Muhammad Alothman

The ten steps to building, maintaining and sustaining a results-based M&E system are outlined below:

1. A readiness assessment should be conducted to determine whether prerequisites for a results-based M&E system are in place. It should review incentives and capacity for an M&E system and roles, responsibilities and structures for assessing government performance.
2. Outcomes to monitor and evaluate should be agreed through a participatory process identifying stakeholders’ concerns and formulating them as outcome statements. Outcomes should be dis-aggregated and a plan developed to assess how they will be achieved.
3. Key performance indicators to monitor outcomes should be selected through a participatory process considering stakeholder interests and specific needs. Indicators should be clear, relevant, economical, adequate and monitorable.
4. Baseline data on indicators should be established as a guide by which to monitor future performance. Important issues when setting baselines and gathering data on indicators include the sources, collection, analysis, reporting and use of data.
5. Performance targets should be selected to identify expected and desired project, program or policy results. Factors to consider include baselines, available resources, time frames and political concerns. A participatory process with stakeholders and partners is key.
6. Monitoring for results includes both implementation and results monitoring as well as forming partnerships to attain shared outcomes. Monitoring systems need ownership, management, maintenance and credibility. Data collection needs reliability, validity and timeliness.
7. Evaluation provides information on strategy, operations and learning. Different types of evaluation answer different questions. Features of quality evaluations include impartiality, usefulness, technical adequacy, stakeholder involvement, value for money and feedback.
8. Reports on the findings of M&E systems can be used to gain support and explore and investigate. Reports should consider the requirements of the target audience and present data clearly.
9. Findings of results-based M&E systems can also be used to improve performance and demonstrate accountability and transparency. Benefits of using findings include continuous feedback and organizational and institutional knowledge and learning.
10. Good results-based M&E systems must be used in order to be sustainable. Critical components of sustaining M&E systems include demand, clear roles and responsibilities, trustworthy and credible information, accountability, capacity and incentives.