Monitoring & evaluation

Our monitoring & evaluation aim to maximise the impact and lessons learnt and to minimise the risk of project failure.

We perform regular monitoring to follow project progress and influence project success. Project success is seen as the project achieving or exceeding its intended impact within its allocated resources.

Monitoring, including systematic reporting, are standard requirements for all our projects regardless of duration and budget.

Objective

Through our monitoring & evaluation we seek to:

• influence project success
• collect practical lessons to guide future projects
• ensure sharing of experience and best practices

Criteria

We apply the following criteria when determining the level of monitoring required for a project:

• project complexity
• size of our contribution
• project duration
• experience with implementation by the partner

Monitoring & evaluation tools

The following tools are applied in the ongoing monitoring & evaluation of our projects:

• monitoring visits at project site
• meetings with project partners and stakeholders
• narrative reporting
• financial reporting

Monitoring visits

Monitoring visits at field level are carried out by our Secretariat 1-2 times per year. The frequency depends on the project complexity, duration, financial size and our experience with implementation by the partner.

The purpose of the visits at field level is to obtain a first hand impression of project achievements in relation to the project plan and to discuss progress and obstacles with the partner.

Focus is on learning best practices, sharing experience and finding solutions in collaboration.

A report is prepared by the Secretariat following each monitoring visit. Standard format under preparation.

Meetings with partners

As a supplement to visits at field level, regular meetings are held with project partners to discuss progress in implementation and obstacles encountered.

Narrative reporting

Depending on the project duration, the partner is required to submit the following reporting:

• Semi-annual progress report(s). A 3-5 pages narrative docu­ment focusing on implementation of activities, major achievements, problems faced and solutions found.
• Project completion report. A report providing an analysis of achievement of project objectives, design, impact and sustainability. It enables identification of positive and negative lessons learned. Click here for standard format

For evaluation purposes the following reports are used on a case by case basis depending on project duration and complexity:

• Mid-term evaluation. A report analysing and describing project achievements presented against the plans outlined in the project document. It discusses initial lessons learned and the needs for possible adjust­ments of the project. The evaluation may be prepared by the partner or by parties external to the project
• Ex post evaluations. An evaluation carried out at the request of the World Diabetes Foundation. Ex post evaluations are conducted by parties external to the project

Financial reporting

The grant is gradually released to a project based on accomplishment of a set of milestones listed in the Partnership Agreement.

All projects are required to submit the following financial reporting to document the correct utilisation of the grant:

• Semi-annual cash flow reports detailing amount(s) received, expenditure to date, as well as balance in the account.
• Annual audited accounts for the past year performed by external, registered auditors
• Final audited accounts for the project performed by external, registered auditors