Newsletter 4 / 2004 October - Monitoring and Evaluation

M&E: Learn from your mistakes

Only repeat the successful parts of history. That’s one of the aims of the new monitoring tool introduced by MS

By Kimbowa B. James, UPA

"We learn from mistakes" is a common term that almost everybody uses. But often history repeats itself in many situations, thus sometimes also repeating the mistakes. If we were to pause and reflect on how to improve our performance then our target group or clients would benefit more from the services we deliver.

There are many tools for monitoring our performance which are being used and through the Travelling Topic Team (TTT) MS is now introducing another tool that will assist partners in strengthening their approach to monitoring and evaluating activities.

The TTT emphases that a successful monitoring system starts from clear planning. Before monitoring takes place, there has to be a plan because it is the execution of the plan that is being monitored. Since it is necessary to know whether we have achieved what we intend to achieve or whether our actions are leading us to achieve the desired situation.

The tool introduced is called Quarterly Monitoring Chart (QMC). Naturally, it operates with three monthly check ups. The QMS is a table of five main columns:

• The first column for the objectives of the planned activities
• The second is for planned activities
• The third column is for achievements as per the activities
• The fourth is for the effects or changes noted which are brought about when implementing activities
• The fifth column is for comments where you describe your own impression and assessment of each activity or objective

It is important to note that the two columns for achievements and effects are divided into two. One part is for the expected achievements where you are stating what the plan mentions. The other column is for the actual achievements, it is where you state what you in reality have attained after implementation.

The TTT suggests that the table is filled by the end of every third month which is quarterly. And since the organisation boards and their secretariat staff are instrumental in the development of their institution time should be set aside were all or representatives from both groups come together to do this exercise. But it is vital that the key actors in an organisation agree on who should be filling this table.

The TTT also proposes that the table or chart be enlarged and posted on the organisation notice board. This will urge the users and beneficiaries to revisit the objectives and activities so as to search for more specific wording and clear interpretations. The quarterly monitoring chart may challenge you to reconsider the relationship between the objectives, activities, desired results and the indicators stated in the annual plan.

The management and relevant stakeholders then discusses the past quarter by looking at the chart and critically reflect on the impressions and the progress in the past quarter. Similar reflection can also be held at the end of the second and third quarter. The TTT also proposes that during the annual reviews the three quarterly monitoring charts can become a point of departure to generate discussions on the way forward. You will notice that all stakeholders can use the tool.