Monitoring & Evaluation Plans: Essentials and Data Flow for Program Success

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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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       

10. 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

11. 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

12. 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

13. 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

14. 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

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

16. 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

17. INFORMATION USE MAP

18. 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

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

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

21. 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

22. 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

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

24. 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

25. Workshop Group Project Developing components of an M&E Plan

26. 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

27. 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

28. 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 2ndversion of the map to illustrate an improved flow of information 28

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

30. 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.