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April 15, 2013
This publication was produced for review by the United States Agency for International
Development. It was prepared by DevTech Systems, Inc. under Contract Number AID-520-C-
13-00001.
Quarterly Performance Report
January 1, 2013 – March 31, 2013
i
Monitoring & Evaluation Program
Quarterly Performance Report: January 1, 2013 – March 31, 2013
Submitted to:
Josefina Martinez, Contracting Officer’s Representative
USAID/Guatemala
Submitted by:
DevTech Systems, Inc.
Contract AID-520-C-13-00001
DISCLAIMER:
This report is made possible by the support of the American People through the United State Agency for
International Development (USAID). The contents of this report are the sole responsibility of DevTech and do not
necessarily reflect the views of USAID or the United States Government
USAID/Guatemala Monitoring & Evaluation Program
Draft Work Plan: January 2013-September 2013
AID-520-C-13-00001
Prepared by DevTech Systems, Inc., IARNA, ASIES and Geotecnologica.
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TABLE OF CONTENTS
ACRONYMS ........................................................................................................................ III
EXECUTIVE SUMMARY ...................................................................................................... 1
I. INTRODUCTION ............................................................................................................... 4
II. MONITORING AND EVALUATION PROGRAM RESULTS ............................................. 5
Result 1: Statistical Tools for Baseline, Mid- and Final-term Data Collection Developed ................. 5
Result 2: Local Capacity in Monitoring and Evaluation, including Data Collection of National and Sub-National Indicators, increased ..................................................................................................... 6
Result 3: Clearinghouse, GIS, Environmental Compliance and other M&E Services Developed and Delivered ............................................................................................................................................. 7
Result 4: Mission Program and Project Evaluations Conducted and Results Reported ................... 9
Result 5: Monitoring and Evaluation Services for other USAID/Guatemala Offices, Conducted Upon Request............................................................................................................................................. 10
III. SUMMARY AND CONCLUSION ................................................................................... 11
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Draft Work Plan: January 2013-September 2013
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ACRONYMS
APSAN Support for the Food Security Policy, European Union
ASIES Asociación de Investigación y Estudios Sociales
CBA Cost Benefit Analysis
CDCS Country Development Cooperation Strategy
CEA Cost-Effectiveness Analysis
CH Clearinghouse
CONASAN National Food Security Council
CONAP National Council of Protected Areas
COP Chief of Party
COR Contracting Officer’s Representative
DGO Democracy & Governance Office
DO Development Objective
DQA Data Quality Assessements
EGO Economic Growth Office
EMP Environmental Mitigation Plan
ENA Agriculture Census
ENCOVI Household Expenditure Survey
ENSMI Maternal and Infant Health Survey
ENRD National Strategy for the Reduction of Deforestation
EU European Union
FTF Feed the Future
FY Fiscal Year
GCC Global Climate Change
GIS Geographic Information System
GOG Government of Guatemala
HEO Health & Education Office
IARNA Instituto de Agricultura, Recursos Naturales y Ambiente, Landivar University
INE National Statistical Institute
INGUAT National Tourism Institute
IP Implementing Partner
IR Intermediate Result
MAGA Ministry of Agriculture
MARN Ministry of Environment
M&E Monitoring and Evaluation
MDG United Nations Millennium Development Goals
MEO Mission Environmental Officer
MIS Management Information System
MOU Memorandum of Understanding
NGO Non-Governmental Organization
OCSE/SAN Sector Coordination Office for Food Security and Nutrition Statistics
PAT Poverty Assessment Tool
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Draft Work Plan: January 2013-September 2013
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PLANOCC Western Highlands Food Security Plan
PERSUAP Pesticide Evaluation Review and Safe Use Action Plan
PESAN National Food and Nutritional Security Strategy
PMP Performance Monitoring Plan
REO Regional Environmental Officer
RF Results Framework
SEGEPLAN Secretariat for Planning and Programming/Office of the President
SESAN Secretariat for National Food Security and Nutrition
SINASAN National System for Food Security
SJSRP Security and Justice Sector Reform Project
STTA Short Term Technical Assistance
UPIE Strategic Policies and Information Unit, Ministry of Agriculture
USAID United States Agency for International Development
USG United States Government
WEAI Women’s Empowerment in Agriculture Index
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USAID/Guatemala Monitoring & Evaluation Program
Draft Work Plan: January 2013-September 2013
AID-520-C-13-00001
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EXECUTIVE SUMMARY
The M&E Program is designed to support USAID/Guatemala’s Economic Growth Office
(EGO) by providing the necessary information to facilitate informed program management
decisions to improve the effectiveness of development assistance interventions, and to shape
longer-term strategic direction and decision making, in particular, in regard to the
implementation of the Feed the Future (FTF) and Global Climate Change (GCC) initiatives.
The Program is working to develop a Monitoring and Evaluation (M&E) mechanism that
provides continued performance monitoring, verification and impact evaluation of program
results, including environmental compliance.
The Program has a 3-pronged strategy which includes monitoring and evaluating EGO
programs, measuring USG “whole-of-government” progress towards EGO programs, and
measuring country-level progress towards M&E of EGO priorities.
Overview of achievements by Result for the quarter:
Result 1: Statistical tools for Baseline, Mid- and Final-term Data Collection
Developed.
o The Program held a number of meetings to initiate program implementation.
This included: (1) A team integration meeting with local partners (IARNA,
ASIES, Geotecnológica); (2) Two planning meetings focusing on the
development of the Monitoring and Evaluation Program conceptual
framework that integrates Feed the Future and Global Climate Change
initiatives with relevant national public policies and (3) Meetings with
implementing partners (Agexport, ANACAFE, and Rainforest Alliance) to
initiate Performance Monitoring Plan (PMP) review for their projects.
Result 2: Local Capacity in Monitoring and Evaluation, including Data Collection of
National and Sub-National Indicators Increased.
o Survey on administrative capacity with local partners conducted.
o Training workshop held for subcontractors on administrative and financial
management, both for technical and administrative staff members.
Result 3: Clearinghouse, Management Information System (MIS), Geographic
Information System (GIS), Environmental Compliance, and other M&E Services
Developed and Delivered.
o Program subcontractor traveled to Colombia to learn more about
USAID/Colombia’s MONITOR system and evaluation functionality for
Guatemala.
o First meeting with implementing partners’ IT technicians (ANACAFÈ and
AGEXPORT) to discuss compatibility of their IT systems with USAID’s
M&E Clearinghouse system.1
1 The Clearinghouse will include: (a) a web-based Management Information System (MIS)
which provides comprehensive information on the status and progress of USAID activities;
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Draft Work Plan: January 2013-September 2013
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o First meeting with EGO Implementing Partners to introduce
USAID/Colombia’s MONITOR System and discuss modifications for local
use.
o Meeting at USAID with Mission Offices (HEO, DGO, and EGO) to introduce
USAID/Colombia’s MONITOR System and discuss modifications for local
use.
o Meeting at ANACAFÉ to present USAID/Colombia’s MONITOR System to
USAID partners involved in the Feed the Future initiative and solicit
feedback.
o Assessment of lessons learned from Universidad de Antioquia, Colombia
consultancy on the development of USAID/Colombia’s MONITOR
Environmental Compliance Module.
Result 4: Mission Programs and Project Evaluations Conducted and Results
Reported.
o Not applicable.
Result 5: Monitoring and Evaluation Services for other USAID/Guatemala offices,
Upon Request
o The Program responded to the Democracy and Governance Office’s Request
for Proposal to develop an evaluation for the Security and Justice Sector
Reform Project.
Opportunities
In the first quarter of Program implementation, the team has identified two major
opportunities to leverage. Firstly, several EGO projects have recently begun implementation
– namely the rural value chain programs implemented by ANACAFE and Agexport (initiated
in October 2012) and the environmental program implemented by Rainforest Alliance
(initiated in February 2013). Therefore, it is the opportune time to initiate work with the
implementing partners on their respective Monitoring & Evaluation/Performance Monitoring
Plan (PMP) and indicator development in order ensure they have solid indicators from the
beginning of project implementation.
In addition, USAID/Guatemala has expressed the requirement to demonstrate results as soon
as possible for the Management Information System (MIS) that the Monitoring and
Evaluation Program will develop. As such, there is a major opportunity to adapt
USAID/Colombia’s MONITOR system to Guatemala’s needs by taking the IT platform,
achievements, and lessons learned into account in the MIS adaptation process.
(b) a Geographic Information System; (c) Mission-wide environmental compliance; and (d)
M&E services.
USAID/Guatemala Monitoring & Evaluation Program
Draft Work Plan: January 2013-September 2013
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Activities Planned for the Next Quarter
Review the EGO’s programs and projects, with the purpose of being able to offer
M&E services that meet USAID projects’ needs.
Continue reviewing Implementing Partners’ M&E/PMPs, indicators and goals.
Carry-out an analysis of M&E capacity present within GOG institutions and local civil
society organizations, academia and private sector.
Continue adapting USAID/Colombia’s MONITOR Environmental Module to local
needs.
Gather feedback from USAID on the Mission’s needs in order to continue adapting the
MONITOR system to local requirements.
Initiatethe design of performance and/or impact evaluations including baseline
surveys.
Start-up of Component 5, upon request
USAID/Guatemala Monitoring & Evaluation Program
Draft Work Plan: January 2013-September 2013
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I. INTRODUCTION
Many of the activities carried out during this first quarter of the Monitoring and Evaluation
Program were associated with launching the multi-year program. Due to its entirely
Guatemalan team (including its subcontractors IARNA, ASIES and Geotecnológica), the
Program was able to engage in immediate technical and operational start-up.
The first weeks of Program start-up were devoted to initial introductions and meetings at the
Mission. These early meetings served to clarify Mission expectations regarding the scope of
the services and support the Program will provided. Over the course of the quarter,
DevTech’s Chief of Party initiated work and a Contracts, Grants and Operations Manager
was recruited. The Program also engaged in recruitment to identify a replacement for its
M&E Specialist key personnel position. The Program also issued Letters of Authorization to
its three subcontractors.
The Program’s operational start-up included an initial visit of the COP (Juan Carlos Mendez)
to Arlington, VA for orientation (travel was funded by the contractor). He was trained on
DevTech policies and procedures, met with technical staff to discuss the contract and worked
with home office staff to discuss start-up operations. The Home Office Program Manager
also made a two week trip to Guatemala to attend the Program’s post-award kick-off meeting
with USAID on March 11, 2013, initiate the registration process for DevTech’s local branch,
provide training to the local Contracts, Grants and Operations Manager, meet with
subcontractors to discuss operational start up, initiate an assessment of their administrative
capacity, and provide training in these area.
The Quarterly Report is organized by Result, with reference to the Work Plan for each area,
and includes (1) Activities, achievements, and deliverables; (2) Opportunities, problems,
delays, and proposed solutions; (3) Key meetings; and (4) Activities planned for the next
quarter. The technical report is accompanied by the quarterly financial report on invoiced
expenditures by line item and projected expenditures for the next quarter, submitted under
separate cover.
USAID/Guatemala Monitoring & Evaluation Program
Draft Work Plan: January 2013-September 2013
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II. MONITORING AND EVALUATION PROGRAM RESULTS
The following information summarizes the advances made thus far under each Result. On a
cross-cutting level, much of the quarter was devoted to work planning sessions with USAID,
the Government of Guatemala (GOG), implementing partners, and subcontractors to identify
priority needs and develop strategies to address them.
Result 1: Statistical Tools for Baseline, Mid- and Final-term Data Collection Developed
During the life of the Program, the team will work with USAID’s Office of Economic
Growth (EGO) implementing partners (IPs) in Guatemala to engage in baseline data
collection at the community and municipal level and establish targets.
Activities, achievements, and deliverables:
Over the course of the quarter, the Program engaged in discussions with its subcontractors
(IARNA, ASÍES and Geotecnológica) on the development of a conceptual framework for
evaluating USAID programs in Guatemala. Based on discussions with counterparts, this
framework will be based on the Feed the Future (FTF) and Global Climate Change (GCC)
initiatives, taking into consideration the national context, namely the GOG’s Zero Hunger
Pact, the National Policy on Food Security and Nutrition, and the National Policy on Global
Climate Change.
The Program also initiated the review of results frameworks, indicators and goals for EGO’s
rural value chain programs (implemented by ANACAFÉ and AGEXPORT) and its
environmental program (implemented by Rainforest Alliance). Over these preliminary
meetings, the Program reviewed draft PMPs to verify the coherence between USAID/EGO
requirements and the Implementing Partners’ proposed plans. This work will continue next
quarter.
Opportunities, problems, delays, and proposed solutions:
GOG collaboration is key to achieving the goals laid out under several Program results. As
such, the Program feels there is an opportunity to engage GOG support from the moment
Program implementation starts by designing a results framework that clarifies how USAID
and GOG policies and program interact to achieve food security and climate change goals in
the Western Highlands.
Key meetings:
February 18 and 20, 2013 - Meeting with AGEXPORT and ANACAFÉ, respectively,
to initiate PMP review.
o AGEXPORT meeting participants: IP: Ivan Buitón, COP; Carlos
Urízar, Director, Office of Agriculture and Angel Lopez, M&E
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Draft Work Plan: January 2013-September 2013
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Specialist, and from USAID: Josefina Martinez, M&E Program COR,
and Glenda Paiz, Rural Value Chains Project AOR.
o ANACAFÉ meeting participants: IP: Mario Aragón, COP; Mario
Gaytán, Technical Director and Carlos Chacón, M&E Specialist, and
from USAID: Josefina Martinez, M&E Program COR, and Glenda
Paiz, Rural Value Chains Project AOR.
March 1 and 8, 2013 – Planning meetings with Sub-contractors (IARNA, ASÍES and
Geotecnológica) to address Work Plan development and the design of the Program’s
conceptual framework.
March 14 – Meeting with Rainforest Alliance (Beatriz Avalos, HQ M&E Coordinator;
Jorge Mario Matute, M&E Specialist in Guatemala) and USAID (Josefina Martínez,
M&E Program COR; Dani Newcomb, Communities, Nature and Climate Program
AOR, and Jenniffer Tika, Alternate AOR) to initiate PMP review.
Activities planned for the next quarter:
The Program will hold meetings to gain a detailed understanding of the structure and
needs of each Program under the Economic Growth Office in order to best adapt and
offer M&E services to implementing partners.
The Program will continue to review M&E Plans/PMPs, indicators and goals for
EGO’s Implementing Partners in order to lay the groundwork for indicator selection
and evaluation baseline development.
Result 2: Local Capacity in Monitoring and Evaluation, including Data Collection of National and Sub-National Indicators, increased
Under Result 2, the Program works to strengthen institutional and statistical capacity of GOG
institutions and among Guatemalan academic, non-governmental and private research
organizations to monitor food security and environmental/biodiversity progress and to
institutionalize sustained and systematic monitoring and evaluation beyond the life of
Program assistance. The Program also supports GOG efforts to measure Guatemala’s
progress towards the United Nations Millennium Development Goals (MDGs).
Activities, achievements, and deliverables:
This quarter, the Program initiated efforts to build local capacity in monitoring and
evaluation by strengthening local organizations’ technical and administrative capacity so that
they will be able to obtain direct support from international donors in the future, providing
sustainability to M&E projects and programs. As an initial step in this direction, the Program
developed and administered an administrative capacity survey for its subcontractors (which
collectively represent civil society, academia and the private sector) in order to evaluate
strengths and weaknesses in each entity, including areas for future training. The Program also
initiated training among these entities with a half day capacity building event. Subcontractors
USAID/Guatemala Monitoring & Evaluation Program
Draft Work Plan: January 2013-September 2013
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were provided with an introduction to USAID policy in regards to contracting, procurement,
and financial management, and operations (timekeeping, travel policies, etc).
Opportunities, problems, delays, and proposed solutions:
As part of Result 2, the Program is required to select local organizations (civil society,
academia and private sector representatives) that have the administrative and technical
potential to independently manage USAID resources and carry out M&E services in the
future. The Program identified that its subcontractors (IARNA, ASIES, and Geotecnológica),
which are already strong in EGO technical areas (rural development, agriculture, nutrition,
food security, natural resource management and environmental compliance), are ideal
candidates for the capacity development processes and to become members of a consortium
that will be able to address international- and national-level needs for M&E services in the
future.
One subcontractor, IARNA, has local presence and infrastructure in Guatemala’s Western
Highlands – a priority area for USAID and GOG FTF implementation. As such, this local
center could potentially become a regional hub for M&E activities.
Key meetings:
March 22, 2013 – Workshop at IARNA offices for subcontractors on administrative
and financial procedures.
March 25, 2013 – Meeting at the Ministry of Agriculture. The Planning Directorate
from the Ministry of Agriculture requested direct support from the Monitoring and
Evaluation Program to review their results framework, indicators and the required
baselines for their programs, particularly their family agriculture, food safety and
nutrition program. This meeting was attended by Edwin Ardón, Planning Director, and
his technical team.
Activities planned for the next quarter:
The Program will carry out an analysis of GOG institutions’ M&E capacity to identify
areas for improvement.
The Program will continue to analyse the gaps in administrative capacity revealed in
the administrative capacity survey with local organizations from civil society,
academia and private sector. In order to develop an appropriate training plan.
Result 3: Clearinghouse, GIS, Environmental Compliance and other M&E Services Developed and Delivered
Under Result 3, the Program will establish a Clearinghouse for M&E services and
information tracking on the status and progress of USAID programs, including a web-based
Management Information System (MIS) which provides comprehensive information on the
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Draft Work Plan: January 2013-September 2013
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status and progress of USAID activities (3.1); a Geographic Information System (3.2), a
mechanism for Mission-wide environmental compliance (3.3); and M&E services including
development or updates of Performance Management Plans and Data Quality Assessments
(3.4).
Activities, achievements, and deliverables:
This quarter, the Program took the first steps towards evaluating the USAID/Colombia
MONITOR Management Information System (MIS) for use in Guatemala. The Program is
initially evaluating the adaptability of the following MIS modules for use in Guatemala: the
Monitoring and Evaluation Module, the Environmental Compliance Module, and the
Geographic Information Module. To initiate this work, the Program’s subcontractor visited
Bogotá, Colombia from February 27 to March 3, 2013 to meet with MONITOR’s IT manager
and learn more about the system, the IT platform, and functionality. Based on this visit and
further study of the IT platform, the Program made presentations over the course of the
quarter to a range of USAID technical offices and to a range of implementing partners (see
dates below). This provided stakeholders (USAID and implementing partners) with
information on how the different MIS modules would facilitate their responsibilities related
to environmental compliance and PMP/indicator management. These sessions also allowed
the Program to begin to collect feedback regarding needs and concerns from local
stakeholders.
Figure 1. Monitoring and Evaluation Clearinghouse Structure
Opportunities, problems, delays, and proposed solutions:
USAID values organizational learning and works to draw on regional/global successes and
lessons learned. The Program is assisting USAID/Guatemala in taking advantage of the
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Draft Work Plan: January 2013-September 2013
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MONITOR MIS developed for Colombia and adapting it for use in Guatemala. This allows
USAID to reach its monitoring and evaluation goals in Guatemala in a more time and cost
efficient manner.
Key meetings:
March 12, 2013 – at AGEXPORT - Initial meeting with USAID representatives and
EGO Implementing Partners to introduce Colombia’s MONITOR system and initiate
discussions on its adaptation based on local requirements.
March 18, 2013 – at USAID – Met with Mission offices (HEO, DGO, EGO) to
introduce Colombia’s MONITOR system and initiate discussion on major
modifications required.
March 21, 2013 – at ANACAFÉ - Meeting to present Colombia’s MONITOR system
to USAID’s partners involved in the Feed the Future initiative for initial discussion.
Activities planned for the next quarter:
Next quarter, the Program will continue adapting MONITOR´s Environmental Module for
use in Guatemala. The Program foresees holding two meetings with the Mission
Environmental Officers (MEOs) and one with the Regional Environmental Officers (REOs)
for evaluating specific requirements for the adaptation according to official guidelines on
environmental compliance, including Regulation 216 specifications for Latin America.
Result 4: Mission Program and Project Evaluations Conducted and Results Reported
The Monitoring and Evaluation Program will work with USAID/Guatemala to help meet the
requirements generated under the new USAID Evaluation Policy. The Program will design
and conduct impact evaluations in order to measure the change in key development indicators
attributable USAID interventions, undertake Cost-Benefit Analysis (CBA) and Cost-
Effectiveness Analysis (CEA) to help USAID to analyze what it is buying with its resources
and how funds should be allocated, and at USAID’s request carry out assessments that will
form part of EGO’s results-oriented program planning and implementation activities.
Activities, achievements, and deliverables:
USAID requested that the Program investigate the impact of Roya del Café (coffee rust) on
production and yields in Guatemala, particularly in USAID’s intervention areas (five
departments located in the Western highlands).
Activities planned for the next quarter:
In June 2013, the Program will initiate development of CBA and CEA methodologies.
At USAID request, the Program will carry out an assessment on the impact of coffee
rust (Roya del Café) in May 2013, in support of USAID implementing partner,
ANACAFÉ, that is implementing EGO’s rural value chain program.
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Draft Work Plan: January 2013-September 2013
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Result 5: Monitoring and Evaluation Services for other USAID/Guatemala Offices, Conducted Upon Request
Through Result 5, USAID Mission offices have the opportunity to buy-into Program M&E
services such as baseline, midterm and final performance and impact evaluations, engage in
geo-mapping of health/nutrition and governance projects, engage in statistical capacity
building of GOG institutions and other key stakeholders in health/nutrition and governance,
and/or provide other M&E services.
Activities, achievements, and deliverables:
To date, the Program has received a Request for Proposal (RFP) from the Democracy and
Governance Office (DGO) to design a three-phase performance evaluation (baseline, mid-
term, and final-term) for the newly designed Security and Justice Sector Reform Project
(SJSRP) and carry out baseline analysis and data collection and phases 1 and 2. The Program
submitted its proposal to USAID in March and is awaiting a response.
Activities planned for the next quarter:
Initiate evaluation design and baseline data collection based, upon USAID request.
USAID/Guatemala Monitoring & Evaluation Program
Draft Work Plan: January 2013-September 2013
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III. SUMMARY AND CONCLUSION
Thanks to the involvement of local partners, the Monitoring and Evaluation Program was
able to simultaneously initiate administrative operation and technical activity. This allowed
the Program to hit the ground running and begin to develop successful relationships with
USAID and implementing partners.
However, it is important to emphasize that M&E is a concept in development at the local
institution level, as is a focus on gender equity. This represents a challenge for Program
implementation and will require a number of awareness raising activities.
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