Monitoring and evaluation PDF

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Relationship and link between M&E cycle and Project life cycle Introduction Monitoring and evaluation cycle refers to the steps that should be taken to incorporate monitoring and evaluation in the course of project/program implementation (Bours, MCGinn & Pringle, 2013). Thus, it is notable that monitoring and evaluation (M&E) is not mutually exclusive to project implementation. On the other hand, project lifecycle refers to the systemic phases through which a project passes from its commencement to its closure (Burke, 2013). This article therefore explains the relationship and link between M&E cycle and project lifecycle. Monitoring and Evaluation Cycle There is no one globally accepted sequence of activities in the monitoring and evaluation cycle. Therefore, the discussion in this section conveys the relationship of the activities within the monitoring and evaluation cycle. Basically, M&E is carried out within the project cycle and therefore, according to Bours et al., (2013) M&E cycle is integrated within the following steps: i)

Initial assessment

ii)

Planning

iii)

Implementation, monitoring and evaluation

From the broader steps illustrated above, it should be noted that the M&E cycle is comprised of activities that should be incorporated within the project life cycle as shown in the figure below:

Initial Assessment -

Implementation, monitoring and evaluation

Initial needs assessment

Planning -

-

Mid-term evaluation or reviews Final evaluation Dissemination

-

Project design (logical framework) M&E planning Baseline study

As outlined in the figure above, the M&E cycle comprises of the following activities (Bours et al., 2013) i)

Initial needs assessment

ii)

Project design

iii)

M&E planning

iv)

Baseline study

v)

Mid-term evaluation

vi)

Final evaluation

vii)

Dissemination

The initial needs assessment Initial needs assessment process determines the discrepancy between current situation and the desired situation to appropriately ascertain the need. This stage is necessary so as to make a decision whether a project is needed and if needed plan for it (Gupta, 2011).

Project design (Logical framework analysis) Logical framework analysis is a structured approach whose aim is to determine the priorities of the project, design, budget and identification of targets of performance. It begins with analysis of the problem followed by objectives determination, then identification of the activities of the project, performance indicators, assumptions and risks that could impact the success of the project (Rio & Nunes, 2012). M&E planning M&E planning involves establishing scope and purpose for M&E; this entails establishing why M&E is needed and how comprehensive M&E should be. Under planning, performance questions, information indicators and needs should be identified. The planning stage also plans on how information required will be gathered and organized; how information gathered will be put to use and applied in improving the overall project. This stage also involves planning for communication and reporting, that is, to whom, how and what will be communicated. Lastly, it also involves planning for what is needed so as to ensure a smooth working of the M&E system (Rio & Nunes, 2012). Baseline study A baseline study involves measuring the initial conditions of a project. This is necessary so as to establish the prevailing status of the population before project roll out. Baseline surveys provide quantitative information regarding the current situation in a given population (Mackay, 2010). Mid-term evaluation Mid-term evaluation is conducted so as to assess the relevance of the project and the progress that has been made towards the achievement of the objectives that have been planned. Through mid-term evaluation, modifications are made so as to ensure that the project’s objectives are achieved within the required time frame. Mid-term evaluations also provide opportunities that are necessary in ascertaining project’s objectives that are still in line with needs of the community (Mackay, 2010). Final evaluation

After the completion of the project, final evaluation takes place so as to evaluate whether or how well the intended objectives of the project were achieved (Mackay, 2010). Dissemination Dissemination entails the communication of the project results and progress to relevant stakeholders. Depending on the stakeholder, dissemination can take at any stage of the project and therefore is at times placed at the center of the M&E cycle diagram (Mackay, 2010). Project life cycle According to Burke (2013), a standard project life cycle is as shown in the figure below

Initial phase (Starting the project)

Planning (organizing and preparing)

Closure

Execution (implementation of the project)

Initial phase During the initial phase (also called initiation phase), the objectives of the project are identified in addition to the need of the project. This is achieved through a feasibility study through which a final recommended course of action that best addresses the need and objectives of the project. Once the recommended course of action is identified, the project is then commenced so as to achieve the solution approved through the feasibility study. The appointment of the project manager takes place in this phase. In addition, major project deliverables and actors are identified with the shape of the project team taking place (Burke, 2013). Planning phase In this phase, the steps required in order to achieve the objectives of the project are outlined. All the work to be done is identified together with the resources required alongside with the strategy of implementation. Project timeframes are also set in this phase (Burke, 2013). Execution phase This phase involves the implementation of the project. Under this phase, the relevant actors in a project carry out the tasks required of them. Also, during this phase, progress is monitored and evaluated so as to ensure that the project proceeds according to plan (Burke, 2013). Closure Is the last phase of the project and involves the release of the deliverables to the client. The documentation of the project is handed over to the owners while various actors’/stakeholders’ contracts such as suppliers’ contracts are terminated (Burke, 2013). The link between M&E cycle and Project Life cycle While monitoring and evaluation cycle aims at improving performance and achieving results with the goal of managing existing and forthcoming outcomes, project, project life cycle aims at instigating, planning, implementing, regulating and terminating a project in order to meet specific objectives under a defined criterion (Burke, 2013 and Mackay, 2010). Therefore, M&E cycle and project life cycle should be mutually supportive for the success of a project. Both M&E cycle and project life cycle are all useful in decision making. The phases outlined in a

project lifecycle and M&E cycle are essential in decision making for a smooth flow of the project. Lastly, M&E cycle and project lifecycle are also essential in enhancing accountability. The different phases in the M&E cycle and project life cycle are vital assessment points necessary in establishing whether or not the project is in line with plan and has achieved its overall objectives (Kamau & Mohamed, 2015). It should however be noted that M&E cycle is a subset of the project life cycle since M&E tools are effective in enriching interventions’ quality during a project. Based on the fact that M&E cycle is integrated in the project life cycle, the quality of a project cycle influences the quality of M&E. When the project lifecycle and M&E cycle are integrated, the implementation of the project begins immediately after the baseline survey has been conducted while project closure should happen after the final evaluation, that is, after the monitoring and evaluation team has certified that the project has met its objectives (Callistus & Clinton, 2018). Conclusion Though clear differences exist between M&E cycle and project life cycle, M&E cycle is necessary so as to ensure that quality interventions are made during the project. On the other hand, project life cycle provides guidelines to be followed so as to ensure that a project runs to conclusion successfully.

References Bours, D., McGinn, C., & Pringle, P. (2013). Monitoring & evaluation for climate change adaptation: A synthesis of tools, frameworks and approaches. Burke, R. (2013). Project management: planning and control techniques. New Jersey, USA, 26. Callistus, T., & Clinton, A. (2018, January). The role of monitoring and evaluation in construction project management. In International Conference on Intelligent Human Systems Integration (pp. 571-582). Springer, Cham. Gupta, K. (2011). A practical guide to needs assessment. John Wiley & Sons. Kamau, C. G., & Mohamed, H. B. (2015). Efficacy of monitoring and evaluation function in achieving project success in Kenya: a conceptual framework. Science Journal of business and Management, 3(3), 82-94. Mackay, K. (2010). Conceptual Framework for Monitoring and Evaluation. Rio, D., & Nunes, L. M. (2012). Monitoring and evaluation tool for tourism destinations. Tourism Management Perspectives, 4, 64-66....