Both ENDS - Information Fact Sheet D

Both ENDS offers a wide range of services to NGOs in Africa, Latin America, Asia and Central and Eastern Europe, who are working in the field 

of environment, development and social justice.  

Our standard information service includes Information Packages on a wide range of topical environment issues. We also produce Information 

Fact Sheets on a number of environmental topics and on issues of capacity building. The aim of these fact sheets is to provide brief overviews 

and contacts on the mentioned subjects. This is ideal for NGOs who want a short guide on a particular issue. 

Contents:

We make an effort to update the information included  in these packages and fact sheets. However, since people and developments move fast, 

we inevitably lag behind somewhat.

The information presented is meant as an introduction. If you require more specific information, please feel free to contact us.

You can download the information packages and facts sheets from our  Website or you can  request an e-mail  printed version. They are free 

of charge to NGOs in the South and Central/Eastern Europe.

We welcome any suggestions or comments which will help us improve these information packages.

Both ENDS
Environmental and Development Service for NGOs

Nieuwe Keizersgracht 45
1018 VC Amsterdam
the Netherlands
Phone: +31-20-6230823
Fax: +31-20-6208049
E-mail: info@bothends.org
Website: http://www.bothends.org

This activity has been made possible thanks to the financial support of the Dutch Ministry of Housing, Spatial Planning and Environment (VROM).

1. Introduction

A system for planning, monitoring and evaluation (or, in short, ‘PME’) can help an organization to manage a project. It helps to  gauge how well the organization is implementing its activities, to take stock of progress made, and to identify the lessons to be learned. Planning, monitoring and evaluation are three activities that are closely related to each other.  

Planning

During planning, needs are identified and objectives (the broader goals that you want to reach) are determined. During the identification, specific attention should be given to gender and class differences. It is decided through which activities the objectives will be reached, and which resources are needed. The necessary roles, responsibilities and requirements are established. During planning it is already pointed out how progress will be measured and when monitoring and evaluation will take place.  

Monitoring

Monitoring takes place during the implementation of project activities. It helps one to observe progress, to take account of unexpected consequences of activities, and to adapt to changing circumstances. In short, monitoring investigates whether the reality turns out as expected during planning. Furthermore, during monitoring attention is often given to the cooperation between the different parties, and their motivation for working on the project. Monitoring also includes keeping a check on the use of resources. 

Evaluation

In general, evaluation takes place after activities have come to an end. Evaluation is meant to observe to what extent planned activities have been realized and planned objectives and impact have been reached. Often, during evaluation the not anticipated consequences of a project are also observed. Further, evaluations often look at the relevance, efficiency (the costs of realising particular results), effectiveness (the extent to which particular activities have reached their objective), impact, and sustainability of a project. Finally, in an evaluation attention is given to the lessons learned and how these lessons can be integrated in future projects. 

Often, evaluation is seen as something done by outsiders, at the finalization of a project. However, there exists also auto-evaluation, which is done by the organization responsible for the project itself. A system for PME becomes participatory where beneficiaries actively contribute to the design, carry out monitoring activities, and are involved in the final judgement, or evaluation, of project activities.

2. Reasons to do PME

There are several reasons to do PME. Many organizations regard PME as a cumbersome obligation imposed by donors. PME does provide organizational transparency, and accountability to donors. It gives donors the idea that their money has been spent effectively and has had sustainable results. However, accountability to donors is really a secondary objective of a PME process. In the first place, a good system of PME helps an organization to reflect on its own activities, to learn from mistakes, and to empower itself for future activities. Moreover, PME provides transparency and accountability to local stakeholders and beneficiaries. 

In that way, a PME system can be a means for becoming a ‘learning organization’. During planning, on the basis of an analysis of the problem situation an organization will figure out a strategy to bring change. During monitoring and evaluation, this strategy is validated. It is observed in how far the expected changes indeed take place, and if not, why not. For example, it may be that the initial analysis was incorrect. In the follow up of the project or in future planning, one can take into account the experiences with earlier strategies. 

3. The Logical Framework

Many organizations use the Logical Framework (‘Logframe’) as their main tool for PME. A Logframe is a simplified representation of a project in the form of a matrix. During the planning of a project, the Logframe helps to think through the structure of the project, and to ensure that the activities and outcomes of a project are directly related to its objectives. Already at the moment of planning, indicators and ways to verify the results are identified that will facilitate monitoring and evaluation later on. The Logframe further includes the assumptions or hypotheses underlying the proposed activities, which can also be verified during implementation and after the completion of the project, to facilitate learning.

The Logframe should be seen as a flexible tool, which should be adapted to the specific context of the project, and not as a mechanical procedure to satisfy donors. Apart from the advantages, there are also some disadvantages to the Logframe. Though experienced users may find the Logframe very helpful, for inexperienced users the procedure may be confusing and complicated. Too strict adherence to the Logframe results in inflexibility and the impossibility to adapt to changes during implementation. Finally, while using the Logframe, one may easily overlook possible side-effects of a project, such as  gender implications or the effects on the environment. 

    An example of a Logframe and the questions to ask yourself while constructing it 

Source: ICCO, 2000. Building bridges in PME. ICCO, the Netherlands

4. No blueprint

Not every PME system will be satisfactory for every organization. It is important that a PME system is tailor made: that it suits the mission, vision and strategies of an organization, and is relevant for the stakeholders. PME systems should be flexible: when they turn out not to provide the necessary information it should be possible to change them. Furthermore, they need to be transparent for both the users and other stakeholders of a project. A PME system should be simple, to ensure that its users are motivated to use it, and that it enables accountability. Most important is that a PME system only takes account of the information necessary to measure the result, it is not meant to create ‘cemeteries of data’.

Over the last ten years, a lot of information has become available on PME systems and on Logical Frameworks. In the following chapter, a selection of concrete methods on ‘how to do it’ is given. These can help you to identify what kind of PME system is relevant for your situation and the tools that can be used for doing the planning, monitoring and evaluation.

5. List of useful PME manuals  

APC WNSP. Gender Evaluation Methodology (GEM): a guide to integrating a gender analysis into evaluations of initiatives that use Information and Communication Technologies (ICTs) for social change.

Language: English/Spanish. Gender Evaluation Methodology available on the Internet: http://www.apcwomen.org/gem/gend_indicators.htm

The Association for Progressive Communications Women's Networking Support Programme (APC WNSP) is an international network of individual women and women's organizations promoting gender equality in the design, implementation, access and use of information and communications technology and in the policy decisions and frameworks that regulate them. They are experimenting with GEM all over the world.

McAllister, K. and R. Vernooy, 1999. Action and reflection: a guide for monitoring and evaluating participatory research. IDRC, Canada

Language: English. Available on the Internet: http://web.idrc.ca/ev.php?ID=27729_201&ID2=DO_TOPIC

International Development Research Centre (IDRC). is a public corporation to help developing countries use science and technology to find practical, long-term solutions to the social, economic, and environmental problems they face. Support is directed toward developing an indigenous research capacity. The guide outlines an approach for monitoring and evaluating participatory research and development projects at the community level, dealing with natural resource management issues.

Auble, J., 1990. Participatory Program Evaluation Manual, Involving program stakeholders in the evaluation process. 2^nd edition, Child Survival Technical Support project and Catholic Relief Services, USA

Language: English/French/Spanish. The English manual can be found on the web:

http://web.idrc.ca/uploads/user-S/10504133390Participatory_Program_Evaluation_Manual.pdf

Child Survival Technical Support project (CSTS), is funded by the office of Private and Voluntary Cooperation, Bureau of Humanitarian Response, of USAID, and managed by ORC Macro. CSTS basic concern is reducing children’s illnesses and death through preventive health care programs aimed at infants, children, and mothers in the developing world. Technical support is given to increase their capacity to achieve sustainable service delivery in public health interventions.

AusAID, 2003. The Logical Framework Approach. AusGUIDE, Commonwealth of Australia 2000, Australia.

Language: English. Available on the Internet: http://www.ausaid.gov.au/ausguide/ausguidelines/1.cfm

The Australian Agency for International Development (AusAID), manages the Australian Government's official overseas aid program. Their objective is to advance Australia's national interest by helping developing countries reduce poverty and achieve sustainable development.

D'Arcy Davis Case, 1990.The community's toolbox: the idea, methods and tools for participatory assessment, monitoring and evaluation in community forestry. Community Forestry Field Manual 2, Forests, Trees and People Programme and Network (FTP / FTPP), FAO / SLU, Italy.

Language: English/French/Spanish. The Spanish edition (2001) is not available online. The English manual can be found at:

http://www.fao.org/docrep/x5307e/x5307e00.htm

The French manual can be found on:

http://www.fao.org/docrep/U5810F/U5810F00.htm

The Food and Agriculture Organization of the United Nations (FAO) was founded to raise levels of nutrition and standards of living, to improve agricultural productivity, and to better the condition of rural populations. Today, FAO is one of the largest specialized agencies in the United Nations system and the lead agency for agriculture, forestry, fisheries and rural development. Since its inception, FAO has worked to alleviate poverty and hunger by promoting agricultural development, improved nutrition and the pursuit of food security - defined as the access of all people at all times to the food they need for an active and healthy life- while conserving and managing natural resources.

Wilde, V.L., Vainio-Mattila, A. and B. Brindley (ed.), 1995. Gender analysis and forestry. International training package. Forestry Department (FTPP program), FAO, Rome, Italy.

Language: English/ Arabic/ Spanish. English not available online. Arabic versions are available from Near East Foundation's Center for Development Services (CDS) as well as NEF Offices in the Middle East and Sudan.

http://www.neareast.org/main/nefnotes/view.asp?notes_id=342

Spanish edition has been adapted to a Guatemalan context:

http://www.fao.org/docrep/X5246S/X5246S00.htm

A useful manual with tools on how to include gender in planning forestry development projects. Section 1: How to design and implement participatory training programmes. Section 2: How to design and carry out participatory training workshops. Section 3: How to use rapid rural appraisal.

Rojas, M., 1993. Integrating gender considerations into FAO forestry projects.  Forestry Department, FAO, Rome, Italy.

Language: English/ Spanish. English edition is available online at:

http://www.fao.org/DOCREP/T1855e/T1855e00.htm

Spanish edition (1994) is available at:

http://www.fao.org/DOCREP/T1855s/T1855s00.htm

This document presents guidelines that help better focus the (FAO) project cycle on local people's concerns. It highlights the ways in which gender-based considerations need to be continually examined and can affect a project.

Donnelly, J. (ed), 1997. Who Are the Question-makers? A Participatory Evaluation Handbook. OESP Handbook Series, Office of Evaluation and Strategic Planning (OESP), UNDP, USA.

Language: English. The handbook is available on the Internet:

http://www.undp.org/eo/documents/who.htm

United Nations Development Programmes focus on helping countries build and share solutions to the challenges of: democratic governance, poverty reduction, crisis prevention and recovery, energy and environment, information and communications technology and HIV/AIDS. In each of these six practices, UNDP advocates for the protection of human rights and especially the empowerment of women. The UNDP also engages in extensive advocacy work.

EuropeAid, 2001 Manual, Project Cycle Management. European Commission and PARTICIP GmbH, Germany.

EuropeAid, 2002 Training Handbook, Project Cycle Management. European Commission and PARTICIP GmbH, Germany.

The training handbook complements the manual. While the manual spells out the PCM principles, the handbook complements the manual by providing more de-tailed guidance on how to use the techniques and tools presented. 

Language: English/Spanish/French. Available on the Internet: http://europa.eu.int/comm/europeaid/evaluation/methods/index.htm

EuropeAid Co-operation Office's mission is to implement the external aid instruments of the European Commission, which are funded by the European Community budget and the European Development Fund. The Office is responsible for all phases of the project cycle (identification and appraisal of projects and programmes, preparation of financing decisions, implementation and monitoring, evaluation of projects and programmes).

German, D., and E Gohl, 1995. Participatory Impact Monitoring (PIM). GTZ-GATE, Eschborn, Germany.

Language: English, 2 out of 4 booklets are also available in Spanish (Group based impact monitoring, NGO based impact monitoring).  The manual is available on the Internet: http://www.gtz.de/participation/english/

The Deutsche Gesellschaft für Technische Zusammenarbeit (GTZ) GmbH is a (German) government-owned corporation for international cooperation with worldwide operations. GTZ’s aim is to improve the living conditions and perspectives of people in developing and transition countries.

GTZ, 1997.Objectives-oriented project planning (ZOPP), A Planning Guide for New and Ongoing Projects and Programmes. GTZ, Germany.

Language: English. Available on the internet:

http://www.unhabitat.org/cdrom/governance/html/books/zopp_e.pdf

http://www.gtz.de/glossar/englisch/frameset_reconstruct.html?http://www.gtz.de/glossar/englisch/8_34.html

Guijt, I. And J. Woodhill, 2002. A guide for project M&E. IFAD, office of Evaluation and Studies, Rome, Italy.

Languages: English/Spanish. The whole manual can be found on the web:

http://www.ifad.org/evaluation/guide/index.htm

The International Fund for Agricultural Development (IFAD) is a specialized agency of the United Nations. IFAD was created to mobilize     resources for programmes that alleviate rural poverty and improve nutrition.

ICCO, 2000. Building bridges in PME Guidelines for good practice in the planning, monitoring and evaluation of community-based development projects implemented by southern NGOs with support from European ecumenical agencies. ICCO, The Netherlands.

Languages: English/French/Spanish/ Portuguese. The whole manual can be found on the web:         http://www.icco.nl/delivery/icco/en/doc.phtml?p=publications&action=details&index=6

ICCO's, Interchurch Organisation for Development Co-operation, work consists in financing activities which stimulate and enable people, in their own way, to organise dignified living conditions. ICCO is active in countries in Africa and the Middle East, in Asia and the Pacific, in Latin America and the Caribbean, and in Central and Eastern Europe

Kessler, J.J., 1998. Monitoring of environmental qualities in relation to development objectives. AIDEnvironment, The Netherlands.

This paper serves as a follow-up on the ‘SEAN toolbox’. The objective of this paper is to provide background information and guidelines to design and implement monitoring systems with indicators to measure changes in environmental qualities, as part of the planning cycle, and in relation to development objectives.

Language: English. Available at:

http://www.seanplatform.org/products/toolbox/full/Background/totaaldoc.DOC

Language: Spanish. Available at:

http://www.seanplatform.org/products/toolbox/full/Spanish%20version/Monitoreo_Espanol.doc

Language: French. Available at:

http://www.seanplatform.org/products/toolbox/full/French%20version/Environmental-monitoring_fr.doc

AidEnvironment is a not-for-profit consultancy, whose focus is on nature conservation, sustainable management of natural resources and poverty alleviation.

Margoluis, R., and N. Salafsky. 1998. Measures of Success: Designing, Managing, and Monitoring Conservation and Development Projects. Island Press, Washington D.C.

http://www.fosonline.org/Resources.cfm

Language: English/Spanish. The Spanish edition is available on the Internet:

http://www.fosonline.org/images/Documents/Medidas/titlepage.htm

Foundations Of Success (FOS) is a network of individuals and institutions who seek to improve the practice of conservation.

Nuñez. M. and R. Wilson-Grau, 2003. Towards a conceptual framework for evaluating international social change networks. MandE NEWS (Internet).

Language: English. Available on the Internet:

http://www.mande.co.uk/docs/Towards%20a%20Conceptual%20Framework%20for%20Evaluating%20Networks.pdf

MandE NEWS is a news service focusing on developments in monitoring and evaluation methods relevant to development projects and programmes with social development objectives.

Rubin, F. 1995. Basic guide to evaluation for development workers. Oxfam UK and Ireland, UK

Language: English. The guide is available on the Internet:

http://www.eldis.org/static/DOC6912.htm

Oxfam International is a confederation of 12 development organizations working together in more than 100 countries to find lasting solutions to poverty, suffering and injustice. Oxfam UK and Ireland are members of the Oxfam International.

SNV and AID Environment, 1999. The SEAN Toolbox. SNV Netherlands Development Organisation and AidEnvironment.

Strategic Environmental Analysis (SEAN) is a methodology that has been developed to integrate (or 'mainstream') environmental sustainability issues into development planning to improve its sustainability. SEAN is a comprehensive and practical tool used in various countries. The potential users of SEAN are planners and decision makers with a relatively high level of expertise, within governmental or non-governmental organisations or donor agencies.

Language: English, Spanish, French. Available online:

http://www.seanplatform.org/products/toolbox/full/START.htm

Timlin, A. The annual work planning manual. VSO Working Paper, UK.

Language: English. Available on the Internet: http://www.workingpapers.vso.org.uk/bus/bus13.pdf

Voluntary Service Overseas (VSO) is an international development charity that works through volunteers. Volunteers work in different countries worldwide to share skills, creativity and learn to build a fairer world. The working paper contains a planning manual based on the anglo-saxon logframe model.

Only available in Spanish

FAO. La evaluación en la FAO; cómo se hace. Internetsite.   1. Guía para la Organización de una Misión de Evaluación 2. Metodologías de Diagnóstico Rápido para Evaluar el Impacto

Language : Spanish. Available on the Internet:

http://www.fao.org/pbe/pbee/sp/how-s.htm

Geilfus F., 1997. 80 Herramientas para el Desarrollo Participativo. IICA/GTZ, El Salvador.

Language: Spanish. Available on the website of the Program on Participatory Research and Gender Analysis (use ‘search’ function):

http://www.prgaprogram.org

The Inter-American Institute for Cooperation on Agriculture (IICA) is a specialized agency for agriculture and rural well-being of the inter-American system. The Deutsche Gesellschaft für Technische Zusammenarbeit (GTZ) GmbH is a (German) government-owned corporation for international cooperation on sustainable development with worldwide operations. GTZ’s aim is to improve the living conditions and perspectives of people in developing and transition countries. The manual supplies a collection of participatory tools for analysis, planning, monitoring and evaluation.

Organizacion Panamericana de la Salud, 1999. Manual de monitoreo de la ejecución de proyectos. Organizacion Panamericana de la Salud, World Health Organization.

Language: Spanish. The manual is available on the internet:

http://www.paho.org/Spanish/DEC/Manual_de_Monitoreo.pdf

The World Health Organization is the United Nations specialized agency for health. WHO's objective is the attainment by all peoples of the highest possible level of health.

World Bank, 2002. Seguimiento y evaluación: instrumentos, métodos y enfoques. World Bank, USA.

Language: Spanish. Available on the Internet:

http://bancomundial.org.mx/pdf/Seguimiento_y_evaluacion.pdf

The "World Bank" is the name that has come to be used for the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA). Together these organizations provide low-interest loans, interest-free credit, and grants to developing countries.

Not available online

IIRR, 1998. Participatory methods in community-based coastal resource management. (3 volumes) International Institute for Rural Reconstruction, Silang, Cavite, the Philippines.

Volume one contains an introduction to community-based coastal management, community organizing and participatory tools. Volume two presents a series of tools. The last volume deals with (P)M&E and provides guidance on assessment and monitoring tools. Language: English. Not available on the Internet.

The manual can be ordered from IIRR: http://www.iirr.org/publicationbdate.htm

The part on ‘resource mapping’, part of Volume 2 ‘tools and methods’, can be downloaded from: http://www.iapad.org/publications/ppgis/resource_mapping.pdf

The International Institute of Rural Reconstruction (IIRR) is a rural development organization with its headquarters in the Philippines. Through participatory approaches, IIRR builds capacities of communities and their organizations, encourages people-centred practices among other development organizations, and strengthens linkages between communities and their partners. Their main outputs are training courses and publications on development issues, and learning from the work with communities.

Gosling, L., 2003. Toolkits: A practical guide to monitoring, evaluation and impact assessment. Save the Children UK.

Language: English. Not available on the Internet.

Designed to promote a systematic approach to planning, reviewing and evaluating development work. Covering the whole process of monitoring, evaluation and impact assessment, it includes a range of practical tools that can be adapted to suit different circumstances.

Save the Children is a development organization that fights for children's rights. They deliver immediate and lasting improvements to children's lives worldwide.

Karl, M. et al. (ed), 1999. Planning, Monitoring and Evaluation of Networks. Women's Feature Service, New Delhi, India.

Language: English. Not available on the Internet.

http://www.wfsnews.org/book2.html

Women's Feature Service (WSF) grew out of the Decade for Women to give the voices and views of women greater access to the world's media. WSF is putting women's issues into mainstream media in order to inform the public and influence policy makers.

6. Further reading

EvalWeb. EvalWeb contains: tools and resources to help you with evaluations; contact information and links to other evaluators and evaluation organizations; lists and links to recent and upcoming evaluations; and an online community where practitioners and others can exchange ideas and resources. By: USAID, Center for Development Information and Evaluation.

http://www.dec.org/partners/evalweb/

USAID is an independent US federal government agency to extend assistance to countries recovering from disaster, trying to escape poverty, and engaging in democratic reforms. Their work supports long-term and equitable economic growth and advances U.S. foreign policy objectives by supporting: economic growth, agriculture and trade; global health; and, democracy, conflict prevention and humanitarian assistance.

GDRC (Global Development Research Center)

Environmental management tools (Including: Environmental assessments, monitoring, evaluations)

http://www.gdrc.org/uem/e-mgmt.html

The Global Development Research Center is a virtual organization that carries out initiatives in education, research and practices, in the spheres of environment, urban, community and information, and at scales that are effective.

IDRC

http://web.idrc.ca/ev_en.php?ID=3265_201&ID2=DO_TOPIC

This page provides a brief, annotated list of selected participatory M&E training manuals and toolkits that may be of interest to CBNRM researchers.

MandE NEWS

A news service focusing on developments in monitoring and evaluation methods relevant to development projects and programmes with social development objectives.

http://www.mande.co.uk/specialist.htm

NGO Manager

NGO Manager Newsletter, November 2002 (http://www.ngomanager.org/newsletter1.htm). Their aim is to provide NGO managers with practical knowledge and tools to help managing an NGO. The newsletter is free, published by the members of the independent non-profit association NGO Management Group, which is based in Geneva, Switzerland. More information can be found at: http://www.ngomanager.org

Sean platform

The SEAN Platform was developed by AID Environment and SNV in The Netherlands. Strategic Environmental Analysis (SEAN) is a methodology for environmental or integrated sustainability analysis. The following can be found on the website: documents on SEAN, a newsletter, and a toolbox.

http://www.seanplatform.org

Ó Both ENDS March 2004 (lh)