The process of monitoring is to enable the District Assembly determine whether the required project inputs are being delivered on time. It is also to ascertain whether the inputs are being used as intended and are producing the desired results. Likewise through the process of evaluation, the Assembly will be able to determine whether the desired impact of the project has been achieved, the causes of deviation if any, and how to counteract any unintended consequences. The process of evaluation therefore is to give a feed back that can lead to re-planning if necessary.
Monitoring is a process of collecting and analyzing data or events associated with the implementation of the policy, programme or project being implemented with the view to improving their management for the achievement of stated objectives. Resources are used in specific combinations to achieve a specific project result at a point in time. This means that at each stage of the project, one must ensure that the required project inputs are being delivered on time used as intended and produced the desired result.
Secondly, every project has certain well defined objectives that address key development problems under the broad thematic areas. It is therefore very necessary and prudent that evaluation is done for each project to determine whether the impact has been felt or achieved, the causes of deviation if any, and how to counteract an unintended consequences. This is done through the process of evaluation. Evaluation therefore means a systematic, objective analysis of a plan/programme/ project performance, efficiency and impact in relation to its objective.
Monitoring and evaluation are necessary because unforeseen changed in the socio-economic situation of the district as well as the political climate of the country and even certain international event could have both positive and negative effect on the plan. As a result of these, the plan needs constant monitoring to make sure that the necessary adjustments are made. The District Assembly will compile basic terms of reference for each project to include the list of references and their use over time, staff and their commitment and responsibilities, as well as budgeting. The planning guideline prepared by the NDPC for the preparation of Sectoral and District Development Plan will be used to monitor and evaluate projects.
The District Assembly needs to be able to compile basic terms of reference for each project to include the list of resources and their use over time, staff and their various commitment and responsibilities, as well as budgeting.
Evaluations will be conducted at specific points within the plan implementation period and a terminal evaluation will be done at the end of the implementation period.
The monitoring of the plan will be undertaken by the;
1. District Assembly through the District Planning Coordinating Unit,
2. The Sub-Committees of the Assembly.
3. The Works Department and
4. All the Decentralized departments.
5. The Regional Coordinating Council
6. The National Development Planning Commission
7. Development Partners
Evaluation of the plan on the other hand will be carried out at specific intervals by the;
- Community members
- The District Assembly
- Regional Coordinating Council
- The National Development Planning Commission
- Other external bodies that may be chosen for that purpose.
Project Monitoring formally begins as soon as actual implementation of a project starts and it is directed at ensuring progress according to schedule, standard quality of work, and the correct delivery of inputs (including labour) according to time, quality and quantity. The Monitoring Report shall be prepared according to the following format: Comments on variation between Planned and Actual Programme/Project Expenditure.Evaluation Report
Unlike Monitoring Evaluation is conducted in greater details at the project level. Ex-post facto Evaluation is carried out purposely to assess whether the resources invested are producing or have produced the desired impacts. The district should conduct evaluation, one year after project completion when the impact should be evident. Evaluation will be done using the objectively verifiable indicators and the means of verification in the local framework. On-going evaluation technique will be at specific time intervals to assess the performance of the implementation of the development plan, programmes and projects. An evaluation report will be given to all stakeholders annually.
- Have the programme/project objectives been achieved
- Are the programme/project objectives still relevant?
- Has the programme/project supported the policy a planned?
Where project objectives have not been achieved, give reasons State any policies which need adjustment and give reasons for those objectives which shown to be no longer relevant as a result of the evaluation.Time and Finance
Was the project completed in time planned? If not state length of over-run Was the project cost within the amount estimated? If not what short falls occurred Are recurrent costs within the planned level? If not state over expenditure.Beneficiaries and Benefits
Are the benefits reaching the target beneficiaries? If not, state beneficiaries not being reached Are the benefits reaching the number of beneficiaries planned? If not, state falls. Are the benefits at the planned quantities level? If not state shortfall. Are revenues at the planned level? If not state fall. Where planned targets, in terms of benefits and beneficiaries, have not been achieved, give reasons in full and state how the situation will be avoided in future.Operations
Is the project operating at the planned level? If not state deficiency
Are project assets being properly maintained? If not state areas of failure.Summary
Summarize B1-B4 by giving an overall picture of the successes, failure and the lessons learned in carrying out programmers/ projects.Monitoring Framework
The Monitoring Framework shows the mechanisms and indicators for the monitoring of development programmes and projects. The monitoring and evaluation framework (format) to be used for the project implementation.
Refer to the tables in pdf file below