FW: M&E Data collection Tools
Erick EM. Moth
From: Esther Mbugua (M&E Manager Eastern Region)
Sent: Wed 1/29/2014 11:09 AM
To: Erick EM. Moth
Subject: FW: M&E Data collection Tools
Here
-----Original Message-----
From: Esther Mbugua (M&E Manager Eastern Region)
Sent: 17 December 2013 14:02
To: Zack ZL. Lejipis (leji...@yahoo.com); 'Peter Lochuch (lochuc...@yahoo.com)'; Reynold Finyange ( SRC L.Region); 'Reynold Finyange (rba...@yahoo.com)'; Frank Leshomo; frank leshoomo (frankl...@yahoo.co.in); damaris...@gmail.com; Sarah Ndegwa; 'Benedict Ngotho'; Martin Kungu (SRC Emali); tulito...@yahoo.com; Sammy Chebii ( SRC K.North); Alfrick AK. Kiptanui ( SR Coordinator C. Rift ); Peter PA. Aduda; Peter Lochuch (lochuc...@yahoo.com); Peter Lochuch (Turkana); Gabriel Ekaale; Daniel Ekal; 'dan ekal' (dank...@yahoo.com); Patrick Mwanza - Emali Water
Cc: 'mwai0...@yahoo.co.uk'; 'eka...@yahoo.com'; 'samuel...@yahoo.com'; Irene IW. Wambugu; 'ikah...@yahoo.com'; Leonard LO. Ochuodho; naomi...@yahoo.com; Erick EM. Moth; Maureen MK. Kapiyo; Emmanuel EL. Luyali; wilson...@yahoo.com; 'ogun...@yahoo.com'
Subject: RE: M&E Data collection Tools
Dear Team,
Further to my telephone discussions with some of you (Area Managers), attached please find National data flow map and routine data collection tools for your use during project implementation. Also attached please find some notes describing the genesis of the tools and instructions on how to use the same. Please note the following:
1. The beneficiary list forms have been designed to capture data in the required segregation i.e. by age and gender, enrollment status, disability status, whether a mother is expectant or breastfeeding where applicable
2. The data captured in the beneficiary list is then summarized at the LP or Area level using the summary form
3. The data from the summary forms should be used as the source document for the coverage tables
4. After numerous discussions with a number of you, I was informed that capturing data in activities such as medical camps or international day celebrations is a big challenge. I have therefore designed a sample beneficiary card in the service delivery tool that can be used as follows:
4.1 The card can be customized to suit the activity
4.2 When undertaking such activities, print as many cards as the expected participants.
4.3 As the beneficiaries come in at the entrance e.g. during medical camp, each of them is given a card
4.4 The beneficiaries should fill his/her details and service providers should indicate the services provided on the card.
4.5 When the beneficiary is done he/she drops the card at the exit.
4.6 After the event, the LP/Area team should collect all the cards and key in all the information in the system.
4.7 The card should be used for both adults and children
5. In the supplies forms, there are store management forms. These forms should be used by those who may have not designed theirs. For those who have designed their own, update yours if necessary. The beneficiary list and the summary forms should be used as provided
Before you share with the area team please go through all the tools and notes. Please note, I will be available to give clarification for any issue of concern. Once the forms are clear, kindly share with your team for use.
Grant team, you are also required to make use of the tools so that you can provide data as per the requirement.
Kind regards
Esther Mbugua
-----Original Message-----
From: Esther Mbugua (M&E Manager Eastern Region)
Sent: 13 September 2013 13:30
To: Esther Mbugua (M&E Manager Eastern Region); Antony AK. Karanja; Leonard LO. Ochuodho; Irene IW. Wambugu; samuel...@yahoo.com; 'ikah...@yahoo.com'; Elizabeth EK.Kamau; Erick EM. Moth; Maureen MK. Kapiyo; David DK. Kang'ethe; Emmanuel EL. Luyali; Nicholas NK. Kamatu; Peter Lochuch (lochuc...@yahoo.com); Agnes AW. Waithaka; Pauline PR. Rwamba; Reynold Finyange ( SRC L.Region); Reynold Finyange (rba...@yahoo.com)
Cc: 'mwai0...@yahoo.co.uk'; Godfrey GO. Ochelle; 'AUSCAR WAMBIYA'; 'lucy Antony'; 'eka...@yahoo.com'
Subject: RE: M&E Data collection Tools
Dear Team,
Hope this email finds you well. Attached please find draft routine data collection tools for your review and feedback. Kindly share your comments by Wednesday 19th Sep 2013 so that we can finalize the tools before sharing with sampled areas for pretest.
Regards
Esther Mbugua
-----Original Message-----
From: Esther Mbugua (M&E Manager Eastern Region)
Sent: Mon 8/19/2013 6:29 PM
To: Antony AK. Karanja; Leonard LO. Ochuodho; Irene IW. Wambugu; samuel...@yahoo.com; 'ikah...@yahoo.com'; Elizabeth EK.Kamau; Erick EM. Moth; Maureen MK. Kapiyo; David DK. Kang'ethe; Emmanuel EL. Luyali; Nicholas NK. Kamatu; Peter Lochuch (lochuc...@yahoo.com); Agnes AW. Waithaka; Pauline PR. Rwamba; Reynold Finyange ( SRC L.Region); Reynold Finyange (rba...@yahoo.com)
Cc: 'mwai0...@yahoo.co.uk'; Godfrey GO. Ochelle; 'AUSCAR WAMBIYA'; 'lucy Antony'; 'eka...@yahoo.com'
Subject: RE: M&E Data collection Tools
Dear Team,
Attached please find revised supplies data collection tools based on the feedback provided by some of you. Please note I have divided the stock card into two i.e. receiving and distribution forms instead of having both as one form. I have also added distribution form for groups to be used for institutions/groups that are receiving items with an aim of distributing the same to individual beneficiaries.
Mosiria and Alfred - Kindly give me feedback based on your procurement and store management experience
Lochuch, kindly share with your procurement officer (or whoever dealing with store management issues)
Your quick feedback will be highly appreciated.
Kind regards
Esther Mbugua
From: Esther Mbugua (M&E Manager Eastern Region)
Sent: 16 August 2013 16:37
To: Antony AK. Karanja; Leonard LO. Ochuodho; Irene IW. Wambugu; samuel...@yahoo.com; 'ikah...@yahoo.com'; Elizabeth EK.Kamau; Erick EM. Moth; Maureen MK. Kapiyo; David DK. Kang'ethe; Emmanuel EL. Luyali; Nicholas NK. Kamatu; Peter Lochuch (lochuc...@yahoo.com); Agnes AW. Waithaka; Pauline PR. Rwamba; Reynold Finyange ( SRC L.Region); Reynold Finyange (rba...@yahoo.com)
Cc: 'mwai0...@yahoo.co.uk'; Godfrey GO. Ochelle; 'AUSCAR WAMBIYA'; 'lucy Antony'; 'eka...@yahoo.com'
Subject: RE: M&E Task Force Updates
Dear M&E Taskforce,
Hope FY14 has started with renewed strength. It is long since we communicated. Soon I will be getting in touch with you so that we agree on the most appropriate time to meet to share the tools as well as acting on the next agenda.
In the meanwhile, following the workshop that we held on October last year and small group meetings that were held thereafter, the M&E team attempted to come up with draft tools with consideration of the information needs generated during the process. Attached please find two set of tools for your review and feedback (others will be shared later).
Please note that these tools are excel based where one file (workbook) contains a number of forms in different worksheets to be used at different levels. Included also are instructions to guide use of the tools. In your feedback, I would kindly request you to propose areas of improvement in the content as well as format (not paper size or orientation). Also give me feedback on what we may need to add if we were to automate our M&E system.
I have copied colleagues who are not taskforce members because they participated in the workshop and we need their input as well.
Kind regards
Esther Mbugua
From: Esther Mbugua (M&E Manager Eastern Region)
Sent: 13 November 2012 09:08
To: Antony AK. Karanja; Leonard LO. Ochuodho; Irene IW. Wambugu; samuel...@yahoo.com; ikah...@yahoo.com; Elizabeth EK.Kamau; Erick EM. Moth; Maureen MK. Kapiyo; David DK. Kang'ethe
Cc: mwai0...@yahoo.co.uk; Godfrey GO. Ochelle; AUSCAR WAMBIYA; lucy Antony; 'eka...@yahoo.com'
Subject: RE: M&E Task Force Updates
Dear Team,
Attached please find additional group output for your review and comments.
Regards
Esther Mbugua
From: Esther Mbugua (M&E Manager Eastern Region)
Sent: Monday, November 12, 2012 5:21 PM
To: Antony AK. Karanja; Leonard LO. Ochuodho; Irene IW. Wambugu; samuel...@yahoo.com; 'ikah...@yahoo.com'; Elizabeth EK.Kamau; Erick EM. Moth; Maureen MK. Kapiyo; David DK. Kang'ethe
Cc: 'mwai0...@yahoo.co.uk'; Godfrey GO. Ochelle; 'AUSCAR WAMBIYA'; 'lucy Antony'; 'eka...@yahoo.com'
Subject: RE: M&E Task Force Updates
Dear All,
Attached please find the outputs of the group work during the M&E Task Force Meeting. As agreed please review the same and give your comments by close of business Wednesday. The smaller team you appointed to work on the tools/forms will put into consideration your input.
Kind regards
Esther Mbugua
From: Esther Mbugua (M&E Manager Eastern Region)
Sent: Monday, November 12, 2012 5:06 PM
To: Antony AK. Karanja; Nicholas NK. Kamatu; Leonard LO. Ochuodho; Irene IW. Wambugu; Peter Lochuch (Turkana); samuel...@yahoo.com; Agnes AW. Waithaka; Reynold Finyange ( SRC L.Region); 'ikah...@yahoo.com'; Elizabeth EK.Kamau; Erick EM. Moth; Maureen MK. Kapiyo; Emmanuel EL. Luyali; David DK. Kang'ethe
Cc: Sarah Ndegwa; 'Benedict Ngotho'; Alfrick AK. Kiptanui ( SR Coordinator C. Rift ); 'mwai0...@yahoo.co.uk'; 'kanst...@yahoo.com'; 'eka...@yahoo.com'; 'wilson...@yahoo.com'; 'ogun...@yahoo.com'; 'dlek...@gmail.com'; 'gita...@yahoo.com'; 'jmnt...@yahoo.co.uk'; 'tulito...@yahoo.com'; 'naomi...@yahoo.com'; Zack ZL. Lejipis (leji...@yahoo.com); Godfrey GO. Ochelle; Peter PA. Aduda; 'Wallace Amayo' (wally...@yahoo.com); Damaris Kasyoka Wambua; Anne W. Njuguna; 'AUSCAR WAMBIYA'; 'lucy Antony'
Subject: RE: M&E Task Force Updates
Dear all,
Hope this email finds you well. The last time I communicated to all of you, we were planning for an M&E task force meeting. This is therefore to let you know that we held the meeting from 15th -19th October 2012. In this regard, I want to register my appreciation to those who participated in the exercise and to all of you I say thanks for the support you accorded us. During that week we managed to:
a. Develop data flow maps that are fundamental as they help visualize how data flows from the lowest level to the highest level. Once the data capturing forms/tools are complete they will be included in these maps.
b. Identify data/information requirements which will inform design/improvement of our data collection tools
c. Develop guidance notes/instructions for the data collection tools
d. Draft M&E Task Force TOR
At the end of the meeting, a smaller team (5members) was mandated to complete the formatting/design of the data collection tools/forms so as ensure that the tools capture all the information/data required at all levels. This team will be meeting on 15th and 16th November 2012 to finalize this task. Once the tools are completed, there will be a dissemination workshop aimed at ensuring that there is common understanding across board as well as soliciting more suggestions for improvement. The proposed date for the same is the last week of January 2013. This will be followed by grass root training and a pilot of the same so as to assess how well the tools will help address data collection gaps.
It is anticipated that, once the tools are completed and used, they will form part of source documents for CVs, beneficiary count and coverage tables which are the current Management Information Systems for the National office.
Once again thanks to all for your noble contribution and support.
Regards
Esther Mbugua
From: Esther Mbugua (M&E Manager Eastern Region)
Sent: Thursday, July 12, 2012 1:59 PM
To: Antony AK. Karanja; Nicholas NK. Kamatu; Leonard LO. Ochuodho; Irene IW. Wambugu; Joseph Nkamasiai ( Area Manager Kilimanjaro); Peter Lochuch (Turkana); samuel...@yahoo.com; Agnes AW. Waithaka; Reynold Finyange ( SRC L.Region); 'ikah...@yahoo.com'; Elizabeth EK.Kamau; Erick EM. Moth; Maureen MK. Kapiyo; Emmanuel EL. Luyali; David DK. Kang'ethe
Cc: Sarah Ndegwa; 'Benedict Ngotho'; Alfrick AK. Kiptanui ( SR Coordinator C. Rift ); 'mwai0...@yahoo.co.uk'; 'kanst...@yahoo.com'; 'eka...@yahoo.com'; 'wilson...@yahoo.com'; 'ogun...@yahoo.com'; 'dlek...@gmail.com'; 'gita...@yahoo.com'; 'jmnt...@yahoo.co.uk'; 'tulito...@yahoo.com'; 'liliaow...@yahoo.com'; 'naomi...@yahoo.com'; Zack ZL. Lejipis (leji...@yahoo.com); Godfrey GO. Ochelle; Peter PA. Aduda; 'Wallace Amayo' (wally...@yahoo.com); Damaris Kasyoka Wambua; Anne W. Njuguna
Subject: RE: FY13 M&E (pay attention to the highlighted areas for action)
Dear M&E Task Force Members,
Hope you have started the new FY with renewed strength. Firstly, I wish to register lots of appreciation for the way you supported/spearheaded the CVS process which was our first assignment since we were elected to this task force. Most importantly the process was not only involving but also a lesson learning process. For those who had an opportunity to participate up to the final stages of the process i.e. control mission, you can bear me witness that it was worthwhile going through the process as we managed to establish a number of gaps in our data gathering processes as well as reporting. It is on this background we ought to build on in our endeavour to improve our monitoring processes in particular data collection, analysis, reporting and use of data for decision making. Specifically, one of the findings/feedback during the CVS Control Mission and what I am referring to as a lesson for M&E is that ''Source documents for program participation and benefits are not well organised and not user friendly. Recommendation: Make use of existing database (LINCs) to produce lists for distribution/program participation (case number or alphabetical order) to facilitate validation and crosschecking." This was not the only feedback but I have picked on this particular one because the main challenge has been Data gathering, Analysis, Reporting and Use of Data to make decisions.
Secondly, I want to remind you that our first assignment as per the agreement during M&E training in Nakuru was to identify the National data Points and come up with harmonized tools to capture the same. Towards this end we held a National AOPB harmonization workshop where we harmonized all our outputs. Thanks to all who participated and utilized the harmonized outputs in their AOPB. We further worked on the CT which is our starting point. I have not received all CTS from the areas but once I receive the same I will give you feedback (those still holding the same, kindly submit by 15th July 2012).
Though we have done this much, there is a lot that need to be done. The question would be, what is the best wayward? My suggestions are as follows:
i. As a team we need to come up with harmonized tools that would help us gather data on:
a) Progress towards attainment of project Objectives:
· Objectives/Outcomes
· Outputs and
· Activities
b) 10 Global data points
· Number of enrolled children
· Total population of program area
· Target beneficiaries
· Actual beneficiaries
· Revenue from all sources
· Planned expenditure/ budget
· Actual expenditure
· Child presence
· Child status; and
· Child participation
c) CVS data on our Enrolled children
· Presence
· Program participation/benefits
· Status (Health and Education)
ii. We also need to come up with a database management system that would help us capture, store, analyze and report on the above data. If you look at the above list you will notice that all the data are interrelated and if we have a one stop database we can minimize ad hoc data collection.
What are the immediate steps? I propose the following start up activities:
iii. Share with me any tool in your custody that can help us capture any of the above data (There are areas that have designed tools to capture data at activity level e.g. ECDP please share) - by end of July 2012
iv. One week planning workshop to harmonize the tools - M&E task force to participate - The date to be communicated later
In this email I have copied other M&E point persons and Area Managers who are not M&E task force members so that they can give contributions (on data collection and other ideas) for further discussions with the M&E task force.
I have just introduced a subject and any idea, comment or any kind of input will be highly appreciated.
Kind regards
Esther Mbugua
NB; The International Office is working on data management processes including data gathering tools, however we have to continue moving until the rollout of the same