Mornitoring and Evaluation Plans.Understanding Data

Monitoring & Evaluation Plans
and
Understanding data & information flow
Guides for Demonstrating Program Progress
and Success

Learning Objectives
 Describe basic elements of M&E Plans
 Understand basic function of Plan components
 Identify opportunities for data demand and use
 Apply the Information Use Map

Session Overview
 Definition and function of M&E Plan
 Describe components of a Plan
 Basic rules to guide M&E Plan development
 Introduce Tool: Information Use Map
 Introduction to workshop group work:
 Developing components of an M&E plan

M&E Plans – Definition1
 Document describing all M&E activities in a
program
 Program objectives, interventions developed to
achieve them, & procedures to be implemented to
determine whether or not objectives are met
 Expected results of the program and how they relate
to goals and objectives
 Data needed, how it will be collected & analyzed
 Information use, including resources needed to do so
 How the program will be accountable to stakeholders
1MEASURE Evaluation website,
https://www.cpc.unc.edu/measure/training/mentor

M&E Plans - Function
 Guides implementation of program M&E
 Enhances coordination, standardization
 States how program will measure achievements
 Accountability
 Documents stakeholder consensus
 Transparency & responsibility
 Helps achieve program results
 Ensures good use of data
 Preserves institutional memory
 A living document, adjusted for program modification

M&E Plan Components
 Introduction
 Program Description
 Goals and objectives
 M&E Frameworks
 Conceptual, Logic, Results
 Indicators
 Presented in a both a Matrix & Indicator
Reference Sheets
 Data sources, collection & reporting systems
 Plans for data use & dissemination
 Information Use Mapping Tool as an option

M&E Plan Components
 Capacity needs for Plan implementation
 Funding, TA, staff, equipment (computers,
GPS)
 Analysis of constraints & potential solutions
 Plans for demonstrating program impact
 Mechanism for Plan updates

M&E Plan Components - Introduction
 Program Context
 National, community-based
 Nature of problem within the target population
 Purpose of the Plan
 Description of development process
 Stakeholders involved
 Consensus process

M&E Plan Components –
Program Description
 Problem Statement
 What is the nature of the HIV-related issue being
addressed?
 Goal and Objectives
 What is the ultimate outcome of the program (goal)
 What are the shorter-term aims (objectives)
 Program Description
 Intervention(s), geographic scope, target population,
duration

M&E Plan Components – M&E
Frameworks
 Conceptual: shows how program fits into causal
pathway to desired health outcome
 Logic: shows program components that will
contribute to the long and short-term outcomes
 Programmatic-specific frameworks
 Results for USAID/PEPFAR

M&E Plan Components – Indicators
 Selection based on
 Logic models
 Donor requirements
 Presented in 2 ways
 Indicator Matrix (pp. 40-45, VN National Plan)
 Table presenting indicators including information on
data source, frequency, who is responsible, etc.
 Indicator Reference Sheets (pp. 46-107)
 Detailed sheet describing each indicator, how to
measure it, underlying assumptions & interpretation
considerations

M&E Plan Components – Data
 Sources used for inputs to indicators
 Existing/routine data
 Planned studies
 Special systems/studies for program
 Collection tools for program
 Patient records, supplies, clinic records for use of
services
 Reporting systems
 Upward and downward flow of data

M&E Plan Components – Data Use
 Specify plans for data use
 Identify
 Databases for storage
 Who the users are
 Dissemination methods including
 Reports, media, speaking events
 Apply Information Use Map tool to understand
data flow and enhance use

Understanding Data Flow
 Helps us better understand our role in health
information system and importance of
collecting data
 Identify opportunities for improving data
collection, analysis, increase availability, and
ensure its use

Higher levels: district, province,
national
Analysts,
evaluators
Service Delivery
Point
Feedback
Managers,
Government
, Donors
Program
Compiled
data
Clinical
histories,
service
statistics
Reports
Information Flow

Reasons to Assess Information
Flow
 Local data not used locally
 Higher-level information does not return back to
local level
 Local data not assessed in broad context
 Reports may not reflect what is being collected &
is needed (e.g., sex differentiation)
 Little incentive to produce high-quality data
16

Information Use Mapping
 Purpose
 Describe existing flow of health information to identify
opportunities for improving its use
 Description
 Identifies gaps and opportunities for using
information
 Identifies opportunities for additional feedback
mechanisms
 Identifies points where analysis & data could support
programmatic decision making

Information Use Map: Swaziland National HIV/AIDS Program
May 2005
Data Collection Compilation Storage Analysis Reporting Use
SNAP/MOHSW
NERCHA
Regional
NGOs
Government
Facilities
Private
Clinics
Client data
collected in
electronic
patient record
systems
Client data
collected in
electronic
patient record
systems
Client data
collected
in registers
Client data
stored in
electronic
patient record
systems
Staff
compiles into
monthly
summary
sheets
Regional
facilities’
monthly
summary sheets
compiled
Data entered
into Access at
MOH Health
Statistics or
NERCHA
Reporting
to WHO or
GFATM

Information Use Map: Swaziland National HIV/AIDS Program
May 2005
Data Collection Compilation Storage Analysis Reporting Use
SNAP/MOHSW
NERCHA
Regional
NGOs
Government
Facilities
Private
Clinics
Client data
collected in
electronic
patient record
systems
Client data
collected in
electronic
patient record
systems
Client data
collected
in registers
Client data
stored in
electronic
patient record
systems
Staff
compiles into
monthly
summary
sheets
Regional
facilities’
monthly
summary sheets
compiled
Data entered
into Access at
MOH Health
Statistics or
NERCHA
Reporting
to WHO or
GFATM
Opportunities
for Use
Feedback
Loops
Opportunities
for Use
Opportunities
for Use
Opportunities
for Use
Opportunities
for Use

Key Messages
 Actual flow of data and information can
reveal barriers to improving data quality
and use
 Information Use Map can highlight
intervention points
21

M&E Plan Components
 Capacity needs for plan implementation
 Identify resources needed to implement plan
 Funding, technical capacity, equipment etc.
 Analysis of constraints
 Be realistic; may be connected to above
 Plans for demonstrating program impact
 Evaluation probably not covered by monitoring indicators
 Mechanism for Plan updates
 Depending on length of program - annual, semi-annual

An M&E Plan should be
 Practical
 Accessible to intended users
 Feasible, realistic, & diplomatic
 Legal & ethical
 Accurate
 Reveal technically correct information

M&E Plan Development
 Advocate for the need for M&E
 Assess program information needs
 Assess existing system capabilities to address these
needs
 Achieve consensus and commitment among
stakeholders
 Indicators & reporting structure
 Prepare document for final approval
M&E plan should be written during the initial stages of program development

Workshop Group Project
Developing components of
an M&E Plan

Workshop Group Project:
Developing Components of an M&E Plan
 Goal
 Put workshop learning to practical use with real
life case studies
 All case studies for projects provided by you
 In total, 5-6 groups
 Minimum of 3, max of 4 people
 Sign up for top 2 choices after this session

Workshop Group Project:
Assignment
 Total of 5-6 groups
 Look to author for missing information, or create
plausible conditions
 As part of workshop sessions, all groups
 Logic model
 Some indicator selection
 Some tool utilization
 Remaining work is your choice: Focus on some M&E
Plan components & use tools presented
 Develop real components – detailed
 Nature of program description may dictate some of what
needs to be done

Information Use Map Activity for Group
Work:
 Complete the Information Use Map for your
organization as data flows now
 Review the map and discuss among your group how
the flow of information could be improved:
 How else could data be analyzed?
 Are there opportunities for feedback mechanisms?
 Is data being used by all stakeholders?
 Note potential interventions based on your
discussion.
 Make a 2nd version of the map to illustrate an
improved flow of information
28

Small Group Activity: Report Back
1. One group member remain at the table to present the map
to visitors
2. Each table moves to the right to visit the table next to
them.
3. The table presenter spends 5 minutes explaining how they
improved information flow in their map and how this would
facilitate use of data.
4. Repeat steps 2-3
5. Everyone returns to original tables
6. Consider improving your map based on what you learned
from your neighbors.

MEASURE Evaluation is a MEASURE project funded by the
U.S. Agency for International Development and implemented by
the Carolina Population Center at the University of North Carolina
at Chapel Hill in partnership with Futures Group International,
ICF Macro, John Snow, Inc., Management Sciences for Health,
and Tulane University. Views expressed in this presentation do not
necessarily reflect the views of USAID or the U.S. Government.
MEASURE Evaluation is the USAID Global Health Bureau's
primary vehicle for supporting improvements in monitoring and
evaluation in population, health and nutrition worldwide.

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