MPA 209

1. 🙢
CONCEPTS IN
PARTICIPATORY
MONITORING AND
EVALUATION
Jovelyn R. Ubungen, CPA
MPA 209: Project Planning and
Development

2. 🙢
Participation
“Participation is a process through which stakeholders
influence and share control over development
initiatives and the decisions and resources which affect
them.” (THE WORLD BANK 1996)

3. 🙢
🙢 For many governments, the
United Nations Agencies
and non-governmental
organisations (NGOs),
participation is considered to
be critical to program
planning and poverty
alleviation as a means to
seek sustainability and
equity.
(RIFKIN and KANGERE 2002)
Why participation?
https://www.pna.gov.ph/

4. 🙢
🙢 Monitoring is a continuous process of
collecting and analyzing information to
compare how well a project, program 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
analyzing data on implementation
processes, strategies and results, and
recommending corrective measures
(INTERNATIONAL FEDERATION OF RED CROSS
AND RED CRESCENT SOCIETIES 2007).
Monitoring
Source: https://sswm.info/, retrieved, April 15, 2021
Source: https://www.endvawnow.org/,
retrieved April 15, 2021

5. 🙢
🙢 a continuing function that uses systematic collection
of data on specified indicators to provide
management and the main stakeholders of an
ongoing development intervention with indications
of the extent of progress and achievement of
objectives and progress in the use of allocated funds.
(Organization for Economic Cooperation and
Development- Development Assistance
Committee,(OECD-DAC))
Monitoring

6. 🙢
Why Monitoring?
❑ For learning –to improve
program or project
performance
•Capture the extent to which
inputs are made available, how
critical activities are being
carried out, and whether the
expected outputs are being
delivered; so appropriate
actions/decisions can be made;
❑ For accountability –to
provide information to
stakeholders
Source: https://designingresilience.ph/wp-content/uploads/Why-ME-is-Important-in-the-Government-
Sector-NEDA.pdf. Accessed May 5, 2021

7. 🙢
🙢 Evaluation is the systematic and
objective assessment of an ongoing
or completed project, program
or policy, its design,
implementation and results.
🙢 Evaluation determines the
relevance and fulfillment of
objectives, efficiency, effectiveness,
impact and sustainability.
Evaluation
Source: https://sswm.info/, retrieved April
15, 2021
Source: https://www.endvawnow.org/,
retrieved April 15, 2021

8. 🙢
🙢 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)
Why Evaluation?

9. 🙢
Monitoring & Evaluation (M&E)

10. 🙢
Source: https://designingresilience.ph/wp-content/uploads/Why-ME-is-
Important-in-the-Government-Sector-NEDA.pdf, Accessed May 5, 2021

11. 🙢
🙢 Billions of pesos are spent on programs and projects;
🙢 Given the limited resources, we need to identify
which programs work and which do not;
🙢 Of the projects that work, which are the most cost
effective?
🙢 Knowing which programs have the greatest impact
and are the most cost effective can influence
decision-making so resources can be used more
efficiently to achieve developmental goals
Why M&E is Important in the
Government Sector?

12. 🙢
To know the 3 Rs
🙢 Are we doing the right things?
🙢 Are we doing them right?
🙢 Are we delivering the expected results?
Why M&E is Important in the
Government Sector?
EFFICIENCY
EFFECTIVENESS

13. 🙢
Participatory Monitoring
and Evaluation
Participatory
Monitoring
Evaluation
🙢 is a strand of the generic monitoring and evaluation
(M/E) which deals with the process of determining the
efficiency, effectiveness and problems facing a project
with the active involvement of various stakeholders
(Mercado, C., 2007).

14. 🙢
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 activity
Engage in taking or
identifying
corrective actions
(WORLD BANK 2010)
Participatory Monitoring and Evaluation
(PM&E) is a process through which :
The following stakeholder groups are
typically involved in PM&E:
❑ The end users of project goods and
services, including both men and
women at the community level
❑ Intermediary organizations, including
NGOs
❑ Private sector businesses involved in
the project
❑ Government staff at all levels.

15. 🙢
Participation, Monitoring and Evaluation in the
Project Cycle
Source: https://sswm.info/
Accessed April 30, 2021

16. 🙢
🙢 As a general rule, prior to the conduct of M&E activities, the
roles and responsibilities of various stakeholders should be
well-defined. (NEDA, 2016)
🙢 The consideration of stakeholder engagement (Preskil and
Jones, 2009), including fostering input, participation, and power
sharing among those with an investment in the conduct of an
evaluation and its findings, is an important first step when
planning an evaluation.
🙢 If stakeholders are involved in the planning, design, conduct,
and follow-up stages of an evaluation (UNEG, 2018), not only
will it help to identify what they want to know, they will more
likely commit to the evaluation and use the results of the
evaluation for decision-making.
Stakeholder Engagement

17. 🙢
🙢 Among the social research approaches, it is only
PME that determines the efficiency and
effectiveness of a project in close consultation with
all the actors in the management and
implementation process.
🙢 The PME is evolving as the most useful approach to
monitoring the management and operation of a
project, and evaluating the project effects and impact
with the participation of the stakeholders.
Importance of PME
Mercado, C. , 2007

18. 🙢
Misconceptions and reason for
Participatory M&E
DENR-Coastal Marine Management Office, 2003

19. 🙢
🙢 Relatively difficult to organize and to conduct on the first
time because of the varied groups involved in the sessions
and the information needed for the discussions but the
succeeding PME will become simpler and simpler as the
participants learn in the process.
🙢 The presence of management usually affect the responses
of the implementing staff; and the presence of both
usually affect the reliability of the responses of the direct
beneficiaries and/or target groups.
PME Disadvantages
But these disadvantages will gradually diminish as the PME are repeated until
the end of the project.
Mercado, C. , 2007

20. 🙢
Participatory vs. Non-Participatory
Monitoring and Evaluation
PARTICIPATORY NON-PARTICIPATORY
community-based external organization-based
commonly planned, conducted and reported with the
participation of the intended project beneficiaries.
normally planned, conducted and reported by the
project staff or an independent group not involved in the
project
helps both the project staff and the target
beneficiaries learn about themselves as partners in
M/E.
helps project staff learn about the target
beneficiaries;
helps both the project staff and the beneficiaries learn
about the problems or needs of both the strengths
and weaknesses of the community; plus the most
feasible solutions according to the perception of the
beneficiaries.
helps project staff learn about the problems or needs
of the beneficiaries and the strengths and weaknesses
of the community;
facilitates both project staff and beneficiaries’
capacity to manage and implement projects based on
data.
facilitates project staff’s capacity to manage and
implement projects based on data;
PME as a systematic practice in community
management
has lesser chance of sustainability
Mercado, C. , 2007

21. 🙢
Monitoring & Evaluation in the
Project Cycle
https://www.alnap.org/system/files/content/resource/files/main/acf-multi-sector-m-e-guidelines-final-en.pdf
Action Against Hunger Philippines, July 2016

22. 🙢
The 4 Steps of a PM&E
Process
• Planning
the Process
Step 1
• Gathering
Data
Step 2
• Data
Analysis
Step 3
• Sharing Information
and Defining Actions
to be Taken
Step 4
https://sswm.info/

23. 🙢
🙢 The objective of this task is to plan what need to be
done in conducting the PME.
🙢 It is important to plan the steps in conducting the
PME with the project beneficiaries.
Step 1: Planning PME
Project title
Rationale
Objective
Methodology
Schedule of Tasks
Budgetary Requirements
This plan
should
have the
following
parts:
https://forestry.denr.gov.ph/index.php/ngp-assessment-and-
strategic-planning-workshop , accessed April 30, 2021
Mercado, C.,2007

24. 🙢
🙢 A monitoring and evaluation system is a
mechanism for conceptualizing, planning,
gathering, processing, and reporting
information about project inputs, activities,
outputs, effects, outcomes and impacts of
projects from the staff to the management.
🙢 A Participatory M&E System is therefore
one in which all key stakeholders are
involved in project monitoring and
evaluation, including donors, local
government officials, local community, local
staff, partners, and other NGOs.
Participatory Monitoring and
Evaluation System (PMES)
Source: https://flr2019.weebly.com/,
accessed April 30, 2021
Mercado, C.,2007

25. 🙢
Achievement of Development Results
observable behavioral
and institutional
changes, usually the
result of coordinated
short-term investments
in individual and
organizational capacity
building for key
development
stakeholders.
Outputs
• are the products, capital goods, and services
resulting from a development intervention.
Outcomes
•are more likely achieved short-term and
medium-term effects of an intervention’s
outputs.
Impacts
• are the positive and negative, primary and
secondary long-term effects–both intended and
unintended–produced directly or indirectly by
development interventions.
NEDA, 2016. RPMES, Operational Guidelines

26. 🙢
Result Framework
❑ The results framework
shows the link between
the outputs of programs
and projects to the
achievement of major final
outputs, organizational
outcome, sector outcome
and of societal goals.
❑ At each level in the results
chain, various documents
and M&E reports are
being produced.
❑ M&E information is
important in tracking the
progress in the
achievement of results
(outputs, outcomes, and
impact)
NEDA, 2016. RPMES, Operational Guidelines

27. 🙢

28. 🙢

29. 🙢
🙢 shows the elements and the structures that are
essential in planning, preparing and implementing
this relatively new strand of social research.
🙢 The PMEF shows the various active stakeholders
who are accountable in delivering and using the
different elements of a project.
🙢 The PMEF therefore helps in identifying the most
important participants in the PME process. The best
participants are those accountable for the delivery of
the various elements of a project
The Participatory Monitoring and Evaluation
Framework (PMEF)
Mercado, C.,2007

30. 🙢
🙢 Monitoring and evaluation is one of the
mandates and major functions of the
National Economic and Development
Authority (NEDA) and the Regional
Development Council (RDC).
Do you know?
The Regional Project Monitoring and Evaluation System (RPMES) was
established through Executive Order No. 376 dated November 2, 1989.
primarily to facilitate project implementation, monitoring and
evaluation.
The System presents the processes and procedures in monitoring and
evaluating programs and projects at the national, regional and
provincial levels and the generation of information on the overall
physical and financial status of programs and projects’ implementation.

31. 🙢
SAMPLE
MONITORING
SYSTEM IN THE
PHILIPPINES
(MULTI LEVEL)

32. 🙢
Step 2: Gathering Data
🙢 Through the systematic collection of data, the monitoring
function tracks the progress of an ongoing program/project in
terms of resource use and achievement of targets. Evaluation
involves an objective assessment of a planned, ongoing or
completed program/project, its design, implementation and
results. Together, the M and E functions inform decision-
making by integrating experience and lessons into
improvements in resource management, program/project
identification, design, and implementation.
DBM NBC NO. 560 JULY 31, 2015
Implementation Guidelines on
M&E

33. 🙢
Quantitative methods
CBFM CARP ,Impact Assessment- DENR R IX
Source: dzu.edu.ph/adzu-partners-with-denr-ix-for-carp-
assessment/, accessed April 16, 2021
Examples for
quantitative
methods:
✔ community
surveys,
✔ interviews and
✔ observations

34. 🙢
🙢 funder, management and admin staff in providing
the inputs
🙢 operation staff and fieldworkers in carrying out the
activities and in producing the outputs
Participatory monitoring
measures the efficiency of:
❑ Participatory Monitoring is the systematic recording and periodic
analysis of information that has been chosen and recorded by insiders
with the help of outsiders.(Food and Agriculture Organization of the
United Nations, 1990)
❑ The main purpose of Participatory Monitoring is that it provides
information during the life of the project, so that adjustments and/or
modifications can be made if necessary.
Mercado, C.,2007

35. 🙢
🙢 creating effects on the target beneficiaries awareness,
knowledge, attitude, skill and/or practice (AKASP)
🙢 producing impact on the organization or
community systems, structures and/or performance
Participatory evaluation measures
the effectiveness of the project in:
❑ Insiders take the lead in participatory evaluation. A Participatory
Evaluation is an opportunity for both outsiders and insiders to stop
and reflect on the past in order to make decisions about the future.
FAO, 1990
Mercado, C.,2007

36. 🙢
🙢 for qualitative methods are
participatory learning methods
using visual (e.g. rich pictures,
locality mapping), interviewing
and group tools (e.g. focus
groups, world café) and
exercises.
Qualitative Method of Data
Gathering
Focus Group Discussion (FGD)
is a research method for gathering
information about the consensus of various
stakeholders about the progress and the
results of a program, project or activity.

37. 🙢
🙢 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 3: Data Analysis
Lessons Learned
• Because of the to-see-is-to-believe attitudes, the
technology on Intercropping and Diversified farming,
sharing of experiences among the farmer/beneficiaries
are an effective tool in convincing others.
• Reports indicate low survival of some agroforestry
inputs of the project.
• The project’s input on cacao and rubber are very
promising
• Project Implementers should look into the situation
of Farm-to-Market (FMRs) roads before to the
approval of the project. • Integrity and dedication of
the farmers should be considered in availing the input
of the project
Source: https://psa.gov.ph/sites/default/files/871IMP~1.PDF
Accessed, April 30, 2021

38. 🙢
🙢 the results of preceding M&E activities are shared
with other stakeholders, and there is discussion of
appropriate actions to be taken based on the
findings.
Step 4: Sharing the Information
and Defining Actions to Be Taken

39. 🙢 🙢 Expenses incurred, but not limited
to the following, may be charged
against the M and E budget:
a. Hiring of personnel under casual or
job order status;
b. Travel expenses;
c. Communication expenses;
d. Professional Services (i.e.,
consultancy);
e. Printing and publication expenses;
f. Supplies and materials expenses
(e.g., office supplies, fuel, and
lubricant);
g. Conduct of meetings and capacity-
building of M and E personnel;
h. Expenses for consultation with
stakeholders;
i. Data collection/processing/analysis;
and
j. Other incidental M and E expenses
M&E Budget:
Source: DBM-NBC NO. 560 JULY 31, 2015

40. 🙢
Sample: Monitoring Report (Physical
Accomplishment Report)

41. 🙢
https://flr2019.weebly.com/uploads/1/2/2/9/122916722/the_pilot_community-
based_forest_restoration_project_local_initiaitve_with_global_implication.pdf

42. 🙢
https://www.briansolis.com/2017/02/ma
kes-thought-leader/

43. 🙢
References

44. 🙢
🙢 Monitoring and Evaluating Municipal/city plans and programs for coastal
resource management. coastal resource management project of DENR,
Cebu City.
http://faspselib.denr.gov.ph/sites/default/files//Publication%20Files/M
%26E_guidelines.pdf
🙢 https://designingresilience.ph/wp-content/uploads/Why-ME-is-
Important-in-the-Government-Sector-NEDA.pdf
🙢 NEDA Operational Guidelines. Regional Project
Monitoring and Evaluation System
🙢 The community's toolbox: The idea, methods and tools for
participatory assessment, monitoring and evaluation in community
forestry. http://www.fao.org/3/x5307e/x5307e00.htm#Contents
🙢 Participatory Monitoring and Evaluation, Sustainable Sanitation
and Water Management Toolbox http://www.ssws/info/
References