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3.3 Project Level Monitoring and Reporting
Aggregated project results deliver programme results. If projects deliver no results, we will not be able to deliver Programme EAs. It is for this reason that the project implementation or execution stage is the most critical stage in the project management cycle, as it is during this stage that planned benefits/results are delivered. By monitoring projects, we want to maximise their impact. In monitoring, the quality of the process is as important as the results.
- Are the causal relationships still valid?
- Are assumptions still holding?
- Has the ecosystem changed in any way that was not foreseen?
- What is working and why?-What is not working and why not?
- Are the critical actors in the theory of change still active?
- Going forward, what do we need to change?
Project Monitoring became policy by the ED’s memo of November 2012 contained in the Project-Based Management Policy. The mandate for project monitoring was given to the Programme Division. Monitoring is through the PAAS. Outputs monitoring is carried out every three months. Progress towards EAs/outcomes is monitored every 6 months. Project monitoring and oversight/supervision is the work of the Project Managers.
RBM puts a lot of emphasis on participation, not just during project design (like Project cycle management (PCM), logical framework analysis (LFA), but also during the execution of the project (including monitoring).
Project team leaders have PAAS authority to enter data into the monitoring system. Monitoring includes identification, tracking and response to risks and other issues affecting project implementation and achievement of project objectives. This ensures effective and efficient delivery of outputs, and achievement of planned outcomes in all activities undertaken by staff.
For projects and programmes – The Logical Framework (logframe) provides the basis for monitoring results. With the additional identification of persons or groups responsible for collecting data, and the frequency of such data collection for indicators selected, the logframe guides staff and partners in collecting and analyzing data so that actual results can be compared with planned results.
Monitoring should include an analysis of progress towards achieving the programme’s outputs (“deliverables”), as well as its contribution towards achieving the purposes and goals. Information gathered through monitoring is discussed with stakeholders at various meetings, including the sub-programme, programme and mid-term reviews.
For data collection and analysis – A management information system that ensures timely access to up-to-date and accurate programme and financial data is essential. The PAAS integrates information on programmes and financial resources, and make this information accessible to all headquarters regional and country offices.