M & E SYSTEM DESIGN

by
Nelson Chanza
 Scope of the Topic

Introduction

M and E Plans

Developing M and E Plans

Key Issues

Qns from M and E systems

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 Introduction
It is a fact that anyone who strives to effectively monitor
and evaluate a process needs to plan
Planning helps establish and then maintain focus on
objectives
Planning is not for experts or leaders, everyone needs
planning
In light of that fact our planning should be all involving,
participatory and all encompassing.
It is important to ensure active participation of project staff,
boundary partners and end beneficiaries in the planning,
implementation, monitoring and evaluation of M & E plans
Plans that are not well implemented are as good as working
without plans

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 M and E Plans
The M & E plans are brief overviews of the
main elements of the M & E processes to be
conducted by the prog/project.
They outline the M & E processes, the way
findings will be used, the questions, the
information sources, the methods, the
responsible teams, the dates for the various
components, and the approximate cost
involved.

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 M and E Plans
The information in the plans will guide the M & E design and,
if the program has decided to outsource, they can be used to
set the terms of reference for the guiding contract.
It is important to ensure that the plans are relevant and
focused on the needs at hand,
- to avoid wasting time as well as human and financial rs.

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 M and E Plans
Should address the following qns.
1. What?
Type of information and data to be consolidated
2. How?
Procedures and approaches including methods for data collection
and analysis
3. Why?
How the collected data will support M and project mgt
4. When?
Frequency of data collection and reporting
5. Who?
Focal points and resource persons. Responsibilities and
capacities.

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 Developing M and E Plans
The following steps would assist you:
1. Define the project goals, objectives, outcome challenge,
indicators and outputs.
2. Identify the indicators for objectives at different levels and
steps of implementation
3. Devise a data gathering strategy for the indicators selected
4. Identify key decision making events into which M & E
activities can be incorporated

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 Developing M and E Plans
5. Assign responsibility: who will do what and when etc.
6. Develop M & E Tools that help standardize and maintain
objectivity
[Avoid ignoring important phenomena not covered in the
instrument]
7. Decide how data will be gathered, analyzed and used.
8. Review processes where necessary and incorporate best
practices where possible.

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 Issues to consider
Make the process simple
Involve all stakeholders, boundary partners, end
beneficiaries
Use information from various departments and sources
according to the organizational structure.
Indicators need to be simple and easy to obtain
Workout a plan for the use of data

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 Issues to consider
Develop a work plan for the monitoring activities
Remain focused on your objectives and avoid getting carried
away.
Include training of staff in your plan and budgets.
Use quantitative and qualitative approaches.
Consider the outcome challenges, progress markers and
strategy maps developed in your planning.

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Questions from M & E Systems

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 Questions from M & E Systems

Collect the right information from your research i.e.: do pple

of different ages receive our messages differently?
Do religious grps accept our messages in the same light as the
rest of the popn?
Does watching the STI video over and over again make pple
change their behaviour?
Which language is best to use in workshops?
Answers to such qns enable focused decision making that
addresses the way things are done and how improvements
can be made.

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 END

THANK YOU!