Monitoring development projects
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The document outlines the components and importance of monitoring development projects, including purpose, objectives, activities, and resource measurement. Monitoring involves collecting data on outputs and inputs to ensure projects stay on track, and it is crucial for identifying deviations, facilitating staff interaction, and verifying financial resources. The monitoring process includes on-site verification and reviewing reports, culminating in a comprehensive monitoring report that details observations and recommendations.
Monitoring development projects
- 2. WHAT IS A PROJECT? • A project consist of the following components: • Purpose (Measured by sustainable change achieved) • Objectives (Measured by outcomes achieved) • Activities (Measured by outputs achieved) • Resources (Measured by financial audits) • A project is set of activities carried out over a set period of time to bring about the desired change.
- 3. WHAT IS MONITORING? • Monitoring involves collecting data to know if the project is on track • Monitoring is associated with collecting data related to: 1. Number of output 2. Quality of output 3. Level of inputs • Inputs and outputs are interlinked and monitored simultaneously • Outputs of project generally consist of – activities undertaken, number of beneficiaries benefitted, finances used etc.
- 4. NEED FOR MONITORING • Monitoring is a very important activity in any project • The purpose of monitoring is to keep track of the activities • It helps in understanding any deviation from the plan • It helps in observing execution of the activities as per protocol • It is an opportunity for executing staff and supervisor to interact • It gives supervisor an opportunity to get hold of ground realities • It is an opportunity to do supportive supervision of staff • It gives supervisors an opportunity to interact with beneficiaries
- 5. TYPES OF MONITORING • Monitoring is of two types: 1. Physical verification / on the spot visits • This involves going to the locations where the activities are being conducted. • Here besides seeing the activity taking place feedback is also given to the personnel involved. 2. Review of daily/weekly/monthly activity report • This involves reviewing the reports submitted by the project staff and comparing it against the plan.
- 6. MONITORING PROCESS • Reach the location before the activity is started • Find out the preparations made to undertake the activity • Understand the stakeholders present in the activity • Observe the activity without giving any suggestions • Develop and use a checklist for monitoring & document observations • After the activity review the activity based on observation checklist • Take opinion from the team doing the activity about it • Give positive feedback and recommendations for improvements
- 7. MONITORING OF FINANCIAL RESOURCES • The financial resources invested in the project have to be monitored • The total project budget is divided into annual budgets & the annual budgets into monthly budgets according to the activity plan. • The financial expenses are monitored on the monthly basis and submitted to finance department in form of monthly statements. • It is important to ensure that the financial statements are checked and approved by all the persons across the hierarchy. • Annual audits must be conducted to ensure that the project expenses have been made as per guidelines and all evidences are there.
- 8. MONITORING REPORT • The monitoring report is prepared after the monitoring visit. • The report has following components: 1. Project, Place & Date of visit 2. Objectives of visit 3. Details of Activities monitored 4. Key Observations 5. Key Recommendations 6. Conclusion & Photographs
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