MONITORING AND EVALUATION PRACTICES AND PROJECTS

SUSTAINABILITY AT MAAIF; A CASE OF THE MULTI-SECTORAL FOOD

SECURITY AND NUTRITION PROJECT

BY

NYAMWIZA ESTER
 CHAPTER ONE

INTRODUCTION
1.1 Introduction
Ngales (2007) claims that hand washing stations, latrines, and potable water are frequently
lacking in schools in low-income countries (LICs). In addition, teachers in LICs frequently do
not have access to fundamental hygiene instruction, making it difficult for them to impart this
knowledge to their students (Ngales, 2007). The United Nations Children's Fund (UNICEF)
looked at 60 countries with a need for WASH and found that there wasn't enough research done
on how many schools had enough water and sanitation facilities for children.
The proposed post-2015 development goals, which must be achieved by 2030, show how
important WASH is becoming in schools. A list of WASH objectives for specific schools is
provided below. Facilities for menstrual hygiene and hand washing are available to all students;
clean restrooms are available to students at each school; all students have access to safe drinking
water at every school. Additionally, it is anticipated that by 2040, at least half of school waste
were properly disposed of. As demonstrated, students' academic performance and health are
negatively impacted by inadequate class room facilities. This study examines how monitoring
and evaluation practices affect the sustainability of water and sanitation projects in Ugandan
schools, case study of South Rwenzori Diocese (SRD) program in Kasese district.

Monitoring and evaluation practices (M&E) were the designed independent variable (IV) in this
study, and WASH project sustainability was the designed dependent variable (DV). M&E
Systems, M&E Utilities, and M&E Manpower are used to assess M&E practices. On the other
hand, the sustainability of WASH projects is evaluated in terms of continuous flow of net
income, continuous operation and maintenance, and community collaboration. This chapter of
the study covered the background to the study, statement of the problem, study purpose,
objectives, research questions, hypotheses, conceptual framework, significance, justification,
scope, and operational definition of terms.
1.2 Background to the study
The background to the study included the historical background of the variables that is budgeting
and procurement, the theoretical background covering the theory guided the study on the
contextual and conceptual backgrounds.
1.2.1 Historical Background
Project sustainability, especially in the agriculture sector, has continued to receive great scholarly
attention. For instance, according to [1], of the projects evaluated in 2007 50 per cent including in the
agricultural sector, were rated as moderately even the best planning, that are designed to work
effectively, may fail to produce good performance in community based agriculture projects if they are
not successfully implemented to realize sustainability. . In support of this, a UNDP Evaluation (as cited
[2] ) notes that there are many different that influence the success of community based projects,
including planning and the systems or mechanisms in place for co-ordination and control.

Organizations need leadership that supports, recognizes and appreciates M&E functions and the use of
M&E data to enhance project sustainability. Project success can be regarded as having been achieved
once sustainability of the project has been realized. [3] states that in developing countries getting to the
level of sustainability of a project is immensely difficult, owing to inherent challenges. However, even
with these challenges, almost all developed countries see M&E as important tools for line management
within individual government ministries, and for enhancing sound accountability and surveillance in
relationships between the government, Parliament and civil society [4]. The application of M&E results is
a major determinant of project sustainability and it results from good planning, project implementation
based on requisite capacity and informed decisions based on sound and relevant data [5]. Further, [5]
notes that M&E data provides a basis to feed back into the projects, improve policy analysis and policy
development and aid in project and managerial activities. This enhances transparency, surveillance and
project sustainability. Capacity building can bridge the gap between planning and data demand and use.
If officials and, indeed, farmers are deficient in capacity project sustainability will most likely be
negatively impacted. Therefore, it is important to identify and deal with these to ensure efficiency and
effectiveness of M&E in women based agriculture based projects and sustainability [6].

Globally, Effective M&E, vital for tracking and measuring results and throwing light on the impact of
development interventions, remain challenging. In US, the M&E system provides effective operations
meet internal and external reporting requirements of uniform future programming. Moreover, there is
not a single recognized industry standard for, assessing the quality of M&E system [7]. With the
exception of India most of the existing evaluations in South Asia are donor-driven. With the assistance of
Japan Nepal introduced a project on M&E System strengthening to provide training in M&E and improve
training manuals, monitoring reporting documents and sharing information and skills. These evaluations
are often conducted to meet terms of donor agencies and are generally predisposed, provide
inadequate feedback regarding interventions and are not effective due to lack of evaluation capacity [8].
Availability of trained M&E personnel is reportedly a key limitation in Sri Lanka another in Asia [9].

M&E is a significant practice in sustainability of agriculture project and must focus on women groups
[10]. M&E capacity development can go a long way in ensuring that there is right demand and use of the
data collected. [5] notes that one problem in African countries, and perhaps in other regions, is that
although sector ministries collect a range of performance information the quality of data is often poor.
[11] observes that in Africa there is too much data and not enough information. In some regions,
including Africa, sector ministries collect a range of performance data whose quality is often poor and
hence difficult to use. There is, therefore, a need to build reliable ministry data systems on which M&E
systems depend. Data authentication and credibility is partly a technical issue of accuracy, procedures
and quality control In Kenya, [12] says that evaluations are yet to reach acceptable levels. They merely
deal with some aspects of the result chain, namely inputs and outputs at the expense of impact, are
propelled by activist and donor demands and carried out by evaluators devoid of the requisite
knowledge. With regard to demand and use, there is need to focus on the following: documentation of
old and recent information; use of data; need for data; data accuracy and relevance. M& E systems
should be demand-driven as opposed to being supply-driven, to facilitate sustainability

1.2.2 Theoretical Background

The study was guided by program theory developed by Huey Chen, Peter Rossi, Michael Quinn
Patton, and Carol Weiss. Who is responsible for change and how to bring about change are at the
center of this theory. Logical models that demonstrate how the intervention's overall logic is
applied are frequently used to illustrate program theory. The theory is part of the theory of
change and applied development evaluation field. Weiss, the proponents, applied this theory for
several years to the issue of connecting program theories to evaluation.
For monitoring and evaluating, program theory has long been a useful tool. This theory was
well-known for its consistent approach to problem solving and the requirement for evaluation to
back up its findings. In addition, it gives you tools to control how influence is valued (Sethi and
Philippines, 2012). Human service programs designed to meet social needs are a part of many
corporate deals. The program can change based on pre-established circumstances because it is
fluid. Program theory employs the logic framework approach as a result. Program theory is a
comprehensive version of the logical model. A graphical scale was used to relate the logical
model to it. Holly (2009) claims that logical models make it easier for senior management,
stakeholders, and results verification.
It predicts theory and provides a practical model of how virtual programs operate, according to
Buckman (2007). Lipsey (2011) says that this is a statement about how inputs become outputs.
Compare the anticipated output and input to evaluate the transformation. It demonstrates how the
outcome is affected by each component of the program. Program theory, as defined by Rossi
(2012), is an organizational chart for allocating resources and organizing program activities in
order to establish and maintain planned service systems.

This theory was used to plan how money were spent and distributed to those in need. By
connecting various service delivery systems, this is accomplished. Finally, program theory
explains how specific target groups are presented with the anticipated social benefits of planned
activities. The advantages of utilizing theory-based frameworks for monitoring and evaluation
includes the ability to attribute project outcomes to specific projects or activities as well as the
ability to identify expected and unexpected outcomes of the program.
1.2.3 Conceptual Background
In this section, the independent and its dimension were defined and the dependent variable as
well.
Sustainability is a concept that concerns the maintenance of well-being over a definite time. In
sustainability, the present needs of the current generation are met while preserving the capability
of future generations in meeting their own needs (Murungi, 2020). Sustainability is based upon
three pillars: economic, social, and environmental (Purvis et al., 2019). The economic pillar of
sustainability concerns practices for the economy's long-term growth without negatively
impacting society. The social aspect of sustainability entails identifying and managing an
activity's positive and negative effects on individuals. The environmental pillar of sustainability
regards policy, regulations, and laws relating to environmental issues. The sustainability of
community-based in this study considered the following measures; continued operation and
maintenance of project facilities, continuous flow of net benefits from WASH projects,
continued community collaboration, community ownership, local content, and beneficiary
contribution.
Monitoring and evaluation (M&E) is a process that involves collecting and analyzing data to
measure progress toward achieving specific goals and objectives. This process helps
organizations to identify what is working and what is not and to make informed decisions on
how to improve their programs and projects (Amin, Scheepers and Malik (2023). One example
of M&E in practice is a community development program to increase access to clean water and
sanitation in rural areas. The program includes constructing wells and latrines, community
education, and awareness campaigns.

The monitoring part of the program is all about collecting information about how many wells
and bathrooms have been built, how many families have access to clean water and toilets, and
how many people have taken part in educational and awareness campaigns (Ngâ & Kisimbii,
2020). This information is gathered all the time to see how the program is doing and if there are
any problems. The evaluation component of the program delves deeper into assessing the impact
of the program. This may include conducting questionnaires with community members to
evaluate changes in their knowledge, attitudes, and behaviors related to clean water and
sanitation and measuring changes in water quality and health outcomes. This information is
gathered after the program and used to determine the overall effectiveness of the initiative.

Monitoring and evaluation practices is measured in terms of M&E System, M&E Utility and
M&E Human Resource Capacity as explained below;
M&E System; A project monitoring and evaluation (M&E) system covers all the work carried
out during or after a project to define, select, collect, analyze and use information. It is where
everything comes together, from the initial selection of objectives and indicators through to the
final evaluation of a project (Mureithi et al., 2019). M&E systems in straightforward, time bound
projects typically contain a number of common elements. A project M&E system covers all the
work carried out during and/or after a project to define, select, collect, analyses and uses
information. It is where everything comes together, from the initial selection of objectives and
indicators through to the final evaluation of a project. A project M&E system usually covers at
least some of the elements described below. Some of these elements (indicators, baselines) are
always considered part of an M&E system. Other elements, such as planning or learning
processes, may be considered as part of a wider PME (planning monitoring and evaluation) or
MEL (monitoring, evaluation and learning) system.
M&E Utility refers to the extent to which the results of M&E are used to inform decision-making
and program management. An M&E system should be designed to provide timely and relevant
information that is useful for program managers and other stakeholders.
M&E Human Resource Capacity; this contributes to the productive development potential of the
economy, and it should thus be valued and sustained (Oladeji, Awolala & Alabi, 2021). It entails
the ability of human resources to perform tasks sustainably, efficiently, and effectively in
organizations, systems, and individual capacity. Human resources are the core of capacity
development in organizations and systems (Ondeko, 2020). Sustaining human capacity is vital
for an organization. It can be attained by employing the following measures: employment
creation, environmental protection, poverty reduction, and the protection of interests of
disadvantaged societal groups.
1.2.4 Contextual Background
1.3 Problem statement
Every society globally engages in some form of agriculture. Like all other projects,
agricultural projects rely on effective Monitoring & Evaluation to ensure their
sustainability. Yet sustainability of projects is still a major challenge in many developing
countries. This is in spite of the commitment of colossal resources by governments, non-
governmental organizations and individual investors, especially in agriculture sector. Data
collected on the progressive performance of agriculture in selected countries globally
indicates notable gaps between African countries and other countries and in comparison of
yields per hectare. African countries, including Kenya, lag behind the rest of the world.
The exploitable yield gaps for maize in Africa indicate that production on demonstration
farms is way above actual production in Nyeri South Sub-County. The above statistics
indicate that a lot needs to be done by Monitoring & Evaluation oversight agencies. Efforts
have been made to improve food production by various stakeholders such as the County
Government of Nyeri and Ministry of Agriculture. Their initiatives include provision of
fertilizers and provision of seeds for planting training of farmers, among others.1.4
Purpose of the study.
However follow-up on these initiatives has not been effectively undertaken, especially due to poor
funding for Monitoring & Evaluation in Nyeri South Sub-County in 2012. The study of [13] in Nigeria and
Ghana revealed that the absence of sustainability of the projects depended on the lack of project
planning partnership due to M&E. While [14] revealed that financial management, appropriate training
and leadership are the major determinants that influence the sustainability of the projects in Kenya. As
indicated by [15], the expected sustainable benefits of half of the World Bank project investments had
failed after the completion of the project. Therefore, when projects fail to meet their desired sustainable
objectives as planned, it becomes a big threat to both management and beneficiaries of the projects.

The study examined the effect of Monitoring and evaluation practices on sustainability of
community-based projects in schools in Uganda: a case of SRD WASH program in Kasese
district.
1.5 Specific objectives of the study
i. To establish the effect of M&E system on the sustainability of WASH projects in schools
in Kasese district
ii. To examine the effect of M&E utility on the sustainability of WASH projects in schools in
Kasese district
iii. To understand how M&E human resource capacity affects the sustainability of WASH
projects in schools in Kasese district.
1.6 Research Questions
The study aimed to answer the following research questions;

i. What is the effect of M&E system on the sustainability of WASH projects in schools in
Kasese district?
ii. To what extent does M&E utility affect the sustainability of WASH projects in schools in
Kasese district?
iii. How does M&E human resource capacity influence the sustainability of WASH projects
in schools in Kasese district?

1.7 Hypothesis of the study

H1: M&E system has a significant effect on the sustainability of WASH projects in schools in
Kasese district

H1: M&E human resource capacity has a significant effect on the sustainability of WASH
projects in schools in Kasese district

H1: M&E utility has a significant effect on the sustainability of WASH projects in schools in
Kasese district
1.8 Conceptual Framework
A conceptual framework is a structure of concepts and or theories which are put together as a
map for the study and it shows the relationship of research variables (Mugenda & Mugenda,
2008). The conceptual framework is used to explain the relationship between the independent
variables and the dependent variable.

M&E Practices (IV)

M&E System
 Data collection
 Data analysis
 Reporting
 Dissemination Community Project Sustainability (DV)
 Continued operation and
M&E Utility maintenance of project
 Accountability facilities
 Corrective action  Continuous flow of net benefits
 Planning from WASH projects
 Budgeting  Continued community
collaboration.
M&E Human Resource Capacity  Community ownership,
 Skills  Local content,
 Knowledge  Beneficiary contribution
 Attitude

Source: (Adopted from Njeri, 2019 and modified by the researcher 2023)

Figure 1.1: Conceptual framework

The conceptual framework is a research tool used to facilitate a clear understanding of the
measurement of the key variables of interest and their interrelationship (Norton, 2006). In the
above conceptual framework, the relationship between the dependent variable and independent
variable is explained. The dependent variable is the sustainability of WASH projects which is
measured in terms of continued operation and maintenance of facilities, continued flow of net
benefits and continued community collaboration, community ownership, local content and
beneficiary contribution. The independent variables in this study are the measured monitoring
and evaluation practices related to M&E systems, M&E utilities, and M&E human resources.
The conceptual framework suggests that for program theory to be effective in guiding the
sustainability of water and sanitation projects in schools, project managers should put these
monitoring and evaluation practices into practice. It is assumed. On the other hand, if these
practices are not well considered, the project may become unsustainable, violating the
assumptions of program theory.

1.9 Justification of the study

If a project is successful, its sustainability is important to both direct and indirect beneficiaries
(Naker et al., 2019). The majority of developing countries still face the challenge of properly
participating in his M&E of WASH projects. Many projects are not self-sustaining due to
insufficient community involvement in project formulation, financing, implementation,
monitoring and evaluation. The purpose of this study is to determine how M&E affects the long-
term viability of his WASH project in Ugandan schools, an example of his WASH program in
his SRD in Kasese district. Furthermore, this study aims to understand the obstacles that arise in
the M&E causal pathways in project sustainability. The results may help the Ugandan
government, NGOs and the development sector to plan and implement WASH projects in
schools.
1.10 Significance of the study
Academic Significance: This study intends to provide baseline data information which can be
used by other researchers who are interested in understanding the relationship between the
effects of M&E on sustainability of WASH projects in schools.
Policy Significance: The study may enable policy makers to make appropriate long-lasting
decisions on M&E strategies that have better impacts on WASH projects in schools in Uganda
and other places in the world with similar challenges.

Practical significance: This study intends to inform various stakeholders (such as NGOs, officials
at ministry, regional and district level) on suggestions and recommendations that can be adopted
to strengthen the impact of M&E on WASH projects in schools.
The body of knowledge, the study helps cover literature gaps on the extent to which monitoring,
and evaluation practices effects WASH projects in schools.

1.11 Scope of the study

The scope of study explained the extent to which the research area was explored in the work and
specifies the parameters within the study were operating. The study included the geographical
scope, time scope and content scope.

1.11.1 Geographical scope

The research was carried out in Kyabarungira, Ihandiro and Kyarumba sub counties in Kasese
District in western Uganda. The choice to conduct the study in Kasese District of Uganda is
because sustainability of WASH projects in schools in Kasese district is still low.

1.11.2 Time Scope

The study concentrated on a five-year period between 2018 and 2022 because it is during this
time that there have been enormous reports and incidences of high population increase and
persistent water shortage. The actual field research was carried out in April – July, 2023.

1.11.3 Content Scope

This research was done within the field of monitoring and evaluation of WASH projects in
schools in Uganda: a case of SRD WASH program in Kasese district. The research within this
area helped establish the appropriate interventional measures that can be employed to increase
the impact of M&E on sustainability of WASH projects in schools. Results from this study
helped give insights, suggestions, and recommendations on best practices for M&E on
sustainability of WASH projects.
M&E PRACTICES (IV)

M&E System
 Pplanning
 Data collection PROJECTS SUSTAINABILITY (DV)
 Data analysis
 Dissemination

 Continued operation and

M&E Human Resource Capacity maintenance of project
 Skills and experience facilities
 Knowledge/Qualifications  Continued food securityous flow
of net benefits from the projects
 Number of
employees.Attitude  Communityadoption of good
nutrition practices like
balanced diet. ownership,
M&E Utility  Beneficiary use of best
 Organizational structure practices like storage systems.
contribution
Planning
 Budgeting
 Accountability
 dissemination
framework
Utility refers to the extent to which the results of M&E are used to
inform decision-making and program management. An M&E system
should be designed to provide timely and relevant information that is
useful for program managers and other stakeholders.

Documentation of lessons learned and best practices

M&E information sharing and reporting to stakeholders
Application of M&E information for Programme improvement and innovation

Source: (Adopted from Njeri, 2019 and modified by the researcher 2023)
Figure 1.2: Conceptual framework
In the above conceptual framework, the relationship between the dependent variable and
independent variable is explained. The dependent variable is the sustainability of agriculture
projects which is measured in terms of continued operation and maintenance of project facilities,
continuous flow of net benefits from the projects, community ownership, and beneficiary
contribution. The independent variable is measured in terms of M&E systems with subthemes of
data collection, data analysis and dissemination, M&E utilities with subthemes of planning,
budgeting and accountability, and M&E human resources with subthemes of skills, knowledge and
attitude. It is hypothesized that any changes in the independent variable brings changes in the
dependent variable by the same magnitude.

REFERENCES
IFAD (2009).Strategic Framework 2007-2010.Enabling the rural poor to overcome poverty.
Rome: IFAD. [2]. Mugabe, & Kanda, (2013).Determinants of Effective Monitoring and
Evaluation of Strategy Implementation of Community Based Projects. [3]. Nuguti,
(2009).Understanding, Project Monitoring & Evaluation. Nairobi, Kenya: Ekon Publishers. [4].
Mackay, K. (2008). How to Build Monitoring and Evaluation Systems to Support Better
Government. Washington, DC: World Bank [5]. Mackay, K. (2007).How to Build Monitoring &
Evaluation Systems to support better Government. Retrieved
fromhttp://www.worldbank.org/leg/ecd/docs/How to Build Monitoring and Evaluation [6]. John,
& Khilesh, C. (2008).Planning, Monitoring and Evaluation in Development Organizations.
United States: Sage Publications Pvt. Ltd. [7]. Chaplane, Scott G. (2008). Monitoring and
evaluation planning module. American Red Cross and catholic relief services. Washington, DC
and Baltimore, MD.
Santosh M., (2012). Monitoring, evaluation and performance management in South Asia: The
challenge of building capacity. [9]. Velayuthan S., 2010. National monitoring and evaluation
system in Sri Lanka. Experiences, good , challenges and the way forward. Developing capacities
for country monitoring [10]. Segone, M. (2008).Bridging the gap.The influence of Monitoring
and Evaluation in evidence-based Policy making. Retrieved from
http://www.popline.org/node/210066 [11]. Ibrahim, H. M. (2007). Overfishing in the Gulf of
Thailand: Issues and Resolution. In D. M. Johnson, (Ed.).SEAPOL Integrated Studies of the Gulf
of Thailand, Volume 2. Southeast Asian Programme in Ocean Law, Policy and Management
(SEAPOL). Bangkok. [12]. Odhiambo, K. T. (2000).Evaluation capacity development in
Kenya.Development in Africa, 71. [13]. Paulinus, W. I. & Iyenemi, I. K. (2014). M & E Rural
Water Supply Projects And Sustainable Development In Nigeria. Journal of Sustainable
Development in Africa, Vol.16(1), PP.56 - 68. [14]. Karanja G., M.,( 2014). Influence of
management practices on sustainability of youth income generating projects in Kangema
District, Murang’a County, Kenya.International Journal of Education and Research Vol. 2 No. 2
[15]. Marcus D.I,(2005).Project Sustainability Manual.Portland, Oregon [16]. Crane, A; Matten,
D; & Spence, L; (2007) Corporate Social Responsibility: Pinnington, A, Macklin, R &
Campbell, T. (2007) Human Resource Management. [17]. Kusek, J.Z. and Rist, R.C. (2004) Ten
Steps to a Results-Based Monitoring and Evaluation System. World Bank, Washington DC. [18].
Cardinale.I. (2018). Beyond constraining and enbling: Toward New micro foundations for
institutional theory, The academy of management review, 43(1): 132-155. [19]. T ,Gong & N,
Zhou, (2014), Corruption and marketization: Formal and informal rules in Chinese public
procurement 9(1) Regulation & Governance 63-76. [20]. Xie, J., Cao, P., Huang, B., & Ong, M.
E. H. (2016). Determining the conditions for reverse triage in emergency medical services using
queueing theory. International Journal of Production Research, 54(11), 3347-3364. [21]. Iman,
Reyhaneh, Borimnejad, Vali (2017), Analysis of quality services for checkout operation in Refah
chain stores using queuing theory, Journal of food service business research, 20(1), 106-115
[22]. Young, N. (2009). Understanding the Research Process and Methods. An Introduction to
Research Methods. Las Vegas: Acts Press [23]. Saunders, M., Lewis, P. and Thornhill, A. (2007)
Research Methods for Business Students. 4th Edition, Financial Times Prentice Hall, Edinburgh
Gate, Harlow. [24]. Cooper, R.G., 2008. Perspective: the Stage-Gate® idea-to-launch process—
update, what's new, and Nexgen Systems. The Journal of Product Innovation Management 25
(3), 213. [25]. Chen, P., 2008. Governance and support in the sponsoring of projects and
programs. Project Management Journal 39 (S1), 43–55. [26]. Dammer, H., 2008. Multi project
management. GWV Fachverlage, Gabler, Wiesbaden. [27]. Chen, Ni. (2008).
―Internal/Employee Communication and Organizational Effectiveness: a study of Chinese
corporations in transition.‖ Journal of Contemporary China 17 (54) (February), 167-189 [28].
TACHE. F, 2011. "Developing an Integrated Monitoring and Evaluation Flow for Sustainable
Investment Projects," Economia. Seria Management, Faculty of Management, Academy of
Economic Studies, Bucharest, Romania, vol. 14(2), 380-391 [29]. Zvoushe. H and Gideon. Z
(2013), Utilisation of Monitoring and Evaluation Systems by Development Agencies: The Case
of the UNDP in Zimbabwe, American International Journal of Contemporary Research, 3(3), 70-
83
Opano, J. O., Shisia, A., Sang W. & Josee, V.M. (2015) Strategic Planning and Implementation
practices at the Kisii County Government in Kenya. International Journal of Economics,
Commerce and Management, 3(6),13-47.