Webinar: Setting up M&E systems in organizations
The webinar was organized by Palladium Group with support from USAID, it is part of the monthly webinar series organized by Palladium Group which is part of activities in the Strengthening Civic Advocacy and Local Engagement (SCALE) project. The webinar was aimed at improving the capacities of CSOs working in Nigeria. The webinar “Setting up M&E systems in organizations” was aimed at educating members of Civil Society Organizations on the importance of Monitoring and Evaluation (M&E) in course of project implementation and improving organizational capacity. The session was facilitated by Mr. Kabiru Abass, technical director, Fatoa Associates and former Team Lead coordination of EU funded intervention in Borno State and M&E Technical Lead, EU WSSRP in Anambra State.
Monitoring and evaluation is an integrated information systems dedicated to the selection, collection and analysis and use of information about development programs and projects for measured risk taking and improved decision making (Holvost et al 2014). M&E role is key is the process of coordinating, planning, budgeting and overall organizational development.
Some key components of a Monitoring & Evaluation System include:
a. M&E plan
b. M&E partnerships
c. Structure and organizational alignment for M&E systems
d. Periodic surveys
e. Evaluation and research
f. Routing monitoring
g. Human capacity for M&E systems
h. Costed M&E work plans
i. Using information to improve results
The purpose of M&E Systems include: a. support planning and decision making, downward and upward accountabilities, institutional arrangement and coordination, support learning, exchange quality assurance; gather information, support systematic reporting, publication of reports and feedback mechanism; to get the required information for resource mobilization, and communicate and maintain visibility. In order to have an effective M&E system in an organization, there is need for an organizational assessment which can be carried using the 7-S Mckinsey framework:
1. Strategy: this strategy seeks to know if there is an M&E strategy or policy in the organization.
2. Structure: this call for a small team, department or unit in the organization responsible for carrying out monitoring and evaluation in course of programs and project implementations.
3. Staff: are there staff to carry out M&E?
4. System: is there a management information system?
5. Skill: this seeks to ascertain if staff have M&E experience and competencies
6. Style: what is the style of work in data for decision making
7. Shared value: how is the organizational vision aligned to M&E?
key steps and issues in setting up M & E SYstems
There are some steps to take in order to set up M&E systems, they are as follows:
a. Resource your M&E system: this calls for adequate budget provision for M&E in the organization. M&E systems require finances to manage human and material resource, and collect and analyze data.
b. Select indicators and Key Performance Indicators (KPIs): this shows the progress mad in course of project implementation.
c. Select data collection tools.
d. Harness technology in the collect and analysis of data.
e. Deploy the system to collect, aggregate, analyze and report
f. Communicate the results after M&E with donors, beneficiaries and the general public
g. Reskill and upskill management staff on M&E
h. Context, terrain and insecurity: this calls for situational awareness before carrying out M&E, in cases of insecurity, M&E can be carried out using third party organizations or individual that can aid in providing information for data analysis.
resourcing and budgeting for
m & e systems
Budgeting and resource distribution are important in order to have an effective M&E system. Key components of an M&E budget covers.
a. Staff cost: this is the percentage of M&R coordinator or other team’s time.
b. Equipment: this cost covers the purchase or hire of computers, voice recorders, phone, tablets, camera or other digital devices.
c. Management information system (MIS) software: this is the procurement of license for qualitative and quantitative analysis tools. E.g EpiInfo, WASHIMS, SAGE, etc
d. Data collection and analysis: this is fund for the engagement of enumerators, data collectors, engagement of third-party vendors or monitors.
e. Capacity building: this is the training of staff, enumerators, learning visits, exposure visits
f. Engagement of third-party consultants, monitors and evaluators.
g. Printing and stationeries
h. Emergency survey
i. Partnership: this is a joint monitoring between two or more organizations.
The facilitator went further to share ways ICT can be applied to address common real-world budget, time and data challenges. ICT can be used to address the challenge of high data collection costs through the use of smart phones and digital devices which will eliminate the cost of printing and transportation, double entry and improves efficiency. Phones can be used to address to address the challenge of data collection being difficult and expensive, and some groups being hard-to-reach. Quality control issues can be addressed with the use of GPS-enabled devices which can track enumerators activities in the field, audio recording can be activated. Hand-held devices provide real-time feedback.
Organizational leadership for M&E system is important to guide the process of M&E reform in the organization, provide effective coordination for data management and information, supports the implementation of the M&E policy, strategy, framework across the organization including staff orientation.
M&E is important in promoting accountability between the organization, donor and beneficiaries. Some strategies organizations can adopt to promote accountability are:
a. Information should be shared at all levels of institutional structures- board, programme and general assembly.
b. Annual statistical bulletin
c. Policy briefs dissemination
d. Joint sector reviews
e. Quarterly reports
f. Annual progress reports
g. Board annual reports
Emerging trends and future of monitoring and evaluation
a. Changing donor reporting requirements which includes the use of visual maps, outcomes and results
b. Result-oriented monitoring and third-party monitoring
c. M&E in the era of technology (use of digital devices such as satellites, iCloud, CCTV, robots, etc)
d. M&E governance and accountability in organizations.
The facilitator shared some recommendations to organizations in order to set up M&E systems. He encouraged organizations to set up M&E systems in order to be efficient, effective and keep learning. He urged organizations to prioritize and invest in M&E systems as they are tools for learning, communication, feedback and decision making. The webinar came to a close after a session of questions and answers.