- In summary, what does AidProject
M+E do?
We presume you have knowledge or
Monitoring & Evaluation as it applies to Donor-funded aid
projects. For more information we recommend
A
Guide for Project M&E from IFAD.
AidProject M+E provides the means to set
up Performance Indicators & to record & report on target
& actual values. The four key steps are as follows:
-
Define Lookup Trees &
Branches to customise AidProject M+E for your
project. These include LogFrame, Methods, Purposes,
Gatherers, Monitors, etc.
-
Define project Indicators
together with their Locations & Periods. Attach
additional criteria (your customised Trees &
Branches) for reporting & analysis.
-
Maintain period targets
& actual performance data (dates, text, money,
yield, etc.).
-
Distribute performance reports
to Monitors (Donors, Government, Project Management,
Stakeholders, etc.) & export spreadsheets to
assist Gatherers.
- What are Trees
& Branches &
how are they used?
Use the form 'Define Lookup
Trees & their Branches' to maintain Tree & Branch Records.
Right-click your mouse on a Branch to add children branches
or delete an entry.
The term 'Trees & Branches' represents a number of
separate hierarchical code sets that you use when you set up
your Performance Indicators. For example, you can use the
Locations Tree (hierarchy) to set up user-defined levels
such as Country, Constituency, District, Town & Village,
& then populate these with the locations used by your
project. Some Trees allow just one level whereas others can
have up to 10 levels.
Every Tree entry has a notes field for your general use
& some Trees provide additional fields. For example, the
Trees for Gatherer Groups & Monitor Groups can have
Contacts as members (just tick the circle to add/remove).
Conversely, Contacts can join Gatherer & Monitor Groups
& you can also add contact information.
The Units of Measure Tree enables you to customise the
units available for Performance Indicators. Units can be a
Date, Number or Text & the presentation format of several
fields can be defined to, for example, define the number of
decimal places. Note that you are not limited to the format
entries presented in the drop-down. You may enter customised
formats (see MS Access help).
The M+E Method Tree enables you to record the approach
for the gathering of performance information (e.g.
interviews). The example methods included in AidProject M+E
are those described in detail by IFAD in its M+E Guide at
http://www.ifad.org/evaluation/guide/annexd/index.htm.
Note that the three Text Trees (Impacts, Statuses, Types)
are used on Text Records & not on Performance Indicators.
-
How do Indicators, Locations &
Periods relate to each other?
Use the form 'Define
Indicators, Locations & Periods' to maintain these Records.
Right-click your mouse on a Branch to add Performance
Indicators or delete an entry. If you are prevented from
deleting a Performance Indicator you must first delete/clear
all children/related records such as Periods, Periods Text,
Locations, Text, Gatherers & Monitors.
Associate the Indicator with a single entry from your
Project's Logical Framework Matrix (LogFrame), with an M+E
Method, a Purpose & a Unit of Measure. A new Indicator has
been set up basically after you select your preferred
Presentation & Chart options.
Note that Performance Indicators are just the primary
element of Monitoring & Evaluation. Next, each Indicator
must be associated with one (All Locations) or more
Locations. Then, each Location must have one or more Period
Records into which you enter the target & actual values
that are monitored. Simply click the individual Locations
(on the Locations tab) that apply to this indicator then set
up the fields on the Periods tab & click the update button
to create the periods that you require.
Note that the Indicator can also have multiple Text
Records (for describing the Indicator - these may or may not
be reported). Indicators & be associated with multiple
Gatherer Groups & Monitor Groups (to enable selective
reporting for these report recipients).
In the Trees & Branches field, note that a certain
Indicator will appear once or more under each Tree according
to how it has been set up. This flexible presentation
assists you in finding related Indicators according to your
needs.
- What formats of target
& actual
values can I enter on each Period record?
The
allowable format of the target & actual values on a Period
record is determined by your entry in the Unit of Measure
field on the Period's Indicator record. The three
alternative data types are date, number & text & other Units of Measure are user-defined using 'Define Lookup
Trees & Their Branches'. User-defined Units of Measure enable you to control the
format of the period & all values displayed (& printed).
Use the form 'Maintain Period Values & Text' to enter
target & actual records & to enter Text Records against
a Period. First, to find the Periods you wish to maintain
using the filters on the left (you might display only the
current period for a certain Gatherer.) Next, click on each
period to display the values & variances on the right &
enter target & actual data.
- How can I create
& save
customised reports?
Reports for Gatherers are
intended to help them gather actual values for their
assigned Performance Indicators, Locations & Periods.
After you have assigned Gatherer Groups against Performance
Indicators you can filter reports by Gatherer Group to
include appropriate Indicators only. Many other report
filters allow you to specify a Location, date range, etc.
Reports for Monitors also use filters to include
specified Indicators by Monitor Group & to limit the dates
reported on, etc.
In addition to filters (on the right of the report
screen), you can choose the level of detail you want
displayed, you can override the Chart Options selected on
each Performance Indicator & you can include a box for
hand written input.
There are two formats of report, a conventional report
may be output to screen, printer or snapshot file (very
small for emailing), & a spreadsheet allows Gatherers to
enter collected data. Download & install the
Microsoft Snapshot Viewer
(1.8 mb) to view reports output to a snapshot file.
You will probably wish to save your report filters &
options for reuse. Use the tape-recorder type controls (or
page up & page down) at the bottom of the window to
navigate through existing reports & use the * key to
create a new report format.
-
How can I make it easier for
Gatherers to collect actual values?
The standard
method for gathering actual values is to provide each
gatherer with a list of the Indicators, Locations &
Periods that you wish gathered & ask them to write the
values on the report. This can be achieved by creating a
custom report filtered by gatherer, location, dates, etc.
containing the minimum of other information but including an
input box for hand-written entries.
You may output the report to a Snapshot file. Such files
are very small, can be emailed easily & printed by the
gatherer.
Further, you may output the selected information to a
spreadsheet if the gatherer wishes to enter the information
& email this back to you.
- Where are Text Records entered
&
used?
Text Records may be entered against both
Period Records & Indicator Records. Both sets are
presented on reports depending on the 'Publish' flag on the
record & the report options selected at run time. The
Notes box is a more basic alternative for the storing &
publishing of additional information.
Period type text Records are particularly important in
providing subjective information & follow-on actions back
to Monitors.
- How do the dates
& periods on
Period Records work?
Every Period Record displays
both a date & period. The date is stored on the Period
Record & the period is simply determined from the date
using your chosen presentation format.
The presentation format is user-defined on the Unit of
Measure record & this record is associated with the
Period's Performance Indicator.
You may vary the period format on a Unit of Measure
record but this will affect all Performance Indicators using
that record so you may choose to set up a new Unit of
Measure. We recommend that the format be short as the period
is displayed on charts.
