ATTACHMENT J.9 USAID Ghana AMELP Template.docx

[ACTIVITY TITLE]

Activity Monitoring, Evaluation and Learning Plan

Date: [e.g. January 1, 2018]

[Contract/Agreement] Number: [Insert number] Activity Start Date and End Date: [e.g. January 1, 2017 to December 31, 2020] Total Award Amount: [$xxx] [COR/AOR] Name: [Insert name]

Submitted by: [Insert name], Chief of Party [Name of Prime Implementing Partner]

July 2008 1

Table of Contents

ATTACHMENT A: [ACTIVITY NAME] RESULTS FRAMEWORK

ATTACHMENT B: [ACTIVITY NAME] MODEL

ATTACHMENT C: LINKAGES BETWEEN ACTIVITY, PROJECT AND CDCS FRAMEWORKS

ATTACHMENT D: [ACTIVITY NAME] STANDARD AND CUSTOM INDICATORS

1. Introduction

Provide a clear and concise description that discusses the following:

1. Overall activity purpose and how it contributes to the corresponding Project purpose and relevant intermediate and sub-intermediate results.

2. The function and proposed use of the Monitoring, Evaluation and Learning (MEL) plan. This should include:

a. The intended MEL approach and audience.

b. Potential MEL synergies across different activities and projects.

c. Alignment with the Project MEL plan, the Country Development Cooperation Strategy (CDCS) Results Framework, and the Mission Performance Management Plan (PMP).

To support the narrative, include a flow chart/diagram showing linkages within the activity as well as between the activity and the project. Use either the Project Results Framework (Attachment A) or the Project Logic Model (Attachment B) to identify these linkages.

See Attachment C for more information on how the activity results framework connects to the project and CDCS results frameworks. Note that the same language should be used at the activity and project levels (i.e. goal, purpose, sub-purpose, outputs).

2. [ACTIVITY name] results framework/Logic MOdel

In graphic form (see table below), show how the activity contributes to the Project-level Results Framework/ Logic Model and Theory of Change. A copy of the Project’s Results Framework/Logic Model should be included to show linkages.

Activity Goal: This will generally align with the Project’s Sub-Purpose(s).

Purpose 1 Indicators List relevant indicators here. These indicators should be outcome indicators or standard indicators that require aggregation across different Sub-Purposes

Sub-Purpose 1.1 Indicators List relevant indicators here. Please limit the number of indicators to four or less indicators, and clearly identify outcome and USAID standard indicators.

Sub-Purpose 2.1Indicators

Sub-Purpose 3.1 Indicators

Sub-Purpose 1.2 Indicators

Sub-Purpose 2.2 Indicators

Sub-Purpose 3.2 Indicators

3. MEL Implementation Plan

Using the sub-sections below as a guide, provide a comprehensive implementation plan indicating the intended tasks, frequency, timeline and responsible persons for performance monitoring. It is expected that monitoring activities will provide continual project quality assurance through the regular collection of data against defined indicators. Additionally, monitoring data will be utilized for the planned independent evaluation activities.

3.1 Structures, functions, and capabilities

Clearly describe the MEL plan’s structures, functions, and capabilities, such as:

· Organization-wide policies and procedures for monitoring in relation to the activity, including sub-partners roles/responsibilities (if any).

· Organizational staffing/expertise, roles, and responsibilities. Discuss how staffing/expertise will be used.

· Methods for collecting, analyzing, reporting and using performance data.

· Procedures for regular communication with USAID regarding the status of monitoring activities, including protocol for notifying USAID in the event of significant obstacles or issues of immediate concern.

· Coordination and collaboration with other activities within the project.

· Linkages between Government of Ghana M&E systems (if applicable).

3.2 Data quality and flow

Clearly describe the data sources, flows, storage, management, and verification/quality assurance processes from the data collection points/units to submission to USAID/Ghana. A visual-aid tool, such as a flow chart, may be used to depict how data will flow between data collectors, analyzers and users. The narrative should include plans for monitoring data analysis and its use for activity modification (as appropriate). This section should provide an overview of data strengths and limitations against the five data quality standard as outlined in ADS 201.3.5.8.

3.3 Studies and evaluations

Provide a clear strategy and approach for conducting any analytical work that supports activity implementation. This includes an illustrative list of evaluations, special research, or other studies that may be conducted to increase contextual knowledge and understanding; the feasibility of and learning around planned interventions; and the effectiveness of the design and implementation of the activity. Performance and impact evaluations will be conducted by an external third party and funded by USAID. Include a plan for collaboration with external evaluators to facilitate their work. NOTE: Any special studies (evaluations included) conducted or commissioned by the IP and/or sub-partners of the IPs are internal to the activity and does not count against USAID’s requirements for external evaluation.

3.4 Collaboration, learning, and adaptation

Describe the planned approach to use performance management and evaluations for learning opportunities; adapt implementation to address new knowledge and learning; pause and reflect on progress made; etc. The approach should be specific and action-oriented. This includes outlining the method by which findings from monitoring can be regularly integrated into implementation and future project design, and existing channels used to disseminate lessons learned. Be sure to employ reiterative learning process to revisit the learning plan and learning questions and update them as deemed appropriate.

3.5 Schedule

Provide a matrix or GANTT chart indicating the planned tasks, frequency, timeline, and responsible persons for performance monitoring.

3.6 Budget

Specify the budget allocated to M&E tasks by listing the tasks, estimated budget, and proportion of the budget compared to the overall activity budget.

4. Indicators

List indicators with a brief description/ measurement, data source(s), frequency and methods of data collection, and roles and responsibilities. Attachment D provides a list of the standard and custom indicators that will be collected across various activities under the Project. Please include relevant indicators from that list in the table.

Indicator

Standard/ Custom Indicator

Collection Methods Reporting Frequency

Responsibility

5. Targets

Provide baseline data and targets by year for each listed indicator. Include a narrative justifying the targets and noting the baseline source and date of collection. Clearly state the period of time for individual years of Activity implementation. All person-based indicators must be disaggregated by sex.

Indicator

Standard/ Custom Indicator

Baseline

(MM/YY– MM/YY)

Year 3 Target

(MM/YY– MM/YY)

Target Justifications

Baseline source and date of collection

6. Performance Indicator Reference Sheets

Complete a Performance Indicator Reference Sheet (PIRS) for each indicator measured through the activity. USAID will provide PIRS for standard and custom indicators that will be aggregated across activities. Where/when necessary, the Implementing Partner, in consultation with USAID, will modify these PIRS to ensure consistency across different activities.

Indicator No. & Name: Enter the indicator number and full name. Make sure to use a SMART(ER) indicator.

DO No. & Name: Enter the number and full statement of the relevant Development Objective that this indicator falls under.

IR No. & Name: Enter the number and full statement of the Intermediate Result that this indicator falls under.

Sub-IR No. & Name: Enter the number and full statement of the Sub-IR that this indicator falls under.

Name of Project: Enter Name of the Project that this indicator falls under.

No. & Name of Activity(s): Enter the number & full name of the Activity that this indicator falls under.

No. & Name of Action(s): Enter the number & full name of the Action(s) under the Activity that this indicator falls under. Note that there may be more than one Action contributing to this indicator. List all the relevant Actions here as appropriate.

Geographic Coverage: Enter the names of the targeted country(s) and state(s)/province(s) that the Action(s) for this indicator is/are being implemented.

Origin of indicator: Mark the choice(s) and/or insert texts as appropriate.

Is this a Performance Planning and Report (PPR) indicator? Mark the choice and/or insert texts as appropriate.

Is this a current “Foreign Assistance Framework” indicator? Mark the choice and/or insert texts as appropriate.

DESCRIPTION

Precise Definition(s) & Unit of Measurement:

· Define the specific words or elements used in the indicator

· Define the unit of measure (e.g. number of…, percent of…, or US dollars).

· Clarify if the targets and results to be reported are cumulative or specific to the year.

· Clarify the minimum or maximum values, if applicable

Nominator. If percentage, add a description of the nominator Denominator. If percentage, add a description of the denominator Rate. If rate, add the unit of measurement (e.g. per 10,000 population, per 100 households, etc.)

Ratio. If ratio, add the unit of measurement (e.g. male: female, volunteer: household, USAID’s funds: Private Sector’s, etc.)

[Delete element(s) that are not applicable to this indicator]

Disaggregated by: List any planned ways of disaggregating the data (sex, gender, age groups, urban/rural, region, etc.) and justify why they are useful.

Data Collection & Flow: Describe the method(s) and tool(s) for collecting the raw data (e.g. retrieve from Activity implementation records, structured interviews, questionnaire survey, self-reported form, etc.). If the indicator is constructed (e.g. an index or an expert panel assessment), describe the procedure for construction. Describe who collects the raw data and where is it stored before it gets to RDMA.

Data Source(s): Identify the source(s) of data (e.g. Activity implementation records, government’s routine information system, household survey, DHS survey, etc.). If use data from a survey, provide the name(s) of the surveyed country(s) and state(s)/province(s), if available.

Reporting Frequency: Describe how often and when the data will be reported to RDMA.

DATA QUALITY

Date of the Last Data Quality Assessment (DQA) & Reviewer: Enter the date of the latest DQA, as well as the Name and Organization of the person(s) conducted the last DQA.

Date of the Next Data Quality Assessment: Enter the date planned for subsequent DQA. If not a required indicator to be reported to Washington and DQA will not be conducted, enter “Not applicable”.

Known Data Limitations: Describe any major known data limitations from sources and/or DQA findings. Please refer to ADS 203.3.11.1 on Data Quality Standards.

Actions Taken or Planned to Address the Data Limitation: Describe actions taken and the results of such actions and/or plan(s) to address the data limitation.

CHANGES TO INDICATOR

Change to Indicator: Specify; 1) the date of the change, 2) the change made, and 3) reasons for the change. Note that the change to indicator is basically referred to adding new and/or dropping existing indicators from the current list. If the indicator is dropped, enter “Canceled” and specify reference to the new indicator to replace the current one, if any, here. Use a new sheet for the new indicator with a new indicator number. The new reference sheet must note a reference to the previous indicator (i.e. indicator number and title). Changes in wording and/or description/unit of measurement, etc., of an indicator shall be avoided as these can affect the validity and reliability of the data. If it is essential to amend an indicator, please consult your AOR/COR at RDMA and ensure that approval is obtained from him/her prior to making the changes.

Other Notes:

THIS SHEET WAS LAST UPDATED ON: _______________ By: ___________________

Attachment A: [Project name] Results Framework attachment B: [Project name] Model

Attachment C: Linkages between Activity, Project and CDCS Frameworks

Below is a general overview of how the Country Development Cooperation Strategy, the Project and related Activities fit together. There may be instances when the Activity aligns at a higher or lower Project level, depending on the level of results that the Activity is seeking to achieve.

Country Development Cooperation Strategy (PMP) Project (PMELP) Activity (AMELP)

Attachment D: [activity name] STANDARD AND CUSTOM Indicators

Standard Indicators

· Indicator #1

· Indicator #2

· Indicator #3

· Indicator #4

Custom Indicators – Purpose 1

· Indicator #5

· Indicator #6

· Indicator #7

Custom Indicators – Purpose 2

· Indicator #5

Custom Indicators – Purpose 3

· Indicator #5

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