NGO support toolkit (English)  >  Monitoring and evaluation 

Collecting and reporting data

Management of data is not a separate stand-alone process; it is closely linked and guided by the M&E system described in the rest of this section. The data requirements defined through use of the logical framework and indicators, and the activities to ensure the data is available should all form part of the data management processes.

Collecting data

When identifying sources of data or means of verification for indicators, NSPs and partner NGOs/CBOs should identify where sources are secondary sources, and those where systems or tools need to be put in place, as the data sources are primary. It is important for the NSP to provide CBOs formats and guidance for collecting and reporting process data, linked to the activities and programmes they’re implementing. This might require development of data collection or recording tools, where they do not exist for information that has been identified as crucial for monitoring and evaluation. Some of this data will obviously be difficult to track through simple data collection and recording systems, requiring more specialised studies. But most process monitoring data can be tracked through regular data collection and recording systems, e.g. numbers of people trained, IEC materials distributed etc.

Data collected as part of the M&E system should be easily accessible. A good filing system (whether paper or electronic) can help avoid loss of data through disorganisation. Analysing and summarising incoming data on an ongoing basis can help to avoid daunting volumes of information. Staff may require training in the analysis of qualitative and quantitative data.

Reporting

Reporting is an integral part of monitoring and evaluation. Reporting is the systematic and timely provision of essential information at periodic intervals. Reporting is at all levels; CBO/NGOs have to submit regular reports to NSPs, and NSPs to their donors. For those NGOs, CBOs and NSPs who are supported by multiple donors, the process of reporting becomes more complex with the need to report to multiple organisations, who each have different regulations and requirements. Efficient and effective reporting requires that a good M&E system is in place to collect, collate, analyse and document the required information and lessons learned. Programme reports should be linked to the M&E systems, information provided should be based on identified and agreed on indicators from the M&E system

Under the terms of a contract, or Memorandum of Understanding (MOU), between partner NGOs/CBOs and NSPs, NGOs and CBOs are often required to submit a financial and narrative activity report at specified intervals, and disbursement of money may be linked to the receipt and approval of reports. NSPs need to provide their partner organisations with clear guidelines on reporting requirements and work with partners to develop reporting systems so that they are not excessively burdened in this respect. In general, brief and regular reports are easier for CBOs to manage than less frequent larger reports. Providing feedback to partner NGOs or CBOs on submitted reports is often a good opportunity for NSPs to provide technical support on monitoring and evaluation, and documentation.

Issues to consider

• Reports from partner organisations should include both quantitative and qualitative information. The content and structure of reports should be agreed between the NSP and the partner NGO/CBO, and with donors.
• Progress reports can include: Summary of achievements, based on planned activities and indicators; Summary of constraints, with explanations of why; Steps taken to correct the situation (if any); Recommendation measures to improve results.
• NSPs can use the reporting process and the information gained to make decisions about programmatic direction and required technical input.
• Financial and programmatic reporting require skills, and NGOs and CBOs often need technical support in this area.
• Partner NGOs and CBOs should be encouraged to use the process of reporting for reflection on their activities and to identify lessons learned. This will help them to improve programmes and input into the collective knowledge about HIV/AIDS.
• There is often tension from the opposing pressures of needing to submit high quality reports against using the time to implement the project. This is experienced by both NGOs/CBOs and NSP staff It is important for NSPs to highlight and emphasise to their own staff, and that of partner NGOs and CBOs, the importance of reporting in fundraising and donor relations.
• NSPs can use reports to donors as an advocacy tool to persuade them to support issues that are of importance to NSPs and their partner organisations.
• Reporting can be useful for reflecting weaknesses and failures as well as highlighting successes. This is important for learning and is most likely to be possible if there is a relationship of trust and openness between NSPs and their partner organisations.
• Increasingly NGOs are funded by multiple donors and an NSP may only partially fund an NGO’s or CBO’s activities. NSPs will need to consider to what extent they can expect partner organisations to report on activities that might not be directly funded by them but to which they contribute.
• Often NSPs have more than one donor who requires reporting from the NSP’s partners as part of their monitoring and evaluation process. Different donors may have different timelines and reporting requirements.
• NSPs and their partners should be synchronised as far as possible to ensure that the burden of information collection, analysis and the preparation of reports is kept to a minimum.

• Send to a friend
• Printer-friendly