Monitoring and Evaluation Plan - For Recipient Use - SAMPLE.pdf

PAS Ljubljana

Sample Monitoring and Evaluation (M&E) Plan for Recipients / Applicants to complete

Background A monitoring and evaluation plan (M&E plan) is designed by the implementer, and is a systematic and objective approach or process for monitoring project performance toward its objectives over time. In general, M&E plans should have a robust set of indicators that measure program progress and impact of the program activities. While it is not necessary to have indicators for every program activity, the indicators should measure the major program activities that will contribute to the advancement of the strategic objectives as laid out in the grant agreement.

Each M&E plan should contain specific output- and outcome-based indicators with baselines and targets, data source, and frequency of data collection. However, there is not a standard template for the M&E plan that each Public Affairs Section Ljubljana/The Embassy of the United States of America grant recipient must follow (e.g., each objective does not need to have 4 indicators with 2 of those indicators being outcome-focused). Grantees/applicants should design an M&E plan that is customized to the specifics of the program. Public Affairs Section Ljubljana recognizes that sometimes it may be difficult for recipients to design truly results-oriented M&E plans, but we encourage recipients to develop an M&E plan that is as comprehensive, ambitious and creative as possible.

The M&E plan is meant to detail how the outputs and outcomes of program activities will be measured quantitatively. Yet, sometimes the results and impact of a program are more easily conveyed qualitatively. Recipients can describe how program impact will be assessed qualitatively at the end of the M&E plan. PAS Ljubljana encourages recipients to provide success stories and anecdotal or other qualitative evidence of program impact in the quarterly progress reports, as well as showing how well the program is meeting the targets set in the M&E plan.

Below is an example of a solid monitoring and evaluation plan.

Sample Monitoring and Evaluation Plan

(Insert Recipient Name) will build the capacity of the judicial sector to ensure that the Democrastan citizens, especially detainees and those accused of crimes, are aware of and know how to defend their legal rights. This program has three strategic objectives: (1) to increase capacity of judicial police units, magistrates and court and prison clerks to protect the rights of detainees and prisoners; (2) to ensure that target communities, especially detainees and prisoners, are better informed about their legal rights; and (3) to build the capacity of civil society organizations (CSOs) to advocate for improvements in the legal rights’ protection framework. The project’s key activities include comprehensive training to judicial police units, magistrates to enhance their skills and knowledge on existing criminal procedure code provisions; management training to court and prison clerks to improve the implementation of the current prison case management system; and planning meetings with and mentorship of CSOs to mobilize and sensitize communities on the rights of prisoners and detainees as well as develop and implement an effective prison monitoring system.

Strategic Objective 1: To increase judicial police units, magistrates and court and prison clerks’ capacity to protect the rights of detainees and prisoners.

Activity Indicator

Output/

Outcome Baseline Target Data Source

Data

Disaggregation Frequency

Conduct training sessions for judicial police unit and magistrates on the rights of detainees and prisoners

Number of justice sector personnel that received USG training

Output 0 100 police units and 40 magistrates trained

Program monitoring and reports

By region Following training event

Percentage of unlawful detentions made

Outcome Baseline from needs assessment

20% decrease in unlawful detentions

Interviews with participants

By region Final evaluation

Number of bail requests granted

Outcome Baseline from needs assessment

At least 5 bail requests per magistrate granted above baseline

Interviews with participants

By institution Final evaluation

Hold office management training to court & prison clerks on how to best practices of office management

Number of courts and prison clerks trained

Output 0 20 clerks trained Program monitoring and reports

By sex and institution

Quarterly

Number of courts with improved case management

Output 0 6 courts with improved case management

Program monitoring and reports

By region Quarterly

Participants data entry skills

Outcome Baseline from pre-test survey

75% of participants show data entry skill improvements

Pre- and post-test surveys of participants

By types of data entry skills

Following training event

Level of knowledge on data management

Outcome Baseline from pre-test survey

85% of participants show knowledge increase on data management

Pre- and post-test surveys of participants

Following training event

Percentage of files available to public upon demand

Outcome Baseline from needs assessment

25% increase above baseline

Interviews from detainees, court clients and court staff

Final evaluation

Strategic Objective 2: To ensure that target communities, especially detainees and prisoners, are better informed about their legal rights.

Data

Disaggregation Frequency

Conduct training sessions for mayors and municipal council members on the rights of detainees and prisoners

Percentage of municipalities represented

Output 0% At least 95% 0f municipalities represented

Program monitoring and reports

By municipality Quarterly

Knowledge of participants on legal rights issues

Outcome Baseline from pre-test survey

50% increase in knowledge from the baseline

Pre- and post-test surveys of participants

Following training event

No. of awareness initiatives implemented successfully

Outcome 0 initiatives 6 successful initiatives implemented

Interviews with participating mayors and council members

By municipality Final evaluation

Convene awareness strategic planning meeting

Quality+ of strategic plan developed

Outcome 0% 80% of plan elements rated as "high " by community leaders

Interviews with mayors, council members, and community members

Following meeting report

No. of recommendations implemented

Outcome 0 65% of recommendations in the process of being implemented by the end of the project

Interviews with mayors, council members, and community members

Final evaluation

Train prison volunteers in criminal procedure

Participants’ knowledge on criminal procedures

Outcome Baseline from pre-test survey

50% increase in knowledge from the baseline

Pre- and post-test surveys of participants

Following training event

Ability to protect detainees

Outcome 0% 70% of participants use training to provide helpful information to detainees

Interviews with participants and detainees

Final

Evaluation

+ Individuals evaluate terms, such as quality, differently. While in this M&E plan, the term “quality” was not defined, it is important to explain how these terms will be defined and measured. But “quality” was included in this M&E plan to show one example of an outcome indicator.

Strategic Objective 3: To build the capacity of civil society organizations (CSOs) to advocate for improvements in the legal rights’ protection framework.

Data

Disaggregation Frequency

Publish quarterly reports of prison data

Frequency of publication (# of reports published per quarter)

Output 0 1 bulletin published every quarter

Program monitoring and reports

Quarterly

Publish penal code reform study

Quality+ of the study

Outcome 0% 70% of surveyed dissemination participants rate study quality as "high"

Survey of study dissemination participants

Following dissemination meetings

No. of study copies disseminated

Output 0 copies 500 copies distributed Program monitoring and reports

Quarterly

Hold study dissemination meetings on penal code reform

Number of public advocacy campaigns on human rights

Output 0 meetings held 10 dissemination meetings held

Program monitoring and reports

By municipality Quarterly

Number of USG-assisted CSOs that engage in advocacy and watchdog functions*

Output 0 CSOs 30 CSOs Program monitoring and reports

By municipality Quarterly

Level of understanding about effective use of bail

Outcome 0% 70% of participants view the effective use of bail more favorably

Pre- and post-test surveys of participants

Following dissemination meetings

Bill presented to

Parliament with study recommendations

Outcome 0 bill 1 bill presented Proposed bill Final evaluation

Convene alternative sentencing conference

No. of final reports distributed

Output 0 copies 100 copies Program monitoring and reports

Quarterly

Use of final report in drafting of bill

Outcome 0 recommendations

3 recommendations from report included in proposed bill

Proposed bill Final evaluation