POLICY AND PLANNING BRANCH (PPB)

Proposed M&E action planCharles Mvula

IAC WAGENINGEN UR

February 9 – 27 2004

Key lessons learnt

• Importance of involving stakeholders at all stages of the project/program cycle in order to increase program impact, effectiveness, efficiency and sustainability.

• Participatory tools and methodologies for data collection and analysis.

• Participatory tools and techniques for designing project strategies.

• Linking project design, annual planning and monitoring and evaluation and setting up an M&E system.

Key lessons learnt cont..

• Setting up a workable Management Information System (MIS).

• Building the necessary capacities and conditions for effective and efficient (P)PM&E.

• Designing an M&E action plan.

Overall objectives of Policy and Planning Branch

• The overall objective of Policy and Planning Branch is to co-ordinate policy formulation, analysis and advice, and maintaining an agricultural statistics data base and provision of early warning information on food security. The Branch is also responsible for program monitoring and evaluation, budgeting and

donor co-ordination.

The main objective of the proposed plan

The main objective is to design an improved,responsive and effective

monitoring and evaluation system.It is envisioned that with the

implementation of the proposed action plan the M&E system will be more

responsive to the needs of its stakeholders and clients in improving their information and M&E learning

needs.

Specific Objectives

• To review the existing M&E system in the ministry to determine its relevance and effectiveness.

• To monitor and assess agricultural performance in relation to established sector objectives and strategies.

• To increase efficiency and capability of M&E staff.

Output indicators

• Information assessment report produced;

• Monitoring formats developed;

• Monitoring indicators in place.

Output indicators

• Socio-economic impact study and reviews conducted;

• Monitoring reports on NGO and private sector activities prepared;

• Number of monitoring visits conducted annually.

Output indicators cont..

• Management Information System developed and implemented;

• Updated register prepared and in use;

• Number of M&E training courses conducted and personnel trained annually;

• Information sharing improved among stakeholders.

Justification for implementing the proposed activities

Assess the information needs of stakeholders and clients - (Assessing information needs of stakeholders and clients is a major prerequisite when revising the existing M&E. This entails carrying out a stakeholder analysis to get the views of the stakeholders and beneficiaries).

Justification for implementing the proposed activities cont...

• Develop performance indicators and monitoring formats for ministry activities - (One of the core functions of PPB is the development of comprehensive indicators and monitoring formats for the ministry programs that are to be monitored. In order to develop appropriate indicators and monitoring formats, the branch needs to liaise with sector Departments and units, major stakeholders and clients).

Justification for implementing the proposed activities cont...

Test the indicators and reporting formats in the field; -(Once the indicators have been developed there is need to test them in the field by involving stakeholders)

• Conduct annual reviews for the agricultural sector - (Annual review meetings are important to get the views of the major stakeholders and clients and to know their expectations about the programs being implemented in the agricultural sector).

Justification for implementing the proposed activities cont...

• Monitor NGO and private sector activities in the agricultural sector - (The scope of monitoring and evaluation is currently narrow and it requires broadening so that agricultural related activities undertaken by the NGOs and the private sector are captured. This information is vital to ascertain whether the activities of these organizations contribute to the overall goal of the ministry).

Justification for implementing the proposed activities cont...

• Conduct monitoring and evaluation visits -(Routine monitoring of projects/programs in districts is vital to collect data and learn the problems impeding implementation of the activities. A system for utilizing Provincial and District level structures should be developed and implemented).

Justification for implementing the proposed activities cont...

• Develop a management Information System- (In order to achieve effective monitoring, PPB should improve its MIS. This includes data collection, processing, storage and retrieval, and information utilization).

• Organize training on participatory monitoring and evaluation techniques-(As part of making the M&E more responsive to stakeholder and client needs, capacity building for staff at Headquarters, Province and Districts should be targeted for orientation and training in M&E .This will boost capability of M&E function at all the levels of reporting structures).

Constraints

• Limited funding for monitoring and evaluation activities by the Branch (PPB) charged with overall monitoring and evaluation of the ministry activities. The Director’s role is to source funds either from donors or from within

government.• Limited skills within PPB to spearhead

monitoring and evaluation for the ministry.

PPB’s role is to source training for M&E staff.

Constraints contd..

• Lack of incentives for M&E. The role of my supervising officer is to ensure that staff is motivated in their work by providing the necessary incentives.

M&E plan monitoring and evaluation questions

• Quarterly and Annual meetings and reports to external Monthly, stakeholders (Zambia National Farmers’ Union, NGOs and donors) ;

• Monthly, Quarterly and Annual meetings and reports to internal stakeholders (Departments within ministry of Agriculture and Cooperatives, Cabinet Office, Central Statistical Office, etc.);

• Policy and economic report to both external and internal stakeholders and clients (farmers);

M&E plan monitoring and evaluation questions contd…

• 4. Group discussions and feedback through other tools.

Key Evaluation Questions to include

Relevance of the revised M&E to the external stakeholders and clients;

Relevance of the revised M&E to PPB and other departmental M&E systems;

Efficiency of carrying out activities and use of inputs;

Problems that M&E staff might encounter structural, functional and operational;

Initial targets and assumptions;• Sustainability of the system in relation to

capacities, budgeted resources.

Resources

• In revising its M&E system, PPB will use the following resources (time, funds, human ,material, etc.)

• The action plan will be further refined in my country to include the M&E Matrix and monitoring indicators.