MONITORING, EVALUATING AND ASSESSING PROJECTS
The process of monitoring, evaluating and assessing is fundamental to the success of a project giving participants the opportunity to increase its value and to demonstrate what has been achieved. Most funders demand that such processes are put in place at the outset and will often fund necessary costs. The following methods of assessing the success of a project are subject to good planning with clear objectives and targets. Having highlighted particular issues through any of these processes, there is a responsibility on managing organisations to respond to them.
• Monitoring is the systematic and continuous collection and analysis of a project to provide information that can be used to make adjustments and improve its quality.
Monitoring can be undertaken with the help of a group formed from project staff or volunteers, committee members, representatives of related organisations and beneficiaries. Monitoring is used to check if a project is on track and needs adjustments to improve its quality.
• Evaluation is a more formal review of different aspects of a project to measure if targets and objectives are being, or have been met.
Evaluation is often undertaken by external evaluators to ensure independence. It is done at specific points in a programme when objectives and targets can be measured against the initial plan. A report is produced that highlights achievements or objectives that have not been met.
• Impact Assessments measure the lasting or significant changes, positive or negative, that have been brought about by a project.
Impact assessments are used to assess the medium or long term success of a project. The process starts at the outset of a programme and continues indefinitely after it has completed. Interviews with beneficiaries are an essential aspect of community impact assessments. Different methods of consultation and research can be used including interviewing a sample of beneficiaries or seeking the views of focus groups that meet regularly.
Indicators can be set to provide qualitative or quantative measurements on progress towards meeting objectives. They are agreed at the start of a project and can be used to measure process as well as impact. An evaluation can relate to indicators that use baseline measurements on which progress and impact can be based. Indicators can relate to objectives e.g. to increase the availability of clean water; Indicator: percentage of homes with access to clean water; Methods of research: project reports, inspection visits.
Feedback from the various methods of measuring a project must be reported back to all stakeholders who must be given the opportunity to comment and respond. Different groups will need different formats for feedback including written or verbal reports, discussion groups and formal meetings. After reflection, support could be offered in response to issues raised that ensure a project’s success or to increase its value. Many funders allow negotiation leading to adjustments to an initial plan within the overall budget if unexpected issues arise.
Wide Participation by a sample of stakeholders helps all involved to take responsibility for a project and its progress. Monitoring, evaluation and the use of indicators should aim to engage as many people as possible, giving them the chance to contribute views that have a positive effect on delivery. Flexibility is important, allowing people to take part and respond using a range of consultation methods where their views must be acknowledged and seen to influence a project that could be designed for their benefit.
Oz Osborne
Sustainable Living Dec 08