Results from Stocktaking of Monitoring & Evaluation practices

NGO-IDEAs partners in Asia and Africa see the need for good, relevant planning, monitoring and evaluation. They have established Monitoring and Evaluation (M&E) practices with varying concepts, e.g. varied use of terminology, different levels of stakeholder involvement and focusing on different levels of results. Internally, M&E is practiced frequently, while external M&E is less frequent to validate and focus on impact.

Most partners of NGO-IDEAs stress the importance of a participatory approach in M&E. However, experience with the application of participatory tools and the involvement of stakeholders in the stages of a project differs amongst partners. Lack of resources and difficulties with participatory approaches hamper the participatory involvement of stakeholders at all stages.

Well planned and structured procedures and responsibilities are seen as a useful way to make regular assessment and follow-up actions so that corrective measures are taken on a regular basis. In most of the partner organisations M&E procedures (as reports, meetings, workshops, visits, etc.) are carried out regularly (e.g. annually or in the mid and terminal stage of a project) on a predetermined schedule through different staff the responsibility is assigned to.

The partners collect both quantitative and qualitative information. Most monitoring and reporting is on the level of activities and outputs. Observing outcome or impact is seen as a difficult challenge. Quantitative indicators are mainly formulated up to the output level. For outcome and impact assessment, qualitative indicators are used. Aggregation of data is done partly on group level and partly on NGO level. Disaggregation on gender, poverty or children is done by some partners.

Working reports (weekly, monthly and annual) are the normal tool used for collect information. Moreover, case studies and regular projects visits are practised as a valuable tool.

Data management and documentation (M&E Software) is seen as an important issue by many of the partners where improvements are needed. At present, they mainly use spreadsheets to analyse and process data.

Experience with the NGO-IDEAs Toolbox:

Those partners who have experience in applying NGO-IDEAs tools, through participation in NGO-IDEAs I, describe them as highly relevant, generating important information. However, some weaknesses are subject to improvement.

These partners formulated future visions for the Toolbox:

Tools shall be used continuously.
The concept /tools shall be replicated in other sectors.
By using these tools, project quality management is improving.
Communities are equipped to monitor themselves
The community will be empowered to monitor set goals on their own.

Improvement of M&E practices through NGO IDEAs:

Partner organisations participating in NGO IDEAs aim at the improvement of their M&E practice in a number of areas. Main subjects of improvement pointed out by partners are:

M&E Systems need to be focused more towards the benefit of the primary stakeholders of the NGOs, i.e. the poor.
Outcome and impact monitoring tools addressing sector specific needs and suitable to local context are required.
Training and capacity building of CBOs and NGO staff is needed.
An appropriate data management software and respective training of staff is needed.
Raising awareness on intended and unintended outcomes, and how the NGOs and community based organisations can think and plan more in terms of impact than in terms of activities.
Help the poor to set goals for their development, so that they can monitor their achievements.
Raise awareness on the fact that others use terms differently and compare their use of the terms with our own understanding of terms.
NGO-IDEAs Toolbox has to be updated continuously.
Training materials in local languages are needed.