MONITORING

AND
EVALUATION
PRESENTED BY:

CHRISTINE JESSA T. ARCENAL

JANICE R. LIMOCON
PA 205 8:30-11:30 SAT
Why do we do Evaluation?

• Establish model programs and best practices by providing feedback

about what worked and what failed

• Tool of good management and quality improvement - gain insight into

effective strategies on how to improve performance

• Measures impact the program is making

• Required by funder
 WHAT IS EVALUATION?
• Evaluation has its origin in the Latin word “VALUPURE” which means the
value of a particular thing, idea or action. Thus, it helps us to understand the
worth, quality, significance amount, degree or condition of any intervention
desired to tackle a social problem.
• It refers to the systematic assessment of a planned, ongoing or completed
intervention to determine its relevance, efficiency, effectiveness, impact and
sustainability.
• The intent is to incorporate lessons learnt into the decision making process.
• Evaluations, like monitoring, can apply to many things, including an activity,
project, programme, strategy, policy, topic, theme, sector or organization.
 PURPOSE OF EVALUATION
From an accountability perspective:
• The purpose of evaluation is to make the best possible use of funds by the program
managers who are accountable for the worth of their programs.
• Measuring accomplishment in order to avoid weaknesses and future mistakes.
-Observing the efficiency of the techniques and skills employed
- Scope for modification and improvement
- Verifying whether the benefits reached the people for whom the program was
meant.

From a knowledge perspective:

• The purpose of evaluation is to establish new knowledge about social problems and the
effectiveness of policies and programs designed to alleviate them.
• Understanding people’s participation and reasons for the same.
• Evaluation helps to make plans for future work.
 PRINCIPLES OF EVALUATION
The following are some of the principles, which should be kept in view in evaluation.
1. Evaluation is a continuous process (continuity).
2. Evaluation should involve minimum possible costs (inexpensive).
3. Evaluation should be done without prejudice to day to day work (minimum
hindrance to day to day work).
4. Evaluation must be done on a co-operative basis in which the entire staff and the
board members should participate (total participation).
5. As far as possible, the agency should itself evaluate its program but occasionally
outside evaluation machinery should also be made use of (external evaluation).
6. Total overall examination of the agency will reveal strength and weaknesses
(agency/program totality).
7. The result evaluation should be shared with workers of the agency (sharing).
Effective evaluation is not an "event" that occurs at the end
of a project, but is an ongoing process which helps
decision makers better understand the project; how it is
impacting participants, partner agencies and the
community; and how it is being influenced/impacted by
both internal and external factors.

W.K. Kellogg Foundation Evaluation Handbook, p. 3

 Program Planning Process

Evaluation is part of a larger

program planning process.
First, you plan the program.
Then you implement it. Then
you evaluate it. You use what
you learn from the evaluation
to improve your program.
And then you start planning
your improved program.

06/03/2018
 Continuous Quality Improvement
(CQI) cycle.
These must be integrated…
• Planning—What actions
will best reach our goals
and objectives.
• Performance measurement—
How are we doing?
• Evaluation—Why are we
doing well or poorly?
Types of Evaluation
Planning (involves examining the developmental issues prior to setup)
Process or Formative (involves monitoring the “process,”
ensuring activities are completed on time and on target, while the program is
ongoing)
Tells you if you’re on track
Points to improvement

Outcome or Summative (involves assessing the outcome at the

conclusion of the program and measures how change that has occurred as a
result of the program)
Shows what impact you have on problem
Helps justify program

 Cost Benefit
 Planning Evaluation
• Why is the program needed?
• Identify target population

• Who needs to be involved in the planning?

• Identify key players/agencies

• What are the goals of the program?

• Identify goals from perspective of various key stakeholders/agencies

• What resources are necessary?

• Identify financial resources
• Identify non-financial resources

• What is the timeline?

• Determine timeline to program implementation
Planning and Process
Evaluation Goals
1)To examine developmental issues prior to setup
2) To assess the steps that occur within the program set-up phase.
Key questions to answered through this type of evaluation
include:
• How was the program set-up initiated?
• What agencies are involved in its daily operation?
• How were collaborations developed, and how are they sustained?
• Overall, how does the program function to serve the clients?
• What resources (both financial and non-financial) are available/needed?
• What is the timeline for the project?
Process Evaluation Data – Types
and Collection
• TYPES: (Which is more useful?)
• Quantitative
• Qualitative

• How to collect data for process evaluation:

• Interviews
• Focus groups
• Observation
• Questionnaires/Surveys
• Analysis of existing documents
Outcome Evaluation

• Outcome evaluations are sometimes referred to as “true”

or “real” evaluation
• Outcome evaluation is no more “true” or “real” than
process evaluation
• Indeed, a quality process evaluation is necessary if one is
going to say what it is about the program that produced
the results
Outcome Evaluation Data –
Types and Collection
• The essence of program outcome evaluation is
comparison (i.e. multiple data collection points to compare).
Assessment of change over time. Done through
utilization of:
• Control group
• Comparison group
• Pre- and post-test

• The data collected is most often quantitative but may

be qualitative given the nature of the program or
project.
PROJECT EVALUATION CYCLE
Step-by-Step Evaluation Design
1. Engage stakeholders: Decide who needs to be
part of the design and implementation of the
evaluation for it to make a difference.

2. Describe the program: Draw a “soup to nuts”

picture of the program— activities and all intended
outcomes.

3. Focus the evaluation: Decide which evaluation

questions are the key
 Step – by – Step (continued)

4. Gather credible evidence: Write Indicators,

then choose and implement data collection sources
and methods

5. Justify conclusions: Review and interpret

data/evidence to determine success or failure

6. Use lessons learned: Use evaluation results in a

meaningful way.
 Criteria for Evaluating Development Assistance
• Relevance: The extent to which the aid intervention is suited to the priorities and
policies of the target group, partner country and donor
Possible questions:
• To what extent are the objectives of the program still valid?
• Are the activities and outputs of the program consistent with the overall goal and the
attainment of its objectives?
• Are the activities and outputs of the program consistent with the intended impacts and
effects?
• Efficiency: Efficiency measures the outputs – qualitative and quantitative – in
relation to the inputs. It is a term which signifies that the aid uses the Least costly
resources in order to achieve the Desired results. This generally requires Comparing
alternative approaches to achieving the same outputs, to see whether the most
efficient process has been adopted
• Possible questions:
• Were the activities cost-efficient?
• Were objectives achieved on time?
• What were the major factors influencing the achievement of the results?
 Criteria for Evaluating Development Assistance
• Effectiveness: measure of the extent to which an aid intervention attains its
objectives
• Possible questions:
• To what extent were the objectives achieved/are likely to be achieved?
• What were the major factors influencing the achievement or non-achievement of the objectives?

• Impact: The positive and negative changes produced by an intervention, directly or

indirectly, intended or unintended.
• Possible questions:
• What has happened as a result of the programme or project?
• What real difference has the activity made to the beneficiaries?
• How many people have been affected?

• Sustainability: Sustainability is concerned with measuring whether the benefits of an

activity are likely to continue after donor funding has been withdrawn.
• Possible questions:
• To what extent did the benefits of a programme or project continue after donor funding ceased?
• What were the major factors which influenced the achievement or non-achievement of
sustainability of the program or project?
Evaluation questions and the logframe
Evaluation . . . . . ..
Methods of Evaluation: (Tools / techniques)
 What MUST we monitor and
evaluate in a project ?
• All indicators in the LFA
must be monitored and
evaluated regularly.
• They are the base for the
Annual Report!
 Evaluation can happen at any
time
 I T C A N A L S O HA P P E N
 I T I S NOT J UST HAPPENS B E F O R E P R OJ E CT
AT T HE E ND O F T HE PR OJ ECT STA R T S A ND D U R I NG
T HE P R OJ EC T L I F E
 BASIC DIFFERENCES BETWEEN MONITORING AND
EVALUATION
MONITORING EVALUATION
Monitoring focuses on operations-the Evaluation focuses on project effects. So it asks
correspondence among inputs, activities, strategies the question: What difference did the project
and outputs. It asks the question: How is the make?
project running?
Monitoring is conducted continuously from the Impact evaluation is done after a project or after a
start of implementation. certain stage of it, has been completed.

Monitoring requires documentation of the Impact evaluation necessitates documentation

project’s progress during its implementation. before, during and after the project’s operation.
Data gathered during monitoring are used as
inputs during evaluation.
The person in-charge of project monitoring is The project evaluator usually has no involvement
actively concerned with the conduct as well as the with the day-to-day operations of a project. Ideally,
outcome of the project. the evaluator should maintain a detached and
impartial view of the project.
Thank you