Project monitoring system

ABSTARCT :

This study explored the need for monitoring and evaluation system in an environment of a university in a third world country. Two methods were employed for data collection, which are qualitative and quantitative methodology combined with participatory action research methodology. Also prototype approach was used as method for system development. Group discussions were conducted during a workshop to establish the user requirements. The use of focus group during a workshop helped the authors to understand problematic areas with regard to project monitoring and evaluation at Sokoine University of Agriculture. After identifying challenges related to monitoring and evaluation, then a need for an interactive web-based information system was felt. The authors endeavored to develop a web– based monitoring and evaluation system to supplement conventional projects monitoring and evaluation system. This web-based system has been tested and approved as reference system for other institutions or organization involved in monitoring and evaluation of programmes involving several projects or schemes.

EXISTING SYSTEM :

? This process is particularly focused on capabilities needs of the stakeholders, and the target users, and why these needs exist. ? Based on these findings a need to have a more cost effective and efficient web-based M&E information system to replace the existing manual system at SUA was felt. ? This stakeholder group will provide requirements needed to ensure the system is maintainable and fits in well with the existing infrastructure at the University and stakeholders’ environment (e.g. funders, policy makers, general public). ? After revisiting this specific objective one can find out that the authors have managed to do an analysis of the existing manual that guides monitoring and evaluation of EPINAV.

DISADVANTAGE :

? The use of focus group during a workshop helped the authors to understand problematic areas with regard to project monitoring and evaluation at Sokoine University of Agriculture. ? The adoption of this system will help to engage projects under the programme as well as stakeholders in understanding project progress, learning from achievements and problems, and agreeing on what are feasible options to improve the efficacy of both strategies and operations. ? The aim of evaluation is to determine the relevance of interventions in a broader perspective to reflect on efficiency, effectiveness, impact and sustainability of such interventions.

PROPOSED SYSTEM :

• The proposed web-based M&E system should reduce the manpower needed to do M&E thereby allowing the University to realize significant cost-savings. • The realization of this objective allowed the design of the proposed system. • The purpose of this section is to synthesize information, analyze and define high-level needs and features of the web based monitoring and evaluation system. • The project team will have input from a representative of the administration for purposes of gathering requirements. • The record to enter ranges from goal, purposes, output, activities and theme.

ADVANTAGE :

? This study focuses on the use of a Web-based Monitoring and Evaluation (M&E) system to keep track of implementation progress, give an alert on success or failure to individual projects with own sub-goals that contributes to overall performance of the EPINAV programme. ? The system will remedy shortcomings in previous monitoring and evaluation, especially the delayed reporting and extra expenses resulting from manual operations to establish performance indicators and gauge success. ? This information system provides scientific monitoring and evaluation of each project in terms of the outcomes and its impacts based on performance indicators developed during the conception phase of each project.