Practical M&E

1 Dec 2011 © E Goetsch CSI 2011 1

MONITORING & EVALUATIONfor Performance Management

Mastering Excellence1 December 2011

CSIR International Conference Centre

Errol Goetsch+27 78 573 [email protected]

www.xmentors.us


OwnershipYou acknowledge that all content provided by the CSI, or made accessible to you remains the intellectual property of CSI and Errol Goetsch.

Use of Institution name, marks, or logosAll use of CSI's name, marks, and content must be approved in advance and in writing. All rights to the names, marks, logos and content shall at all times remain the property of CSI and you may use them only in the context of this training and with reference.

LimitationsThe training does not confer the right toUse any other rights, goodwill or other interest in CSI's IP marks or content. Use CSI’s name, marks, or contentState or imply that CSI endorses your products or services

Intellectual Property RightsDecision Support System for Mastering Excellence


Where M&E is:in SoccerIn RugbyIn CricketIn Motor-sportPlace

What M&E is:Prophet, Herald, Priest, KingPurpose

Words of M&E:ObjectivesActuals / Targets / ScoreBaselineImpactInputs / EconomyActivities / EfficiencyOutputs / EffectivenessOutcomes / Cost-Benefit EquityProcess / Product ProjectCorporate GovernanceSustainabilityReportingProofKPI's / IndicatorsExcellencePower

Monitoring and EvaluationDecision Support System for Mastering Excellence

Heroes of M&E:Joseph / Moses / PharoahDavid vs GoliathElijah vs AhabJohn the BaptistPeople

Numbers of M&E:O = QQM = #E = %X = E4

S = R x L x TCG = A / TC = P x JR = 100 – CPower


Errol Goetsch078 573 [email protected]

FamilyLive: Johannesburg Born: WindhoekStudiedBA Honours LLB MBA now PhDLecturerEconomics / Strategy / Project ManagementManagerial Finance / MarketingOrganisational Behaviour / PoliticsEmployMerchant Investors Group (London)Boland / Absa Group / Nedcor BanksIQ Group / OtherInkatha InstituteWorld Bank projects in AfricaAudited 100’s of projectsSoftware Auditing / M&E Tools & Reports / Sustainability / Impact / Capacity / Corporate Governance / Balanced Scorecards / KAP tools / HIV Aids Impact / Job Descriptions / Capacity Audits

Banking system mergersCorporate Governance reviewsDurban Basic Needs MappingDurban Ordnances RewriteEast London Municipality HIV/Aids impactElectronic banking systemsImpact Measurement SystemInformation system roll-out x 2KwaZulu Finance Corporation collateralisationKwaZulu Local Economic DevelopmentLoveLife HIV/AidsNational Housing ConferencePeer Education SystemPPP: Cato Manor Land SchemePPP: Durban WaterfrontPPP: Ndwedwe Electrification ProgrammePPP: Water 2000Sedibeng Municipality Protest Management SystemSAGASwaziland Textile Industry revivalZambia Commodity Exchange

mailto:[email protected]



Benefits

Projects

Agencies

Programmes

Community

DonorsIntermediaries

Premises

Power

Products

Policies

Progress

Proof

Pay off

7 The Budget

10 The Performance KPA’s

D

D

D

4 The Excellence KPI’s

People

Payments

Payers

1 The Manager’s KPI

Actual

Target

100%= Date

E

EE

E

X

4 The Organisation’s Sustainability

R LS

T

Management Reporting: Standard Format7 Numbers Donors/Directors want to know and Managers need to show

3 Corporate Governance Capacity

2 The Objectives

Q

Q


ProjectSpecial purposeunique outcome

Term-limiteddefined end-date

Planned (has targets for)1. Input (cost) 10 00002. Work (time) 1003. Output (benefits) 504. Outcome (impact) 10%

Implemented (has actuals for)1. Input (cost) 200 0002. Work (time) 2003. Output (benefits) 254. Outcome (impact) 5%

Actual

Target

Report 1: Management PerformanceM&E carries the formulae for Performance / Productivity

100%

Time=

Do this for each manager and their KPI's


Outcomes

Inputs

Households

Factor Market

OrganisationWork

Goods MarketOutputs

%

$

Time

#

Impact

Capacity

Performance

Benefits

COSTSTry reduce

BENEFITSTry increase

Procurement

Human Resources

Project

Strategy

C/B Equity

Economy

Efficiency

Effectiveness

E X E L E N C EC LX =

Report 2: Performance ExcellenceThe formula for Performance


Report 3: Management KPI’s / ObjectivesEvery KPI / objective has 2 dimensions: Quantity x Quality = Aim

QuantityNumber of ForumsT =150

Objective100 x 150 = 15 000 Visibility

QualityAttendance of Forums T = 100

100%

100%

50%

50%

100%

25% Do this for each manager and their targets

Actual

Target

100%

Time=


LeadershipBoard room

TARGETSQuestions

Decide Strategy balance / authority

ManagementHead Office

SCORE%

Design SystemOrganisation / skill

Track score to Corporate Governanceie. capacity to balance Decisions, Designs and DeliveryAchieve 100% in targets that are high enough to matter, low enough to happen

Actuals

Targets

Score

Deliver Operationswork / energy

ACTUALSAnswers

StaffField Office

Report 4: Corporate GovernanceThe formula for corporate governance

D

Who / Where Do / Need What Product

Actual

Target

100%

Time=

D

D

11/12/01 © E Goetsch CSI 2011 11

collect

decide

choose

deliver

design

change

Money

Costs

Work

Time

Results

Benefits

x

=

Budgets

Work Plans

Impact Assessment

Baseline

Progress reports

Mid-Term reports

Set of products and services delivered

Delivery mechanism

Designer and Implementer of Solution

Development priority

Government / Donor Agency / Bank

Actual direct + indirect beneficiaries

Taxpayer / Shareholder / BenefactorcareReceipts

End-Term reports

See PROBLEM

See SOLUTION

Benefits

Projects

Agencies

Programmes

Intermediaries

Community

Donors

FormulaSee PROBLEM

Paper Trail

Proposals

Report 5: Cash FlowThe 7 Steps in roles, tasks and reports


Report 6: Introduction Project Plan & BudgetQuantity Theory of Management: The full range of areas to count


Report 6: Project Plan & BudgetQuantity Theory of Management: The full range of areas to count

Why

What If

Who With

Facilities

What With

When

ProductWhat for

Strategy

Risk

HR

How

Finance

Project

Where

R&D

Who for

What work Auditing

Procurement

Policies

Progress

People

Facilities

Payments

Products

DonorsPayers

Cost

Measures

Posts

Power

Income

Beneficiaries

Places

Problems

Pay-offs

Proof Reports

Inputs

Size

Donations

Benefit

Mitigation

Job Descriptions

Expenses

Benefits

Solutions

Coverage

Features

Patents / Policies

Progress Report

Organagram

Budgets

Delivery Schedule

Deposits

Receipts

Places

Impact Analysis

Reports

Question Function Asset Quantity Quality Paper


Report 6: Project Plan & BudgetQuantity Theory of Management: The products of the process


HR Support: Accountability KPA’sThe Job Description and Performance Contract

Function KPI - Product Document Target

R&D Patents Policy #

Marketing Payers Deposits #

HR People Organogram #

Finance Payments Receipts #

Facilities Places Map #

Procurement Power Asset Register #

Production Products Delivery Schedule #

Risk Progress Report #

Information Proof Report #

Strategy Pay-offs Impact Analysis #Performance ContractJob Description

NumbersWords


Target Product Economy Efficiency Effectiveness C/B Equity

# Patents $ T # %

# Payers $ T # %

# People $ T # %

# Payments $ T # %

# Places $ T # %

# Power $ T # %

# Products $ T # %

# Progress $ T # %

# Proof $ T # %

# Pay-offs $ T # %Performance ContractJob Description

NumbersWords

HR Support: Accountability KPI’sThe Job Description and Performance Contract


100

Report 7: Capacity AuditQuantity Theory of Management: The full range of areas to count

10 KPI’s

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

7

0

10

6

0

9

89

1

2

36

KPA’s


Payers Payments Products Proof Pay offPlacesPolicy People Power Progress

Marketing Finance Project StrategyM&EProcurement

R&D HR Facilities Risk

What for

What with

When What Who ForWhereWhy Who with

How What If

100%

Report 8: Risk AnalysisMissing or Messing Managers don’t give questions or get answers


HRDesign

Capacity

FINANCEDeliveryCapacity

MARKETING

NewPeople

and Money

OPERATIONS

Repeat People

and Money

TRUST

Donor RetentionIncome

LOYALTY

Untied Funding

SustainabilityDIGNITY

PEOPLE Need as many people as it takes to do the work to achieve vision and mission

PAYMENTS Need as much money as the people need

PERFORMANCE Need keep as many promises as were made

PROMISES Need make as many promises as it takes to bring the people and the money

Report 9: Strategic Reporting: Promise-Performance Gap / The Structure of Sustainability

RESPECT

11/12/01 © E Goetsch CSI 2011 21

Benefits

Projects

Agencies

Programmes

Intermediaries

Community

Donors

collect

decide

focus

deliver

design

impact

Case Study: loveLifeFill in the blanks, using the case study

care

See PROBLEM

See SOLUTIONLovelife was launched in South Africa in 2000 as a media-driven behaviour change programme with a $1 billion cheque from Texas oil billionaire Henry J. Kaiser, plus hundreds of millions of Rands from the Government’s health budget.

The stated objective was to halve the incidence of HIV/AIDS amongst the youth within 5 years. Supposedly national and multiracial, the emphasis fell on black urban youth only.

LoveLife had community and corporate interventions, offering training, sports activities, condoms, blood tests, VCT, Youth Centres, and most of all, billboard, radio and TV messaging. Government leaders, business and sports figures scrambled on board. The project design was widely criticised at launch, and from the start, the audits showed no change in incidence. 10 years after launch, SA has much the same incidence as if LoveLife never happened.000


Benefits

Projects

Agencies

Programmes

Community

DonorsIntermediaries

Premises

Power

Products

Policies

Progress

Proof

Pay off

7 The Budget

10 The Function's Products

D

D

D

4 The Function's Excellence

3 The Organisation

People

Payments

Payers

1 The Monthly Score

Actual

Target

100%= Date

E

EE

E

X

4 The Function's Sustainability

R LS

T

3 Corporate Governance Capacity

2 The Objectives

Q

Q

Report 10: Impact / Annual ReportLink Operational Performance to Stakeholder Satisfaction


Knowledge

Marketing

Risk

Production

Project Facilities

Procurement

Finance

HR

R&D

Strategy

MentorTeam

CBO

XmentoringTM shared services modelRegistered to the Centre for Social Impact

Pilot funded by the NDA

Design

Delivery

NPO / SME / Government Support: Xmentoring - delivery of full design capacity (pilot funded by the NDA)

NGO/SME/Gov

Project 1 Project 2 CBO 1 CBO 2

Project Project

[email protected]


MONITORING & EVALUATIONfor Performance Management

Mastering Excellence1 December 2011

CSIR International Conference Centre

Errol Goetsch+27 78 573 [email protected]

www.xmentors.us

Business

Practical M&E