Participatory Monitoring and Evaluation

Monitoring is a continuous process of collecting and analysing information to compare how well a project, programme or policy is being implemented against expected results. Monitoring aims at providing managers and major stakeholders with regular feedback and early indications of progress or lack thereof in the achievement of intended results. It generally involves collecting and analysing data on implementation processes, strategies and results, and recommending corrective measures (INTERNATIONAL FEDERATION OF RED CROSS AND RED CRESCENT SOCIETIES 2007).

Evaluation is the systematic and objective assessment of an ongoing or completed project, programme or policy, its design, implementation and results. Evaluation determines the relevance and fulfilment of objectives, efficiency, effectiveness, impact and sustainability. An evaluation should provide information that is credible and useful, enabling incorporation of lessons learned into the decision making process of both recipients and donors (INTERNATIONAL FEDERATION OF RED CROSS AND RED CRESCENT SOCIETIES 2007).

Participatory monitoring & evaluation (PM&E) is a process through which stakeholders at various levels engage in monitoring or evaluating a particular project, program or policy, share control over the content, the process and the results of the monitoring and evaluation (M&E) activity and engage in taking or identifying corrective actions. PM&E focuses on the active engagement of primary stakeholders (WORLD BANK 2010a).

Participatory Monitoring and Evaluation is one of many approaches to ensure that the implementation of the different projects within the action plan ― or smaller individual projects ― leads to the expected outcomes. As with all other monitoring and evaluation elements, the process for PM&E has to be prepared prior to project implementation (PHILIP et al. 2008).

The stakeholder groups typically involved in a participatory M&E activity include: the end users of project goods and services, including both men and women at the community level; intermediary organisations, including NGOs; private sector businesses involved in the project; and government staff at all levels (RIETBERGEN-McCRACKEN et al. 1998).

Conventionally, monitoring and evaluation has involved outside experts coming in to measure performance against pre-set indicators, using standardised procedures and tools. PM&E differs from more conventional approaches in that it seeks to engage key project stakeholders more actively in reflecting and assessing the progress of their project and in particular the achievement of results (THE WORLD BANK 2010a). Core principles of PM&E are (RIETBERGEN-McCRACKEN et al. 1998):

• Local people are active participants — not just sources of information.
• Stakeholders evaluate, outsiders facilitate.
• Focus on building stakeholder capacity for analysis and problem-solving.
• Process builds commitment to implementing any recommended corrective actions.

(Adapted from AUBEL 2004)

Step 1: Planning the PM&E Process and Determining Objectives and Indicators

At this initial stage, the stakeholder groups to be involved in the planning of the PM&E process must first be identified. Stakeholders must define the objectives of the PM&E, including what will be monitored, how and by whom. The planning stage requires a lengthy process of negotiation, contestation and collaborative decision-making among various stakeholders. Identifying objectives and monitoring indicators can be the most difficult part of planning a PM&E process. In some cases, a common set of indicators is developed, while in other instances different stakeholder groups develop their own sets of indicators.

Step 2: Gathering Data

Data collection can include the use of both quantitative and qualitative methods and tools. Quantitative methods can include: community surveys; interviews; and observations. Qualitative methods can include various participatory learning methods using visual, interviewing and group tools and exercises.

Step 3: Analysing Data

While data analysis is often thought of as a rather mechanical and expert-driven task, PM&E should be an opportunity to actively involve various categories of program stakeholders in the critical analysis of successes and constraints and the formulation of conclusions and lessons learned.

Step 4: Sharing the Information and Defining Actions to Be Taken

However participatory the M&E process in Steps 1-3 is, not all stakeholders can be involved in M&E data collection and analysis. In this step, the results of M&E activities are shared with other stakeholders, and there is discussion of appropriate actions to be taken based on the findings.

Techniques and Tools for PM&E (Adapted from RIETBERGEN-McCRACKEN et al. 1998)

A participatory approach to monitoring and evaluation will usually make use of a number of techniques and tools, selected and combined to suit the objectives of the M&E work and the resources available. Many of the techniques associated with Participatory Rural Appraisal (PRA), Beneficiary Assessment (BA), and SARAR have been used in the context of monitoring or evaluation. Some examples of these methodologies’ trademark techniques and applications to M&E are highlighted below:

• Participatory Rural Appraisal: visual methods, often to analyse “before and after” situations, through the use of community mapping, problem ranking, wealth ranking, seasonal and daily time charts, and other tools.
• SARAR: interactive and visual-based methods to facilitate community discussion with such methods as pocket charts, three pile sorting, and “story with a gap.”
• Beneficiary Assessment: conversational interviewing and focus group discussions on changes and impacts.
• In addition to using PRA, SARAR, and BA techniques, participatory monitoring and evaluation often entails development of other techniques that are designed to be used by community members and other local-level stakeholders as part of an M&E activity, namely:
  • Visual self-evaluation tools
  • Testimonials
  • Photographing the evidence
  • Community records and indicators