Haihuwa Lafiya Foundation

[September 19, 2011 Oct 18, 2012]

Monitoring & Evaluation Work Plan

Version: First Date of Release: September 29, 2011

MCH group M&E Work Plan

[Haihuwa Lafiya Foundation and 2011]

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Table of Contents
1. 1.1. 1.2. 1.3. 1.4. 1.5. 1.6. 2. 2.1. 2.2. 2.3. 2.4. 3. 4. 5. 6. Introduction .............................................................................................................................................. 4 Vision and Mission of Haihuwa Lafiya Foundation ............................................................................. 4 Background / Context Information for Haihuwa Lafiya Foundation .................................................... 4 [project name] and Funding Mechanism ............................................................................................. 6 Purpose of the Monitoring & Evaluation Work Plan ............................................................................ 6 Monitoring & Evaluation Team ............................................................................................................ 7 Audience Analysis ............................................................................................................................... 7 Frameworks / Models [organizational / project level] ............................................................................. 12 Conceptual Framework ..................................................................................................................... 12 Logic Model ....................................................................................................................................... 13 Results Framework ........................................................................................................................... 14 Results Framework Hypothesis .......................................................... Error! Bookmark not defined. [project x] Implementation Plan ............................................................................................................. 15 [project x] Indicator Information Sheets ................................................................................................. 17 Evaluation Plan ...................................................................................................................................... 22 Data Quality Plan ................................................................................................................................... 23

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Acronyms
Acronym Explanation

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1. Introduction
1.1. Vision and Mission of Haihuwa Lafiya Foundation
The vision of Haihuwa Lafiya Foundation is to be the leading organization in the protection and improvement of the wellbeing of women, infants and children in Zamfara state, with emphasis on the health status of women of childbearing age. The Mission of Haihuwa Lafiya Foundation is committed to ensuring the quality of health care for women, infants, and children, and through working effectively with communities and other development partners. The underlying values of Maternal & Child Health Services are: 1. Promotion of health facility based delivery. 2. Capacity building for health workforce. 3. Coordination and collaboration with local communities, other state agencies, organizations and individuals concerned with the health and well-being of women, infants, and children.

1.2. Background / Context Information [for organisation X and project name]

INTRODUCTION Proper care during pregnancy and delivery is important for the health of both the mother and the baby, and is an indicator of the status of maternal and child health in the society. In the 2008 NDHS, women who had given birth in the five years preceding the survey were asked a number of questions about maternal care. For all live births in the past five years, mothers were asked what type of assistance they received at the time of delivery. The health care that a mother receives during pregnancy, at the time of delivery, and soon after delivery is important for the survival and well-being of both the mother and her child. The 2008 NDHS obtained information on the extent to which women in Nigeria receive care during pregnancy, during delivery, and in the period after the baby is born. These findings are important to policy- makers and programme implementers in designing appropriate strategies and interventions to improve maternal and child health care services. 1 According to the World Health Organisation (WHO), a skilled health worker is an accredited health professionalsuch as a midwife, doctor, or nursewho has been educated and trained to proficiency in the skills needed to manage normal (uncomplicated) pregnancies, childbirth and the immediate post-partum period, and in the identification, management, and referral of complications in women and newborns (WHO, 2008). WHO further states that traditional birth attendants (TBA), trained or untrained, are excluded from the category of skilled health workers. In this context, the term TBA refers to traditional, independent (of the health system), non-formally trained and community-based providers of care during pregnancy, childbirth, and the postnatal period. PLACE OF DELIVERY
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Increasing the percentage of births delivered in health facilities is an important factor in reducing deaths arising from the complications of pregnancy. The expectation is that if a complication arises during delivery, a skilled health worker can manage the complication or refer the mother to the next level of care. Table 1 shows the percent distribution of all live births in the five years preceding the survey by place of delivery, and the percentage of births delivered in a health facility, according to background characteristics. The factors that have been described as determinants include mothers age, birth order, residence and zone. Others include mothers education, antenatal care visits and wealth quintile. By age, women 20-34 are most likely to deliver in a health facility (38 percent). Women having their first baby are more likely than other women to deliver in a health facility; the proportion of births occurring in a facility decreases sharply as birth order increases. Women in urban areas are more than twice as likely to deliver in a health facility as their rural counterparts (60 percent compared with 25 percent). The North West has the lowest proportion (8 percent). Women with higher levels of educational attainment are more likely to deliver in a health facility than women with less education or no education. For example, women with more than secondary education (90 percent) are nine times more likely to deliver in a health facility, compared with women with no education (10 percent). The proportion of births occurring in a health facility increases steadily with increasing wealth quintile. The majority of women who received no ANC services delivered at home (96 percent). ASSISTANCE DURING DELIVERY In addition to place of birth, assistance during childbirth is an important variable influencing the birth outcome and the health of the mother and infant. The skills and performance of the person providing assistance during delivery determine whether complications are managed and hygienic practices are observed. Table 2 shows the percent distribution of live births in the five years preceding the survey by person providing assistance at delivery and the percentage of births attended by a skilled health worker, according to background characteristics. According to this table, 39 percent of births in the five years preceding the survey were assisted by a skilled health worker (doctor, nurse, midwife, or auxiliary nurse/midwife); 9 percent by a doctor; 25 percent by a nurse or midwife; and 5 percent by auxiliary nurse/midwife. In the absence of a skilled health worker, a traditional birth attendant was the next most common person assisting a delivery (22 percent). Nineteen percent of births were assisted by a relative or other person, and an equal proportion of births were attended by no one. Women under age 20 (25 percent) are least likely to receive assistance from a skilled provider at delivery. Older women (35-49 years) are most likely to deliver without any assistance (25 percent). The likelihood of a skilled attendant delivering a birth decreases with increasing birth order, from 49 percent for first-order births to 25 percent for births of order six or higher. One of the most striking differentials in assistance during childbirth is by urban-rural residence. About seven in ten births to urban women are attended by a skilled provider, compared with three in ten births to women in rural areas. Women in urban areas are most likely to be assisted by a nurse or midwife (40 percent), while women in rural areas are most likely to be assisted by a traditional birth attendant (25 percent). Thirty-three percent of births in the North West zones are assisted by a traditional birth attendant. Women in North West are much more likely to deliver without any assistance

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(44 percent) than are women in other zones (19 percent or lower). A mothers level of education and wealth status have a positive association with the likelihood that her delivery will be attended by a skilled provider. PERCEIVED PROBLEMS IN ACCESSING HEALTH CARE Many factors can prevent women from getting medical advice or treatment for themselves when they are sick. Information on such factors is particularly important in understanding and addressing the barriers some women face in seeking care during pregnancy and at the time of delivery. In the 2008 NDHS, women were asked whether each of the following factors would be a big problem in seeking medical care: getting permission to go for treatment, getting money for treatment, distance to health facility, transport cost, not wanting to go alone, concern there may not be a female provider or any health provider, and concern that drugs may not be available. Table 3 present information on the extent to which women reported that each of these factors was a serious problem for them in accessing health care. Three-quarters of women reported that they have at least one serious problem in accessing health care. The leading barrier to health care for Nigerian women is getting money for treatment. Fifty-six percent of women said that getting money for treatment was a serious problem in accessing health care. Problems getting permission to go for treatment (14 percent) were less likely to be reported as a hindrance to seeking health care..

1.3. Haihuwa Lafiya Foundation and Funding Mechanism

Costs for the M&E plan and its implementation, including data collection, were covered under the overall budget for project activities. Total funding for the first year, amounted to US$169,805.

1.4. Purpose of the Monitoring & Evaluation Work Plan

Monitoring and evaluation (M&E) is an important part of this important programme. It is very germane to the success of this important public health programmes on maternal and child programmes. It will be invaluable at all levels of this programme; from planning, implementation and evaluations. This monitoring and evaluation plan is a comprehensive document showing all the activities outlined in an M&E programme included in the parent programme or project. This plan will assist the monitoring and evaluation of this programme of Increasing Women Delivered by Skilled Birth Attendants in Zamfara State in North-West Nigeria. The various reasons for M&E summarized below Provides the structure to M&E M&E plans explain its entire purpose and scope to all in an organization It helps to organize, shows the various system within the M&E and how its various components could be integrated. It explains what is to be achieved, the people responsible for it, the purpose of M&E, when it will be done and how it will be presented in a single document
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The method of communicating the findings to all stakeholders.

1.5. Monitoring & Evaluation Team

A committed and multi-disciplinary team with experience in Monitoring and evaluation in maternal and child health programs 1. Akomolafe Toyin a specialist in maternal and child health and will lead the group and provide the guidance to the group, she is responsible for overseeing trainings, mobilization and awareness of all stakeholders. She is responsible for the success of the whole process 2. Dr Adesina Olubukola is a specialist in obstetrics and Gynecology will head the training and community mapping, she will also be charged with the responsibility of sensitizing the health facilities as well as heading the dissemination team. 3. Dr Akanbiemu Adegoke Francis Community health specialist will oversee the completion of reports, update and back check whether all the processes were done according to the set guidelines and procedures 4. Mr Natukwatsa Amon Health and development Economics specialist will head the process of data collection, data analysis and spearhead the process of report writing, he will be responsible for software identification to be used in report writing 5. Mbwayo W Anne is a specialist in clinical psychology, training and report writing, she will work with the person responsible for data analysis and reports and offer technical, she will liaise with the local governments and state government to make ensure that stakeholders have their input in reports and discussion. 6. Dr Falola Ezekiel Olajide tests and Measurement, its important to include and identify stakeholders in the monitoring and evaluation process, he will mobilize all the identified stakeholders foe discussion, update them, identify their roles and responsibilities, draw various modalities on how they can fully participate in the process as well as ensuring that they are involved in all stages of monitoring and evaluation.

1.6. Audience Analysis

The audiences in this programme are the stake holders who were involved right from the beginning of the programme. The stake holders include: 1. The service providers who are in public, private or in the community and faith based facilities. 2. Local government as represented by the chair person

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3. State government as represented by the following commissioners- health, Women Affairs and Justice. 4. Permanent secretary in the ministry of Health 5. Hospital Management Board 6. MCH Desk officer at the LGA 7. MCH Programme Manager at the state 8. Civil societies/Non governmental Organization 9. Implementing partner Monitoring and Evaluation Officer, and Programme Manager 10. Community members; religious leaders, opinion leaders, district heads, ward heads, men, women, and children

The service providers 1. They will attend training 2. They will provide the delivery services to the women 3. Keep record 4. They will also be involved in advocacy and IEC distribution They are likely to ask: That they do not have enough skills- so what will happen to improve on these The personnel are not enough, so where will they get the extra personnel The facilities do not have enough delivery kits, where shall we get them from? Some of the skilled personnel are deployed for in other duties, what will happen so that they can manage to do the work? What mechanism will be used to make the women come o deliver in the health facilities as many pregnant women deliver at homes? Local government as represented by the chair person 1. Facilitate whole process of the programme by providing an enabling environment 2. They can also employ staff. The LGA is likely to ask: The state What are our roles? Are we supposed to provide money in any form?

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1. Employ staff 2. Will distribute in a rational manner the available staff. 3. Provide money. Just as the LGA it is likely to ask What their roles are Are we supposed to provide money in any form? Whom will you be reporting to? We have shortage of personnel, where shall we get enough to send to the facilities? Will it be possible to pass all the bills that are relevant, can you at least give some outline of what you expect Will this guarantee safe delivery of mothers?

Permanent secretary in the ministry of Health 1. Accounting officer for example in fund utelization 2. Will facilitate and spearhead the policy making and implementation They would want to know: How that affects the budget and how is it more important than the other areas of health like Malaria, HIV and TB, so as to be given priority Where will you get the curriculum that you will be using to upgrade the health workers and is that not taught in their basic nursing course? What is new that you will be imparting that the health providers do not have? If they have this knowledge are you suggesting that the health providers are not doing their work well? Have you consulted the current training curriculum so that you point out what is missing?

Commissioner of justice 1. 2. Drafting laws dealing with MCH Facilitate passing of MCH laws

Commissioner of women affairs Advocate for the passing of laws MCH

Hospital Management Board 1. Ensure that amenities e available in the hospitals

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2.

Will ensure that those with delivery skills are doing the work and not being involved in unrelated duties Some of the skilled personnel are in the management of our health facilities, are you suggesting that we make them work in the two areas? You know that we have shortage of personnel in our health facilities, how will the programme work and that is why we are not able to provide 24 hour skilled services? Our facilities do not get enough materials and that is why we ask the mothers to come with some essential delivery kits like gloves, how will the programme assist the facilities so that the kits can be available all the time? Much as we would like to provide skilled services, none of our current personnel has mid wifely skills, how do you intend to cover this gap and we have been talking to the ministry of health to send even one and they keep promising?

MCH Programme Manager at the state/ MCH Desk officer at the LGA Will provide data on what is happening on the ground and also compile the incoming data for the programme As the people in charge of the MCH how will the programme work in collaboration with us? Why is the programme not covering the whole state? What form of reporting will be done to us will you be having new forms or just the ones that are in use? There are other NGOs working almost on the same in the area, why dont you combine, or how different are you from them? How will you convince the mothers to come to the clinics and even deliver in the facilities, as we have tried before and the culture here is that mothers should deliver alone as a sign of being a woman? In fact some of the reasons why many women do not come to deliver in our facilities is because of that myth and hence the funding is neglected and money diverted to other areas for example HIV.

Civil societies/Non governmental Organization 1. They will mobilize the community so that there can be support for the mothers to deliver in the health facilities 2. They will also push the government to pass laws affecting MCH

They will want to know: How will the programme deal with stigma associated with delivery in health facilities?
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How will the community elders be convinced that it is important that women deliver in the hospitals?

The government has been charging some money and many of the women do not have the money to deliver in hospitals, let alone buying the kits they are told to carry by the health facilities. So how will the programme address this issue?

Implementing partner Monitoring and Evaluation Officer, and Programme Manager What are your suggestions? If all the issues that you have raised are addressed, can we go ahead and plan for the programme to start and monitor the progress?

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2. Frameworks / Models [organizational / project level]

2.1. Conceptual Framework

Conceptual Framework Reasons why women in Zamfara State deliver at home

Individual Characteristics Poverty Literacy level Age Community characteristics Culture of Shame Religion Tradition Gender disparity Organizational Characteristics Poor political commitment Lack of skilled personnel Poor service utilization

Unavailability of quality services with skilled birth attendants (SBA)

Delivery without SBA

Increased Maternal morbidity or mortality

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2.2. Logic Model

Logic Model
Activities
Advocacy Mobilization & sensitization Training of health workers Supply kits & equipments purchased Develop IEC materials

Outputs
No of health workers trained No of delivery kits provided No of IEC materials distributed No of sensitization programs organised No of advocacy visits conducted

Outcome
- Increased knowledge & attitude among women - Increased % of women delivering by SBA - Improved community attitude towards delivery by SBA

Inputs
Materials Money Training curriculum Personnel

Impact

Reduction in maternal morbidity and mortality

- Improved political will

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2.3. Results Framework

Table 2.1:

Result Framework
Goal: Reducing maternal morbidity and mortality SO: Doubling the % annually of women delivered by skilled birth attendants in Zamfara over a 5 year period IR1: Increased demand for services IR1.1: Increased knowledge among women IR1.2: Women empowerment IR1.3: Improved family and community support for pregnant women IR2: Health System strengthening IR2.1: Trained personnel IR2.2: Rational distribution of personnel IR2.3: Rational distribution of well equipped facilities

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3.

Implementation Plan

[project x] Implementation Plan: name of organisation

Grant Goal Reducing Maternal Mortality And Morbidity Project Objective #1 increased demand for services
Key Activities Target Beneficiaries Time Frame Start date End date Person / Partner Responsible Results Anticipated (Target input / output) Budget Comments

Conduct advocacy visits

Women

and

the

Oct 2011

Oct 2012

Community health worker. Implementing (representative) partner

Improved community support for delivery attendants. Improved knowledge of women about benefits of delivery by skilled birth attendants. by skilled birth

community.

Distribution culturally acceptable materials.

of

Women

and

the

Oct 2011

Oct 2013

Community health worker.

community.

IEC

Mobilization and sensitization by

Women

and

the

Oct 2011

Oct 2012

Community health worker.

Improved knowledge of women about benefits of delivery by skilled birth attendants.

community.

community health workers

[project x] Implementation Plan: name of organisation

Grant Goal Reducing Maternal Mortality And Morbidity Project Objective #2 health system strengthening
Key Activities Target Time Frame Person / Partner Results Anticipated Budget Comments

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Beneficiaries

Start date

End date

Responsible

(Target input / output)

Training

of

Care providers

State ministry of health. Implementing partner.

Increased no of skilled birth attendants available.

health workers.

Procurement and kits equipment. supply of and

Facility clients

State ministry of health.

Delivery kits available for service provision.

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4. [project x] Indicator Information Sheets

Indicator Protocol Reference Sheet Number: I Name of Indicator: Number of Government policies enacted by Government on MCH Result to Which Indicator Responds: Health system strengthened Level of Indicator: Input Description Definition: The number of policies formulated and adopted (passed into law) on MCH in the last two years Unit of Measure: Numbers Disaggregated by: State Government Justification and Management Utility: The formulation and ratification of laws on MCH provide an enabling environment for women to be attended by skilled birth attendants. Plan for Data Acquisition Data Collection Method: Inspection of Governments records Data Source: Parliament, ministry of health and local government Frequency and Timing of Data Acquisition: Data collection will biannual Estimated Cost of Data Acquisition: Cost included in the contract with implementing partners. Individual Responsible: Commissioner of Justice Location of Data Storage: Commissioner of Justice and State ministry of health Data Quality Issues Known Data Limitations and Significance: Not Applicable Actions Taken or Planned to Address this Limitation: Not Applicable Internal Data Quality Assessments: Not Applicable Plan for Data Analysis, Review & Reporting Data Analysis: Not Applicable Presentation of Data: Not Applicable Review of Data: Not Applicable Reporting of Data: Not Applicable Baselines: Year 2013 2014 1 2 Target Actual 1 2 Cumulative 3 Performance Indicator Values Year Target Actual Notes This Sheet Last Updated On: September 2011 Net Change Notes

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Indicator Protocol Reference Sheet Number: I Name of Indicator: IEC Distribution Result to Which Indicator Responds: Increasing demand for services Level of Indicator: Input Description Definition: Number of IEC materials distributed during the year Unit of Measure: Numbers Disaggregated by: LGA and ward facilities Justification and Management Utility: Providing information is one of the means of favourable behavioural change Plan for Data Acquisition Data Collection Method: Community Based workers record Data Source: Communit workers record Frequency and Timing of Data Acquisition: Annually Estimated Cost of Data Acquisition: Cost included in the contract with implementing partners. Individual Responsible: State Government (Program Manager/Directro of statistics) Location of Data Storage: State ministry of health and LGA Data Quality Issues Known Data Limitations and Significance: Not Applicable Actions Taken or Planned to Address this Limitation: Not Applicable Internal Data Quality Assessments: Not Applicable Plan for Data Analysis, Review & Reporting Data Analysis: Not Applicable Presentation of Data: Not Applicable Review of Data: Not Applicable Reporting of Data: Not Applicable Baselines: - Year 2012 2013 Target 20% 40% Actual 15% Cumulative 60% Performance Indicator Values Year Target Actual Notes This Sheet Last Updated On: September 2011 Net Change Notes

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Indicator Protocol Reference Sheet Number: I Name of Indicator: Community outreach effort Result to Which Indicator Responds: Increasing demand for services Level of Indicator: Input Description Definition: Number of persons reached during community mobilization by community health workers in a year Unit of Measure: Numbers Disaggregated by: Senatorial district, LGA, ward and community Justification and Management Utility: Members of the community participated in decision in making and contribute to health seeking practices of pregnant women. Plan for Data Acquisition Data Collection Method: Renew of community health workers records Data Source: Health workers record Frequency and Timing of Data Acquisition: Monthly Estimated Cost of Data Acquisition: Cost included in the contract with implementing partners. Individual Responsible: State Government (Program manager/Director of statistics) Location of Data Storage: SMOH and each LGA Data Quality Issues Known Data Limitations and Significance: Not Applicable Actions Taken or Planned to Address this Limitation: Not Applicable Internal Data Quality Assessments: Not Applicable Plan for Data Analysis, Review & Reporting Data Analysis: Not Applicable Presentation of Data: Not Applicable Review of Data: Not Applicable Reporting of Data: Not Applicable Baselines: Year 2013 2014 Target 2012 2013 Actual 20% 30% Cumulative 50% Performance Indicator Values Year Target Actual Notes This Sheet Last Updated On: September 2011 Net Change Notes

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Indicator Protocol Reference Sheet Number: I Name of Indicator: Number of personnel trained to provide skilled care Result to Which Indicator Responds: Health system strengthened Level of Indicator: Input Description Definition: Capacity building: Numbers of personnel trained to provide skilled care during delivery in a quarter Unit of Measure: Numbers Disaggregated by: Senatorial Districts, by LGAs, Ward and Community groups Justification and Management Utility: Attendants by skilled birth attendants at birth provide better health outcomes for mother and child Plan for Data Acquisition Data Collection Method: Review of training records and sessions Data Source: Attendance lists, curriculum Frequency and Timing of Data Acquisition: Annual Estimated Cost of Data Acquisition: Cost included in the contract with implementing partners. Individual Responsible: State Government Location of Data Storage: Hard and Soft copies by LGA and Senatorial Districts Data Quality Issues Known Data Limitations and Significance: Not Applicable Actions Taken or Planned to Address this Limitation: Not Applicable Internal Data Quality Assessments: Not Applicable Plan for Data Analysis, Review & Reporting Data Analysis: Not Applicable Presentation of Data: Not Applicable Review of Data: Not Applicable Reporting of Data: Not Applicable Baselines: Year 2012 20143 Target 20% 30% Actual 15% Cumulative 50% Performance Indicator Values Year Target Actual Notes This Sheet Last Updated On: September 2011 Net Change Notes

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Indicator Protocol Reference Sheet Number: I Name of Indicator: Percentage of Health facilities providing 24 hours basic obstetric care Result to Which Indicator Responds: Strengthening health system Level of Indicator: Input Description Definition: Proportion of health centres providing 24 hours basic obstetrics care services by skilled birth attendants Unit of Measure: Proportion Disaggregated by: Political wards, LGA, Senatorial district Justification and Management Utility: Skilled attendants at delivery contribute to better health outcome to the mother and child Plan for Data Acquisition Data Collection Method: Records and surveys from health facilities, HMB and SMOH Data Source: Health facilities, HMB and SMOH Frequency and Timing of Data Acquisition: Annually Estimated Cost of Data Acquisition: Cost included in the contract with implementing partners. Individual Responsible: Program Manager Location of Data Storage: LGA and SMOH Data Quality Issues Known Data Limitations and Significance: Not Applicable Actions Taken or Planned to Address this Limitation: Not Applicable Internal Data Quality Assessments: Not Applicable Plan for Data Analysis, Review & Reporting Data Analysis: Not Applicable Presentation of Data: Not Applicable Review of Data: Not Applicable Reporting of Data: Not Applicable Baselines: Year 2013 2014 Target 10% 20% Actual 15% Cumulative 30% Performance Indicator Values Year Target Actual Notes This Sheet Last Updated On: September 2011 Net Change Notes

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5. Evaluation Plan

Evaluation study design

Objective
1. To determine the proportion of pregnant women delivered by skilled birth attendants in Zamfara by 2016

Indicator
% of women delivered by skilled birth attendants

Source of information
Community survey, Facility survey

Collection method
survey, questionnaire, focus group discussion, And facility records

Target group
Relevant officials of SMOH and LGA

1. Normative evaluation 2. Evaluation study design- pre and post intervention

6.

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Data Quality Plan

As part of the construction of the indictor information sheets you will have noted some data quality issues. You need to construct a data quality plan, which clearly identifies for the project as a whole how you intend to manage your data quality risks.

1. Why do I need a Data Quality Plan?

It is essential that any data that is being collected and reported be of the best possible quality. This is due to decisions, related to the effectiveness and efficiency of any project, being based on the data collected during monitoring and evaluation. In order to ensure data quality and to avoid unnecessary and costly data repairs a Data Quality Plan (DQP) is constructed in support of the Monitoring and Evaluation Plan (MEP) and in line with the Indicator Information Sheets (IIS). The DQP forms the basis for ensuring that the five critical elements of data quality, namely: validity, reliability, timeliness, precision and integrity, are given due regard during the planning for monitoring and evaluation and activity rollout. The DQP is an essential record of how the project managed its data quality issues and as such is an excellent source of information for the Auditor during a Data Quality Audit (DQA).

2. What is the significance of the Items in column A?

The items listed in column A are broadly related to the Indictor Information Sheets but contextualised to address specific data quality issues that must be considered at operational level when planning the monitoring and evaluation activities.

3. What Explanations are required in column B?

This is where the implementing partner explains how the requirements for data quality are realised operationally. For example: data quality, in terms of validity, is always dependent on the partner having a specific definition for the indicator they are reporting on. Although the indicator has a definition in the IIS it is important for the partner to explain the definition in terms of their program and hence what data is included or excluded during data collection in order for them to prove validity.

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4. What is meant by Source / Records in column C?

All implementing partners must be able to prove, during a DQA, that they have a data quality management system, which enables them to report data that is accurate, valid and reliable. In order to save the implementing partner and the auditor time it is always a good idea to list the ready sources of evidence / records which would demonstrate the information given in the DQP. This could be a list of document types, or record numbers, or references to academic works, or even a reference to a filing location etc.

5. How and why do I do a Risk Type analysis as required in column D?

All data has an associated quality risk and sometimes the cost of managing the risk outweighs the additional benefit to be gained from improving the data quality. The use of a risk matrix enables the implementing partner to establish those elements within the data management system, which pose the greatest data quality risk so that the appropriate controls can be put in place to minimise the impact of a risk being realised in practice. Use the matrix given below to establish the data risk. Identify the probable frequency with which an error in the data could arise and assign the appropriate value. Identify how serious the error would be in terms of the overall effect on the quality of the data and assign an appropriate value. Multiply the two values together to get the risk score. Review the score against the risk analysis table below and take the appropriate actions.

Risk Matrix
Overall Effect on Data Quality Probability of Error Occurring

(4) - Constantly

(3) - Frequently

(2) - Occasionally

(1) - Unlikely

(4) - Catastrophic (3) Critical (2) - Marginal (1) - Negligible

16

12 9 6 3

8 6 4 2

4 3 2 1

12
8 4

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Risk Analysis Table

Risk Score 9 16 Risk Type High Risk Remedial Action

Establish contingency plan to reduce risk, verify and validate prior to each reporting episode, maintain strict audit trail.
Establish contingency plan to reduce risk, verify and validate prior to annual return, maintain strict audit trail.

48
13

Medium Risk

Low Risk

No immediate action required; risk could be managed through normal internal audit processes.

6. Where can I get more information to help me understand Data Quality? ADS Chapter 203 Assessing and Learning [http://www.usaid.gov/pubs/ads/200/] TIPS 12: Guidelines for Indicator and Data Quality [http://www.dec.org/usaid eval/#004]

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Data Quality Plan Table XX of XX A. ITEM B. EXPLANATION C. SOURCE / RECORDS 1. Desired Outcome
Indicator:

D. RISK TYPE

2. Measure of Validity
Unit of measure: Operational definition: Definitional inclusions: Definitional exclusions: Definitional bias: Desegregations: Operational justification: Source of data:

3. Measure of Reliability
Collection methodology: Collection instrumentation: Sampling frameworks: Collection personnel: Collection bias: Analysis methodology: Arithmetic manipulations:

4. Measure of Timeliness
Frequency collection: Reporting frequency: Collection: Collation: Reporting time lags: of

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A. ITEM

B. EXPLANATION

C. SOURCE / RECORDS

D. RISK TYPE

5. Measure of Precision
Source error: Instrument error: Sampling error: Transcription errors: Manipulation errors: Total error: margin of

6. Measure of Integrity
Cost of collection: Source integrity: Collector integrity: Anti-tampering controls: Data cleaning: Hard copy storage: Electronic storage: Internal audit: External audit:

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