the critical analysis of successes and constraints and the formulation of conclusions and lessons learned.
Formulation of conclusions and lessons learnt.
Gathered Data
Discussion of the results.
Source: [Accessed: ]

22. Step 4: Sharing the Information and Defining Actions to Be Taken
3. Steps of a PM&E Process
Step 4: Sharing the Information and Defining Actions to Be Taken
Not all stakeholders can be involved in M&E data collection and analysis.
 In step 4, the results of preceding M&E activities are shared with other stakeholders, and there is discussion of appropriate actions to be taken based on the findings.

23. 4. Techniques and Tools for PM&E
A participatory approach to monitoring and evaluation will usually make use of a number of techniques and tools, selected and combined to suit the objectives of the M&E work and the resources available.
Many of the techniques associated with Participatory Rural Appraisal (PRA), Beneficiary Assessment (BA) and SARAR have been used in the context of monitoring or evaluation.

24. Participatory Rural Appraisal (PRA) (1/2)
4. Techniques and Tools for PM&E
Participatory Rural Appraisal (PRA) (1/2)
PRA is an approach used in the field of international development. It aims to incorporate the knowledge and opinions of rural people in the planning and management of projects and programmes.
PRA uses a large variety of techniques, including:
Group dynamics (e.g. learning contracts, role reversals, feedback sessions)
Sampling (e.g. transect walks, wealth ranking, social mapping)
Interviewing (e.g. focus group discussions, semi-structured interviews, triangulation)
Visualisation (e.g. Venn diagrams, matrix scoring, timelines)

25. Participatory Rural Appraisal (PRA) (2/2)
4. Techniques and Tools for PM&E
Participatory Rural Appraisal (PRA) (2/2)
Social mapping: Maps usually drawn by a group of villagers either on the ground using chalk or on a large sheet of paper. The maps provide information about the physical characteristics of the community, about the socio-economic conditions and how the participants perceive their community.
( [Accessed: ])
Picture Source: [Accessed: ]
Transect walk: Involves walking with the villagers through an area and discussing about different aspects of land-use and agro-ecological zones in the village observed during the walk.
(MUKHERJEE 1993)
Picture Source: [Accessed: ]

26. Beneficiary Assessment
4. Techniques and Tools for PM&E
Beneficiary Assessment
Beneficiary assessment is a qualitative research tool used to improve the impact of development operations by gaining the views of intended beneficiaries regarding a planned or ongoing intervention. (SALMEN 1999)
The tools usually used are conversational interviewing and focus group discussions on changes and impacts.
Focus group discussion with water kiosk users and vendors in Lusaka, Zambia.
Source: SENN (2012)

27. 4. Techniques and Tools for PM&E
SARAR (1/2)
SARAR is an education/training methodology for working with stakeholders at different levels to engage their creative capacities in planning, problem solving and evaluation.
The acronym SARAR stands for the five attributes and capacities that are considered the minimum essentials for participation to be a dynamic and self-sustaining process.

28. S A R 4. Techniques and Tools for PM&E
SARAR (2/2) S
Self-esteem
A sense of self-worth as a person as well as a valuable resource for development A
Associative strength
The capacity to define and work toward a common vision through mutual respect, trust, and collaborative effort R
Resourcefulness
The capacity to visualise new solutions to problems even against the odds, and the willingness to be challenged and take risks
Action planning
Combining critical thinking and creativity to come up with new, effective, and reality-based plans in which each participant has a useful and fulfilling role
Responsibility
For follow-through until the commitments made are fully discharged and the hoped-for benefits achieved

29. Further M&E Techniques
4. Techniques and Tools for PM&E
Further M&E Techniques
Visual self-evaluation tools
Testimonials
Photographing the evidence
Community records and indicators

30. 6. References
AUBEL, J. (2004): Strategic Report 9, Participatory Monitoring & Evaluation for Hygiene Improvement, Beyond the Toolbox: What else is Required for Effective PM&E? A Literature Review. Washington, D.C.: Office of Health, Infectious Diseases and Nutrition, Bureau for Global Health U.S. Agency for International Development. URL: [Accessed: ]
INTERNATIONAL FEDERATION OF RED CROSS AND RED CRESCENT SOCIETIES (Editor) (2007): Monitoring and Evaluation in a Nutshell. International Federation of Red Cross and Red Crescent Societies.
MUKHERJEE, N. (1993): Participatory Rural Appraisal. Methodology and Applications. New Delhi: Ashok Kumar Mittal.
RIETBERGEN-McCRACKEN, J.; NARAYAN, D. ; WORLD BANK (Editor) (1998): Participation and Social Assessment: Tools and Techniques. Washington: World Bank. URL: [Accessed: ]
RIFKIN, S.B., KANGERE, M. (2002): What Is Participation? In: HARTLEY, S. (Editor) (2002): CBR – A Participatory Strategy in Africa. Based on the Proceedings of a Conference Uganda, September London: University College London and Centre for International Child Health. URL: [Accessed: ]
SALMEN, L.F. (1999): Beneficiary Assessment Manual for Social Funds. Washington: The World Bank. URL: [Accessed: ]
THE WORLD BANK (Editor) (1996): The World Bank Participation Source Book. Washington: World Bank. URL: [Accessed: ]
THE WORLD BANK (Editor) (2010): Participatory Monitoring and Evaluation, in Topics: Participation and Civic Engagement. Washington D.C.: The World Bank. URL: [Accessed ]

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