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Monitoring and Documentation

Monitoring and Documentation. Kate Gilroy Institute for International Programs Johns Hopkins Bloomberg School of Public Health. What is monitoring and documentation?.

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Monitoring and Documentation

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  1. Monitoring and Documentation Kate Gilroy Institute for International Programs Johns Hopkins Bloomberg School of Public Health

  2. What is monitoring and documentation? Monitoring: Routine tracking and reporting of priority information about a program and its intended outputs and outcomes…to assess whether resources are spent according to plan and whether the program is resulting in the expected outputs and outcomes Documentation: Aconcise and meaningful description of the features of an intervention or strategy, as well as contextual factors Source: IHP+ Working Group, February, 2008

  3. Why monitor and document? • Program implementers & managers • RBF payments • Identify problems & find solutions • Sustainability • Scalability • Internal and external stakeholders • Replication of successful strategies • Interpretation of evaluation results • Application of lessons learned “Learning and improving by doing”

  4. Example: Importance of monitoring for program improvement Monthly zinc sales at village drug kits in Bougouni District, Mali during an introduction phase 2nd promotion using different strategies Monitoring data review 1st round of promotion Month

  5. Example: Importance of documentation in evaluation

  6. INCENTIVES • RBF project designed and vetted • Policies, regulations modified or adopted, as necessary • Performance agreements developed • Payment modalities developed • HMIS, community monitoring strengthened • Performance validation methods and instruments developed • Performance agreements executed • Training in RBF systems • Funds disbursed • Data collected & used • Independent audits completed Where to start? Generic program logic model Results Explicit representation of how the program is organized and how its component parts will lead to the desired effects

  7. What to monitor and document? • Actual implementation activities & steps in logic model • Description of strategies • Quantity & quality of implementation activities • Bottlenecks to implementation • Program development, design, strategies & objectives • Original • Evolution over time • Intended and unintended consequences within and outside program

  8. Intended processes: Example questions • What are the primary design features of the project? • Examples: Beneficiaries, performance indicators, baseline measures and targets, performance validation procedures, nature and source of the incentive, type, size and decision rule for the payment, contract or performance agreement, institutional relationships and management details • Roles of stakeholders • How is local government involved? • How is political commitment built at national level? • Are contracts or performance agreements being executed as planned? What are the results?

  9. Unintended processes: Example questions • Were there administrative or political delays? How were they overcome? • Were routine monitoring and supervision systems strengthened? How? • What were other concurrent programs? How did they influence the RBF strategy? • Were there changes in service delivery or coverage among non-rewarded indicators?

  10. Some methods to monitor and document ►Routine records of meetings and events ►Activity logs ►Financial reporting and audits ►Stakeholder interviews ►Periodic progress reports ►Group discussion, etc. ► Register/record review ►Clinical vignettes ►Simulated client ►Direct observation of care ►Exit interviews ► Routine HMIS ► Independent audit ► Community-based records & reports ►Household surveys Unintended processes: Participant observation, field diaries and journals, critical incident logs, key informant interviews, vignettes, testimonials, case narratives, activity matrices, observation, routine HMIS, etc.

  11. Monitoring & documentation for learning • All steps in RBF process • Not just for performance payments • Needs to be iterative • Feedback & changes can increase the reliability and validity of information • Triangulation between data sources • Adaptation with changes in program design • Systems to feedback information at all levels • On-going improvement of design & strategies

  12. Discussion

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