– Paul Amevor (OICI-GH)
Presentation Outline
 Review of current OICI M&E System
lessons learnt
 Goal and Objective of the Action Plan
Scope of the New M&E Plan
Key Stakeholders
Planned Activities
Monitoring & Evaluation of the Action Plan
Resources needed
Review of the OICI M&E System
Revised twice in response to M&E recommendations
A tool for providing information for donor
Little participation of stakeholders in the M&E system
Information needs of stakeholders and their level of
participation not assesed and considered in the design
The plan lacks capacity to support management
decision-making processes
Lessons learnt
Current Practice
Program Planning:
Process of needs identification
not rigorous enough:
Choice of interventions depends
largely on what donor is most
likely to fund
Existing institutional capacity of
the organization
Stakeholder participation in the
program design and
implementation is minimal
New Idea
Need to devote much time
and resources in identifying
the needs of stakeholders
Select and prioritise
interventions with the
stakeholders and agree on
implementation strategies
Donor Inflexibility
Programs once approved
become a”blue print”and
difficult tp change to
respond to changing
needs (e.g. Inputs credit component
for OICI FS program was rejected by
Need to have an in-built
mechanism in the DAP to
allow flexibility
Need to do thorough
situational analysis
Monitoring and Evaluation
Participation of Key stakeholders
in monitoring and evaluation is
quite minimum.
Results of monitoring and
evaluation are often seen as means
to justify accountability to the
donor instead of seen as a learning
Project management is therefore
some times hesitant in sharing
M&E findings with stakeholders
M&E personnel are often harassed
by management to reword the
contents or portions of M&E
reports whenever the report is
perceived as negative.
Monitoring and evaluation
needs to be understood and
seen as an integral component
of a successful program
planning and implementation.
 M&E must be seen as a
learning process that demands
the active involvement of
project staff and key
M&E findings should not be
used as primary reasons for
withholding funding or
sacking managers.
Involving stakeholders in M&E
Different understanding
of M&E by different
All players should have a
common understanding
and agreement on what
they want to do with
Stakeholders need to be
involved in the M&E
Current Monitoring and Evaluation Plan
The current M&E plan is  There is the need to
not participatory
redesign the current
It is much geared
M&E plan to make it
towards donor
accountability rather than
a learning process for
project management and
Goal of the Action Plan
To enhance the performance of OICI Ghana
food security program through effective
monitoring and evaluation system
To re-design the current M&E system for OICI
Ghana food security Program to make it more
participatory by December, 04
Scope of the new M&E Plan
Use of project inputs, outputs delivered and
impacts of project interventions
Key Stakeholders
United State Agency for International development (USAID)
Women groups involved in various income generating activities e.g. cassava
processing, bee-keeping, pottery-making and rice processing
Farmer groups (men & women)
Water and Sanitation committees
District Assemblies
Ministry of Food and Agriculture (MoFA)
Ministry of Health (MoH)
Community water and Sanitation Agency (CWSA)
World Vision Ghana (WV-Gh)
Adventist Development and Relief Agency (ADRA)
Lack or inadequate financial support
Lack of cooperation from management and
other staff
Lack of cooperation from stakeholders
Lack of capacity of staff and stakeholders in
monitoring and evaluation (PM&E)
How to overcome Constraints
Intensive sensitization of Stakeholders on the
importance of participatory monitoring and
evaluation (PM&E)
Capacity building of stakeholders in PM&E
Planned Activities
Critical review of the current M&E system
Organize sensitization workshop for management, technical and
field staff on PPM&E (April,04)
Organize sensitization workshop for selected key stakeholders
on PPM&E (May,04)
Organize separate workshop to Identify information needs of
key stakeholders (June,04)
Organize M&E workshop for key stakeholders and project
staff with focus on the ff: identifying performance questions &
indicators, measurement tools and deciding on data analysis and use of
information and information sharing processes (July,04)
Planned Activities (Cont’d)
Prepare a draft PM&E Plan (August,04)
Discuss the draft M&E plan with Project staff and the key
stakeholders at a workshop (September,04)
Finalize the M&E plan (October,04)
Assess the capacity of staff and Key stakeholders in the use of
PPM&E tools (October,04)
Organize training for project staff and key stakeholders on
specific PM&E tools (November,04)
Implementation of the revised M&E PlanData collection,
analysis, use of the information and processes of reflection and
Monitoring and Evaluation of the M&E Processes
M&E Plan- Key Performance
To what extent is management willing to commit time and
resources into the development and implementation of PM&E
To what extent are the stakeholders interested in the
institutionalization of PM&E?
What is the level of participation of staff & stakeholders in the
M&E processes?
To what extent are the staff and stakeholders able to implement
and manage the M&E processes?
Are planned activities being implemented according to schedule?
Why and why not?
M&E - Indicators
% increase in M&E budget
Number of selected stakeholders regularly participating
in various M&E training workshops and meetings
Level of stakeholder satisfaction with the PM&E
Number of stakeholders able to perform their assigned
roles and responsibilities
Number of planned activities implemented on schedule
M&E Plan - Source of Information,
methods and frequency
Review of Project financial record, Quarterly
Workshop attendance record, each time M&E
event takes place
Semi-structured interviews/brainstorming Each
time M&E workshop/meeting takes place
Quarterly Review of completed M&E forms
Monthly Review of planned activities
Resources Needed
Trained staff and stakeholders in PM&E
(Training materials e.g. stationery, handouts,
consultancy fees, per diem allowances,
conference fees and hotel, accommodation)
Equipment and workshop materials (e.g.
vehicles, computers & stationery)
Incentive packages (certificates of recognition
for key stakeholders involved in data collection
and analysis)
Financial resources
End of Presentation
Thank You