Monitoring and Evaluation in Humanitarian Aid: Quality Procedures

1. Monitoring and Evaluation in Humanitarian Aid: Quality Procedures PROJECT – STRAND 1 – Training and Capacity Building

2. ANNEX I Single Form in collaboration with

3. the Single Form • A single form to ALWAYS use for: • Project proposals (any type) • Interim Narrative Report • Pre final Narrative Report • Final Narrative Report

4. the Single Form • Preparation of the Single Form requires knowledge of the ECHO PCM manual • The following must be enclosed: • Logframe • Workflow • Map of the area • Other documents should be enclosed as required by the situation

5. Focus on the Single Form Complexity of the project ‘ Evaluability of the project

6. Elements of interest SF: proposal • The SF is composed of 13 sections • All sections are completely filled in to “convince” of the importance of proposed operation • Less detail is required for operations of primary emergency and emergency

7. Maximum lenght 25 pages Estimate of needs and definition of strategy PCM log (objectives, indicators, sources) Specific information (no repetition) SF: proposal The following points shall always be respected

8. Elements of interest SF: “Sections” 2. Need Assessment • A precise stakeholders analysis is required • Problem tree should be used as an instrument to analyze and synthesize problems • If an assessment exists it shall be enclosed (at least a summary)

9. Elements of interest SF: “Sections” 3. HO Strategy • The presence of the HO in the country/area is explained specifying: • Location, sectors, donors • Lessons learnt • Chosen strategy is discussed • Proposals shall always be discussed with regional ECHO representatives

10. Elements of interest SF: “Sections” 4. Operational Framework In general • Logical Framework mandatory (max 3 pages) • Title of operation must not exceed 240 characters • Requirements inserted in SF must be scrupulously respected

11. Elements of interest SF: “Sections” 4. Operational Framework In Particular • Precise details are required for the beneficiaries (number, type, category, location…) • Identification criteria are clearly defined • Activities are sub-divided into sectors (budget, categories)

12. Elements of interest SF: “Sections” Continuing with sez. 4: the objectives • General objective (called principle objective here) shall be in line with the objectives specified by the EC decision • Insert only 1 specific objective • Centrality of indicators (details for all expected results) and monitoring mechanism

13. SF: “Sections” Elements of interest 5. Risks & Assumptions • External factors are explained and monitored • The field safety situation is outlined and, if they exist, specific protocols for the operative context in question

14. SF: “Sections” Elements of interest 6. Resources Required • Local and expatriate staff are divided (1 & 2) • Function is specified and estimated costs discussed • Purchasing procedures are detailed (goods, equipment)

15. Elements of interest SF: “Sections” 7, 8, 9. LRRD , Mainstreaming & Visibility/communication strategy • The questions “substainability” and “mainstreaming” are discussed • If there are funds for visibility the expense must be justified (Visibility Plan)

16. Elements of interest SF: “Sections” 10. Field Coordination and local implementing Partners • Mechanisms of connection are explained (Field coordination) • Procedures foreseen for contracts for supplies, services and works are defined (explaining if action different from the EC procedure is taken and the procedure to be followed)

17. Elements of interest SF: “Sections” 11, 12, 13. Financial & administrative information & conclusion • Basic information on the project is stated • Space for conclusions and comments

18. Elements of interest SF: Interim Report • The same format of the proposal is used (Single Form) • It must state in detail progress made STRICTLY following the original plan • Logframe representing the progress made is reported

19. The beneficiaries The indicators Elements of interest SF: Interim Report • To change parts insert activities and changes made, insert the phrase Not Applicable in parts not modified • Section 4 becomes the most important section with special attention to:

20. Elements of interest SF: Interim Report Special attention must be paid to: • Note the starting date of the operation and in case of inserting a date different from that specified in GA, give a reason • Request, with a justification, any eventual extension of the implementation period • Do not modify in any way the specified objective • Duly justify any inherent changes in budget

21. Elements of interest SF: Pre-final Report • Mandatory only for the types of decision which call for it • Always the same format • Substantially similar in form and objective to the Interim Report

22. Elements of interest SF: Final Report • Use the same format (Single Form) • Defines the framework reached at end of operation • The “rules” of filling it in remain unvaried

23. Elements of interest SF: Final Report • Previously used methods for supplying information are still valid • Extreme care must be made in filling the Sections 4 (Operational Framework), 6 (Resources), 7 (LRRD), 8 (Mainstreaming) e 9 (Visibility) • All additional comments are to be made in section 13 • Indicators (levels reached), modifications made to plan and possible impact are detailed and discussed • All details of procedures followed for the contract are supplied

24. The end