MONITORING AND EVALUATION ARRANGEMENTS

Introduction
Monitoring and evaluation form a vital component in the preparation of plans. This chapter discusses how the plan would be implemented and evaluated over time with assigned responsibilities at each stage. The monitoring and evaluation process ends with a feed back mechanism for subsequent planning.

Monitoring and Evaluation
The process of district development plan preparation, monitoring and evaluation has a legal basis. Monitoring is the continuous and periodic review of the implementation of an activity to ensure that work is proceeding according to plan. Monitoring starts as soon as implementation begins and it provides a feedback to project management to ensure efficient and effective project performance.

Monitoring is carried out while the project is being implemented and it is concerned with how well the detailed plans for the project are being carried out with respect to input delivery and utilization as well as output delivery. This ensures the effective management of resources as well as the efficient management of the development plan throughout the plan period. Project monitoring formally starts when the actual implementation of a project begins.

Evaluation is a process of determining the impact of activities in terms of its stated objectives. It has three phases namely; ongoing evaluation which is done along with the monitoring, terminal evaluation, at the end of the project and ex- post evaluation done several years after project has been implemented and its impact known for future planning.

Participatory Monitoring and Evaluation and Data Gathering
Monitoring and evaluation of the plan would be performed at various levels namely;

• The community
• Area Council

Monitoring and Evaluation reporting
The community and AC monitoring teams would submit progress reports to the DA, while the TMET would submit a monthly report to the DA and a quarterly report to the RCC. The district assembly shall have annual reviews of all activities undertaken in the district together with all the assembly members. This process would include mechanisms to evaluate all spending made on activities, projects and programmes to ensure that value is obtained on expenditure made.

 Format for Monitoring and Evaluation
Standard monitoring format in annex 8 and 9 would be used in gathering information. This describes the project and its location as well as the sector in which it is to be implemented. The estimated amount as well as the actual spent is indicated. This is followed by the contractor’s name and address and expenditure to date.

The start and end dates are equally stated with the progress of work. It ends with a column for remarks on the status of implementation. This format would be used by the district’s monitoring and evaluation team comprising the District Planning Officer, the District Works Engineer, the District Budget Analyst and the Works Sub-Committee Chairman of the assembly.

Approaches to be used in the data collection would include meetings with the community members to ascertain the impact of programmes on their poverty situation, focus group discussions so that impacts especially on the would be seen.