Results-based Monitoring, Training Workshop, Windhoek, 2.11.-4.11.2009 Results-based Monitoring

1. Results-based Monitoring, Training Workshop, Windhoek, 2.11.-4.11.2009 Results-based Monitoring Steps 6 and 7 of establishing a RbM system

2. Seven Steps to Establish a Results-Based Monitoring System Steps in which constitutive elements of the RbM system are established: • 1Review (and complete) the results chains • 7Utilise monitoring results • 2Clarify interests, expectations and contributions of stakeholders • 6 Conduct data collection, document and process data • 3Define key areas to be monitored • 5 Operationalise indicators, establish procedures • 4 Review objective indicators, define process indicators

3. Step 6: Data collection and documentation (1): Organisation • The implementation of RbM must be further organised: - for which indicators data has to be collected at the defined dates and intervals by the specified staff? - which kind of processed information has to be forwarded to whom, when and at which intervals by using which tools? • Tasks and responsibilities in this respect should be defined. • Annual monitoringoperation plans, informing on monitoring activities, responsibilities and deadlines, may be prepared • Data collected must be documented (e.g. “Indicator Status Report” based on the Indicator Matrix); processed information must be compiled (“Internal Monitoring Report”)

4. Step 6: Data collection and documentation (2): Co-ordination • Generally, a “monitoring coordinator” should be in charge of co-ordinating all monitoring activities, amongst others: • ensuring the adherence to scheduled monitoring activities • co-ordinating the data collectionand assisting the staff in charge • providing templates for the documentation of monitoring data • organising the information flow • ensuring the completeness and quality of the data collected • processing and compiling the data collected • forwarding the compiled information to the Principal Advisor and relevant counterpart representative

5. Step 6: Data collection and documentation (3): Information flow • Data collection: • Processing and compilation of data: • Decision on the use of monitoring information Staff in charge (e.g. at local level): „Indicator Status Report“ Staff in charge (e.g. at national level) „Indicator Status Report“ Staff in charge (e.g. at regional level): „Indicator Status Report“ Monitoring coordinator „Internal monitoring report“ „Principal Advisor“ (GTZ) „Project Director“ (Counterpart)

6. Step 6: Data collection and documentation (4): Template Example:

7. Step 7: Utilise monitoring results (1): reporting • Annual progress reports to GTZ/BMZ: - Focus on the achievement of the objective indicators and the contribution to cross-cutting themes - In case of no achievements at objective level at the time of reporting, refer to the “use of outputs or “mid-term results” • Progress reports for the partner or a steering committee: - Identification of information needs - As far as possible, alignment of reporting requirements (content, reporting date) • Reports for other stakeholders (e.g. donor organisations), presentations for audiences in events (e.g. conferences), and for the public (e.g. newsletters, ad-hoc requests)

8. Step 7: Utilise monitoring results (2): Steering • Joint review of monitoring findings - Element of (component-/region-wise) routine team meetings - Quarterly monitoring reflection meetings - Element of overall project management meetings  discussing reasons for deviations between intended and achieved results as well as possible corrective action • Monitoring workshops - at least yearly jointly with partners to assess whether the development measure is on track to achieve its objectives and to draw conclusions (e.g. linked to operation planning) • Decision making with regard to strategy and concept

9. Step 7: Utilise monitoring results (3): Knowledge management • The growing stock of knowledge stored in updated status or progress reports provides a good basis for GTZ's knowledge management. • This includes lessons learned that might be useful for and should be made available to other development measures: What did work, what did not work and why? • Interlinkages between the monitoring and knowledge management system must be established.

10. Step 7: Utilise monitoring results (4): MfDR cycle Strategy and concept visualised by results chains Operationalisation of indicators, planning of data collection Reporting on progress(GTZ/BMZ, Partner) Knowledge management system Regular collection, documentation, analysis of monitoring data Review and decision making (steering)

11. Thank you very much for your attention !