Att_J.4_RESist_Activity_MEL_Template.docx

REPLACE MEASURE-BIH IMAGE SHOWN ABOVE WITH YOUR OWN ACTIVITY IMAGE

NAME OF THE ACTIVITY AND ACRONYM

MONITORING, EVALUATION, AND LEARNING PLAN

PERIOD OF COVERAGE (should cover the entire Activity implementation period, e.g. October 1, 2019–September 30, 2023)

Date of submission DISCLAIMER: This document is made possible by the generous support of the American people through the United States Agency for International Development (USAID). The contents are the responsibility of authors and do not necessarily reflect the views of USAID or the United States government. NOTE: in case of multilateral funding, also acknowledge other donors, otherwise delete this sentence.

NAME OF THE ACTIVITY AND ACRONYM

MONITORING, EVALUATION, AND LEARNING PLAN

(document version)

Period of coverage

Date of submission

Prepared under the USAID’s Bosnia and Herzegovina ________________Activity, Award Number _______________

Submitted to:

USAID/Bosnia Herzegovina, ________(month, year)

Implementing Partner (IP):

Introduction Activities must have an approved Activity MEL Plan in place before major implementation actions begin. USAID Project Managers should work with the USAID Contracting Officer’s Representative (COR), Agreement Officer’s Representative (AOR), Government Agreement Technical Representative (GATR), or Activity Manager to ensure that the Activity MEL Plan is consistent with and meets the data collection needs of the Project MEL Plan, the Mission’s Performance Management Plan (PMP), and the Mission’s annual Performance Plan and Report (PPR).

List of Acronyms [Insert acronyms here]

Contents

Introduction This section introduces the Activity MEL Plan and provides summary background information relevant to the MEL Plan.

Start with a brief introduction of the Activity MEL Plan, its purpose and intended use. Please note that this plan will be updated periodically in response to changes in the activity theory of change, implementation, or feedback received on MEL efforts. Sample text:

Updates to this plan will be provided to the [USAID COR/AOR] for review and approval on a [quarterly/semi-annual/annual basis] (per contract or agreement) or whenever revisions to the plan are proposed.

1.1 Project Theory of Change and Logic Model

If this activity is part of a USAID project and information about the USAID project has been provided by USAID, then:

· Provide a brief (no more than one page) summary description of the project’s theory of change;

· Include the project logic model; and

· Highlight where this activity fits in the project logic model.

PROJECT 2.2 IMPROVED ECONOMIC ASPECTS OF GOVERNANCE RELEVANT TO BUSINESS ACTIVITY

2-B Total investments as % of GDP 2-C World Bank’s Doing Business Ranking 2-D World Bank’s Doing Business, Distance to Frontier' Agency for Statistics Website Agency for Statistics Website World Bank Doing Business Website

World Bank Worldwide Governance Indicators Website

2.2.1-2 Score in Paying Taxes dimension of Doing Business (measuring time and costs saved for businesses) Economic Freedom Index Website

Project Outcome/ Output 2.2.2.1.

Project Outcome/ Output 2.2.2.2.

Project Outcome/ Output 2.2.2.3.

Project Outcome/ Output 2.2.3.1.

Project Outcome/ Output 2.2.4.1.

Project Outcome/ Output 2.2.5.1

Project Outcome/ Output 2.2.6.1.

Energy Policy Activity (EPA)

Financial Reform Agenda Activity (FINRA)

IMPLEMENTING PARTNERS:

TBD

Financial Markets International, Inc. (FMI)

1.2 Activity LogFrame/Theory of Change

Include a brief summary description of the activity logframe/theory of change based on activity planning documents or work plans. Typically, this will include the following information:

· The context in which the development problem is situated;

· If-then (causal) outcomes needed to achieve the desired change and evidence used to support those casual predictions;

· Major interventions that the activity will undertake to catalyze these outcomes; and

· Key assumptions that underlie the success of this theory.

A logic model that graphically depicts the activity theory of change is also recommended to be included in this section. If included, it is recommended that the logic model highlight the activity’s most important performance indicators, linking each performance indicator to the result in the logic model measured by that indicator, as shown in the example on the following page.

Activity LogFrame

ACTIVITY LOGFRAME TEMPLATE

Activity Goal Each Activity has one overall highest-level Goal to which Activity aims to contribute. As this is the highest-level result, Activity’s contribution to it is usually very limited, however, results and indicators at this level still need to be measured to track overall context. All of the Activity results listed below jointly contribute to this Goal.

Activity Goal usually corresponds to the USAID Project Purpose or to the USAID Project Sub-purpose.

List at least one performance indicator (and not more than 3) measuring defined Activity Goal. This is the highest-level outcome indicator to which Activity aims to contribute, in most cases to a very limited extent.

Indicator name should imply the unit of measure, but not the desired direction. Employ the relevant indicators from the Project LogFrame where appropriate.

For each indicator you list, specify where the indicator data will come from (in other words, what will be the basis to verify data after it is reported)

LEAVE EMPTY

AT THIS LEVEL

Activity Purpose This is the purpose of the Activity’s existence, the key result expected. Activity’s contribution to this result is more substantial than Activity’s contribution to Activity Goal, but in most cases, external factors and/or other interventions also contribute to the achievement of this result.

Activity Purpose must contribute to Activity Goal. Each Activity Sub-Purpose (if there is more than one Sub-Purpose) need to contribute to Activity Purpose. In most cases Activities have only one Purpose. If there is more than one Purpose, for each Purpose, at least one Sub-Purpose must be given.

In many cases Activity Purpose corresponds to the USAID Project Sub-purpose or to Project Outcome/Outputs.

List at least one performance indicator (and not more than 3) that you will use to determine the achievement of this result. Although indicator(s) at this result level need to be at lower outcome level than the indicator(s) for Activity Goal, this is still high-level result, so Activity in most cases can only partially contribute to indicator(s).

Indicator name should imply the unit of measure, but not the desired direction. Employ the relevant indicators from the Project LogFrame where appropriate.

For each indicator you list, specify where the indicator data will come from (in other words, what will be the basis to verify data after it is reported)

If the Purpose is achieved, which assumptions must hold true to achieve the Activity Goal? If the Activity team can influence or control an action, it should not be listed as an assumption.

Activity Sub-purpose 1 This is the more specific result (comparing to Activity Purpose), which Activity targets in order to contribute to Activity Purpose. Activity’s contribution to the Sub-Purpose is further more substantial than Activity’s contribution to Activity Purpose, although in most cases some external factors and/or other interventions also contribute to the achievement of this result, but to a lesser extent than their contribution to Activity Purpose.

Activity Sub-Purpose must contribute to Activity Purpose. Each Activity Outcome/Output under this Sub-Purpose need to contribute to Activity Sub-Purpose. In most cases Activities have only one Sub-Purpose per each Purpose. If there is more than one Sub-Purpose, for each Sub-Purpose, at least one Outcome/Output must be given.

In some cases, Activity Sub-Purpose may correspond to USAID/BiH Project Outcomes/Outputs.

List at least one performance indicator (and not more than 3) that you will use to determine the achievement of this result. In most cases Activity will substantially or entirely contribute to the indicator(s) at this level.

Indicator names should imply the unit of measure, but not the desired direction. Employ the relevant indicators from the Project LogFrame, if appropriate.

For each indicator you list, specify where the indicator data will come from (in other words, what will be the basis to verify data after it is reported)

If this Sub-Purpose is achieved, which assumptions must hold true to achieve the Activity Purpose? If the Activity team can influence or control an action, it should not be listed as an assumption.

Activity Outcome /Output 1.1 This is the most specific result which Activity aims to achieve in order to contribute to Activity Sub-Purpose. Activity directly and substantially contributes to this result (in most cases entirely).

Outputs are the tangible, immediate, and intended products or consequences of an activity within Activity’s control or influence, produced as a direct result of inputs. Outcomes attended to be given at this result level are results which are somewhat higher than outputs, but lower than Activity Sub-Purpose(s), Purpose(s), and Goal. In other words, these are outcomes which Activity influences directly and substantially.

Each Activity Outcome/Output must contribute to Activity Sub-Purpose. Activities can have more than one Outcome/Output.

List at least one performance indicator (and not more than 3) that you will use to determine the achievement of this result. In most cases Activity will entirely contribute to the indicator(s) at this level.

Indicator names should imply the unit of measure, but not the desired direction.

For each indicator you list, specify where the indicator data will come from (in other words, what will be the basis to verify data after it is reported)

If this Outcome/Output is achieved, which assumptions must hold true to achieve the respective sub-purpose? If the Activity team can influence or control an action, it should not be listed as an assumption.

Monitoring Plan This section provides information on how the activity implementing partner will monitor the performance of the activity and contextual factors that may affect activity performance and inform learning and adaptation throughout implementation. For additional information on Monitoring at USAID, visit the USAID Monitoring Toolkit.

2.1 Performance Monitoring

Describe the efforts that the activity implementing partner will undertake to monitor performance. This should include monitoring the quantity, quality, and timeliness of outputs and relevant outcomes to which the activity is expected to contribute. Efforts to monitor performance may include a range of quantitative and qualitative methods such as surveys, direct observation, qualitative interviews, focus groups, expert panels, the recording of administrative actions, etc.

The Activity MEL Plan must include relevant performance indicators of activity outputs and outcomes. For more information about performance indicators, see the Selecting Performance Indicators guidance document.

A summary of all performance indicators that the activity implementing partner will report to USAID should be listed in a summary table in Annex I. Include all performance indicators required or requested by USAID, including required foreign assistance standard indicators, and all additional performance indicators deemed necessary by the activity implementing partner for monitoring and reporting on progress.

Each performance indicator must:

· Be linked to an intended result (output or outcome) that it measures.

· Have a corresponding Performance Indicator Reference Sheet (PIRS) that is complete and sufficient, and included in Annex II. The PIRS should be completed in coordination with USAID, or even provided by USAID, when multiple partners are collecting data on the same performance indicator. If the PIRS is not complete at the time the plan is submitted to USAID, it must be completed within three months of the start of indicator data collection.

· Have a baseline. If baseline data have not been collected at the time this plan is submitted to USAID, the plan should note when baselines will be collected. Baseline data collection should be completed before the start of implementation actions related to that performance indicator.

· Have targets. If targets have not been set at the time this plan is submitted to USAID, the plan should note when targets will be set. Targets should be set prior to collecting and reporting data (other than baseline data) on an indicator.

· Be disaggregated by sex when measuring person-level data.

2.2 Context Monitoring

The Activity MEL Plan should include, if relevant, a description of any efforts that the activity implementing partner may undertake to monitor the conditions and external factors relevant to activity implementation. These may include: environmental, economic, social, or political factors, programmatic assumptions, and operational context. Efforts to monitor context may include a range of quantitative and qualitative methods such as surveys, direct observation, qualitative interviews, focus groups, expert panels, tracking of independent third-party indicators, etc.

If the activity implementing partner is planning to track context indicators, these should be reported in the summary list of indicators in Annex I. The Context Indicator Reference Sheets (CIRSs) should be included in Annex II, if any context indicators are planned.

Evaluation Plan

3.1 Internal Evaluations

Internal evaluations are evaluations that are conducted by the activity implementing partner or its sub-contractor(s), often with the intent to learn and adapt during implementation. Implementing partners are not required to conduct an internal evaluation unless it is stipulated in their contract or agreement. Implementing partners may propose to conduct an internal evaluation in their Activity MEL Plan.

This section of the Activity MEL Plan identifies any internal evaluations that the activity implementing partner plans to manage over the life of the activity. For each internal evaluation, the plan should include (at minimum):

· the type of evaluation (performance or impact);

· purpose and expected use;

· proposed evaluation questions;

· estimated budget;

· planned start date; and

· the estimated completion date.

The evaluation plan should also clarify the expected level of USAID involvement, if any, such as reviewing an evaluation Statement of Work (SOW) or draft report.

The USAID Evaluation Toolkit includes an evaluation plan template that may be adapted for use in this section.

3.2 Plans for Collaborating with External Evaluators

It is USAID’s responsibility to inform the activity implementing partner if an external evaluation of the activity is planned. An external evaluation is an evaluation that is contracted directly by USAID. If such an evaluation is planned, this section may explain how the implementing partner will interact with the evaluation team to support the external evaluation. Even if one is not planned, this section could outline expectations for collaboration in the event that an external evaluation is later determined to be necessary.

Sample text:

[The implementing partner] will assist external evaluators commissioned by USAID by:

· Reviewing and providing feedback on draft evaluation designs, draft evaluation data collection instruments, and the draft evaluation report.

· Sharing data used for performance monitoring. If this includes person-level data, [the implementing partner] will anonymize the data prior to providing it to the evaluation team.

· Providing written responses to an evaluation self-assessment questionnaire.

· Making staff available to answer questions related to the activity.

· Supporting the evaluation team in identifying and obtaining access to activity stakeholders, beneficiaries, and sites of operation.

· Supporting the evaluation team in holding stakeholder meetings to discuss and develop recommendations based on evaluation findings.

Learning Plan This section explains the activity’s approach to learning from monitoring data, evaluation findings (if applicable) and other learning efforts, and how the activity implementing partner – in collaboration with USAID and other key stakeholders – will seek to pause, reflect, learn, and adapt throughout implementation. Activity implementing partners may broaden the scope of this section to function as a Collaborating, Learning, and Adapting (CLA) plan for the activity. The plan may include:

· Learning questions based on the activity or project’s logic model or potential gaps in the technical knowledge base, and efforts to explore those questions.

· Knowledge generation, capture, and sharing efforts, including at activity close-out.

· Reflection opportunities (e.g., during work planning or quarterly reporting, after-action reviews, or other learning events). Information on potential participants, frequency, and utilization should be included.

· Plans for adaptive management, based on learning and knowledge gained during implementation, including from identified learning questions that will enable the implementing partner and its key stakeholders to prompt course corrections as needed.

· Strategic collaboration activities designed to support learning and adapting with and for key stakeholders (including USAID) relating to specific questions identified in the learning plan.

For more information on CLA and learning plans, visit the USAID CLA Toolkit.

Roles, Responsibilities, and Schedule This section provides a schedule of individual and recurring MEL tasks during the life of the activity. This may be a simple matrix outlining tasks, responsible parties, and dates for initiation and completion. A calendar (including a link to a shared calendar) or Gantt chart may be included to illustrate the schedule. A more detailed narrative may also be included to address roles and responsibilities among multiple partners (such as sub-awardees) and involvement from USAID or other stakeholders. MEL tasks to include in this schedule may include data collection efforts, data quality assurance activities, data analysis and visualization, special studies, assessments, learning processes and events, quarterly report preparation, etc.

This section may also describe the various monitoring, evaluation, and learning reports and other information (including ad hoc and recurring reports) that will be provided to USAID during the life of the project. This may include, for example, quarterly reports, performance indicator data, activity location data, research documents, TrainNET data, learning products (i.e., syntheses, event readouts, learning and adaptation summaries), etc.

Include a summary of the content and how information will be transmitted to USAID and in what format (for instance through a partner portal of a management information system, in-person check-ins, as part of a quarterly report submission, or in an Excel file). A table may be a useful way to summarize anticipated reports and related information.

Example Table: Schedule of Monitoring, Evaluation, and Learning Reports to USAID

Expected Format

BLANK

Resources Specify the budget allocated to monitoring, evaluation, and learning by listing the tasks, estimated costs, and proportion of the budget. Please use a table to present the information.

Change Log The Activity MEL Plan should be adjusted in response to changes in activity (or relevant project) implementation, feedback received on MEL efforts, changes in the operational context, and other new information. This section includes a table to describe the changes that are made to the Activity MEL Plan over time. For more information about making changes to an Activity MEL Plan, please see USAID’s How-to Note: Activity Monitoring, Evaluation, and Learning Plan.

Date Effective date of change

# of the MEL Plan modification Change by:

Person who made the change Change to:

Section of the Activity MEL Plan changed. If an indicator has been changed, include the indicator number.

Description of Change:

Summarize the change that was made to the Activity MEL Plan and the reason the change was made.

Date BLANK

Change by: BLANK

Change to: BLANK

Description of Change: BLANK

Annex I: Indicator Summary Table An example Indicator Summary Table is provided below and a template is available in the USAID Monitoring Toolkit. This plan may be adapted to include other information based on what is most relevant to the needs of the activity implementing partner or the USAID Operating Unit.

Please note that an Indicator Summary Table is not the same as an Indicator Tracking Table or monitoring information system. The Indicator Summary Table is a text table found in a PMP, Project MEL Plan, or Activity MEL Plan. It contains information about the indicators for which USAID plans to collect data. The Performance Indicator Tracking Table is a spreadsheet or database form where indicator data is recorded. Per ADS 201.3.5.7, performance indicator data must be stored in an Indicator Tracking Table or monitoring information system. Also, including information from an indicator’s PIRS in the Indicator Summary Table does not replace the need for a PIRS for each performance indicator. A template and guidance for developing a PIRS is available in the USAID Monitoring Toolkit.

Example Indicator Summary Table

Unit of Measure

Disaggregation

Frequency

Activity Goal:

Number and name of indicator 1: E.g. Total amount of…

Activity Purpose:

Number and name of indicator 2:

Number and name of indicator 3:

Add rows per each indicator…

Activity Sub-Purpose:

Number and name of indicator x:

Add rows per each indicator…

Add rows per each sub-purpose…

Activity Outcome/Output:

Number and name of indicator x:

Add rows per each indicator…

Instructions:

Indicator: State the name and unique identifier for the indicator that will measure the expected result listed in the next column. Disaggregates of an indicator may be listed on a separate row below the parent indicator.

Unit of Measure: State the unit of measure (e.g., number of hours, percent of households).

Disaggregation: State the disaggregation for each indicator.

Frequency: State how often the data are reported to USAID.

Data Source: State the source of the data Overall Activity Baseline: State the value of the indicator at “baseline,” i.e., before major implementation actions of the planned USAID-supported activity.

Target: State the targets per year for each indicator (disaggregation category and total).

Life of the Activity Target: State the target for each indicator at the end of the Activity (cumulative value). These targets are very often stated in the Contract/Award.

Annex II: Indicator Reference Sheets All performance indicators require a PIRS. Completed Performance Indicator Reference Sheets (PIRS) for all indicators in the Activity MEL Plan may be included in this annex.

For Standard Foreign Assistance Indicators, see the Standard Foreign Assistance Indicator Reference sheets and Standard Foreign Assistance Indicators and USAID PIRS Cross Walk.

While not required, it is recommended that context indicators have completed indicator reference information, stored in a Context Indicator Reference Sheet (CIRS). They may also be included in this annex.

Performance Indicator Reference Sheet Please delete instructions in italics as you fill in the form.

Name of Project Results Measured: Select only one specific Project result the indicator contributes to. If the indicator is at the Project goal level, please note so (use the LogFrame of the Project your Activity belongs to). If the indicator is not related to Project Result, leave empty.

Activity Purpose: Enter your Activity’s purpose (use your Activity’s LogFrame).

Name of Activity Result Measured: Enter the Activity result this indicator measures (use your Activity’s LogFrame).

Name of Indicator: Enter the full title of the indicator.

Is this a Project Indicator: Yes ☐ No ☐ If Yes, state the Project indicator to which this Activity indicator contributes. If No, leave empty.

IMPORTANT: If this is a Project indicator, note that you must consult Project PIRS for this indicator when preparing this PIRS for your Activity indicator. Your main PIRS fields (Precise Definition, Calculation Model, Unit of Measure, Disaggregation, Geography, Data Collection Methods, and Data Source) need to include detailed explanation of how your Activity will track the indicator, but paying close attention that the general methods are in line with those prescribed in Project-level PIRS for this indicator. This is particularly important in the case of Project indicators on which multiple Activities report, in order for the Mission to be able to use your Activity data along with the data from other Activities.

DESCRIPTION

Precise Definition(s): Define the specific words or elements used in the indicator, especially qualitative terms, such as effective, improved, strengthened, accountable, etc. Clarify numerator and denominator for all percent based units of measure.

Calculation Model (if applicable): Describe the statistical formula you will use to calculate the indicator. A reader should be able to reconstruct the indicator from the raw data and the formula. If the indicator is merely a ‘number of…’, write n/a.

Unit of Measure: Choose an item.

Description of Unit of Measure: Describe what exactly is being measured. E.g.,

i) if chosen unit is Simple Number, description can be Score on rating scale 1-7, 7 being the best (maximum citizen satisfaction),

ii) if chosen unit is Simple Number, description can be Tons of vegetables produced,

iii) if chosen unit is Simple Number, description can be Jobs,

iv) if chosen unit is Percent/Fraction, description can be Ratio of convictions to indictments,

v) if chosen unit is Percent/Fraction, description can be Investment in % of GDP,

vi) if chosen unit is Percent Change, description can be Annual change of sales of Activity beneficiaries.

Does this Indicator Have a Changing Calculation Base with Each Reporting Period: Yes ☐ No ☐ If indicator is expressed in percent/fraction (e.g. share, ratio, proportion) or percent change (e.g. annual or quarterly change), its calculation base changes with each reporting period (the exceptions are indicators for which denominator stays the same in each reporting period, such as representative surveys, in which denominator covers entire population in each reporting period). For example, if indicator measures percent change in sales of activity beneficiaries (companies) and if number of beneficiaries increases from one year to the next, baselines are different for each year and should be noted. Another example is an indicator that measures organizational capacity, where the number of organizations that contribute to overall score changes from one year to the next. In such cases, in addition to Overall Activity Baseline that you need to set here, during the implementation of your Activity, you will also need to report on Calculation Base Date, Value, Unit of Measure, and Description when filling out your actuals in Activity Indicator Performance Tracking Table with your Quarterly/Annual Report. For example, if indicator is Annual Change of Sales of Activity Beneficiaries, you will set your baseline (e.g. 0%) and annual targets in percent (e.g. 10% increase in 2016) when filling out this PIRS. When you report actuals for this indicator within the Activity Indicator Performance Tracking Table at the time of preparation of your Quarterly/Annual Reports, you will need to report that total sales of your beneficiaries were e.g. 10 mil KM in 2015, while the actual percent change for 2016 was e.g. 20% (meaning that actual sales in 2016 were 12 mil KM).

Desired Direction: Indicate in which direction the indicator should preferably go (e.g. up, down)

Disaggregation: List planned ways of disaggregating the data (sex, age, urban/rural, etc.) and justify why useful. Note that all people-level indicators must be sex-disaggregated. Baselines and targets (as well as actuals, to be reported later within the Activity Indicator Performance Tracking Tables as an Appendix to each Quarterly/Annual Report) should be set for total indicator values, as well as for each disaggregation category (e.g. sex) specified here. Note, however, that Activities can use additional break-downs of data for their internal management and in their data analyses (which should be explained in the field on Plan for Data Analysis, Review, and Reporting), in which case actuals for these additional break-downs of data can be monitored within the narrative part of Activity Quarterly/Annual Reports, but not within the official Activity Indicator Performance Tracking Table (thus, no need for targets and baseline to be established for these additional break-downs of data).

Geography: At what geographic scale will actuals for this indicator be measured during Activity implementation (thus, no need for targets and baseline to be established for geographical distribution).Select all that apply. Choose an item.

Rationale or Justification for Indicator: Describe why this particular indicator was selected to measure the intended result and how it will be useful for managing performance.

PLAN FOR DATA ACQUISITION BY USAID

Data Collection Method: Describe the tools and methods for collecting the raw data, e.g.: ledger of patient names, document review, structured interviews, focus groups, written survey, direct observation, self-reported information, review of sign-in sheets, and so on. If the indicator is constructed, such as an index or an expert panel assessment, describe the procedure for construction. If the indicators is collected from a secondary source (e.g. Statistics Agency), please explain their methodology used, at least in simplest terms.

Data Source: Identify the source of data (e.g., Household Budget Survey; ministry data; partner records; Freedom House Nations in Transit website with a link; etc.). For indicators that require calculation based on multiple indicators from different sources, list data source for each.

Frequency of Reporting Data Within Activity Tracking Table: E.g. quarterly or annually. Baselines and targets (as well as actuals, to be reported later within the Activity Indicator Performance Tracking Table) should be set for indicators based on frequency defined here (e.g. for quarterly indicator, quarterly targets need to be set and actuals will need to be reported in Activity Indicator Performance Tracking Table with each Quarterly Report). Note, that in the case of indicators for which defined frequency is annual, Activities can still report and analyze quarterly progress within the textual part of the Quarterly Reports. Specify here any overlap/discrepancies in data collection and reporting periods – for example, some indicators are only measured on the basis of calendar year, in which cases, the value reported for one fiscal year will be the most recent available value (the value for previous calendar year).

Estimated Cost of Data Acquisition: What is the cost of direct data acquisition, not including the Activity staff time?

Data Collected by: Name and contact details of the person/organization that collects the raw data.

Individual Responsible at USAID: Identify the specific USAID staff member directly responsible for acquiring the data.

Individual Responsible at Activity: Identify the specific Activity staff member directly responsible for acquiring the data.

Location of Data Storage: Explain where the data will be stored.

DATA QUALITY ISSUES

Date of Initial/Previous Data Quality Assessment: Enter the month and year of DQA conducted by your COR/AOR/USAID for this indicator. If no external DQA was conducted, with N/A. If your Activity conducted internal DQA, please note so and note the month and year.

Date of Future Data Quality Assessments: Enter the planned date for subsequent external data quality assessments (if you know it) or the planned date for next internal DQA, if any.

Known Data Limitations and Significance (if any): Enter any major data limitations that affect the USAID data quality standards, namely validity, reliability, timeliness, precision, and integrity of data, which were identified during conducted DQAs, if any. Note whether the limitations were identified by external or internal DQA if both conducted.

Actions Taken or Planned to Address Data Limitations (if any): Explain whether the identified limitations are/will be addressed and how.

PLAN FOR DATA ANALYSIS, REVIEW, AND REPORTING

Data Analysis Method: Explain how the indicator will be analyzed to measure the progress and performance. E.g. comparison of actuals vs. targets, comparing results between disaggregation groups (e.g. male vs. female), measuring trends, developing more complex indices or matrices, geo-analysis, econometrics, etc. Be realistic, use analyses that are relevant for decision-making. Explain any break-down of data (other than official disaggregation) which you plan to use for analyses purposes (e.g. by geographic location).

Responsible for Data Analysis: Identify the specific USAID/Activity staff or organization responsible for conducting data analysis. E.g. M&E Officer and COP at the Activity-level, as well as Activity COR and relevant USAID/BiH Technical Office.

Presentation of Data Analysis: Describe the format the data analysis will be presented in (e.g. charts) and which program/software will be used.

Reporting of Data Analysis: Explain when and who will submit the data analysis, in which type of a report (e.g. the CoP will submit analyses of the data and relevant actions if needed within each Activity Quarterly/Annual Report, while COR will report within material for Project Portfolio Review at Project level).

Review and Use of Data Analysis: Explain who will be using the data analysis and for which type of decisions (e.g. analyses will be used by COP, COR, and Project Manager in : i) determining intervention effectiveness and efficiency, ii) work planning iii) timely adjusting and improving the tasks if needed, and iv) planning of future USAID/BiH interventions if applicable). Review should ideally be done in a participatory manner.

CHANGES TO INDICATOR

Changes to Indicator: Document here any changes to indicator, such as a change in how the data is collected, not changes in the indicator data. Specify (1) the date of the change (2) the change that was made, and (3) the reason for the change.

Other Notes:

PERFORMANCE INDICATOR VALUES (also specify for disaggregation, if any)

Overall Activity Baseline: State the timeframe (quarter, year, etc.) that will serve as the overall Activity baseline value for this indicator. Overall Activity baseline describes the status of the performance indicator at the onset of implementation of USAID-supported interventions that contribute to the achievement of the relevant result. See ADS 201 for more information on baselines. As noted above, baselines and targets (as well actuals, to be reported later within Indicator Performance Tracking Table in Quarterly and Annual Reports) should be set for total indicator values, as well as for each disaggregation category (e.g. sex). Note, however, that Activities can use additional break-downs of data for their internal management and in their data analysis (can be explained in the PIRS section on Plan for Data Analysis, Review, and Reporting) which do not have disaggregated baselines and targets (and later actuals).

Rationale for Targets: Explain the basis on which targets are set (e.g., identify specific trends to make reasonable projections based on anticipated level of effort and resources). See ADS 201for more information on targets. Note that annual/quarterly targets need to refer to the reporting period only (i.e. they should not be cumulative), while the Life of Activity Target should be cumulative.

TABLE WITH BASELINE AND TARGETS

This section should be filled out with indicator values in accordance with the frequency defined above in the field Frequency of Reporting Data within Activity Tracking Table. Baselines and targets should be given for total and for each category noted in the field Disaggregation.

OVERALL ACTIVITY BASELINE

TARGETS

THIS SHEET LAST UPDATED BY: DATE:

To avoid version control problems, type the date of most recent revision or update to this reference sheet.

Annex III: Data Management A section or annex on managing data is an opportunity to explain how data will be managed at all stages, from collection to reporting. If several organizations are jointly managing the activity, this section should touch on how data will be consistently handled across the partners to ensure a high quality of aggregated data. Potential topics to cover in this section include the following:

· Data Collection summarizes the data collection methods included in the PIRS or evaluation plans and explains the methods and frequency with which data will be gathered, including potential limitations or challenges.

· Data Quality for indicators should reasonably meet USAID’s five data quality standards of validity, integrity, precision, reliability, and timeliness. This section may address findings from Data Quality Assessments and note whether any mitigating actions are being taken to improve data quality.

· Data Storage sections detail the formats in which data will be held and shared. This includes file types (for example, Microsoft Word, Excel, paper copies), larger storage units (for example, a private server, a cloud-based system, file cabinets), and processes for sharing knowledge internally and externally. For more information, see ADS 579.

· Data Security protocols for every activity should meet a basic threshold of restricting access to key offices and workspaces, preventing unauthorized computer access, and safeguarding data during both storage and transfer. This section should detail data security protocols. In particular, personally identifiable information (PII) must be protected. For more information, see the USAID Monitoring Toolkit Data Security Guidance.

· Data Analysis and Use details how USAID or the implementing partner will analyze and use data. If specific software will be employed for this purpose, it may be useful to identify it by name or function.

Annex IV: Activity Indicator Performance Tracking Table (IPTT)

TO BE ATTACHED TO QUARTERLY AND ANNUAL REPORTS AND NOT TO THE ACTIVITY MEL PLAN

1. E.g. Number of farmers and others who have applied new technologies or mana-gement practices as a result of USAID assistance

TOTAL

FEMALE

MALE

Add row per each indicator

TOTAL

GROUP 1

GROUP 2

To fill out this table, keep the following notes in mind:

1. This Table will be used for reporting actuals and will be attached to your Quarterly and Annual Reports (note that only those indicators with quarterly frequency defined within your PIRS will be attached to Quarterly Reports).

2. Precise definition of every indicator is important, especially if this IPTT is filled out by different partners (included in the Activity consortium). They need to understand and report the same data.

3. Calculation base for the reporting period and Calculation base value need to be filled out only for those indicators for which the calculation base changes with each reporting period. This refers to indicators expressed in percent/fraction (e.g. share, ratio, proportion) or percent change (e.g. annual or quarterly change), with the exception of indicators for which denominator stays the same in each reporting period, such as representative surveys, in which denominator covers entire population in each reporting period. For example, if indicator measures percent change in sales of Activity beneficiaries (companies assisted by activity) and if number of beneficiaries increases from one year to the next, calculation bases are different for each year and should be noted. Another example is an indicator that measures organizational capacity, where the number of organizations that contribute to overall score changes from one year to the next. In such cases, in addition to Overall Activity Baseline that is set in PIRS, Activities also need to report on Calculation Base Date, Value, Unit of Measure, and Description when filling out actuals in Activity Indicator Performance Tracking Table attached to the Quarterly/Annual Reports. For example, if indicator is Annual Change of Sales of Activity Beneficiaries, you will set your baseline (e.g. 0%) and annual targets in percent (e.g. 10% increase in 2020) when filling out this PIRS. When you report actuals for this indicator within the Activity Indicator Performance Tracking Table at the time of preparation of your first Annual Report, you will need to report that total sales of your beneficiaries were e.g. 10 mil KM in 2019, while the actual percent change for 2020 was e.g. 20% (meaning that actual sales in 2020 were 12 mil BAM).

For all other indicators, Activity should have only one baseline (Overall Activity Baseline), describing the status of the performance indicator at the onset of implementation of USAID-supported intervention that contribute to the achievement of the relevant result.

4. It is possible that some indicators (for example, higher level indicators at Goal or Purpose level) are measured annually, while other indicators are measured on quarterly basis. Please note that

5. Fiscal year starts at October 1 and ends at September 30.

6. Note that annual values for actuals do not necessarily simply add quarterly values (e.g. if indicators measures percent change).

7. Baselines, targets and actuals should be set for total indicator values, as well as for each disaggregation category (e.g. sex). Note, however, that activities can use additional break-downs of data (e.g. by age) for their internal management use and in their data analysis, which should be explained in the PIRS section on Plan for Data Analysis, Review, and Reporting.

8. Annual/quarterly targets need to refer to the reporting period only (i.e. they should not be cumulative), while the Life of Activity Target should be cumulative.

9. Please note that all people-level indicators must be sex-disaggregated.

XYZ ACTIVITY

111 Street Zip Code, City Bosnia and Herzegovina www.xyz.ba phone: +387.00.000.000 email: xyz@xzy.ba image1.png image2.png