Basic M&E

Concepts
Session Objectives

 Know the essentials of monitoring and

evaluation (M&E)

 Review the basic concepts of M&E

 Understand the link between program design

and M&E

 Apply skill on formulating the results chain

2
Essentials of Monitoring and Evaluation

• Monitoring and evaluation are essentially the core

processes for “learning from experience”
• Learning implies a process of analysis which, in turn,
requires the existence of relevant information or
evidence on which to base the analysis
• The primary function of M&E is to provide pointers on
how to do things better through a better understanding of
what works and what does not

Source: Official Statistics and Monitoring and Evaluation Systems in Developing Countries: Friends or Foes? By Roger Edmunds and
Tim Marchant
History of the Evolution and Growth of M&E in Development

In the 1970s

• M&E is essentially project-based

• Common practice for larger projects each

to maintain their own individual M&E unit

Source: Official Statistics and Monitoring and Evaluation Systems in Developing Countries: Friends or Foes? By Roger Edmunds and
Tim Marchant
History of the Evolution and Growth of M&E in Development

• Main purpose of M&E to serve as a

management tool to provide timely feedback and
give warning whether the project is on track or
not
• Focus of interest on the monitoring of inputs and
outputs - largely extracted from administrative
records

Source: Official Statistics and Monitoring and Evaluation Systems in Developing Countries: Friends or Foes? By Roger Edmunds and
Tim Marchant
History of the Evolution and Growth of M&E
in Development

In the 1980s

• Re-centering of many M&E activities from the project level

to the sectoral level

• Results-based management gains popularity

• Shift in emphasis away from the monitoring of inputs and

outputs to the measurement of “results” – a much more
difficult task involving collection of data from the
beneficiaries themselves

Source: Official Statistics and Monitoring and Evaluation Systems in Developing Countries: Friends or Foes? By Roger Edmunds and
Tim Marchant
M&E and its Links to Planning
Project Strategy (Logframe, Results Framework, etc)
(plan for what will be achieved and how it will be achieved)
basis basis
for mutual refinements for

The M&E System Detailed

information Operational
Developing the Plan (PoO)
M&E Plan
Continuous refinement

Gathering and field Implementation

data
Managing
information

Reflecting Project Outputs,

to Improve Action Outcomes and
Impacts
Reporting and
Communicating
Results
Improvements through M&E

7
Adapted from IFAD, 2011
M&E Definition

 Monitoring is a continuous and systematic collection and

analysis of data on specified indicators to compare how
well a program or project is being implemented against
expected results. (Are we achieving our targets?)

 Evaluation is the systematic and objective assessment

of the design, implementation and results of an
ongoing or completed program or project. (Are we
achieving our objectives?)

Source: OECD, 2002 8

Monitoring vs Evaluation

M E
 Routine  Periodic

 Ongoing  Time-bound

 Internal  Internal, external

 Collect info to  Collect info to give

measure periodic feedback to
performance stakeholders

9
Purposes of M&E
Know the progress and results of project implementation
Identify implementation issues

Troubleshoot or adjust implementation plans

Build greater transparency and accountability

Provide management with a clear basis for decision

making
Learn lessons to improve future planning

Provide basis for giving awards and incentives (e.g.

SGH)

10
Results-Based M&E: Key Components

 Clear results chain agreed with stakeholders

 Structured set of performance indicators

 Plan for data collection, integration & analysis

 Mechanism for reporting and communicating results

 Sound evaluation framework and methodology

 Sustainable institutional set up for M&E

11
Traditional vs Results-based M&E

Results-based M&E

INPUT ACTIVITY OUTPUT OUTCOME IMPACT

Traditional M&E

12
Key Steps Towards a Results-based M&E

Baseline Data and Evaluate &

Agree on a Results Select Results Sustain the
Integrate M&E
Framework Targets Findings M&E System

11 2 3 4 5 6 7
Establish Formulate the Communicate
M&E Plan M&E Findings
Indicators

13
Key Steps Towards a Results-based M&E

Baseline Data and Evaluate &

Agree on a Results Select Results Sustain the
Integrate M&E
Framework Targets Findings M&E System

11 2 3 4 5 6 7

Establish Formulate the Communicate

M&E Plan M&E Findings
Indicators

14
Step 1: Agree on a Results Framework
• Provide direction as it defines targeted results of a
capacity development program/project
• Establish cause-effect relationships of a capacity
development program/project
• Scope the effects of a capacity development
program/project
• Gain consensus on the targeted results and scope of a
capacity development program/project

Results Chain
Key Steps Towards a Results-based M&E

Baseline Data and Evaluate &

Agree on a Results Select Results Sustain the
Integrate M&E
Framework Targets Findings M&E System

1 22 3 4 5 6 7

Establish Formulate the Communicate

M&E Plan M&E Findings
Indicators

16
Step 2: Establish Indicators

• Describe performance indicators

• Provide operational definitions of indicators
• Determine quantitative or qualitative unit of
measurements

Evaluation Plan
Key Steps Towards a Results-based M&E

Baseline Data and Evaluate &

Agree on a Results Select Results Sustain the
Integrate M&E
Framework Targets Findings M&E System

1 2 33 4 5 6 7

Establish Formulate the Communicate

M&E Plan M&E Findings
Indicators

18
Step 3: Baseline Data and Select Results Target

• Establish baseline data on indicators

• Identify data source
• Build baseline data
• Determine and define performance targets
• Design data collection methods

Baseline Information and Targets

Key Steps Towards a Results-based M&E

Baseline Data and Evaluate &

Agree on a Results Select Results Sustain the
Integrate M&E
Framework Targets Findings M&E System

1 2 3 44 5 6 7

Establish Formulate the Communicate

M&E Plan M&E Findings
Indicators

20
Step 4: Formulate the M& E Plan
• Describe the elements of an M&E Plan
• Describe how to put together a system to get the
necessary data to better inform the decision making
process
• Obtain data for the different performance indicators
• Identify reasons for success or failure of
implementation strategies
• Identify approaches to continuously improve the
program/project

M&E Plan
Key Steps Towards a Results-based M&E

Baseline Data and Evaluate &

Agree on a Results Select Results Sustain the
Integrate M&E
Framework Targets Findings M&E System

1 2 3 4 55 6 7

Establish Formulate the Communicate

M&E Plan M&E Findings
Indicators

22
Step 5: Evaluate and Integrate M& E Findings

• Assess adequacy, appropriateness, effectiveness and

relevance of results attained
• Compare actual performance vs targets
• Determine areas of strength and areas of
improvement
• Analyze factors that facilitate or hinder the
attainment of targeted results
• Determine actionable next steps to enhance the
design or implementation of the capacity
development program
• Report results data as useful information
• Make general observations about current situation of
the institution being evaluated and the degree to
which desired outcomes of the program are being
achieved
• Submit recommendations for future consideration
and implementation of CapDev programs

M&E Report
Key Steps Towards a Results-based M&E

Baseline Data and Evaluate &

Agree on a Results Select Results Sustain the
Integrate M&E
Framework Targets Findings M&E System

1 2 3 4 5 66 7

Establish Formulate the Communicate

M&E Plan M&E Findings
Indicators

25
Step 6: Communicate the M& E Findings

• Map out a communication plan for

disseminating M&E findings
• Consider the uses of results findings
• Manage and act on M&E findings
• Determine strategies for sharing information

M&E Communication Plan

Key Steps Towards a Results-based M&E

Baseline Data and Evaluate &

Agree on a Results Select Results Sustain the
Integrate M&E
Framework Targets Findings M&E System

1 2 3 4 5 6 7
7

Establish Formulate the Communicate

M&E Plan M&E Findings
Indicators

27
Step 7: Sustain the M& E System

• Examine six critical components of sustaining M&E

systems
 Demand
 Clear roles and responsibilities
 Trustworthy and credible information
 Accountability
 Capacity
 Incentives
Key Points to remember

• Monitoring and evaluation are distinct yet

complementary concepts that need to be
prioritized by an organization to determine the
outcome of program implementation

• Setting up of M&E system is done at the start

of program design and must include all
stakeholders in the process
Key Points to remember

• M&E should be done at the input, output and

outcome level of program implementation

• The RBME framework will help establish greater

transparency and accountability in the generation
of targeted results through the results
chain/storyboard
M & E Framework of the
Devolution Transition Plan
COMPONENTS OF LGUs
DTPs

Phasing of Local
State of Capacity
Assumption Organizatio Revenue Performance
Devolved Developme
of nal Forecast Targets for
Functions, nt Agenda
Functions, Structure and Devolved
Services, and
Services, and Staffing Resource Functions
and Requiremen
and Pattern Mobilization and Services
Facilities* ts*
Facilities* Strategy
*Applicable for barangays