Monitoring Evaluation and reporting system

  1. General policy statements. Monitoring and evaluation are essential management functions that are
    interactive and mutually supportive. Monitoring and evaluation must be continuously strengthened to
    enable ASHIKA to respond to demands for: (a) greater accountability in the use of resources; (b) a clearer
    basis for decision-making; and (c) more practical lessons from experience to guide future development
    interventions. Monitoring and evaluation must be results-oriented and provide assessments of the
    relevance, performance and success of ASHIKA development interventions.

    2. Monitoring coverage. Monitoring and systematic reporting must be undertaken for all programmes
    and projects regardless of duration and budget.

    3. Evaluation coverage. Evaluation of programmes and projects will be undertaken selectively based
    on the following set of criteria:
    For mandatory evaluation
    • Scale of resources – large-scale programmes and projects, i.e., those with budgets of
    $1 million or more
    • Duration of technical cooperation – technical cooperation (channeled through various
    programmes and projects) that has been provided to a particular institution for ten years or
    more
    For non-mandatory evaluation
    • Nature of development intervention – innovative programmes and projects

    4. Compliance with mandatory evaluations. Compliance with mandatory evaluations will be enforced
    and used as an indicator for assessing management performance. However, flexibility may be exercised
    as a management prerogative following guidance provided in Results-oriented Monitoring and
    Evaluation: A Handbook for Programme Managers (see para. 8). The Evaluation Office will monitor and
    report on the compliance rate for mandatory evaluations to the Administrator who then reports it, as part
    of the annual report, to the Executive Board.

    5. Tracking system for evaluation. Management information systems must be able to track: (a)
    programmes and projects to be covered by evaluations, and (b) the implementation status of
    recommendations emanating from evaluations.

    6. Institutional memory on lessons learned. In support of organizational learning, ASHIKA will continue
    to maintain and ensure access of staff to its central evaluation database (CEDAB) as the institutional
    memory on lessons learned from programmes and projects that have been evaluated. Evaluators must
    submit, along with their evaluation reports, a project evaluation information sheet (PEIS) containing
    information to be entered into the database. In the event that no one from the evaluation team prepares
    the PEIS, the country offices or headquarters units that managed the evaluation must hire a person to do
    the task and the costs for this must be charged against their own budgets.

    7. Funds in association with ASHIKA. In line with the objective of harmonizing monitoring and
    evaluation policies within the United Nations system, funds in association with ASHIKA must follow ASHIKA
    policies and guiding principles on monitoring and evaluation. They should work in collaboration with the
    Evaluation Office in determining the extent of the flexibility that they would exercise to adapt the policies
    and guiding principles to their specific contexts and requirements.

    8. Implementation of monitoring and evaluation policies. Guidance on the implementation of these
    monitoring and evaluation policies will be provided in Results-oriented Monitoring and Evaluation: A
    Handbook for Programme Managers. Operational procedures will be provided in the new ASHIKA
    Programming Manual.

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