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Monitoring, evaluation & learning policy

1. POLICY STATEMENT

Care for Africa Foundation Inc (CfA) ensures that it has appropriate policies governing the monitoring, evaluation and learning (MEL) of CfA programs and projects. The MEL enables effective reporting of the impact, effectiveness and efficacy and continuous improvement of the organization and programs we deliver to our stakeholders, donors and funders. 

2. PURPOSE AND SCOPE

2.1. PURPOSE

The purpose of this policy is to guide CfA in its monitoring, evaluation and learning (MEL) framework and process for the organization and the programs and projects undertaken. 

CfA is seeking to apply for ACFID membership and DFAT ANCP accreditation. This accreditation required a detailed assurance that CfA has good quality monitoring and evaluation systems in place which are collecting and reporting against outcome data. CfA will ensure the systems and processes operating within the organization are working towards increased development effectiveness. 

2.2. SCOPE

This policy applies to CfA staff, officer bearers and volunteers. 

3. DEFINITIONS

“Monitoring” is the systematic collection and analysis of information as a project progress. It is aimed at improving the efficiency and effectiveness of a project or organisation. 

“Evaluation” is the comparison of actual project impacts against the agreed strategic plans. It looks at what you set out to do, at what you have accomplished, and how you accomplished it. 

“Learning” is the reflection on lessons learnt from the project delivery to guide and enable continuous improvement for future project delivery. 

“Efficiency” measures if the input into the work is appropriate in terms of the output. “Effectiveness” is the measure of the extent to which a project achieves the specific objectives it set. “Impact” measures how the project made a difference to the problem it was aiming to address. 

“Those who are vulnerable” means those who are affected by the intersecting drivers of marginalisation and exclusion, including but not restricted to race, religion, ethnicity, indigeneity, disability, age, displacement, caste, gender, gender identity, sexuality, sexual orientation, poverty, class and socio-economic status.

4. GUIDING PRINCIPLES

  1. Appoint a MEL specialist within CfA. The role will be to oversee the MEL activities for CfA programs and projects. 
  2. CfA will implement a monitoring, evaluation and learning framework (MELF) to guide the planning, implementation and review of CfA programs and projects. 
  3. CfA programs and project will have clearly defined development outcomes against which to monitor and evaluate the impact and effectiveness of programs it delivers. Baseline data will be collected and compared with post implementation data to measure the impact of CfA programs. 
  4. Evaluations and monitoring will be undertaken within programs and projects to measure progress in addressing the following; 
  5. Needs, rights and inclusion of those who are vulnerable marginalised and excluded people, promoting gender equality and equity and promoting the empowerment of people with disabilities. 
  6. Consideration of how those who are vulnerable marginalised and excluded people have participated and what strategies have been used to address their needs, rights and inclusion, analysis of whether the needs, rights and inclusion of those who are vulnerable have been met and the barriers and enablers to doing so.
  7. The inclusion of children with programs that target them.
  8. Evaluations and monitoring will be undertaken within programs and projects to measure the participation of primary stakeholders to actively become involved in processes to change their lives and circumstances.  Evaluations will review participation in identifying their strengths, aspirations, the areas for concern, available resources, defining goals, planning, implementing and managing project activities and contributing financially (including in kind).  
  9. Project MEL plans must consider expected outputs and outcomes and indicators that explicitly relate to the needs, rights and inclusion of vulnerable, marginalised and excluded groups.
  10. Project MEL plans will consider the project/program relevance, effectiveness, efficiency, impact and sustainability and performance against its original intention /objectives. 
  11. CfA will allocate up to 10% of funds to the design, monitoring and evaluation of projects or activities receiving external or grant funds. 
  12. Evaluations will be undertaken at least once every 3 years on larger projects or at the completion of shorter projects. 
  13. 10.CfA may undertake evaluation activities internally or external evaluation specialists may be used where appropriate or as requested by a funding organization. 
  14. Evaluations will be documented and reports prepared. Information about results and lessons will be provided to primary stakeholders, other stakeholders including the CfA board, senior management and project funders, donors or sponsoring organisations 
  15. Evaluation reports will detail how CfA are assessing our strategies and approaches, learning from our experience and demonstrating change and development of our approach. 
  16. CfA will undertake / provide training to ensure staff and volunteers have the required skills to undertake MEL activities required. 
  17. CfA will undertake regular review an evaluation of its internal operations and approaches to program planning, design and delivery to enable continuous improvement of its operations. 

5. REFERENCES

Shapiro. J, Monitoring and Evaluation, CIVICUS: World Alliance for Citizen Participation, South Africa 

Department of Foreign Affairs and Trade, Australian NGO Cooperation Program – Monitoring, Evaluation And Learning Framework, 2012. 

CFA-P23.V1 Monitoring, evaluation & learning policy – Effective Date: 26 August 2020 Document
Approved By: Board of Management.

Controlled Document — Printed Versions are not controlled. CFA