SAMEA Workshop
M&E Systems for Use – day 2 morning
12-13 October 2015
Marlene Roefs & Anja Wolsky (CDI, Wageningen UR)

DAY 2 – morning

Recap yesterday

Overview: Today
 Step by step M&E system development
● Tea break (10.00-10.30)
 Continuation
● Lunch break (13.00-14.00)
 Lessons learnt in the workshop
 SAMEA evaluation form

How to develop an M&E system for use?

Jody Zall Kusek and Ray C. Rist (2004) http://wwwwds.worldbank.org/servlet/WDSContentServer/WDSP/IB/2004/08/27/000160016_2004082
7154900/Rendered/PDF/296720PAPER0100steps.pdf

http://www.cpc.unc.edu/measure/training/materials/phn/c ourse-modules/week-2/How%20to%20Develop%20-
%20Implement%20an%20M-E%20Plan%20170706.ppt

IFAD guide for project M&E http://www.ifad.org/evaluation/guide/4/4.htm#f4_1

Nigel Simister INTRAC
Step 1: Define the scope and purpose
Step 2: Perform a situational analysis
Step 3: Consult with relevant stakeholders
Systemic approach
Step 4: Identify the key levels (organisation)
Step 5: Select key focus areas / elements
Step 6: Fill in a grid, identify standards/expectations
Step 7: Work out the details
Step 8: Integrate the system horizontally and vertically
Step 9: Roll-out the system http://www.intrac.org/data/files/resources/663/Developing-ME-Systems-for-
Complex-Organisations.pdf

Steps 1: Define scope and focus

Summary M&E systems
 Context – complexity organisation / partners and intervention
 Definition – What and why?
 Elements – What does it include?

Steps 2: Perform a situational analysis

Definition: situation analysis
 The process of understanding the status, conditions, trends and key issues affecting people, ecosystems, and organisations in a given geographic context at any level
(local, national, regional, international)

Why and how?
Purpose: To fully understand what is in place already and what the consequences of developing a new system are.
How: Define your M&E system, associated areas might include planning systems, reporting systems, financial or administrative monitoring systems, management information systems, human resources systems or any other systems that might influence (or be influenced by) any changes you make. Also think about people that run and use these systems.

Hints
 literature review
 Interview different groups of people
 Site visits
 Draw together a working group
 Do not forget to build on the successes of others
 Develop a rich picture

Rich picturing – what is it?
 A drawing of a situation that illustrates the main elements and relationships that need to be considered in trying to intervene to create some improvement
 Pictures, text, symbols and icons should all be used to graphically illustrate the situation
 It is called a rich picture because it illustrates the richness and complexity of a situation

Rich picture - example

Rich picture – EXERCISE
 Use the different areas or elements as a starting point for developing the rich picture:
● Who are the stakeholders (M&E needs, expectations, enablers, motivators) and where do they fit in?
● Systems
● Policies
● Any other relevant social, economic, political, environmental features or issues

EXERCISE – Assign roles and Analyse case
-
Knowledgeable persons
-
Critical persons
-
Naive persons
- Moderator and time keeper

Tea break (11.00-11.30)

Step 3: Consult with relevant stakeholders

Stakeholders
 Senior management or their representatives
 Staff at different levels of the organisation who will be expected to maintain or use the new M&E system
 Key partner organisations, especially where they are responsible for designing or implementing projects or programmes
 Board members or trustees of an organisation
 Donors, particularly if their money is being used to support the development of the new system
 Selected community groups or service users.

Why and how?
Purpose: To ensure that different groups have some input into the decisions that will affect their work or lives; to ensure that there is buy-in to the new system; and to improve its potential quality.
How: Initial consultations are held with people at different levels of an organisation to assess their needs and expectations of the new M&E system. Later on, a smaller group of stakeholders will be needed to provide detailed input into the design of the new system.

Hints
 Initial consultations can take place after the situational analysis has taken place, or in parallel.
 On an individual basis or through group discussions
 Site visits, or via email or telephone
 Surveys or questionnaires can be used to acquire the views of a large number of people.

EXERCISE --- check stakeholders and enablers and motivators
 Check stakeholders in the rich picture and what might motivate and enable them