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CASE STUDIES IN PROJECT MANAGEMENT

CASE STUDIES IN PROJECT MANAGEMENT. Lecture 5 Monitoring Review Evaluation. Project control. Monitoring Review Evaluation Differences in timing Monitoring - continuously Review - occasionally Evaluation – at the end. Measuring performance. Why?

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CASE STUDIES IN PROJECT MANAGEMENT

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  1. CASE STUDIES IN PROJECT MANAGEMENT Lecture 5 Monitoring Review Evaluation

  2. Project control • Monitoring • Review • Evaluation Differences in timing Monitoring - continuously Review - occasionally Evaluation – at the end

  3. Measuring performance • Why? • For the managing Authority, … (external) • For you (internal) • How? • Relevance • Efficiency • Effectiveness • Impact • Sustainability

  4. Financial Monitoring • How the system has to work? • Which level of detail is needed? • How often these information will be requested? Minimum information to be checked for each expenditure: Budget line Work package/Group of activity Description of the specific cost declared Amount of the payment Cash date of the payment

  5. Financial monitoring sheet

  6. Financial reporting • Twice a year • 3 table attached to the progress report: • financial implementation of the activities • financial implementation of each partner • external expertise

  7. Financial implementation of activities

  8. Financial implementation of each partner

  9. External expertise

  10. Financial evaluation of the progress report • Respect of budget breakdown/amount • Over/under spending • Activities done - costs declared • Justification of costs • Filling of all the foreseen sheets • Deviations • Errors • Coherence among sheets • Increasing of expenditure • Reasons of underspending • Capacity to absorb not declared amounts

  11. Monitoring and Evaluation • Based on the logical framework • Strengthens accountability and transparency • Provides information for effective management • Helps determine what works well and what requires improvement • Builds knowledge

  12. Purpose of Monitoring and Evaluation • It is the continuous process of collecting, processing and assessing information about the: • Project implementation • Project progress • Project impact and effects • Project environment

  13. Monitoring (i) • Continuous function that aims to provide early indications of progress or lack thereof in the achievement of results

  14. Monitoring (ii) • Assumes the validity of the existing plan • Takes place at project level • Is the responsibility of the project management • Is based on the indicators defined in the logical framework

  15. Monitoring Responsibility • Project Management • Activities • Output indicators • Early outcome indicators • Project Target Group • Outcome indicators • Impact indicators

  16. Evaluation • Time-bound exercise to assess the relevance, performance and success of on-going or completed projects • Questions the validity of existing planning • Is related to the impact of a project • Opens the mind for strategic adjustments

  17. Evaluation Quality Criteria • Relevance (overall) • Efficiency (activities, outputs) • Effectiveness (outputs, outcome) • Impact (outcome, impact) • Sustainability (outcome, impact)

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