FRAMEWORK FOR MONITORING AND EVALUATING THE IMPLEMENTATION OF

NATIONAL DEVELOPMENT PLANs (NDPs)IN ZAMBIA

MINISTRY OF FINANCE

MONITORING AND EVALUATION DEPARTMENT

LUSAKA

PRESENTATION MADE TO THE AFRICAN COMMUNITY OF PRACTISE (AfCoP) MEETING, 11-13 DECEMBER, 2012

TUNIS, TUNISIA

OUTLINE OF PRESENTATION

1. Introduction

2. NDP M&E Framework

3. Current Status to support Results & Accountability

4. Conceptual layout of M&E in the national planning processM&E Institutional FrameworkM&E Results Chain

5. Review of the Performance of the M&E Framework

6. Enhancing the uptake of M&E results

INTRODUCTION Issues of results and accountability have been on the

agenda in Zambia for a while:-◦ In the 1980s this was expressed through project based

M&E and produced “Islands of Success”◦ During SAP period in the 1990s there was a shift to

“Poverty Monitoring” with a focus on monitoring changes in welfare and well-being

In 2005 National Planning was re-introduced and the importance of M & E was emphasized with a focus on attainment of results to assess the performance of the Plan. Since then, M&E has been growing and the following developments have taken place:◦ M&E Unit was established in the MoF in 2003 ◦ Upgraded to a Department in 2008

MONITORING AND EVALUATION IN THE PLANNING AND IMPLEMENTATION CYCLE The M&E system under MoF is contextualised in the

NDP process. This is undertaken through coordinating monitoring national and sector plans and programmes;

These articulate priorities at policy and programme level, which are implemented through annual budgets and the three year rolling financial plans (MTEF);

Each sector reflects the details of implementation in their annual work-plans;

Monitoring of programmes is integrated within sector plans through articulating indicators and targets against programmes in relation to overall objectives

NDP MONITORING AND EVALUATION FRAMEWORK

The Framework articulates the causality chain (inputs/outputs/outcomes/impact) whose realisation is demonstrated by performance indicators at each level.

M&E of SNDP is increasingly anchoring on Results Based Management (RBM), an approach which promotes the tracking of progress against the set targets and objectives and using results for decision making.

Results from national M&E processes such as Budget Execution monitoring, quarterly and annual reporting on national development plan implementation, and spot verification exercises are used for decision making, accountability and learning

CURRENT STATUS TO SUPPORT RESULTS & ACCOUNTABILITY

NDP monitoring framework in place - takes account of requirements to monitor programmes related to the new political economy and public policy (President’s Speech to Parliament, National Budget, Sector Strategic Plans, Sector Implementation Plans and budgets);

Sector monitoring and developing a stronger links to MPSAs – including assisting in the development of sector level information systems;

Regular reporting on performance for National Dev Plans – Annual Progress Report (APR), Perf Assessment Framework (PAF), Quarterly reports, Cabinet Monthly Monitoring Reports;

Budget monitoring and tracking; spot monitoring visits Construction of an NDP monitoring database; Support policy, programme and strategy relevant research and

analysis; and Decentralised monitoring of the National Development Plan

SNDP

National Budget,President’s Speech to

Parliament, Key development programmes,

Cabinet Decisions(National,

Provincial and District indicators

aligned to the national strategic focus and sector

priorities)

Output

Activities

Input

Impact

Outcome

RDP, MTR, LCMS

RDP, MTR, LCMS

APRs, Sector Reports and

Statistical Bulletins, Cabinet

Reports, Spot Monitoring

Annual Work Plans

Budget

Correct, learn and reinforce through NDCC, SAGs, PDCCs and DDCCs

Results with evidence

Implementation

All contained in Robust MIS and

NDP Database

THE M&E FRAMEWORK IN THE RESULTS CHAIN – AN EXAMPLE OF A WATER SANITATION PROJECT

INPUT

Labor, finances,

ACTIVITY OUTPUT/OUTCOME

IMPACTImproved health

and sanitary conditions in

target community

8

INITIATIVES TO ENHANCE M&E

Current initiatives under the Monitoring and Evaluation Department aimed at enhancing monitoring and evaluation include: Hosting a local web-based platform (Knowledge Management Portal) that serves as a repository of information on studies on government policies and programmes (www.rdpzambia.gov.zm/);

The ZamCoP is gaining ground as a mechanism for posting pictures to support monitoring efforts being undertaken by civil society and the Ministry of Finance at sub-national level.

SPOT MONITORING AND SECTOR MONITORING ACTIVITIES

Mufumbwe Boarding School: Staff House

Mufumbwe Boarding School: Administration Block

Source: Northwestern Province Spot Monitoring Report

Civic Center Foundation Box

Civic Center foundation box

COLOUR CODE ASSESSMENT CRITERIA

Percent Range Colour Codes Assessment

<65% RED POOR Performance

65% - 85% YELLOW AVERAGE Performance

>85% GREEN GOOD Performance

1. Implementation Timeliness

2. Output Completion Performance

Delay in Days Colour Codes Assessment

> 14 Days Delay RED Serious Delay

1 – 14 Days Delay YELLOW Average Delay

<1 Day Delay GREEN No Delay

QUARTERLY REPORTING TEMPLATE - EXAMPLE

1.1 AGRICULTURE, LIVESTOCK AND FISHERIES DEVELOPMENT

ACTIVITIES

EXPECTED OUTPUT

2012 BUDGET RELEASES

EXPENDITURE

% Completion

Performance Index/ Colour code

Infrastructure Development - Disease Free Zone 5,536,011,400 Construction of Livestock Check Points 5,536,011,400

Agricultural Development Programmes 86,890,254,000 Small-scale Irrigation Project (SIP) 18,335,952,000 Irrigation Development and Support Project (IDSP) 68,554,302,000

Farmer Input Support Programme (FISP) 497,529,472,269 Co-ordinate Programme Implementation 9,291,294,154 Pilot Establishment of Input Voucher System 5,512,390,615 Procurement and Distribution of Inputs 482,725,787,500

Development of Farm Blocks Kalumwange ……

REPORTING FINDINGS IS NOT ENOUGH…….

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Learning and

Action

REVIEW OF THE PERFORMANCE OF THE M&E FRAMEWORK

What are some of the achievements?Advisory structures at national, provincial and district level have become more pronounced as consultative fora in national development plan M&E; Reporting of routine and occasional reports has been institutionalised:

NDP-Annual Progress/MDG Performance Assessment Framework Mid-Term Review Cabinet Monthly Monitoring Reports

SECTOR LEVEL ACHIEVEMENTS – Cont’d

What are some of the achievements?Some sectors have made huge advances in their M and E systems – especially health, education and HIV/Aids

◦ Regular flow of information from de-concentrated levels of service delivery;

◦ Independent analysis of existing data;◦ Functioning consultative bodies to discuss policy

recommendations and implications from the data collection;

Internalized system of reporting within sectors by all departments has been initiated - aimed strengthening sector systems. This is currently being piloted in the Ministry of Finance.

CHALLENGESSome challenges encountered in the course of NDP monitoring include:Lack of/underdeveloped MISs making data collection, collation, analysis and reporting difficult;Un-timeliness of survey data adversely affected the monitoring of programme performance, such as the Living Conditions Monitoring Survey (LCMS), National Labour Force Survey;Effective tracking of KPIs has been negatively affected by lack of baselines, missing/unrealistic targets;Fragmentation of systems within and between Ministries;Poor appreciation of M&E in sectors for their own internal use to provide evidence based decision making

GOVERNMENT-WIDE M&E FRAMEWORK

THANK YOU