Monitoring and Evaluation (M&E)

The rationale of Monitoring and Evaluation (M&E) department of PEEF is to trail implementation, outputs and outcomes systematically and measure the effectiveness of the programme. It helps to determine exactly when programme is on the track and when changes may be needed. M&E always tries to demonstrate that programme efforts have had a measurable impact on expected outcomes and have been implemented effectively. It is essential in helping managers, planners, implementers, policy makers and donors acquire the information and understanding they need to make informed decisions about programme's operations. M&E department executes both Desk and field monitoring.

During desk monitoring M&E section verifies 100 percent data at both pre-award and post-award stages against critical indicators. At pre-award stage, M&E verifies board data against Import data to authenticate if all data send by board is imported. Then import data is checked against shortlisted data in order to ensure transparency in selection of students. At post-award stage import data is matched with received forms and finally received forms data is matched with final merit list before soft and hard verification (post award). Field monitoring is conducted in all programme areas of PEEF to oversee projects activities.

1. Desk Monitoring Approach:

The M&E has adopted two pronged strategy during the desk monitoring of the shortlisted students / prospective scholars; the process monitoring and data verification of the prospective scholars.

i. Process Monitoring:

The M&E validates that the process steps defined by scholarship section, from data acquisition from BISEs to short-listing, dispatch and merit finalization have been followed as defined. Any deviation in the process is reported for course correction.

ii. Data Verification:

The M&E conducts 100% verification of scholarship data, which is:

  • Raw data
  • Data imported to PEEF scholarship data base
  • Shortlisted students
  • Dispatch of scholarship application form
  • Data entry
  • Merit finalization
  • 2. Field Monitoring

    During process monitoring, field monitoring plays imperative role in monitoring of the programme's implementation at field level. Field monitoring is periodic tracking of field activity's progress by systematically gathering and analyzing data and information. Monitoring of a program or intervention involves the collection of routine data that measures progress toward achieving program objectives. It is used to track changes in program outputs and performance over time. It provides regular feedback and early indications of progress. Its purpose is to permit the management and stakeholders to make informed decisions regarding the effectiveness of programs and the efficient use of resources.

    a) Objectives

    Mainly the objective of field monitoring is to watch and monitor the progress towards the program goals and provide assistance if needed during the visit. To achieve this end, following set of activities is undertaken:

    a) To monitor the status of PEEF scholarship in critical areas:

  • Receipt of stipend amount
  • Timeliness in disbursement
  • Performance assessment
  • Feedback for process refinements
  • Knowledge about the scholarship
  • b) To assess the role of Focal person in:

  • Scholarship Disbursement
  • Sending acknowledgement sheet to PEEF
  • Performance assessment process
  • Feedback for process refinements
  • c) Identify bottlenecks in implementation process

    d) Suggest improvements in implementation processes

    e) Seek feedback of stakeholders on issues pertaining to implementation of processes

    b) Tools of Field Monitoring

    Following methods are employed during the field monitoring visit:

  • Interviews
  • Data Collection on prescribed questionnaire
  • Direct Observations
  • c) Field Monitoring Process

    M&E section follows a systematic field monitoring process of representative data collecting, analysis and reporting. Following are the details:

    i. Sampling

    According to the process 10% of the total partner institutions will be monitored every year and institutions once visited will be excluded from the next sampling stratum. However issue based monitoring may be conducted to any institutions when required. These field visits may be re-plan subject to the country's security situation. In order to select the target institutions stratified sampling method was adopted. A representative sample of 4 institutions from 11 project districts, Govt. and Private, higher secondary schools and colleges were selected.

  • Visit to 10% of the partner institutions
  • Equal number of institutions from each district
  • Selection of Institutions by categories:
    - Government - 90 %
    - Private. 10 %
  • Interview 50% scholars in each institution visited
  • Meeting with HOI/Focal person of each institution visited
  • Representative of District Focal Committee (Chief Executive Officer (DEA) /District Education Officer (SE) & Deputy Director Colleges)
  • ii. Analysis

    After collecting data from the field, information was entered in Data Base using SPSS software. Descriptive analysis was used to describe the basic features of the data.

    iii. Report

    After analysis field report was generated both in qualitative and quantitative form.