Participatory Monitoring and
Evaluation
Dominique Senn, seecon international gmbh
Participatory Monitoring and Evaluation
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Participatory Monitoring and Evaluation
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Contents
1. Introduction
2. Participatory Monitoring and Evaluation
3. Steps of a PM&E Process
4. Techniques and Tools for PM&E
5. References
Participatory Monitoring and Evaluation
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1. Introduction
Outlining the Terms – Participation (1/3)
PARTICIPATION
Through participation, we lost ‚control‘
of the project and in so doing gained
ownership and sustainability.
(World Bank Task Manager, Source: THE WORLD BANK 1996)
There is no agreement among planners and managers about what
participation exactly is and why it is important.
Possible definition:
“Participation is a process through which stakeholders influence and
share control over development initiatives and the decisions and
resources which affect them.” (THE WORLD BANK 1996)
Participatory Monitoring and Evaluation
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1. Introduction
Outlining the Terms – Participation (2/3)
Why participation?
PARTICIPATION
For many governments, the United Nations Agencies and
non-governmental organisations (NGOs), participation is considered to
be critical to programme planning and poverty alleviation as a means
to seek sustainability and equity.
(RIFKIN and KANGERE 2002)
Tell me, and I will forget.
Show me, and I may remember.
INVOLVE me, and I will UNDERSTAND.
Source: http://www.drmdk.com/PIx/blackboard-green-clean.png [Accessed: 06.09.2013]
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1. Introduction
Outlining the Terms – Participation (3/3)
Why participation? (RIFKIN and KANGERE 2002)
PARTICIPATION
•
People know what works for them and
professionals need to learn from people.
•
People make contributions of resources (money, materials, labour)
for these programmes.
•
People become committed to activities that they have helped
develop.
•
People can develop skills, knowledge and experience that will aid
them in their future work.
Participatory Monitoring and Evaluation
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1. Introduction
Outlining the Terms – Monitoring (1/3)
What is monitoring?
MONITORING
Monitoring is a continuous process of collecting and
analysing information to compare how well a
project, programme or policy is being implemented
against expected results.
(INTERNATIONAL FEDERATION OF RED CROSS AND RED CRESCENT SOCIETIES 2007)
Participatory Monitoring and Evaluation
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1. Introduction
Outlining the Terms – Monitoring (2/3)
What is monitoring?
Compare
Actual state of a project /
programme / policy
Expected Results
Sources: http://upload.wikimedia.org/wikipedia/commons/f/fd/Abandoned_pit_latrine_(2940958117).jpg [Accessed: 06.09.2013];
http://petecodella.com/diy-social-media-monitoring-10001789.htm [Accessed: 05.09.2013]
http://www.wsscc.org/sites/default/files/imagecache/gallery_dl/photo_toilets3_south_africa.jpg [Accessed: 06.09.2013]
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1. Introduction
Outlining the Terms – Monitoring (3/3)
MONITORING
Why monitoring?
Monitoring aims at providing managers and major
stakeholders with regular feedback and early indications of progress
or lack thereof in the achievement of intended results.
Monitoring generally
involves collecting and
analysing data on
implementation
processes, strategies
and results, and
recommending
corrective measures.
The three central elements of monitoring.
(INTERNATIONAL FEDERATION OF RED CROSS AND RED
CRESCENT SOCIETIES 2007)
Source: http://img.bhs4.com/8a/7/8a723596707a70e55cda39bd9d170b8da41d1597_large.jpg
[Accessed: 06.09.2013]
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1. Introduction
Outlining the Terms – Evaluation (1/2)
What is evaluation?
EVALUATION
Evaluation is the systematic and objective
assessment of an ongoing or completed project,
programme or policy, its design, implementation
and results. Evaluation determines the relevance
and fulfilment of objectives, efficiency,
effectiveness, impact and sustainability.
(INTERNATIONAL FEDERATION OF RED CROSS AND RED CRESCENT SOCIETIES 2007)
Participatory Monitoring and Evaluation
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1. Introduction
Outlining the Terms – Evaluation (2/2)
Why evaluation?
EVALUATION
An evaluation should provide information that is
credible and useful, so that lessons learnt can be included
into the decision-making process.
(INTERNATIONAL FEDERATION OF RED CROSS AND
RED CRESCENT SOCIETIES 2007)
Source: http://www.clearhorizon.com.au/wp-content/uploads/2009/02/theproject25percent.jpg
[Accessed: 06.09.2013]
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2. Participatory Monitoring and Evaluation
Putting the Pieces Together
MONITORING
PARTICIPATORY
Participatory Monitoring and Evaluation
AND EVALUATION
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2. Participatory Monitoring and Evaluation
Participation, Monitoring and Evaluation in the Project Cycle
EVALUATION
Decision Making
Evaluation
STAKEHOLDER
PARTICIPATION
Planning
Implementation
and Monitoring
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2. Participatory Monitoring and Evaluation
Definition
Participatory monitoring and evaluation (PM&E) is a process through
which :
•
Stakeholders at various levels
•
Engage in monitoring or evaluating a particular project, program or
policy
•
Share control over the content, the process and the results of the
monitoring and evaluation activity and
•
Engage in taking or identifying corrective actions.
(WORLD BANK 2010)
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2. Participatory Monitoring and Evaluation
Stakeholder Groups
The following stakeholder groups are typically involved in PM&E:
•
The end users of project goods and services, including both men
and women at the community level
•
Intermediary organisations, including NGOs
•
Private sector businesses involved in the project
•
Government staff at all levels.
(RIETBERGEN-McCRACKEN et al. 1998)
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2. Participatory Monitoring and Evaluation
Conventional vs. Participatory Monitoring and Evaluation
Conventional
• Outside experts measure
performance against pre-set
indicators
• Use of standardised
procedures and tools
Participatory Monitoring and Evaluation
Participatory (RIETBERGEN-McCRACKEN et al. 1998)
• Project stakeholders
(including local people) are
active participants, not just
source of information
• Stakeholders evaluate,
outsiders facilitate
• Focus on building stakeholder
capacity for analysis and
problem-solving
• Process builds commitment to
implementing any
recommended corrective
actions
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3. Steps of a PM&E Process
The 4 Steps of a PM&E Process
• Planning
the Process
Step 1
Participatory Monitoring and Evaluation
Step 2
• Gathering
Data
• Data
Analysis
Step 3
Step 4
• Sharing Information
and Defining Actions
to be Taken
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3. Steps of a PM&E Process
Step 1: Planning the Process (Adapted from AUBEL 2004)
The planning phase of a PM&E process includes:
•
Identification of stakeholder groups to be involved in the planning
of the PM&E process.
•
Stakeholders define the objectives of the PM&E, what will be
monitored, how and by whom. This step includes the identification
of relevant indicators. In some cases, a common set of indicators is
developed, while in other instances different stakeholder groups
develop their own sets of indicators.
This requires a lengthy process of negotiation, contestation and
collaborative decision-marking among various stakeholders.
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3. Steps of a PM&E Process
Step 2: Gathering Data (1/2)
Data on implementation processes, strategies and results can be
collected using both quantitative and qualitative methods.
Examples for quantitative methods are community surveys,
interviews and observations.
Conducting interviews in Togo.
Source: SPUHLER (2007)
Community Survey in Vietnam.
Source: http://www.cbm.org/I-can-serve-the-community-better-362538.php# [Accessed: 06.09.2013]
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3. Steps of a PM&E Process
Step 2: Gathering Data (2/2)
Examples for qualitative methods are participatory learning
methods using visual (e.g. rich pictures, locality mapping),
interviewing and group tools (e.g. focus groups, world café) and
exercices.
Locality mapping:
Illustration of
the water,
nutrition and
sanitation
situation in
Mumbai, India,
from the
viewpoint of the
inhabitants.
Source: KROPAC (2009)
World café: A group discussion technique
which facilitates social learning and consensus
finding in relaxed and open discussions.
Picture Source: http://farm2.static.flickr.com/1421/624509210_ae8751d3a3.jpg
[Accessed: 07.09.2013]
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3. Steps of a PM&E Process
Step 3: Analysing Data
While data analysis is often thought of as a rather mechanical and
expert-driven task, PM&E should be an opportunity to actively involve
various categories of program stakeholders in the critical analysis of
successes and constraints and the formulation of conclusions and
lessons learned.
Formulation of
conclusions
and lessons
learnt.
Gathered
Data
Discussion of the results.
Source: http://www.fauna-flora.org/wp-content/uploads/participatory-dataanalysis-cover-photo.jpg [Accessed: 07.09.2013]
Participatory Monitoring and Evaluation
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3. Steps of a PM&E Process
Step 4: Sharing the Information and Defining Actions to Be Taken
Not all stakeholders can be involved in M&E data collection and
analysis.
 In step 4, the results of preceding M&E activities are shared with
other stakeholders, and there is discussion of appropriate actions to
be taken based on the findings.
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4. Techniques and Tools for PM&E
A participatory approach to monitoring and evaluation will usually
make use of a number of techniques and tools, selected and combined
to suit the objectives of the M&E work and the resources available.
Many of the techniques associated with Participatory Rural Appraisal
(PRA), Beneficiary Assessment (BA) and SARAR have been used in the
context of monitoring or evaluation.
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4. Techniques and Tools for PM&E
Participatory Rural Appraisal (PRA) (1/2)
PRA is an approach used in the field of international development. It
aims to incorporate the knowledge and opinions of rural people in the
planning and management of projects and programmes.
PRA uses a large variety of techniques, including:
•
Group dynamics (e.g. learning contracts, role reversals, feedback
sessions)
•
Sampling (e.g. transect walks, wealth ranking, social mapping)
•
Interviewing (e.g. focus group discussions, semi-structured
interviews, triangulation)
•
Visualisation (e.g. Venn diagrams, matrix scoring, timelines)
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4. Techniques and Tools for PM&E
Participatory Rural Appraisal (PRA) (2/2)
Social mapping: Maps usually drawn by a group of
villagers either on the ground using chalk or on a large
sheet of paper. The maps provide information about
the physical characteristics of the community, about
the socio-economic conditions and how the participants
perceive their community.
(http://web.worldbank.org/WBSITE/EXTERNAL/TOPICS/EXTPOVERTY/EXTISPMA/0,,contentMDK:
20190393~menuPK:415131~pagePK:148956~piPK:216618~theSitePK:384329~isCURL:Y,00.html
[Accessed: 07.09.2013])
Picture Source: http://youthdevelopmentvoice.files.wordpress.com/2011/09/pra1.jpg
[Accessed: 07.09.2013]
Transect walk: Involves walking with the villagers
through an area and discussing about different
aspects of land-use and agro-ecological zones in the
village observed during the walk.
(MUKHERJEE 1993)
Picture Source: http://www.espa.ac.uk/october-2012-newsletter [Accessed: 07.09.2013]
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4. Techniques and Tools for PM&E
Beneficiary Assessment
Beneficiary assessment is a qualitative research tool used to improve
the impact of development operations by gaining the views of intended
beneficiaries regarding a planned or ongoing intervention. (SALMEN 1999)
The tools usually used are conversational interviewing and focus group
discussions on changes and impacts.
Focus group discussion with water kiosk
users and vendors in Lusaka, Zambia.
Source: SENN (2012)
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4. Techniques and Tools for PM&E
SARAR (1/2)
SARAR is an education/training methodology for working with
stakeholders at different levels to engage their creative capacities in
planning, problem solving and evaluation.
The acronym SARAR stands for the five attributes and capacities that
are considered the minimum essentials for participation to be a
dynamic and self-sustaining process.
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4. Techniques and Tools for PM&E
SARAR (2/2)
S
Self-esteem
A sense of self-worth as a person as well as a
valuable resource for development
A
Associative
strength
The capacity to define and work toward a
common vision through mutual respect, trust,
and collaborative effort
R
The capacity to visualise new solutions to
Resourcefulness problems even against the odds, and the
willingness to be challenged and take risks
A
Combining critical thinking and creativity to
come up with new, effective, and reality-based
Action planning
plans in which each participant has a useful and
fulfilling role
R
For follow-through until the commitments made
are fully discharged and the hoped-for benefits
achieved
Responsibility
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4. Techniques and Tools for PM&E
Further M&E Techniques
•
Visual self-evaluation tools
•
Testimonials
•
Photographing the evidence
•
Community records and indicators
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6. References
AUBEL, J. (2004): Strategic Report 9, Participatory Monitoring & Evaluation for Hygiene Improvement, Beyond the
Toolbox: What else is Required for Effective PM&E? A Literature Review. Washington, D.C.: Office of Health,
Infectious Diseases and Nutrition, Bureau for Global Health U.S. Agency for International Development. URL:
http://www.ehproject.org/PDF/Strategic_papers/SR-9%20Lit%20Rev.pdf [Accessed: 06.09.2013]
INTERNATIONAL FEDERATION OF RED CROSS AND RED CRESCENT SOCIETIES (Editor) (2007): Monitoring and Evaluation in
a Nutshell. International Federation of Red Cross and Red Crescent Societies.
MUKHERJEE, N. (1993): Participatory Rural Appraisal. Methodology and Applications. New Delhi: Ashok Kumar Mittal.
RIETBERGEN-McCRACKEN, J.; NARAYAN, D. ; WORLD BANK (Editor) (1998): Participation and Social Assessment: Tools
and Techniques. Washington: World Bank. URL: http://www.rmportal.net/library/content/tools/biodiversityconservation-tools/putting-conservation-in-context-cd/participatory-approaches-resources/1c.pdf/at_download/file [Accessed: 06.09.2013]
RIFKIN, S.B., KANGERE, M. (2002): What Is Participation? In: HARTLEY, S. (Editor) (2002): CBR – A Participatory Strategy
in Africa. Based on the Proceedings of a Conference Uganda, September 2001. London: University College London
and Centre for International Child Health. URL: http://participatorypages.yolasite.com/resources/Community%20Participation%20basics%5B1%5D.pdf [Accessed: 06.09.2013]
SALMEN, L.F. (1999): Beneficiary Assessment Manual for Social Funds. Washington: The World Bank. URL: http://wwwwds.worldbank.org/servlet/WDSContentServer/WDSP/IB/2000/11/30/000094946_00111505375712/Rendered/PDF/
multi_page.pdf [Accessed: 07.09.2013]
THE WORLD BANK (Editor) (1996): The World Bank Participation Source Book. Washington: World Bank. URL:
http://www.betuco.be/voorlichting/Participation%20Sourcebook%20-%20World%20Bank.pdf [Accessed:
06.09.2013]
THE WORLD BANK (Editor) (2010): Participatory Monitoring and Evaluation, in Topics: Participation and Civic
Engagement. Washington D.C.: The World Bank. URL:
http://web.worldbank.org/WBSITE/EXTERNAL/TOPICS/EXTSOCIALDEVELOPMENT/EXTPCENG/0,,contentMDK:20509
352~menuPK:1278203~pagePK:148956~piPK:216618~theSitePK:410306,00.html [Accessed 06.09.2013]
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