Explaining Programme Goal, Outcomes, Outpus and Inputs

The Programme identification process

During the planning phase you had undergone a series of stakeholder meetings just trying to understand what really are the problems and how can these problems be solved. Ofcourse, all those days of hard work payed off because now you are actually on the verge of formulating your programme or project. As an organization with your various stakeholders within your midst, you should have by now been able to clearly identify your vision for the future and the theory of change. The theory of change basically give you a comprehensive roadmap on how your various goals and solutions will be achieved. Now, when you come up with a programme in a nut shell it should have Goal, Outcomes, Outputs and Inputs. But for a project it basically ends at the output - outcome stage really depending on your organizations priorities or design. However, lets get straight away in defining these various portions of a programme such as the Goal, Objective, Outcomes and Outputs. Remember these things actually help in Monitoring and Evaluation.

Creating the Goals, Outcomes, Outputs and Inputs

When you are in the process of defining the Goals to the inputs it is always important to be sure what the programme is designed to achieve.Lets get just a bit deeper shall we,

1) Goal; The Goal is basically what you would call the impact of your programme. The developmental change that the programme is likely to bring in the long term lets say in 5 years time. Key questions you want to be sure to ask yourself is, what developmental benefit will the target group have after 5 years of implementation?

2) Outcomes; These are basically the change that occurs as a result of the intervention. These are usually results occurring in a time frame from intermediate to mid term. Key questions that must be asked when formulating outcomes for a programme is 'what must the programme deliver in order to achieve the Goals?' All brainstorming should involve the relevent stakeholders including the Monitoring and Evaluation Officer.

3) Outputs; Outputs are the direct tangible products and services that the programme will deliver as a result of the activities. When coming up with the outputs there is need to directly relate the activities to the outputs at all costs.

4) Inputs; These are basically the resources that will spearhead the various activities to be undertaken including Monitoring and Evaluation activities. It is highly recommended that inputs are adequate and are defined clearly in terms of quality and quantity.

Example of Monitoring and Evaluation activities

The Monitoring and Evaluation activities that should always be included in the programme or project are quit plenty but in a nut shell, they need to add value to the programme or project that you are implementing. When you are planning for the right kind of Monitoring and Evaluation activities to be undertaken you will have to clearly attach the adequate amount of resources to them. Lets look at some of the common Monitoring and Evaluation activities that most organizations will include in their programmes.

Monitoring and Evaluation Activities

• Quarterly/Semi-Annually Data Collection
• Quarterly/Semi-Annually Analysis
• Semi-Annual Report Writing
• Quarterly Backstopping in various areas
• Quarterly Monitoring of Implementation
• Development of field office Monitoring and Evaluation System
• Baseline Survey
• Mid-Term Evaluation of Programme
• End of Programme Evaluation
• Monitoring and Evaluation Trainings

Monitoring and Evaluation Inputs

• Money to cater for fuel costs
• Money to cater for staff daily costs in Monitoring and Evaluation in the field
• Money to cater for salary of Monitoring and Evaluation staff
• Stationary and computer equipment
• Money to cater for consultant to conduct the Mid-term and End of Programme Evaluation 
• Money for Monitoring and Evaluation workshop trainings

Monitoring and Evaluation Outputs 

• Monitoring and Evaluation reports produced
• Mid-term and End of Programme Evaluation Report produced
• Fully operational Monitoring and Evaluation System in place in the field
• Trained field staff in Monitoring and Evaluation.

This is all for now folks, remember to take Monitoring and Evaluation to a whole different level. Don't be shy.

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Winning a Monitoring and Evaluation Job Interview

Become a Winner

You have been called for a job interview hoping to nail a position as a Monitoring and Evaluation specialist of that prestigious organization of your dreams. You know fully well that opportunities don't always come easy and you know how important it is to really look your best right. We can almost imagine how much time and energy you have put in just to look your best and read some of your past academic materials on Monitoring and  Evaluation. Congratulations! However, you should know that no matter how ready you think you are, some interviewers are just mean. You will fail the interview that took you over a week to prepare in just a few a minutes. So, what do you do to really nail the Monitoring and Evaluation Job position? Big question but few answers.

What Interviewers would like to See

When a Job interview is about to happen, interviewers already have it in their minds what kind of Monitoring and Evaluation person they are looking for except, they want to be sure they are choosing the right one. Don't disappoint them. First things first, it is always important to look your very best. The dress code for an interview should usually be a suit but depending on the region of the world you come from, you should be able to know what formal wear really is. Now, when you are called for an interview, they have already seen your C.V and so they actually know you are qualified for the Job. But what really seperates you from the rest of the others who were also called is your body language, your reasoning, your personality and other things like that. Here are some things you should do.

1) Clarity; Make sure you answer questions in a clear and confident way. Interviewers are interested in a Monitoring and Evaluation Officer who is able to communicate clearly. Why is this so important? Well when you will be called to do a powerpoint presentation on your Monitoring findings infront of a wide audience, you have to be able to communicate it in a clear but effective way. When the interviewers ask you questions, answer the question as it comes and don't include things that are not related at all to the topic. Be yourself.

2) Be Practical; Usually interviewers want to test your intelligence by giving you a practical situation. If you are called to explain your experience in the Monitoring and Evaluation field, make sure you explain things in a practical way. For instance, imagine if the interviewers asked you whether you have conducted a Baseline Survey before in your life. You are not only going to say yes, but you will briefly explain how you did it and what were your findings. It is usually interesting if you conducted a Baseline Survey for a prestigious organization.

3) Be Friendly; You have to relax during the interview and try to be friendly. You should put up a warm smile on your face occasionally and try not to be to formal and yet again too informal. Try to treat the interviewing panel like they are actually your work colleagues no matter how intimidating they may appear.

4) Display your achievements; There is absolutely no harm in displaying some of your big achievements to the interviewing panel. More especially if it is really related to the kind of programme they intend to implement over the years. Take for example, if they are recuiting a Monitoring and Evaluation Officer for a gender programme they are about to implement and you were fortunate to have conducted a gender evaluation as a consultant months before the interview, why not show them your Evaluation Report.

Remember that the interview is really nothing more than an interview that allows you to really get to sell yourself. To sell your qualities, your attributes and your experience. You shouldn't fear anybody at all but just make sure that you are yourself. Monitoring and Evaluation is just soooooo interesting folks. Best wishes in your Job Interview.

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Analysis of Problems and Solutions, Monitoring and Evaluation at Planning

Problems and Solutions, What are they?

Its that time again when your organization has the task of developing a 5 year programme or project. But then in as much as you know how vital it is to plan your programme or project well you should also realize that this stage is actually very critical for the Monitoring and Evaluation processes. When beginning to plan for your programme or project, you have to spend a whole lot of time understanding exactly what your problems are and what the possible solutions could be. But then lets dig deeper and understand what exactly is the problem and what exactly are the solutions.

Analysis of Problems and Solutions, Make it Work!!!

Monitoring and Evaluation depends on good planning and as programme or project coordinator you have to realize that you have to get it right from the very beginning. There is no room for mistakes because you are at the genesis phase which requires utmost seriousness and dedication.....Make it work. What is a problem? Well a problem is simply a adverse situation that requires immediate intervention. Sounds like a definition which isn't so accurate HUH? Well the truth is we all know what a problem really is, here are a few examples of problems which can really clear up the air.

• High poverty levels in Country A
• High illieracy levels in Continent B
• High Birth Mortality levels in Region C 
• High levels of Injustices among the rural poor

Isnt so hard to understand when you come to think of it because these are the kind of problems you hear on the news, read on the internet and watch on the T.V. But the point is, there are people out there you have donated millions of dollars to reduce these problems and as organizations implementing activities you have to hold yourself accountable. Since we understand the problems it wouldn't be so hard to understand the solutions. A solution is simply the answer to reducing or eradicating these problems. So I guess we understand why programmes or projects become really important in the whole equation.

In the analysis of the problem and finding of solutions its a very extensive process because it involves a number of key stakeholders such as the government agencies, implementing partner organizations, taget groups and other important entities. It is important that there is gender balance in the participation of both men and women. Always include the Monitoring and Evaluation staff as well.

Conceptual and Methodological Approaches in the Planning

You definitely have to stage a workshop were you can invite all the necessary participants to brainstorm on the problems and solutions to those problems. There is a very common approach that is widely used when trying to understand the problem, and that is the problem tree. The problem tree methodology is basically a process that involves a number of people in identifying a set of problems and also taking into account the cause and effect relationship.The reason it is called a problem tree is because in its pictorial form it actually looks like one :)

Anyway, basically the fun really begins when everybody in the workshop begins to participate and collectively discover solutions to the various sets of problems. When the problem and solutions are identified then can you begin to seriously discuss about formulating your own developmental programme. This is the stage were Monitoring and Evaluation application of principles learnt from the University actually gets interesting. Lets begin the process folks!!

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Monitoring and Evaluation Begins at Planning, GOT IT!!!

The Planning Phase of Programme

Monitoring and Evaluation is really about keeping track, measuring results and attributing change to your developmental interventions. You see, to make things successfully clear and easy it is highly important that the planning phase of a programme or project is done perfectly. There is absolutely no need for mistakes because if you really think deeply you will soon realize that Monitoring and Evaluation depends on a very good planning phase. Lets get into business and define the planning phase in detail. You have to believe it!!

Get it right from in the Beginning

Just what is planning and how important is it for the Monitoring and Evaluation process? Planning involves a combination of things but here's the news....You can plan a very good programme if you really get it right from the start. As earlier said, planning involves a combination of things as listed below namely;

• Setting your goals, visions and objectives of a programe
• Setting forward your implementation for the months or years to come
• Setting the resources that will be allocated to these activities

Now in the planning phase the key is to know exactly what you want to do and exactly how your programme or project will contribute to change or developmental results..Its that simple. However in as much as the planning phase may seem like a piece of cake you have to understand that the planning phase is constantly changing due to its dynamic nature. Anything can change at anytime, but with proper brainstorming with the various stakeholders in the planning stage, you will surely find that the following questions will be answered with no problems at all. In the planning phase questions need to be answered such as 'what do we want?', 'what are the solutions to the problems identified?', 'how can we reach these goals?' these are some of the many questions which you should seriously begin to ask yourself without a slightest doubt. It is important that at the planning phase you take advantage of the Logical Framework Approach which will be discussed later in detail.

Programme Planning Process

The programme planning process basically involves 4 main interesting phases which shouldn't miss the eye of any Monitoring and Evaluation Officer who is involved in the process. Here are the processes folks;

• Analysis of problems and solutions
• Indepth problem analysis
• Indepth Analysis of solutions
• Identification of a programme or project

Now it is at these various stages that the relevant stakeholders should be fully involved  but also make sure that Monitoring and Evaluation staff are fully involved in the processes as well. But then, Why are Monitoring and Evaluation Staff members so important in the first place?

Monitoring and Evaluation Staff in Planning

Monitoring and Evaluation Staff are basically so important because they add value to the planning process of the programme or project. Through their experience you will be able to develop indicators that are specific, measurable, attainable, realistic and time bound. It is not only in the development of indicators where the Monitoring and Evaluation staff are valuable but it is also in helping stakeholders understand the processes and challenges that may come along in collecting information. Monitoring and Evaluation staff can really make the planning process more interesting than you actually think folks. Take Monitoring and Evaluation to a whole different level.

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Monitoring and Evaluation + Statistical Research

Using Research Methodology in Monitoring and Evaluation

Monitoring and Evaluation is actually research if you come to think of it. Take for instance when it comes to conducting Evaluations, what methodology do evaluators usually use to conduct these in depth assessments? Well you will find them using research designs like non-experimental and quazi research. But most times as a developmental organizations you may be doing your research but not really paying attention to the rules of research that can really make your Monitoring and Evaluation reports credible and effective. Monitoring outputs is the easy part but when an organization decides to take up the responisbility of Monitoring and Evaluating outcomes and impacts, then there may be some need for some research skills. Lets consider research skills that ROCKS!! in Research Methodolgy.

Must have Research Skills in Monitoring and Evaluation

1) Effective Sampling Skills; As an organizations attempting to measure progress on your programme or project you will have to select samples. Sampling is really the cost effective and realistic way to measure progress among a smaller target group than having to interview the over 100,000 individuals that your project may be targeting. But even when you want to bring effective sampling skills in the world of Monitoring and Evaluation you have to realize which research design is appropriate. If you are using an experimental research design you are definitely going to use random sampling (which has been known to be more credible) but if you are using a quazi research design then you will know outrghtly that this will involve non-random sampling. The point is, that the sample group is critical because this is a group that is going to be deemed representative of all the target group of the project or programme.

2) Effective analytical Skills; You want to be good at doing analysis and showing through statistical analysis that your findings are credible. Again its not about knowing in depth mathematics but you should be sure to use basic analytical approaches such as the mean, range, mode and other basics. You see what really people want to know is what progress is being made by the project or programme? If there is progress or not the question is why?

3) Effective attribution skills; One of the many pains that have given project or programme implementers a nightmare is how they can attribute change to their developmental support from their intervention. In research one way to conquer this is to have control groups. What is a control group? A control group is a group that has not been receiving any developmental support from your programme or project. The aim of setting a control group is to make a comparison with the group you are supporting in order to see whether there is any significant change. There are research/statistical approaches and methodologies that can actually tell you whether this change between the control group and intervention group has been significant.

Applying Statistical approaches in Monitoring and Evaluation

The z test and t test are very useful approaches that can be used even in Monitoring and Evaluation especially in Evaluation. The t test in particular assesses whether the difference in means of two groups is statistically significant. This is really usefull when comparing a control group with an intervention group.

But what really is the point of even using these statistically methodologies? Well you want to improve the credibility of your findings and also be able to hold your heads high as you show off your Monitoring and Evaluation findings to the whole world. This blog will soon show you how to apply these statistical methodologies in the real world because the real world is where we live in. Take Monitoring and Evaluation to a whole different level folks.

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Measuring long term change in Developmental Interventions, tricky business

Is Monitoring and Evaluation the answer???

Many times there have always been attempts to use the skills and experiences of Monitoring and Evaluation  specialists who know exactly what they are doing, yes you know what that exactly means right? Big organizations have spent millions of dollars just trying to find answers to the questions that matter most in the developmental world...developmental change. But then, has Monitoring and Evaluation actually achieved the goals of measuring long term developmental change? Have they? What do you actually think? To some extent Monitoring and Evaluation has done a good job in measuring change but that hasn't gone without extensive challenges. You heard it loud and clear challenges just creep in even to the most sophisticated and killer researchers dealing in developmental work. You see one of the biggest challenges in measuring change is that it comes with a whole lot of many other problems which cannot easily be sorted out in the short term. Lets dive into this a little shall we?

Measuring change in the developmental world, you gotta believe it

It has always been extremely hard to measure change especially when it takes the form of policy change, empowerment, change of attitude and climate change. May sound like it doesn't make sense, but just read the following to see how difficult even the best Monitoring and Evaluation specialists have in really reporting change, if at all they even do report on it at all. Lets get down to business because this is the real world.

1) Policy Change; Policy is one of those things which you have to agree is just long term stuff. Besides, the truth is even if your programme is supporting implementing organizations that are lobbying to governments, how do you actually attribute that your programme is primarily responsible for a policy change when there are so many players in the equations? Not forgetting the fact that policy change is actually a long term change intervention which you can't measure only after maybe 3 - 5 years. But how does Monitoring and Evaluation actually help when it comes to Monitoring the policy component in a developmental programme or project. Hope this answer doesn't break your heart because the truth is if you are going to Monitor and Evaluate the policy component at all, you have to concentrate on Monitoring activities and outputs. There is NO TWO WAYS ABOUT IT!! GOT IT!!!!!!!!!

2) Empowerment; Every programme or project is just talking about empowerment so much that you see that word in almost all programmes or projects in this world. There are times when you have to agree that actually Monitoring and Evaluating this component is damn hard...WHY?? Because empowerment is about the change in attitude and the mindset of the target group. Not forgetting again that it is long term intervention. Lets just say that your developmental programme wants to empower your target group to be self sustaining, you will only be able to get your results maybe 3 - 5 years later. Thats pretty tough right? But again, to Monitor and Evaluate Empowerment, the best is just to concentrate on activities and outputs such as trainings, workshops e.t.c There is NO TWO WAYS ABOUT IT!!............................GOT IT!!!!!!!!!

3) Climate Change; Developmental programmes or projects that have this as their indicator are just way too ambitious. Think of it, what exactly can a programme or project do to bring climate change in 3 - 5 years that has taken nearly centuries to destroy? Lets be real the only way you can realistically have Monitoring and Evaluation in the whole equation is to concentrate in activities and outputs. There is NO TWO WAYS ABOUT IT!! 

Embracing the reality as an organization

As an organizations you know the challenges and you obviously know the risks, but then what are you going to do about it? Donor pressure is mounting to see certain indicators that you don't 100% agree with in your programmes especially knowing that Monitoring and Evaluation will be painfully difficult to report on, what are you going to do? It all begins with the planning stage of a programme or project development. It all lies with involving all the relevant stakeholders in the planning stage, it all begins by clearly unveiling the reality of setting certain indicators and really knowing what your programme or project can really achieve given the limited resources. Setting indicators isn't always easy but you can be a winner only if you know what your programme or project can realistically achieve and what you can realistically measure. Take Monitoring and Evaluation to a whole different level folks!!

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Writing a Monitoring and Evaluation Report that tells a Story

Reporting is Everything when Monitoring and Evaluating

Reporting is one of those things in Monitoring and Evaluating that you simply cannot run away from at all. In the world of Monitoring and Evaluating of programmes or projects it is highly important that the information comes out properly and in a language were your audience can really appreciate. What do people really want to see? Who are these people anyway? Lets try to understand all of this shall we.

How to Write a Report, Steps you should never forget

You will discover that report writing is actually a skill and like all reports written in research people are looking for hardcore answers. In the world of Monitoring and Evaluation that isn't anything different. You see, if you want to be really successful in writing Monitoring and Evaluation reports you have to learn to tell a story. People who read your work should be able to first understand what your report is about and how it relates to the Programme or Project.

The reporting of your findings if you come to think of it, actually begins from the planning phase of your Monitoring and Evaluation Journey. When your are planning on the kind of data you want to collect from the target group or target area you have to involve the relevant stakeholders always. Now what are the steps of writing the report, remember it all begins at the planning phase.

Step 1: Review the Programme or Project Strategy

It is important when writing a Monitoring and Evaluation report to review the developmental Programme or Project strategy just so that you remind yourself on what you are about to report on. Remember that you may have collected a lot of relevant as well as irrelevant information. So try to put everything in context before you begin writing your Monitoring and Evaluation report.

Step 2: Compose your Introduction and Conclusion

The next step is to compose the introduction and conclusion of the report. This is a very useful way to ensure that you don't go off key when writing the report but stay on track in answering the key questions such as what was achieved? if it wasn't achieved...Why??? What corrective measures can be taken? The conclusion should tie in very well with the introduction. For instance if your introduction is "To Monitor the progress of the Programme or Project" then your conclusion should report on whether any progress had been made at all. Remember, recommendations are very important.

Step 3: Write the body of the Monitoring and Evaluation Report

Finally, you can begin writing the body of the Monitoring and Evaluation to suite your organization and all key stakeholders alike. Remember that a report should explain the objectives, methodology used, discussion, findings and other relevant sections. Be sure to organize your findings in a neat and proper way and communicate some of your findings by use of graphs.

Key Considerations in Monitoring and Evaluations Reports

Depending on the nature of your organization or the programme/project, you may want to consider how big the report should actually be. For instance if you are writing a report quarterly on outputs being achieved in the implementation period there is no need to make it too lengthly. On the other hand if you are writing an Evaluation report over the long years of implementation, because it is in-depth their may be need for a lot of information.

Always consider your audience when writing a report and do not assume they know everything. Be sure to include a list of acronyms in your report. Make your report very interesting by communicating key findings by using graphs which speak volumes  unlike just tabulating a long irritating list of numbers. Interprete your findings in a clear and coincise way and remember to recommend the best possible way to change things for the better. You must understand that the main people you are reporting to are the stakeholders and stakeholders want to see results. The best way to make sure that what you report on is relevent, just refer to the logframe of the Programme or Project document. 

There is a lot more things that go into report writing in Monitoring and Evaluation but the key questions you should be asking yourself about your report are the following;

• Does it answer the 'Why' question?
• Does it tie in with the Program or Project Strategy?
• Is it in a language that everyone can understand clearly?
• Is there room for improvement?

By following these key questions then can you begin to take Monitoring and Evaluation to a whole different level. Make it happen!!!

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