MONITORING & EVALUATION OF SLARI’S RESEARCH & DEVELOPMENT SYSTEMS

(MAKING SLARI A BETTER RESEARCH INSTITUTE FOR 21ST CENTURY)

BY

JOHN JEFF MOMOH

M&E OFFICER

SLARI

OUTLINE OF PRESENTATION

1. Activities that are undertaken by the M&E Unit of SLARI

2. Introduction of the M&E System at SLARI ( The Strategic Plan view point)

3. Meaning of Monitoring

4. Importance of Monitoring (Why Monitor)

5. Monitoring Tools (Logical Framework & Result Framework)

6. Examples of a Logical Framework Matrix & Result Framework

7. Meaning of Evaluation

8. Ex-ante & Ex-post Evaluation

9. Criteria for Evaluation of a Project

10.Monitoring report for evaluation of an Intervention

OUTLINE CONT’D

11. Reporting monitoring & evaluation findings

12.Challenges faced by the M&E System at SLARI

13. Accessing funds allocated to M&E in Donor funded Project budgets

14. Suggestions on the Way Forward in the M&E Unit at SLARI

ACTIVITIES UNDERTAKEN BY THE M&E UNIT Monitoring field trials & experiments in labs & and the green house at

RARC and KFTCRC clonal seed gardens

Monitoring of routine activities such as multiplication sites, vine preservation sites in IVS

Monitoring of cacao, coffee, oil palm nurseries and plantations and the clonal gardens at Kpuwabu and Pendembu including the Bambawo forest trees

The Unit also monitors activities undertaken at NARC, TLRC, MLWRC & KHCRC

Monitoring of newly built infrastructure in the Research Centres

Evaluation of projects implemented at SLARI Research Centres

Evaluation of workshops (Annual review & training)

Annual appraisal of SLARI staff members

Conduct ex-ante and ex-post evaluation

INTRODUCTION OF THE M&E SYSTEM AT SLARI• The M&E System at SLARI,is a well-organized and functional

planning, monitoring and evaluation system that contributes significantly to the decision-making process at different levels of the Institute.

• Information obtained from the unit must be relevant, timely and accurate.

• M&E is an integral part of performance management

• The purpose of the M&E is to evaluate the progress of planned activities with a view to ensuring that their implementation is proceeding according to plan and the set targets are being met.

• The M&E unit is not a policing unit but it is there to help in the implementation of planned research activities, to monitor and evaluate progress during implementation.

• The M&E unit will always track the implementation of approved product value chain based-projects and activities.

INTRODUCTION OF THE M&E SYSTEM CONT’D• The abridged version of the quarterly reports from SLARI

research programmes will form the product value chain based project’s annual reports which will be used for the mid-term internal evaluation.

• The M&E unit will be involved in both internal and external evaluation of SLARI’s activities through its research centres’ activities undertaken over the years.

MEANING OF MONITORING

• Continuous process of checking and observation of an intervention e.g. field trials, laboratory experiments, work plans, multiplication sites and the like

• Tracking what is happening within an intervention (use of the Logical or Result Framework, work plans ,timelines etc.)

• Is an internal management tool whose purpose is to: - take timely corrective action in the day-to-day management decision, track progress, or lack thereof, in the achievement of result and facilitate subsequent evaluation

• Result monitoring e.g. of impacts, outcomes

• Implementation monitoring e.g. of outputs, activities and inputs

IMPORTANCE OF MONITORING IAR4D

• Monitoring helps to put Researchers on their toes so that project activities are implemented to the letter.

• It brings about accountability and transparency especially in the way funds are being disbursed and used

• It helps and contributes to the implementation of project activities on a timely basis especially when the Logical Framework is used to monitor an intervention

MONITORING TOOLS

• The Logical Framework

• The Result Framework

• Work Plan/Timelines

• Field Visits

• Quarterly and Annual Reports

• Mid-term internal evaluation

• Biannual conferences and

• End of term external evaluation

The above monitoring tools will be used by SLARI M&E Officers to track the progress of a project that is being implemented to make SLARI a better institute in AR4D in the 21st century by reporting objectively and comprehensively to SLARI management.

LOGICAL FRAMEWORK MATRIX

• Scientists should know ,understand and include the Logical Framework in proposals they present for funding

• Logical Framework is a systematic planning procedure for complete project cycle management

• The Logframe matrix is a participatory planning, monitoring & evaluation tool

• It is a tool for summarizing the key features of a project or programme

• It agrees on the criteria for project success and lists the major assumptions

• The Logical Framework has the power to incorporates the full range of views of intended beneficiaries and other stakeholders in the programme design.

LOGICAL FRAMEWORK MATRIX CONT’D

Narrative Summary

Objectively Verifiable Indicators (OVIs)

Means of Verification (MOV)

Important Assumptions

General objective

Specific objective

Result area

Activities

Input: materials, human &financial

Budget: Le Timely disbursement of project fund

LOGICAL FRAMEWORK CONT’D

• The M&E Unit will be looking at Indicators.

INDICATORS (OVIs) – must be NEUTRAL e.g. number of farmers trained, volume of cowpea produced etc.

- Indicators must be SMART i.e. Specific, measurable, achievable, relevant, time-bound

- Indicators must be valid, reliable, precise, cost-effective and stated independently from other levels

- Indicators must be made clear how the target group will benefit from the realization of output

- It must be plausible i.e. measuring what is important in the project

- Attributable measuring changes caused by the project

- Facilitate monitoring & take remedial actions if necessary

- Facilitate end of programme evaluation to determine delivery of outputs & progress made in achieving goal and purpose

LOGICAL FRAMEWORK CONT’D

Means of Verification: Specify how the indicators can be measured and how the desired information can be obtained.

- Normally, reports, records kept in files, data collected can be used as MOVs.

Assumptions: Assumptions are statements about uncontrolled factors that can influence the achievement of objectives, e.g. inputs will be available, there will be good weather, farmers will adopt the technology, no political instability, no EBOLA virus disease.

Therefore, assumptions are external conditions that are outside the control of the programme.

Activities: are the actions needed to achieve each output e.g. experimental tasks, training, capacity building.

Activities are accompanied with inputs (human, material, financial)

LOGICAL FRAMEWORK CONT’D

Outputs: include research, training or other results derived directly from the management of activities.

In the 21st century, scientists are expected to follow all of the steps in preparing their logical framework which must be attached to their proposals if funding must be done. This is because without a Logical framework it becomes impossible for the M&E Officer to keep track of what you are doing.

All Logical framework will be submitted to the M&E Unit for vetting to ensure that the correct thing is being done.

MEANING OF EVALUATION

• Evaluation is a systematic assessment of ongoing or completed interventions

• Evaluation deals with strategic issues such as :performance, quality of project, relevance or pertinence, effectiveness, efficiency , impact on the Beneficiaries and sustainability of project impact. These characteristics will be looked at when evaluating projects implemented at SLARI.

• The M&E plans to provide lessons, highlights significant accomplishment or programme potential, and offers recommendations for improvement to SLARI management

• The unit will have to report progress to managers and alert them of foreseeable problems

• Evaluation is normally periodic.

REPORTING M&E FINDINGS TO SLARI ADMIN.• It will be futile for any monitoring exercise to be undertaken

if findings are not reported to SLARI administration and prompt action taken by the authorities.

• The M&E Officer will collate findings obtained from monitoring and evaluation exercises submitted to him by his Assistant M&E Officers based in the other operational Research Centres. Reports will be annotated with pictures.

• The M&E Officer at Headquarters has the onus to visit and cross-check all research activities that are undertaken in the Centres and put the reports together for final submission to SLARI Management

• A data base will be developed by the help of SLARI Biometrician where reports will be kept for future consultation as and when necessary

SUMMARY OF THE M&E PLANS FOR SLARI• Ensure that ALL donor funded projects and SLARI funded projects are monitored

strictly using the Logical Framework attached to the project document.• Advise SLARI management to fund only project proposals that are presented

with a Logical framework• Monitoring of all SLARI research centre activities at least two times a year• Do a mid-term evaluation and end of project evaluation of all projects

implemented at SLARI• Recruitment of Assistant M&E Officers for the other Research Centres (Urgently

needed one is for RARC). The M&E Officer at HQ will have to oversee the activities of the Assistant M&Es and report to management accordingly.

• Capacity Building: Training of Scientists on the rudiments of M&E in AR4D paradigm

• Having a comprehensive data base in the computer on SLARI’s M&E system• The M&E Officer and his Assistant M&Es will be responsible for implementing the

above mentioned activities. Capacity building opportunities for the M&E Officers will be needed.

• The cost of undertaking these activities will be borne on the “Other Charges” given to SLARI

CHALLENGES FACED BY THE M&E UNIT

• No specific vehicle is assigned exclusively to the M&E Unit to be used as and when it is necessary. Therefore timely monitoring is sometimes not possible. Agricultural activities are time-bound.

• No budget is set aside for monitoring activities as and when it should be done.

• Scanty M&E Officers in the unit

• Little capacity building opportunities exist for the M&E Unit whether locally or internationally.

• Accessing funds allocated to M&E in Donor funded Project budgets

SUGGESTIONS ON THE WAY FORWARD

• A humble appeal for the recruitment of Assistant M&E Officers for RARC, TLRC,KFTCRC for now; especially RARC (Let women be given the opportunity to apply)

• A vehicle that is road worthy and can ply the rough terrains of Sierra Leone be assigned to the M&E Unit exclusively

• Set aside a reasonable sum of money that can facilitate two (2) rounds of monitoring of all Research Centre activities for the year

• Timely monitoring of research activities should be done once there is fund set aside for that purpose.

• Experts normally say that about 3-10 %of a project’s budget be allocated to M&E

• The M&E budget should not be so small as to compromise the accuracy & credibility of results nor divert project resources that impairs the program.

END OF PRESENTATION

THANK YOU FOR LISTENING AND GOD BLESS !!!