Implementation is the stage where all plans activities are put into action. Before the implementation of a project , the implementers (spearheaded by the project committee or executive) should identify their strength and weaknesses (internal forces) opportunities and threats (external forces).
The strength and opportunities are positive forces that should be exploited to efficiently implement a project. The weaknesses and threats are the hindrance that can be hamper project implementation. The implementer should ensure that they devise means of overcoming them.
Trust for community development (TCD) monitoring and evaluation system which support the project implementation. It their role helps to :-
- Finish the project on time
- Do the right things in the right order
- Identify who will be responsible what activity and program
- To determine when project implementation start
The implementer and planners have to agree on monitoring indicators. Monitoring indicators are quantitative and qualitative signs (criteria) for measuring or assessing the achievement of project activities and objectives. The indicators will show the extent to which the objectives of every activity have been achieved. Monitoring indicators should be explicit, pertinent and objectively verifiable.
Monitoring indicators are four types namely.
Describe what goes on in the project (e.g. number of bricks brought on site and amount of money spent):
Describe the project (e.g. number of classrooms built)
Describe the project of the activity(e.g. member of public attending the school) and:
Measure change in conditions of the community (e.g. reduced illiteracy in the community.
During the monitoring and evaluation (TCD) authority determines the gaps and evaluation errors;
During the project monitoring, if there is a gap of implementation in the system, (TCD) can re-plan its activities on the time and get the appropriates result.
Through our monitoring and evaluation we seek to:
- Influence project success
- Collect practical lessons to guide futures project
- Ensure sharing of experience and best practices
We apply the following criteria when determining the level of monitoring required for a project.
- Project complexity
- Size of our contribution
- Project duration
- Experience with implementation by the partner
Monitoring & evaluation tools
The following tools are applied in the ongoing monitoring & evaluation of our projects:
- Monitoring visits to project site
- Meeting with project partners stakeholders
- Narrative reporting
- Financial reporting
- Monitoring visits at field level are carried out by our monitoring and evaluation department 2~4
Time per week. The frequency depends on the project complexity, duration, financial size and our experience with implementation by the partner.
- The proposed of the visits at field level is to obtain a firsthand impression of project achievement in relation to the project plan and to discuss progress and obstacles with the partner.
- Focus is on learning best practices, sharing experience and find solutions in collaboration.
- A report is prepared by the monitoring & evaluation department following each monitoring visit standard format under preparation.
Meeting with partners
As a supplement to visits at fields, level regular meeting is held with project partners to discuss progress in implementation and obstacles encountered.
Depending on the project duration the partner is required to submit the following reports:
Semi progress report(S). A 3~5 pages narrative documents focusing on implementation of activities, major achievement problems faced and the solution found and negative lessons learned from evaluation propose the following reports are sued on a case by case basis depending on project duration and complexity or mid-term evaluation. A report analyzing and describing project achievement presented against the plans outcome in the project document. It’s discussed initial lesson learned and the needs for possible adjustment of the project. The evaluation may be prepared by the partners or by parties external to the project evaluation. An evaluation carried out at the request of the trust for community development (TCD). Ex-post evaluation is conducted by parties external to the project.
The grant is gradually released to a project based on accomplishment of a set of milestone listed in the donor or project partner agreement.
all project are required to submit the following financial reporting to document the correct utilization of the grant:
Semi-annual cash flow reports detailing amount (S) received expenditure to date, as well as balance in the amount.
Final audited accounts for the project performed by external registered auditors.
Outputs and outcomes
Trust for community development TCD get the project output, after all, processes, we have strong participation for project output.
SYSTEMS / POLICIES PLACE
- Financial and accounting policy
- Human’s resource policy
- Documentation retention policy
- Recruitment policy
- Training and planning
- Financial monitoring
- Procurement policy
- Monitoring & evaluation