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Planning for Monitoring and Evaluation
Learning Objectives
After completing the steps for developing an M&E plan, the team will:Identify the elements and steps of an M&E plan
Explain how to create an M&E plan for an upcoming program
Describe how to advocate for the creation and use of M&E plans for a program/organization
Estimated Time Needed
Developing an M&E plan can take up to a week, depending on the size of the team available to develop the plan, and whether a logic model and theory of change have already been designed. -
How to Develop a Theory of Change
Steps
Step 1: Identify Program Goals and Objectives
The first step to creating an M&E plan is to identify the program goals and objectives. If the program already has a logic model or theory of change, then the program goals are most likely already defined. However, if not, the M&E plan is a great place to start. Identify the program goals and objectives.Defining program goals starts with answering three questions:
What problem is the program trying to solve?
What steps are being taken to solve that problem?
How will program staff know when the program has been successful in solving the problem? -
Step 2: Define Indicators
Once the program’s goals and objectives are defined, it is time to define indicators for tracking progress towards achieving those goals. Program indicators should be a mix of those that measure process, or what is being done in the program, and those that measure outcomes.Process indicators track the progress of the program. They help to answer the question, “Are activities being implemented as planned?” Some examples of process indicators are:
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Step 3: Define Data Collection Methods and TImeline
After creating monitoring indicators, it is time to decide on methods for gathering data and how often various data will be recorded to track indicators. This should be a conversation between program staff, stakeholders, and donors. These methods will have important implications for what data collection methods will be used and how the results will be reported.The source of monitoring data depends largely on what each indicator is trying to measure. The program will likely need multiple data sources to answer all of the programming questions. Below is a table that represents some examples of what data can be collected and how.
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Step 5: Create an Analysis Plan and Reporting Templates
Once all of the data have been collected, someone will need to compile and analyze it to fill in a results table for internal review and external reporting. This is likely to be an in-house M&E manager or research assistant for the program.The M&E plan should include a section with details about what data will be analyzed and how the results will be presented. Do research staff need to perform any statistical tests to get the needed answers? If so, what tests are they and what data will be used in them? What software program will be used to analyze data and make reporting tables? Excel? SPSS? These are important considerations.
Another good thing to include in the plan is a blank table for indicator reporting. These tables should outline the indicators, data, and time period of reporting. They can also include things like the indicator target, and how far the program has progressed towards that target. An example of a reporting table is below.
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Step 6: Plan for Dissemination and Donor Reporting
The last element of the M&E plan describes how and to whom data will be disseminated. Data for data’s sake should not be the ultimate goal of M&E efforts. Data should always be collected for particular purposes.Consider the following:
How will M&E data be used to inform staff and stakeholders about the success and progress of the program?
How will it be used to help staff make modifications and course corrections, as necessary?
How will the data be used to move the field forward and make program practices more effective?
The M&E plan should include plans for internal dissemination among the program team, as well as wider dissemination among stakeholders and donors. For example, a program team may want to review data on a monthly basis to make programmatic decisions and develop future workplans, while meetings with the donor to review data and program progress might occur quarterly or annually. Dissemination of printed or digital materials might occur at more frequent intervals. These options should be discussed with stakeholders and your team to determine reasonable expectations for data review and to develop plans for dissemination early in the program. If these plans are in place from the beginning and become routine for the project, meetings and other kinds of periodic review have a much better chance of being productive ones that everyone looks forward to.
