NSA Monitoring Reviews
Every NSA contract has a specified Project Objective with indicators and specified results and for each, indicators have been given and an overall Project objective. Every NSA is monitored against those indicators using the NSA Monitoring Form. Additionally each NSA will produce the EU required Interim and final reports and final set of accounts.
A set of indicators for each NSA has been finalised at the outset of work and taken from the proposal and adjusted where an improvement can be made.
Each NSA with a specific grant will be reviewed after 6 months, 12 months and at the end of contract. NSAs with a small grant will be reviewed each quarter. The review will be a formal review and cover all areas of implementation and progress towards completion of the results. A score is given for each result with a score of 1 indicating achieved; 2 a prediction that it will certainly be achieved; 3 likely to be achieved; 4 unlikely to be achieved and a 5 will not be achieved. Progress against stated activities is also assessed and the status recorded.
The first NSA review was carried out in February 2011 and a set of agreed actions agreed to be followed up during the next review.
All NSAs are working in more than one community with each being one scheme. At the outset of each contract a scheme monitoring form has been set up with the full details for each scheme. Scheme level indicators have been extracted from each contract and agreed with the NSA. Baseline data has been collected for each indicator and recorded on the Scheme Monitoring form.
During implementation progress against each indicator will be monitored by the NSA and verified by the PMU. NSAs will be encouraged to use the Scheme Monitoring form as a primary monitoring tool. The Scheme Monitoring form is sent to the PMU every quarter and serve as the main progress monitoring form. Data will be extracted and placed on the RWSSP database.
Once a scheme has been completed a scheme verification will take place where the level of achievement of each indicator will be verified and level of achievement recorded. For a scheme to be signed off evidence that the EU has been recognised as a donor and images to be taken to record the final achievements. Significant change stores to be captured where possible.
A baseline has been produced using the data from all schemes. This will be a database driven baseline report and have the baseline data for each scheme. Where possible images will be stored of the baseline situation with the PMU.
NSA activity monitoring
Every NSA has in their contract provided an Activity plan with time lines. It is critical that NSAs complete on time and provide to the EC and PMU the correct documentation that includes the interim and final reports and finance acquittals. Past experience has indicated that some NSAs are excellent and others have very limited administrative and project management capacity.
Each NSA will have a member of the PMU assigned to act as a facilitator and will take responsibility for ensuring that all RWSSP services reach the NSA and provide support, mentoring and supervision where needed. The PMU officer will ensure that each NSA is maintaining financial accounts in accordance with the EC regulations and ensure the interim and final reports are submitted in the correct format. Activity level monitoring is primarily the responsibility of the NSAs and communities.
Community Driven monitoring
Project communities will be encouraged to participate in the monitoring of the scheme. To enable this NSAs will be trained in Participatory Monitoring and Evaluation techniques by the PMU.
When the PMU visits a scheme for monitoring purposes the findings will be recorded on the scheme monitoring form and shared with community representative and once agreed the WATSAN chairman or representative will sign the form along with the NSA and PMU.
A key management tool will be the RWSSP database which will hold all data on all schemes and use the scheme monitoring report as the primary information collection tools. The database will also have details on all NSAs and provide more general details on the contract status of each NSA.
Every visit by an officer from the PMU will require the completion of a Mission Report and will be stored on the hard drive.
The M&E Unit will produce a quarterly report on progress for all NSAs and the schemes. This will be database driven report.
Sharing of findings is an integral part of the strategy and involves a number of elements.
PMU Weekly meeting
A key M&E management tool is the weekly Monday morning meeting where the status of the programme will be shared with all the PMU. An outcome of the meeting to identify areas of concern and agree strategies to deal with them and specifically will ensure each NSA is on track for the main milestones such as completion of an interim report, acquittals and final report.
The meeting will also be the forum for agreeing site visits. A series of whiteboards will be updated at each weekly meeting.
A quarterly newsletter SPLASH is produced that features stories form each partner and sharing of ideas and experiences.
A final conference where presentations will be made by NSAs will be organised and form part of the overall project evaluation process.