Practical M&E
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The document outlines a framework for monitoring and evaluation (M&E) related to performance management, highlighting its significance for achieving excellence in various domains, including project management and corporate governance. It discusses key concepts, formulas, and case studies, particularly focusing on stakeholder satisfaction and strategic reporting. The text emphasizes the necessity for accountability and effective management reporting to enhance organizational performance and sustainability.
Practical M&E
- 1. MONITORING & EVALUATION for Performance Management Mastering Excellence 1 December 2011 CSIR International Conference Centre Errol Goetsch +27 78 573 5046 errol@xe4.org www.xmentors.us 1 Dec 2011 © E Goetsch CSI 2011 1
- 2. Intellectual Property Rights Decision Support System for Mastering Excellence Ownership You acknowledge that all content provided by the CSI, or made accessible to you remains the intellectual property of CSI and Errol Goetsch. Use of Institution name, marks, or logos All use of CSI's name, marks, and content must be approved in advance and in writing. All rights to the names, marks, logos and content shall at all times remain the property of CSI and you may use them only in the context of this training and with reference. Limitations The training does not confer the right to Use any other rights, goodwill or other interest in CSI's IP marks or content. Use CSI’s name, marks, or content State or imply that CSI endorses your products or services 1 Dec 2011 © E Goetsch CSI 2011 2
- 3. Monitoring and Evaluation Decision Support System for Mastering Excellence Where M&E is: Words of M&E: Heroes of M&E: in Soccer Objectives Joseph / Moses / Pharoah In Rugby Actuals / Targets / Score David vs Goliath In Cricket Baseline Elijah vs Ahab In Motor-sport Impact John the Baptist Place Inputs / Economy People Activities / Efficiency What M&E is: Outputs / Effectiveness Numbers of M&E: Outcomes / Cost-Benefit Equity O = QQ Prophet, Process / Product Project M=# Herald, Corporate Governance E=% Priest, Sustainability X = E4 King Reporting S=RxLxT Purpose Proof CG = A / T KPI's / Indicators C=PxJ Excellence R = 100 – C Power Power 1 Dec 2011 © E Goetsch CSI 2011 3
- 4. Errol Goetsch 078 573 5046 errol@xe4.org Family Banking system mergers Live: Johannesburg Born: Windhoek Corporate Governance reviews Studied Durban Basic Needs Mapping BA Honours LLB MBA now PhD Durban Ordnances Rewrite Lecturer East London Municipality HIV/Aids impact Economics / Strategy / Project Management Electronic banking systems Managerial Finance / Marketing Impact Measurement System Organisational Behaviour / Politics Information system roll-out x 2 Employ KwaZulu Finance Corporation collateralisation Merchant Investors Group (London) KwaZulu Local Economic Development Boland / Absa Group / Nedcor Banks LoveLife HIV/Aids IQ Group / Other National Housing Conference Inkatha Institute Peer Education System World Bank projects in Africa PPP: Cato Manor Land Scheme Audited PPP: Durban Waterfront 100’s of projects PPP: Ndwedwe Electrification Programme Software PPP: Water 2000 Auditing / M&E Tools & Reports / Sustainability / Sedibeng Municipality Protest Management System Impact / Capacity / Corporate Governance / SAGA Balanced Scorecards / KAP tools / HIV Aids Swaziland Textile Industry revival Impact / Job Descriptions / Capacity Audits Zambia Commodity Exchange 1 Dec 2011 © E Goetsch CSI 2011 4
- 5. 1 Dec 2011 © E Goetsch CSI 2011 5
- 6. Management Reporting: Standard Format 7 Numbers Donors/Directors want to know and Managers need to show 1 The Actual 100% E 4 The 10 The Manager’s = Excellence Performance KPI Target Date KPI’s KPA’s E X E Pay off 3 Corporate 2 The Governance Objectives Proof Capacity Q E Progress Community Products D Benefits Premises Q 4 The Organisation’s D Projects Power Sustainability Agencies People D Programmes Payments T 7 The Intermediaries Payers R L Budget Donors Policies S 1 Dec 2011 © E Goetsch CSI 2011 6
- 7. Report 1: Management Performance M&E carries the formulae for Performance / Productivity Project Special purpose Actual 100% unique outcome = Term-limited Target Time defined end-date Planned (has targets for) 1. Input (cost) 10 0000 Do this for 2. Work (time) 100 each manager 3. Output (benefits) 50 and their KPI's 4. Outcome (impact) 10% Implemented (has actuals for) 1. Input (cost) 200 000 2. Work (time) 200 3. Output (benefits) 25 4. Outcome (impact) 5% 1 Dec 2011 © E Goetsch CSI 2011 7
- 8. Report 2: Performance Excellence The formula for Performance X = E X C E L L E N C E COSTS Time Try reduce Work Human Resources Organisation $ Performance # Inputs Efficiency Outputs Procurement Project Factor Market Goods Market % Capacity Benefits Outcomes Economy Effectiveness Households Strategy Impact BENEFITS C/B Equity Try increase 1 Dec 2011 © E Goetsch CSI 2011 8
- 9. Report 3: Management KPI’s / Objectives Every KPI / objective has 2 dimensions: Quantity x Quality = Aim 100% 100% Actual 100% = Objective Target Time 100 x 150 = 15 000 Quantity 50% Visibility Number 25% Do this for of each Forums manager T =150 and their targets 50% 100% Quality Attendance of Forums T = 100 1 Dec 2011 © E Goetsch CSI 2011 9
- 10. Report 4: Corporate Governance The formula for corporate governance Actual 100% Track score to Corporate Governance ie. capacity to balance Decisions, Designs and Delivery = Achieve 100% in targets that are high enough to matter, Target Time low enough to happen Who / Where Do / Need What Product Leadership Decide Strategy TARGETS Actuals Board room balance / authority Questions D Management Design System SCORE D Head Office Organisation / skill % Score D Staff Deliver Operations ACTUALS Field Office work / energy Answers Targets 1 Dec 2011 © E Goetsch CSI 2011 10
- 11. Report 5: Cash Flow The 7 Steps in roles, tasks and reports See SOLUTION Impact Results change Actual direct + indirect beneficiaries Assessment Community Benefits End-Term Benefits deliver Set of products and services delivered reports = Mid-Term Projects design Delivery mechanism reports Progress Work Agencies decide Designer and Implementer of Solution reports Time Programmes choose Development priority Work Plans x Intermediaries collect Government / Donor Agency / Bank Budgets Receipts Money care Taxpayer / Shareholder / Benefactor Donors Proposals Costs See PROBLEM Baseline Formula Paper Trail 11/12/01 © E Goetsch CSI 2011 11
- 12. Report 6: Introduction Project Plan & Budget Quantity Theory of Management: The full range of areas to count 1 Dec 2011 © E Goetsch CSI 2011 12
- 13. Report 6: Project Plan & Budget Quantity Theory of Management: The full range of areas to count 1 Dec 2011 © E Goetsch CSI 2011 13
- 14. Question Function Asset Quantity Quality Paper Why R&D Policies Problems Solutions Patents / Policies Who With HR People Posts Job Descriptions Organagram What With Finance Payments Income Expenses Budgets Where Facilities Places Facilities Size Places How Procurement Power Inputs Features Receipts When Project Products Beneficiaries Benefits Delivery Schedule What If Risk Progress Measures Mitigation Progress Report What for Product Payers Donors Donations Deposits What work Auditing Proof Reports Coverage Reports Who for Strategy Pay-offs Cost Benefit Impact Analysis
- 15. Report 6: Project Plan & Budget Quantity Theory of Management: The products of the process 1 Dec 2011 © E Goetsch CSI 2011 15
- 16. HR Support: Accountability KPA’s The Job Description and Performance Contract Words Numbers Function KPI - Product Document Target R&D Patents Policy # Marketing Payers Deposits # HR People Organogram # Finance Payments Receipts # Facilities Places Map # Procurement Power Asset Register # Production Products Delivery Schedule # Risk Progress Report # Information Proof Report # Strategy Job DescriptionImpact Analysis Pay-offs Performance Contract # 1 Dec 2011 © E Goetsch CSI 2011 16
- 17. HR Support: Accountability KPI’s The Job Description and Performance Contract Words Numbers Target Product Economy Efficiency Effectiveness C/B Equity # Patents $ T # % # Payers $ T # % # People $ T # % # Payments $ T # % # Places $ T # % # Power $ T # % # Products $ T # % # Progress $ T # % # Proof $ T # % # Pay-offs Description Job $ T Performance Contract # % 1 Dec 2011 © E Goetsch CSI 2011 17
- 18. Report 7: Capacity Audit Quantity Theory of Management: The full range of areas to count KPA’s X X 2 X 1 X X X X X X X X X 9 X X X X X X X X 8 X X X X X X X X X 9 0 X 1 0 X X X X X X 6 0 7 36 10 KPI’s 100 1 Dec 2011 © E Goetsch CSI 2011 18
- 19. Report 8: Risk Analysis Missing or Messing Managers don’t give questions or get answers 100% Policy Payers Payments People Places Power Products Progress Proof Pay off R&D Marketing Finance HR Facilities Procure Project Risk M&E Strategy ment Why What What Who Where How When What What Who For for with with If 1 Dec 2011 © E Goetsch CSI 2011 19
- 20. Report 9: Strategic Reporting: Promise-Performance Gap / The Structure of Sustainability PEOPLE TRUST Need as many people as it Untied Funding takes to do the work to achieve vision and mission PROMISES PERFORMANCE Need make HR OPERATIONS Need keep as as many MARKETING Design many promises as promises as Capacity Repeat were made it takes to New People bring the People and people and and FINANCE Money the money Money Delivery Donor Capacity Retention Income PAYMENTS RESPECT Sustainability LOYALTY Need as much DIGNITY money as the people need 1 Dec 2011 © E Goetsch CSI 2011 20
- 21. Case Study: loveLife Fill in the blanks, using the case study See SOLUTION Lovelife was launched in South Africa in 2000 as a media- Community impact driven behaviour change programme with a $1 billion cheque from Texas oil billionaire Henry J. Kaiser, plus hundreds of Benefits deliver millions of Rands from the Government’s health budget. design The stated objective was to halve the incidence of HIV/AIDS Projects amongst the youth within 5 years. Supposedly national and multiracial, the emphasis fell on black urban youth only. Agencies decide LoveLife had community and corporate interventions, offering Programmes focus training, sports activities, condoms, blood tests, VCT, Youth Centres, and most of all, billboard, radio and TV messaging. Government leaders, business and sports figures scrambled on Intermediaries collect board. The project design was widely criticised at launch, and from the start, the audits showed no change in incidence. 10 Donors care years after launch, SA has much the same incidence as if LoveLife never happened.000 See PROBLEM 11/12/01 © E Goetsch CSI 2011 21
- 22. Report 10: Impact / Annual Report Link Operational Performance to Stakeholder Satisfaction 1 The Actual 100% E 4 The 10 The Monthly 3 The = Function's Function's Score Organisation Target Date Excellence Products E X E Pay off 3 Corporate 2 The Governance Objectives Proof Capacity Q E Progress Community Products D Benefits Premises 4 The Q Function's D Projects Power Sustainability Agencies People D Programmes Payments T 7 The Intermediaries Payers R L Budget Donors Policies S 1 Dec 2011 © E Goetsch CSI 2011 22
- 23. NPO / SME / Government Support: Xmentoring - delivery of full design capacity (pilot funded by the NDA) Strategy Knowledge R&D xmentors@xe4.org Marketing HR Design XmentoringTM Mentor Team shared Risk Finance services model Registered to the Centre for Social Product Procure Impact ion ment Project Facilities Pilot funded by the NDA Delivery NGO/SME/Gov Project 1 Project 2 CBO 1 CBO 2 Project Project 1 Dec 2011 CBO © E Goetsch CSI 2011 23
- 24. MONITORING & EVALUATION for Performance Management Mastering Excellence 1 December 2011 CSIR International Conference Centre Errol Goetsch +27 78 573 5046 errol@xe4.org www.xmentors.us 1 Dec 2011 © E Goetsch CSI 2011 24