PROJECT MONITORING AND

EVALUATION [AAE 422]

 AIM OF THE COURSE
• Is to enhance your capacity to monitor evaluate
development projects.

Topic 0: Introduction 2
 COURSE OBJECTIVES

1.Understand the role of monitoring & evaluation in

project management

2.Understand and apply steps in monitoring &

evaluation of a project

3.Acquire knowledge and skills in managing project

resources, including how to deal with donors.
Topic 0: Introduction 3
Session # Topic Readings
1 Revision Casley, Dennis J.; Kumar, Krishna. 1987. Project
Project concept monitoring and evaluation in agriculture
• Project cycle Components of project
cycles
Project Implementation
• What is project implementation?
• Steps in project implementation
• Role of baseline studies
2 Project financing Casley, Dennis J.; Kumar, Krishna. 1987. Project
 Sources of project financing monitoring and evaluation in agriculture
 Project finance management
 Dealing with donors
3 Project Monitoring Casley, Dennis J.; Kumar, Krishna. 1987. Project
• Monitoring within the project cycle monitoring and evaluation in agriculture
context
• Role of monitoring in project
management
• Designing monitoring systems
4 Project Monitoring Casley, Dennis J.; Kumar, Krishna. 1987. Project
• Steps in conducting monitoring monitoring and evaluation in agriculture
• Preparing and using monitoring reports
Session # Topic Readings
6 Project Evaluation Casley, Dennis J.; Kumar,
• Evaluation within the project cycle context Krishna. 1987. Project
• Purpose and use of evaluations monitoring and evaluation
• Evaluation models in agriculture

7 Project Evaluation Casley, Dennis J.; Kumar,

• Conducting evaluation: theory & practice Krishna. 1987. Project
• Preparing & using evaluation reports monitoring and evaluation
in agriculture

8 Impact Assessment Khandker, Shahidur R.

• Theory Handbook on impact
evaluation : quantitative
• Methods
methods and practices /
Shahidur R.
Khandker, Gayatri B. Koolwal,
Hussain A. Samad.
9 Grace Day
10 End of Semester Examination ????
 PROJECT CYCLE MANAGEMENT
Conceptualization

Evaluation Identification

To be covered Covered in project

planning

Implementation Formulation

Approval & selection

 PROJECT IMPLEMENTATION
• Once a project proposal has been presented to donors for
funding it will receive either or these results;

a. We reject the proposal for funding- Proposal might have not

met the objectives of the donors.
b. We accept the proposal with changes: proposal must first
address the changes for funding to be approved.
c. We accept the proposal with immediate implementation.
Project team can start implementing the project.
Topic 1: Project Implementation 7
 PROJECT IMPLEMENTATION
• The implementation stage of the project cycle is
in many ways the most critical, as it is during
this stage that planned benefits are delivered.
• Attributes within implementation stage are;
a. Are available resources used efficiently?
[according to budget]
b. Are activities implemented on time. [check
timing of activities especially start time and
finish time]
c. What data is required to monitor and provide
Topic 1: Project Implementation 8
 DEFINITION OF PROJECT IMPLEMENTATION

• Project implementation refers to the process of converting

project inputs using activities and techniques to achieve
expected outputs and outcomes in pursuit of the project
objectives.
• So implementation stage will require;
1. Have a clear implementation plan
2. Coordination in the use of resources (HR, Capital, equipment
information) in implementing the activities

Topic 1: Project Implementation 9

 WHAT DOES IMPLEMENTATION INVOLVE?

1. A Clear reporting periodic plan. Report either annually, or

quarterly, or monthly
• It depends on the agreement between the project team and
funders (donors)

2. Existence of procurement plan: is the purchase of the

resources as per the procurement plan?

Topic 1: Project Implementation 10

 WHAT DOES IMPLEMENTATION INVOLVE?

3. Communication plan: Assign responsibilities of project team

and clearly define the reporting structure.

4. Indicate risks that can affect the implementation of the

activities. Also include the ones indicated on the logical
framework

Topic 1: Project Implementation 11

 PROCUREMENT MANAGEMENT PLAN (PMP)

• FOUR components in the PMP

1. Availability of a request form to purchase the resources
2. Clearly defined requirement: specification of the product or
service, when the resource is needed, quantity and quality of
the resource needed)
3. Availability of approval form: Managers should sign to show
transparency
4. Existence of procurement process flow chat.
Topic 1: Project Implementation 12
 IMPLEMENTATION PLAN FOR GOVERNMENT
FINANCED PROJECTS
• Procurement Unit prepares procurement documents for:
• Specifications of (works, goods, services)
• Request for Quotations (RFQs) for goods
• Request for Proposals (RFPs) for services
• Invitation To Bids (ITBs) for works
• Advertisements of (works, goods, services)

• Then IPC conducts opening of submissions either through

bids, proposal or quotation.
Topic 1: Project Implementation 13
 IMPLEMENTATION PLAN FOR GOVERNMENT
FINANCED PROJECTS
• Selection is based on:

a. Quality Cost Based Selection (QCBS)

a. most common method for selecting consultants, based on two-step
combined technical and financial evaluation, which means that a
contract is granted to that firm whose Bid has received the highest
combined score in the result of evaluation of its technical and
financial proposals.

Topic 1: Project Implementation 14

 IMPLEMENTATION PLAN FOR GOVERNMENT
FINANCED PROJECTS
b. Quality Based Selection (QBS)
b. It is a competitive contract procurement process whereby
consulting firms submit qualifications to a procuring entity (owner)
who evaluates and selects the most qualified firm, and then
negotiates the project scope of work, schedule, budget, and
consultant fee

Topic 0: Introduction 15
 IMPLEMENTATION PLAN FOR GOVERNMENT
FINANCED PROJECTS
c. Least Cost Selection (LCS)
This method is based on a two-step consecutive evaluation; which
means that a contract is granted to the firm with the lowest financial
bid among those who passed the technical evaluation.

Topic 0: Introduction 16
 POINTS TO PONDER DURING PROJECT
IMPLEMENTATION
1. Do the activities have enough capital and other resources?
2. Is the budget followed as indicated on the proposal plan?
3. Are records available on cashflows
4. Is the process on procurement made in a free and fair
manner?
5. Are goods and services procured, of good quality?
6. Is payment to suppliers made on time.
7. Are all records present for evaluation?
Topic 1: Project Implementation 17
Main implementation periods
 ROLE OF BASELINE IN MONITORING AND
EVALUATION
• A project baseline refers to the status of selected indicators
before a project begins, from which change and progress can
be assessed.
• Baseline information should be guided by the logical
framework and may be available from secondary sources.

• Where baseline information is not available, a baseline study

is conducted to generate the required data
Topic 1: Project Implementation 19
 ROLE OF BASELINE IN MONITORING AND
EVALUATION
a. To provide relevant and important information that facilitates
monitoring of project performance.

b. To provide relevant and important information that facilitates

evaluation of project performance

Topic 1: Project Implementation 20

 STEPS IN CONDUCTING BASELINE STUDIES

1. Decide need for a baseline study.

2. Develop terms of reference.
3. Choose study team
4. Determine time of study
5. Facilitate baseline study
6. Review baseline study report
7. Disseminate baseline information.
8. Populate (record) baseline data in the project logframe.

Topic 1: Project Implementation 21

Project specific indicators Baseline status
% of households producing cassava wastes 65.4%.

%households utilizing cassava peels 18.8%.

% households utilizing cassava stems 61%
% households with different types of fruit trees 78%

% households using new renewable energy 1%

source for cooking
% households using new renewable energy 94.5%
source for lighting
% households transporting produce by head- 55.5%
loads
% households engaged in kachasu production not determined.

Average annual income from ethanol production MK 293,600