MONITORING AND EVALUATION SYSTEM AND PROJECT SUCCESS A CASE STUDY OF UNFPA RWANDA Lucie MASUDI MBA/0320/12 A Research Project Submitted in Partial Fulfillment for the Award of a Degree in Master of Business Administration (Project Management Option) of Mount Kenya University APRIL, 2015 DECLARATION This research study is my original work and has been presented to any other institution. No part of this research should be reproduced without the author’s consent or that of Mt Kenya University. Student name: MASUDI YOHARI LUCIE Sign……………………………………Date……………………. Declaration by the supervisor(s) This research has been submitted with my approval as the Mt.
Kenya University Supervisor. Name: Dr Alfred OTARA Sign……………………………….Date…………………… i DEDICATION To my Lord Jesus Christ, my husband, children, parents, brothers, sisters and friends for their moral and financial support during the tiring moment of the study. ii ACKNOWLEDGEMENTS First of all, I give glory to the almighty God who redeems my life from pit and crown me with steadfast, grace/mercy and make all things possible. I am deeply indebted to my supervisor, Dr Alfred OTARA for his intellectual guidance and research skills that enable me to finish my research work.
Special thanks go to Mount Kenya University, Kigali Campus and all their lectures for equipping me with the knowledge that enable me to succeed this thesis. My sincere gratitude and appreciation go to UNFPA Rwanda which allowed me working with their staff during research. Finally I owe my deepest sense of gratitude to my fellow classmates for their assistance and encouragement during the two years of studies. My heartfelt thanks go to my mother, all my sisters and brothers, more especially my husband for his encouragement and assistance and my children for their patience during this endeavor.
iii ABSTRACT The purpose of this research was to assess how the monitoring and evaluation lead to project success. The studylooked also at how M&E system was being implemented and the research findings showed more light on how M&E relationship with project goals achievement, especially at UNFPA Rwanda. The study used a descriptive survey design where quantitative and qualitative approaches to data collection were used based on a target sample population from UNFPA Rwanda. The findings of this study were important to UNFPA Rwanda which integrated M&E system to lead to project success.
The total number of population was 15 and the sample size was 15 where we had 10 respondents from staff of UNFPA and 5 for project staff. The method used to find the sample size was census method. The study was carried out from July 2013 to October 2014. The content validity was assured through expert judgment, this where the copies of questionnaire were given to staff and project staff of UNFPA to determine the validity of these questionnaires.
The researcher critically assessed the consistency of the responses on the questionnaire in order to make a judgment on their reliability. We have three variables in the conceptual framework, the dependent, independent and moderating variables. Primary and secondary data were used, primary data was collected with the use of questionnaire that was closed ended and open ended questions from the field and secondary data was collected from journals, books and others researchers’ work on related topics. The data collected was analyzed using excel software and the researcher drawn conclusion basing on the facts from the data collected.
Recommendations from the findings on the M&E system and project success that the researcher need improvement was highlighted and finally suggestions were made for future researchers to carry on and improvement on this work. iv TABLES OF CONTENTS DECLARATION. iv TABLES OF CONTENTS. v LIST OF TABLES.
ix LIST OF FIGURES. x ACRONYMNS AND ABBREVIATIONS. xi OPERATIONAL DEFINITION OF KEY TERMS .xii CHAPTER ONE: INTRODUCTION. Background of the Study.
Statement of the Problem. Objectives of the Study. Significance of the Study. Limitation of the Study.
Scope of the Study. Organization of the study. 8 CHAPTER TWO: LITERATURE REVIEW. Theoretical Literature Review.
Tools and procedures used by UNFPA. Process of M&E System and Project Success. Definition of Monitoring and Evaluation. Principles and Guideline for monitoring.
Guidelines for Project Evaluation. Monitoring and Evaluation Plan. Monitoring and Evaluation in Development Programs. M&E Systems for Complex Organizations.
Relation between M&E and project success. Critical Review and Research Gap. 28 CHAPTER THREE: RESEARCH DESIGN AND METHODOLOGY. Design of the study .3 Sample Size and Sampling Procedures.
Data Collection Procedures/ Instruments. 34 CHAPTER FOUR: DATA ANALYSIS, PRESENTATION AND INTERPRETATION35 4. Presentation of Findings. Suggestions of project staff and UNFPA staff to improve the M&E system of UNFPA Rwanda.
Summary of Data Analysis. 44 CHAPTER FIVE: SUMMARY OF FINDINGS, CONCLUSION AND RECOMMENDATIONS. Summary of the findings. Analyze M&E tools and procedures used by UNFPA.
Assess how the process of M&E system affects the Project Success at UNFPA Rwanda. Establish the relationship between Monitoring and Evaluation system and project success at UNFPA Rwanda. Suggestions for further study. 56 viii LIST OF TABLES Table 3.3: Experience of UNFPA staff.
Distribution of the respondents by their education level .5: Experience of project staff .6: Financial and Narrative report .7: M&E Procedures and implementing of Partners .8: Resources available to complete the project on time.9: M&E System information relevant to objectives .10: M&E System leads to project success .11:Relationship between M&E system and Project success. 42 ix LIST OF FIGURES Figure 2. 27 x ACRONYMNS AND ABBREVIATIONS UNDAP: United Nations Development Assistant Plan UNDP: United Nations Development Program UNFPA: United Nations Population Fund RBM: Result Based Management M&E: Monitoring and evaluation EDPRS: Economic Development and Poverty Reduction Strategy ICPD: International Conference for Population and Development GoR: The Government of Rwanda MDGs: Millennium Development Goals NGOs: Non-Governmental Organization UN: United Nations USAID: United Sates Agency for International Development DFID: Department for International Development/UK MKU: Mount Kenya University FAO: Food and Agriculture Organization DANIDA: Danish International Development Agency SIDA: Swedish International Development Authority NORAD: Norwegian Agency for International Development PM&E: Participatory Monitoring and Evaluation xi OPERATIONAL DEFINITION OF KEY TERMS Project: A project is a unique endeavour to produce a set of deliverables within clearly specified time, cost and quality constraints. Monitoring: is a continuing function that uses the systematic collection of data on specified indicators to inform management and main stakeholders of an on-going operation of the extent of progress and achievement of results in the use of allocated funds and activities.
Evaluation: is the systematic and objective assessment of an on-going or completed operation, programme or policy, its design, implementation and results. The aim is to determine the relevance and fulfilment of objectives, as well as efficiency, effectiveness, impact and sustainability. M&E System: This is a set of planning, information gathering, reporting processes along with the necessary supporting conditions and capacities required for the output of M&E to make valuable contribution to decision making. Project Success: This is when the project reaches its set of objectives and contributes to the improvement of life of targeted population within limited budget efficiently and effectively.
xii CHAPTER ONE: INTRODUCTION 1. Introduction In chapter one the researcher discussed the study based on the following sub-headings, background of the study, statement of the problem, research objectives, research questions, significance of the study, scope of the study and its limitation, and operational definitions of terms. Background of the Study Since the mid-2000s, monitoring and evaluation has taken on a far greater role in international development. The aid effectiveness agenda has brought about a major change in development agencies’ motivation to focus on results and impact, and to provide evidence of their effectiveness.
In order to respond to this move, monitoring and evaluation has been given much more prominence in many organizations. This in turn has led to a greater understanding of the challenges faced when attempting to collect and access the right data that improves the work outputs, at the same time as demonstrating accountability to both donors and beneficiaries. (Catherine, 2006) Monitoring and evaluation system of developments projects provides managers, policy makers, donors with better means for learning from past experience, improving actual implementation and re-allocates resources if needed to better achieve the target population. Though monitoring and evaluation tends to be used as the same thing, monitoring and evaluation are two distinct sets of activities related but not identical.
Monitoring can be defined as a continuing function that aims primarily to provide the management and main stakeholders of ongoing intervention with early indications of progress, or lack thereof, in the achievement of results. (Simister, 2009) 1 Evaluation is a selective exercise that attempts to systematically and objectively assess the progress towards and the achievement of an outcome. All evaluations even project evaluations that assess relevance, performance and other criteria, need to be linked to outcomes as opposed to only implementation or immediate outputs. Did the project reach the target population or beneficiaries, the monitoring and evaluation system in place to follow up the progress of the implementation of activities contribute to the project success or failure.
Mainly at the end of a project the beneficiaries were not touched, monitoring and evaluation function has been in place and data collected but practically there were not contributing to the success of the project and though the beneficiaries were not touched, it is on this background that the researcher wants if an effective monitoring and evaluation system in development project can contribute to the project success. (Simister, 2009) After the 1994 Genocide in which an estimated 800,000 people were killed, Rwanda has received considerable international attention. Since then the country has undergone a remarkable recovery and it is now considered as a model for Africa and other developing countries. In 2009 a CNN report labeled Rwanda as Africa's biggest success story, having achieved stability, economic growth (average income has tripled in the past ten years) and international integration.
The Government of Rwanda has put the attainment of the Millennium Development Goals (MDGs) at the center of its policy framework. In order to move to more sustainable economic growth, the Government aspires to become a middle-income country by 2020 as detailed in its Vision 2020 document. The Vision 2020 is based on six pillars; (i) ensuring good governance; (ii) creating a knowledge-based economy through human resource development; (iii) enhancing a private sector-led economy; (iv) infrastructural improvements; (v) modernization of the agricultural sector; and (vi) achievement of regional and international economic integration. As part of the Vision 2020 implementation efforts, the Government 2 formulated the Economic Development and Poverty Reduction Strategy (EDPRS 2008- 2012), which is a five-year strategy with clear and comprehensive priorities (UNFPA, 2010).
Since the 1990s, the development paradigm has been reoriented to be more operational and people-oriented. In this respect, several international conferences have been held, particularly the International Conference for Population and Development (ICPD, 1994), the Millennium Summit (2000), and Paris Declaration for Aid Effectiveness (2005). A new aid environment has been defined on the basis on five principals: national ownership, alignment, harmonization, managing for results and mutual accountability. (IFAD, 2001)The Government of Rwanda (GoR) formulated its Economic and Development Poverty Reduction Strategy.
The UN Country Team formulated an UNDAF, as a response to the country priorities, focusing on five (5) sectors: Governance, Health, Education, Environment and Social Protection. UNFPA has been fully involved in the process and is implementing its cooperation program 2008-2012. In order to ensure effective implementation of the program, it’s of paramount importance to set up monitoring and evaluation and resource mobilization mechanisms. A monitoring and evaluation system is used for assessing program implementation and progress towards results.
As the evaluation of the previous program pointed out weaknesses in the M&E system, it has been identified as a key priority for the current program. Statement of the Problem There is a growing realization of the need of Monitoring and Evaluation Systems (M&Es) across the globe.