1 CASE STUDIES IN PROJECT MANAGEMENT Lecture 5 Monitoring Review Evaluation.
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1 CASE STUDIES IN PROJECT MANAGEMENT Lecture 5 Monitoring Review Evaluation
Transcript of 1 CASE STUDIES IN PROJECT MANAGEMENT Lecture 5 Monitoring Review Evaluation.
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CASE STUDIES IN PROJECT MANAGEMENT
Lecture 5
Monitoring
Review
Evaluation
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Project control
• Monitoring• Review• Evaluation
Differences in timingMonitoring - continuously
Review - occasionally
Evaluation – at the end
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Measuring performance
• Why?– For the managing Authority, … (external) – For you (internal)
• How?– Relevance– Efficiency– Effectiveness – Impact – Sustainability
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Financial Monitoring
• How the system has to work?• Which level of detail is needed?• How often these information will be requested?
Minimum information to be checked for each expenditure:Budget line
Work package/Group of activity
Description of the specific cost declared
Amount of the payment
Cash date of the payment
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Financial monitoring sheet
Payment
Budget line Comp Specification of costs/activities
Invoice n. Payroll
Date of cash Total amount
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Financial reporting
• Twice a year
• 3 table attached to the progress report:– financial implementation of the activities – financial implementation of each partner– external expertise
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Financial implementation of activities Specification of costs
Comp. 1 Comp.2 Comp. 3 Comp. 4 Comp. 5 Total
Staff X
Administration costs
y
Travel and Accomodation
z
External Expertise w
Meeting/Events …
Investments …
Promotion Costs …
Total for component
xxxx
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Financial implementation of each partner Specification of costs
Partner 1
Partner 2
Partner 3
Partner 4
Partner 5
Total
Staff X
Administration costs
y
Travel and Accomodation
z
External Expertise w
Meeting/Events …
Investments …
Promotion Costs …
Total for component
xxxx
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External expertise
Expertise contracted
Related Component
Participant responsible for contracting
Amount in EUR
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Financial evaluation of the progress report• Respect of budget breakdown/amount • Over/under spending• Activities done - costs declared• Justification of costs• Filling of all the foreseen sheets• Deviations• Errors• Coherence among sheets• Increasing of expenditure • Reasons of underspending• Capacity to absorb not declared amounts
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Monitoring and EvaluationMonitoring and Evaluation
Based on the logical framework Strengthens accountability and
transparency Provides information for effective
management Helps determine what works well
and what requires improvement Builds knowledge
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Purpose of Monitoring and Purpose of Monitoring and EvaluationEvaluation
It is the continuous process of collecting, processing and assessing information about the: Project implementation Project progress Project impact and effects Project environment
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Monitoring (i) Monitoring (i)
Continuous function that aims to provide early indications of progress or lack thereof in the achievement of results
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Monitoring (ii)Monitoring (ii) Assumes the validity of the existing plan Takes place at project level Is the responsibility of the project
management Is based on the indicators defined in the
logical framework
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Monitoring ResponsibilityMonitoring Responsibility Project Management
Activities Output indicators Early outcome indicators
Project Target Group Outcome indicators Impact indicators
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EvaluationEvaluation Time-bound exercise to assess the relevance,
performance and success of on-going or completed projects
Questions the validity of existing planning Is related to the impact of a project Opens the mind for strategic adjustments
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Evaluation Quality CriteriaEvaluation Quality Criteria Relevance (overall) Efficiency (activities, outputs) Effectiveness (outputs, outcome) Impact (outcome, impact) Sustainability (outcome, impact)
