Setting up a monitoring and evaluation system

Any monitoring and/or evaluation exercise needs a process of regular data collection. The process of evaluation particularly that of ex post evaluation is greatly enhanced by the availability of robust and comprehensive information and data relating to the partnership and/or project processes and results.

The availability of such data greatly facilitates the task of the evaluators and obviates much of the need to collect retrospective information, some of which may have been forgotten or lost over the years. In addition, the collection of such data ex post necessitates significant time and resources on the part of both the evaluators and those involved in the evaluation.

This underlines the advantages of implementing a process of monitoring which can be aligned with the normal reporting requirements and thus ensure the collection of the right data at the right time. Through a 'light touch' monitoring process, a significant amount of information may be collated which will greatly assist the evaluation process.

Setting up a monitoring system involves asking the right questions:

• How much will the setting up of the monitoring system cost and what resources are needed to run it? Are the required resources (human, financial, time) in place and/or can they be ensured? The cost of setting up and maintaining a monitoring system may not be negligible; either to the administrators who need to collect the required information and data at regular intervals or to those expected to deliver it.
• What data needs to be collected (for inputs, as well as outputs outcomes and impacts)? See some examples of indicators for outputs, outcomes and impacts.
• When should the relevant data be collected (during the monitoring phase, ex-post, how often, etc.)? When and what information should be collected at which level (network and project levels)?
• How will the required information and data be collected? (collection of monitoring information during implementation at network and project level or collection of extra information for ex-post evaluation and impact assessment)
• What are the necessary data protection protocols to ensure the system will meet security and data sharing requirements? (General Data Protection Regulation)
• By whom should the required data be collected (e.g. P2P management team, project team, a centralised P2P system, P2P partners)? Is the required capacity both in time and skills resources available?
• How will the collected data be gathered and stored? Where will the data be stored? Can the process be aligned and coordinated with the monitoring processes of the P2P partners?
• How and by whom will the data be verified to ensure it is accurate and consistent with the relevant requirements? Are the required skills and resources available for this task?