Attachment_G_-_USAID_Performance_Monitoring_Plan_Template.pdf

Attachment G – USAID Performance Monitoring Plan Template

Implementing Organization:

Project Title:

Project Period: -

Fiscal Year:

Performance Monitoring Plan

Date Submitted: /………. / ………. /……….. /

Contact Person:

I – NARRATIVE

Overview of the Implementing Organization

Overview of the project

II - Project Goal, Objectives, and Expected Results

III - Key Project Activities

IV – Project Monitoring & Evaluation

Describe the structure of the M&E unit, mentioning the key positions (personnel in charge of M&E, key roles and responsibilities of each member of the M&E team, type of resources available within the unit in order to implement the activities

Describe the structure, tools and guidelines existing or to be developed in order to ensure proper management of the project Information System

Describe the mechanisms, structure and flow related to information dissemination within each level and from one level to another one (type of information and within which timeframe at each level)

Describe the data collection process (staff involved, tools available, validation process) Describe the mechanism how data collected will be analyzed and used for decision making Describe how the data collected will be used Describe the type of evaluation planned, methodology that will be used, staff involved and the timeline (Data

Quality assessment, special studies)

V – PMP Summary Table

Code Performance Indicator Unit of

Measure Disaggre gated by:

Data source

Baseline (Year / month)

Baseline value

Target

FY

Result

FY

Target

Target

Project Objective:

Indicator 1

Indicator 2

Intermediate Result 1:

Indicator 1.1

Indicator 1.2

Indicator 1.3 Intermediate Result 2:

Indicator 2.1 Indicator 2.2 Indicator 2.3

VI – Performance Indicators Reference Sheet (PIRS)

Project Objective:

Intermediate Result:

Indicator Title:

Is this an Annual Report indicator? No ___ Yes ____ for reporting Year(s) ________

DESCRIPTION

Definition:

Rationale:

Unit of Measure:

Disaggregated by:

Type: output/outcome

Direction of Change:

Data Source:

Measurement notes: (in case there is special clarification for the indicator to be measured)

PLAN FOR DATA ACQUISITION BY USAID

Data collection method:

Method of data acquisition by USAID:

Frequency and timing of data acquisition by USAID:

Estimated Cost of Data Acquisition:

Individual responsible at USAID:

Individual responsible for providing data to USAID:

Location of Data Storage:

DATA QUALITY ISSUES

Date of Initial Data Quality Assessment:

Known Data Limitations and Significance (if any):

Actions Taken or Planned to Address Data Limitations:

Date of Future Data Quality Assessments:

Procedures for Future Data Quality Assessments:

PLAN FOR DATA ANALYSIS, REVIEW, & REPORTING

Data Analysis:

Presentation of Data:

Review of Data:

Reporting of Data:

OTHER NOTES

Notes on Baselines/Targets:

PERFORMANCE INDICATOR VALUES

Year Target Actual Notes

FY 2012

FY 2013

FY 2014

LOP

THIS SHEET LAST UPDATED ON:

ANNEXES

A.1. Guidance in order to fill out the Summary Table

In order to be able to fill properly this table, you should refer to the Results Framework designed for your project. From the project results framework, select all the project objectives, the Intermediate Results and indicators. This table is only an illustration but it’s possible to have more than one project objective, more than two indicators per the project objective. If there is more than one project objective, we should first put all the information concerning all the related indicators and intermediate results before moving to the other one.

It’s also possible to have more than two Intermediate Results per Project Objective and more than three indicators under each Intermediate Results. For each Intermediate Results, all the related indicators should be in the frame before moving to another Intermediate Result.

Disaggregat ed by:

Data source Baseline (Year / month)

Baseline value

Target

FY

Result

FY 2012

Targe t 2013

Targe t 2014

Project Objective: Write down the exact and full wording of the project objective as mentioned in the project proposal and the Results Framework. If there is more than one Project Objective, you should first finish with all the information related this one (like indicators, intermediate results). Then, it will be possible to start with the same format for all the other project objectives, if necessary Write down the code related to each indicator (number assigned by USAID for the standard indicators or assigned directly by the implementing partner from the project)

Indicator 1: write down the exact and full wording for each indicator available at the project objective level. If there is more than two indicators, other rows should be added at this level in order to capture all of them

Write down the unit of measurement that should be used for this indicator (number: # / percentage:% / dollars:$)

Describe how data related to this indicator will be disaggregated (male/female;

rural/urban)

Write down how data related to this indicator will be collected

Write down the month and year when the baseline data related to this indicator was collected

Write down the baseline data (or data collected at the beginning of the project) related to this indicator

Write down the target related to this indicato r for the fiscal year

Write down the result related to this indicator for the fiscal year 2012, if necessary

Write down the target related to this indicat or for the fiscal year

Write down the target related to this indicat or for the fiscal year

Disaggregat ed by:

Data source

Baseline (Year / month)

Baseline value

Target

FY

Result

FY 2012

Targe t 2013

Targe t 2014

Indicator 2: write down the exact and full wording for each indicator available at the project objective. If there is more than two indicators, other rows should be added at this level in order to capture all of them

Write down the unit of measurement that should be used for this indicator (number: # / percentage:% / dollars:$)

Describe how data related to this indicator will be disaggregated (male/female;

rural/urban)

Write down how data related to this indicator will be collected

Write down the month and year when the baseline data related to this indicator was collected

Write down the baseline data (or data collected at the beginning of the project) related to this indicator

Write down the target related to this indicato r for the fiscal year

Write down the result related to this indicator for the fiscal year 2012, if necessary

Write down the target related to this indicat or for the fiscal year

Write down the target related to this indicat or for the fiscal year

Intermediate Result 1: Write down the exact and full wording of each Intermediate Result under each Project Objective as mentioned in the project proposal and the Results Framework. If there is more than two Intermediate results under one project objective, you should first finish with all the information related their indicators. Then, other rows should be added, if necessary, in order to capture all of the intermediate results using the same format for all the other Intermediate Results.

Indicator 1.1: write down the exact and for this specific Intermediate result. If there is more than three indicators, other rows should be added at this level in order to capture all of them

Write down the unit of measurement that should be used for this indicator (number: # / percentage:% / dollars:$)

Describe how data related to this indicator will be disaggregated (male/female;

rural/urban)

Write down how data related to this indicator will be collected

Write down the month and year when the baseline data related to this indicator was collected

Write down the baseline data (or data collected at the beginning of the project) related to this indicator

Write down the target related to this indicato r for the fiscal year

Write down the result related to this indicator for the fiscal year 2012, if necessary

Write down the target related to this indicat or for the fiscal year

Write down the target related to this indicat or for the fiscal

Indicator 1.2: write down the exact and for this specific Intermediate result. If there is more than three indicators, other rows should be added at this level in order to capture all of them

Write down the unit of measurement that should be used for this indicator (number: # /

Describe how data related to this indicator will be disaggregated (male/female;

Write down how data related to this indicator will be collected

Write down the month and year when the baseline data

Write down the baseline data (or data collected at the

Write down the target related to this indicato

Write down the result related to this indicator for the

Write down the target related to this indicat

Write down the target related to this indicat

Disaggregat ed by:

Data source

Baseline (Year / month)

Baseline value

Target

FY

Result

FY 2012

Targe t 2013

Targe t 2014 percentage:% / dollars:$) rural/urban) related to this indicator was collected beginning of the project) related to this indicator r for the fiscal year fiscal year 2012, if necessary or for the fiscal year or for the fiscal

Indicator 1.3: write down the exact and for this specific Intermediate result. If there is more than three indicators, other rows should be added at this level in order to capture all of them

Write down the unit of measurement that should be used for this indicator (number: # / percentage:% / dollars:$)

Describe how data related to this indicator will be disaggregated (male/female;

rural/urban)

Write down how data related to this indicator will be collected

Write down the month and year when the baseline data related to this indicator was collected

Write down the baseline data (or data collected at the beginning of the project) related to this indicator

Write down the target related to this indicato r for the fiscal year

Write down the result related to this indicator for the fiscal year 2012, if necessary

Write down the target related to this indicat or for the fiscal year

Write down the target related to this indicat or for the fiscal year

Intermediate Result 2: Write down the exact and full wording of each Intermediate Result under each Project Objective as mentioned in the project proposal and the Results Framework. If there is more than two Intermediate results under one project objective, you should first finish with all the information related their indicators. Then, other rows should be added, if necessary, in order to capture all of the intermediate results using the same format for all the other Intermediate Results.

Indicator 2.1: write down the exact and for this specific Intermediate result. If there is more than three indicators, other rows should be added at this level in order to capture all of them

Write down the unit of measurement that should be used for this indicator (number: # / percentage:% / dollars:$)

Describe how data related to this indicator will be disaggregated (male/female;

rural/urban)

Write down how data related to this indicator will be collected

Write down the month and year when the baseline data related to this indicator was collected

Write down the baseline data (or data collected at the beginning of the project) related to this indicator

Write down the target related to this indicato r for the fiscal year

Write down the result related to this indicator for the fiscal year 2012, if necessary

Write down the target related to this indicat or for the fiscal year

Write down the target related to this indicat or for the fiscal year

Indicator 2.2: write down the exact and Write down Describe Write down Write Write Write Write Write Write

Disaggregat ed by:

Data source

Baseline (Year / month)

Baseline value

Target

FY

Result

FY 2012

Targe t 2013

Targe t 2014 full wording for each indicator available for this specific Intermediate result. If there is more than three indicators, other rows should be added at this level in order to capture all of them the unit of measurement that should be used for this indicator (number: # / percentage:% / dollars:$) how data related to this indicator will be disaggregated (male/female;

rural/urban) how data related to this indicator will be collected down the month and year when the baseline data related to this indicator was collected down the baseline data (or data collected at the beginning of the project) related to this indicator down the target related to this indicato r for the fiscal year down the result related to this indicator for the fiscal year 2012, if necessary down the target related to this indicat or for the fiscal year down the target related to this indicat or for the fiscal

Indicator 2.3: write down the exact and for this specific Intermediate result. If there is more than three indicators, other rows should be added at this level in order to capture all of them

Write down the unit of measurement that should be used for this indicator (number: # / percentage:% / dollars:$)

Describe how data related to this indicator will be disaggregated (male/female;

rural/urban)

Write down how data related to this indicator will be collected

Write down the month and year when the baseline data related to this indicator was collected

Write down the baseline data (or data collected at the beginning of the project) related to this indicator

Write down the target related to this indicato r for the fiscal year

Write down the result related to this indicator for the fiscal year 2012, if necessary

Write down the target related to this indicat or for the fiscal year

Write down the target related to this indicat or for the fiscal

A.2. Guidance in order to fill out the Performance Indicators Reference Sheet

(PIRS)

Project Objective: Enter the relevant Project Objective, if any

Intermediate Result: Enter the relevant Intermediate result, if any

Indicator Title: Enter the full title of the indicator

Is this an Annual Report indicator? No ___ Yes ____ for reporting Year(s) ________ Make a cross near to “yes” or “No” if it is an annual indicator or not. Then mention the years of reporting

DESCRIPTION

Definition: Define the indicator more precisely, if necessary. Define specific words or elements within the indicator as necessary Rationale:

If it’s a custom indicator, briefly describe why it was selected Unit of Measure:

Enter the unit of measure (e.g. number of…., percent of…., US dollars, etc….)

Disaggregated by:

List planned data disaggregation: (male/female, youth/adult, urban/rural, etc…) Type: output/outcome Write down “output” or “outcome” depending if this indicator is an output or an outcome

Direction of Change: Describe in which direction this indicator should move in order to be in the right track (higher=better, lower=better and so on)

Data Source:

Identify where and what support should be referred to in order to validate data reported if needed Measurement notes: (in case there is special clarification for the indicator to be measured)

PLAN FOR DATA ACQUISITION BY USAID

Data collection method:

Describe the tools and methods for data collection (e.g., site visits, surveys, host government briefings, etc….)

Method of data acquisition by USAID:

Describe the form in which USAID will receive the data (e.g., periodic monitoring report, compiled survey analysis report, etc….)

Frequency and timing of data acquisition by USAID:

Describe how often data will be collected, and when Estimated Cost of Data Acquisition:

Estimate the cost in dollars and/or level of effort for collecting data (low, medium, high) Individual responsible at USAID: Name the specific staff (AOTR or COTR) who will be directly responsible for acquiring these data

Individual responsible for providing data to USAID: Write down the name of the staff who is in charge of providing data to USAID (Chief of party, deputy Chief of Party, M&E Officer or Program Manager and so on) Location of Data Storage: Identify where the data will be maintained (specific computer files or hard storage area)

DATA QUALITY ISSUES

Date of Initial Data Quality Assessment: Enter the date of initial data quality assessment and the responsible party

Known Data Limitations and Significance (if any):

Describe data limitations discovered during the initial data quality assessment, and the significance of any data weaknesses for management or reporting. Note: Attach completed DQA checklist, Memo to File, or other DQA documentation Actions Taken or Planned to Address Data Limitations:

Describe how you have or will take corrective actions, if possible, to address data quality issues that have been identified Date of Future Data Quality Assessments:

Enter the planned date for data quality assessment Procedures for Future Data Quality Assessments:

Describe how the data will be assessed in the future (e.g., spot checks or partner data, financial audit, site visits, software edit check, etc…)

PLAN FOR DATA ANALYSIS, REVIEW, & REPORTING

Data Analysis:

Describe how the raw data will be analyzed, who will do it and when Presentation of Data:

Describe how tables, charts, graphs or other devices will be used to present data, either internally within the Operating Unit or externally Review of Data:

Describe when and how the operation unit will review the data and analysis (e. g, portfolio review, activity level reviews with implementing partners etc...)

Reporting of Data:

List any internal or external reports that will feature data for this indicator (monthly, quarterly, semi-annual, annual)

OTHER NOTES

Notes on Baselines/Targets: write down any notes related to the baseline information related to this indicator (issues in order to facilitate availability, limitations and so on)

PERFORMANCE INDICATOR VALUES

Year Target Actual Notes FY 2012 Write down the target for the fiscal year

Write down the actual level of achievement during this fiscal year if possible

Write any note about the target or actual level of this indicator for the fiscal year

FY 2013 Write down the target for the fiscal year

Write down the actual level of achievement during this fiscal year if possible

Write any note about the target or actual level of this indicator for the fiscal year

FY 2014 Write down the target for the fiscal year

Write down the actual level of achievement during this fiscal year if possible

Write any note about the target or actual level of this indicator for the fiscal year

LOP Write down the target for the project lifetime

Write down the actual level of achievement for the project lifetime

Write any note about the target or actual level of this indicator for the project lifetime

THIS SHEET LAST UPDATED ON: write down the date the sheet has been updated