Monitoring

Project monitoring is a critical management function that ensures projects stay on track, resources are used effectively, and intended results are achieved. Effective monitoring is not about control alone; it is about learning, improvement, accountability, and informed decision-making throughout the project life cycle.

Once the concept note is finalized or approved, data collection tools are developed and those are pre-tested. Enumerators are trained on data collection tools and methodology. A database is developed to enter the data, and then it is analyzed using different statistical software like Statistical Package for Social Sciences (SPSS). Report for the needs assessment is produced based on the findings. Outlines of a needs assessment report include the following:

The best way to select monitoring priorities is to think about the uses for the information. Determining in advance how the information will be used would allow the M&E staff to avoid gathering data that, although interesting, has no particular function. To help identify priorities, the M&E function asks the user group to consider how the monitoring data collected will be used. Some potential uses for the monitoring data include:

This section requires the names of the persons/departments who need the collected information and will use it. It can be a person like Project Manager, M&E Manager, HR Manager etc or even a department like Finance Department, HR Department, Admin Section etc. Every information collected has some application and use. Before collecting information it must be known what the collected data will be used for? Write clearly the purpose so that during collection of data the data colletor has the whole context and knows about the intended use of the information.

Indicators are clues, signs or markers that measure one aspect of a program and show how close a program is to its desired path and outcomes. Indicators are realistic and measurable criteria of project progress. They should be defined before the project starts, and allow us to monitor or evaluate whether a project does what it said it would do. In project planning; indicators form the link between theory and practice. An indicator is a tool to help you to know whether your work is making a difference. Indicators usually describe observable changes or events which relate to the project intervention. They provide the evidence that something has happened – whether an output delivered, an immediate effect occurred or a long-term change observed.

An indicator is a variable whose value changes from the baseline level at the time the program began to a new value after the program and its activities have made their impact felt. At that point, the variable, or indicator, is calculated again. An indicator is a measurement. It measures the value of the change in meaningful units that can be compared to past and future units. This is usually expressed as a percentage or a number. Good Indicators must have following qualities

It serves as a reference document that contains the targets, definition of each indicator (in the context of the project), the methods of data collection and frequency of data collection for each indicator, who will be responsible for collecting the data and how will the collected data be used. Basically it is required by USAID from the grantee. The grantee has to document and report its M&E system in the PMP. Receiving the M&E performance from all the grantees on one specific format helps the USAID to compare/analyze the performance of grantees with each other.

The Periodic tracking (for example, daily, weekly, monthly, quarterly, annually) of any activity’s progress by systematically gathering and analyzing data and information is called Monitoring. The target audience/beneficiaries must be defined along with what you are doing, and whether your activities are being implemented as planned or not.