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MONITORING AND EVALUATION SYSTEMS AT THE DISTRICT

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					MONITORING AND EVALUATION
  SYSTEMS AT THE DISTRICT
 DEVELOPMENT COMMITTEES




Ministry of Local Development/National Planning Commission/
  United Nations Development Programme/United Nations
                   Capital Development Fund
                      NEP/99/CO1

                       July 2001
                                                             Report on M&E study July, 2001


                                       Table of content

Acknowledgement ................................ ........ 1
Acronyms ................................ ................... 2
Definitions ................................ .................. 3
EXECUTIVE SUMMARY ................................ .. 5
Chapter 1: INTRODUCTION ............................. 9
1.1 Background ................................ ........... 9
1.2 Objectives of the study ........................... 10
1.3 Rationale of the study ............................. 11
1.4 Methodology ................................ ......... 11
1.5 Limitation of the Study ............................ 13
Chapter 2: FINDINGS AND OUTCOMES .............. 14
2.1 Act and Regulation Pertaining to M&E ......... 14
2.1.1 Provision of Supervision and Monitoring in VDC..................................14
2.1.2 Provision of Supervision and Monitoring in DDC..................................15
2.2 Supervision, M&E Mechanism in the HMG/N .. 17
2.2.1 M&E Mechanism at NPC..........................................................................17
2.2.2 M&E Mechanism at MLD..........................................................................18
2.3 Supervision, M&E System of the DDC .......... 22
2.3.1 Supervision and Monitoring Committee .................................................22
2.3.2 Monitoring and Evaluation system of the DDC .....................................24
2.3.3 Linkage in Monitoring and Evaluation Mechanism ...............................26
Chapter 3: CONCLUSION AND RECOMMENDATION 28
Conclusion ................................ ................ 28
Recommendations ................................ ....... 29
References ................................ ................ 33
Annex-1 Study on Existing Monitoring and Evaluation system at
DDC
Annex – 2 Formats developed by NPC
Annex – 3 Formats used by MLD
Annex – 4 Formats used by Kavre DDC
Annex – 5 Formats used by Kaski DDC
Annex – 6 Formats used by Dolakha DDC
Annex – 7 Curriculum of M&E training




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                          Acknowledgement

To establish the proper and sustainable M&E system in the DDCs and VDCs, the
Local Development Fund (LDF) is planning to support them with providing training
and developing regular M&E plan and required formats. With due consideration of
these facts, the M&E Specialist of the LDF has taken an initiation for exploring the
shortcoming in the existing M&E system.

In these regards, the M&E Specialist would like to thank Mr. Bishnu Pokharel, the
former National Program Manager of Local Development Fund (LDF) for his
encouragement at the initial period of the study.

Sincere thanks go to both the Under Secretaries responsible for Monitoring and
Evaluation (M&E) unit of National Planning Commission (NPC) and Ministry of
Local Development (MLD), who provided information and shared their thoughts
and experiences on M&E mechanism of NPC and MLD respectively.

Likewise, the Planning and Administrative Officers, District Development Advisers,
Local Development Officers and District Development Committee Presidents of
the LDF districts deserve sincere gratitude for providing support, cooperation and
input during the period of this study.

Mr. Ganga Dutta Awasthi, National Program Director (NPD) of LDF, Mr. Rajendra
Aryal and Mr. Henrik Larsen, Program Officers of UNCDF are greatly appreciated
for their guidance and inputs on this report.

Finally, thankful appreciation goes to Mr. Nar Gopal Rai for his valuable inputs in
proof reading of this report.




Krishna Babu Joshi                                   Date: 20 September, 2001
M&E Specialist
LDF




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                                   Acronyms

AOG FN 106= Auditor of General Format no 106
CG = Center Government
CMEO = Central Monitoring and Evaluation Division
CO = Community Organization
DDA = District Development Advisor
DDAC = District Development Action Committee
DDC = District Development Committee
DDP = District Development Plan
FGD = Focus Group Discussion
GIS = Geographical Information System
GO = Government Organization
HMG/N = His Majesty Government of Nepal
LDF = Local Development Fund
LDO = Local Development Officer
LFA = Logical Framework Approach
LG = Local Government
LGP = Local Governance Program
LSGA = Local Self Governance Act – 1999
LSGR = Local Self Governance Regulation – 1999
M&E = Monitoring and Evaluation
MDAC = Ministerial Development Action Committee
MLD = Ministry of Local Development
NDAC = National Development Action Committee
NDC = National Development Council
NGO = Non Governmental Organization
NPC (CME) FN = National Planning Commission (Central Monitoring Evaluation) Format
NPC = National Planning Commission
PAO = Planning and Administrative Officer
PDDP = Participatory District Development Program
PMO = Prime Minister's Office
RPOs = Regional Planning Offices
S&M = Supervision and Monitoring
SRM = Sub Regional Manager
UC = Users Committee
VDC = Village Development Committee
VDP = Village Development Program



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                                        Definitions

Effects: the result brought about by a specific activity or set of related activities.

Evaluation: is a time-bound, selective exercise that attempts to assess systematically
and objectively the relevance, performance and success of ongoing and completed
programs or projects. Evaluation is also a measure of progress to determine whether
original objectives have been achieved and if they are still relevant.

Impact: the broad changes (for example in economic and social terms) brought about by
the project or program.

Inputs: the resources such as time, labor, materials that are necessary to carry out
activities.

M&E Plan: is the plan of monitoring and evaluation of the projects or program in
structured way. M&E plan gives clear picture of the M&E mechanism of the
project/program.
                              Format of M&E Plan
Narrative    Aggregated   Operational   Data     Data     Responsibility   Frequency    Use         and
Summary      Indicators   Indicators    Needed   Source                    of    data   Dissemination
                                                                           collection
Impact
Goal
Effect
Goal
Outputs
Activities


Monitoring: is a continuing function that aims primarily to provide program management
and the main stakeholders of an ongoing program with early indications of progress, or
lack of thereof, in the achievement of results. Monitoring is also systematic recording and
periodic analysis of information.

Outputs: are the specific products and services that emerge from processing inputs
through program or non-program activities. It is also the measurable results of activities.




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Process: Process means activities carried out by using inputs. The activities that have to
be undertaken by the project in order to produce the outputs. Activities should be
adequate to reflect and outline the indented strategy to accomplish each output.

Supervision: Supervision is the process of guiding and helping people to improve their
own performance.




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                            EXECUTIVE SUMMARY


Resource allocation and their optimal utilization have been felt critical in managing the
development projects in Nepal. Lack of an effective Monitoring and Evaluation (M&E)
system during the design and implementation phases of development activities often lead
to their failure in achieving the desired goals.

This study analyzes existing Monitoring and Evaluation (M&E) system of eight Local
Development Fund (LDF) districts and M&E related performance of the LDF districts.

This study was conducted by the M&E Specialist of the LDF during the period of July-
August 2001. One of the major objectives of the study was to explore the pit-falls in the
existing M&E system in view of improving the system.

The limitations of the study owe to the short period of time allocated for the field visits and
not-so-sufficient discussion with other responsible staff. The coverage of the sample
districts was limited to only 25% of the selected eight districts.

The study report is divided into three chapters with appropriate sub-sections. The sections
cover as in the following.


1.0     Overview of HMG/N's Monitoring and Evaluation System
        This chapter initially presents an analysis of HMG/N's M&E system that includes
        National Planning Commission (NPC), Ministry of Local Development (MLD) and
        DDCs of LDF districts.

        A number of cross cutting operational issues related to M&E as per Local Self
        Governance Act – 1999 (LSGA) and Local Self Governance Regulation -1999
        (LSGR). Similarly, M&E mechanisms of DDCs are discussion in the sub-sections
        herein.

        The LSGA and LSGR reflect planning, implementation, Supervision and
        Monitoring (S&M) of the activities within VDC and DDC. According to LSGA and
        its associated regulation, VDC and DDC shall have to formulate annual and
        periodic plans. They should mention about M&E system of the activities in the
        prepared plan. DDC are practicing to use logical Framework Approach (LFA) as a
        planning tool in the preparation of the periodic plans.



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      In LSGA and LSGR, there is a provision for S&M committee at the district and
      VDC level. A VDC member designated by VDC is Convenor of the committee, two
      other VDC members designated by the VDC are as members and VDC Secretary
      or Technical Assistant is Secretary. At the district level, according to the
      alphabetical order, for each year, under the chairpersonship of the Member of
      Parliament (MP) of the concerned district lead the S&M committee. In addition to
      that, for giving a report of district level projects to the DDC and S&M, one S&M
      sub committee has formed in all districts. A DDC member designated by DDC is
      convenor, any two members of the DDC designated by the DDC are members
      and Planning and Administrative Officer (PAO) of the DDC is appointed as
      Secretary.

      In the government system, the National Development Action Committee (NDAC)
      chaired by Prime Minister exists for overall countrywide program monitoring.
      NDAC appraises and review the M&E of the implemented program. The meeting
      of NDAC is held in every four month. To make effective S&M mechanism HMG/N
      has established one central Monitoring and Evaluation Division (CMED) in NPC
      as coordination unit. NPC has developed one guideline for M&E including
      necessary formats. According to NPC M&E unit, three types projects have been
      launched in view of M&E in the district are: core projects, HMG grant projects and
      district development projects. Especially, NPC is responsible for core projects
      (central level) identified by NPC yearly basis for M&E.

      For Ministry level and below projects there does the minister chair ministerial
      Development Action Committee (MDAC). The meeting of this committee is held in
      every two months. All ministries have their one separate M&E section headed by
      joint Secretary, responsible to overlook M&E of the projects under the ministry.
      Concerned ministry and department are responsible for district level projects
      M&E.

      At present, MLD has been adapting four types of monitoring i.e. Input oriented, In-
      built, Governance and Intensive Monitoring.


2.0   Findings on Supervision, Monitoring and Evaluation Systems in
      the LDF districts


      The findings in this chapter are primarily based on the information derived from
      the selected target individuals of the eight LDF districts. This chapter of the report
      comprises of three main sub-sections as in below.

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      Section 1     T his section reviews the Acts and Regulations by examining the
                    provision of monitoring and evaluation in the VDC and DDCs

      Section 2     d eals with the supervision, monitoring and evaluation mechanism
                    of NPC and MLD with respect to the DDCs.

      Section 3     e numerates the supervision, monitoring and evaluation systems of
                    the DDCs. Impact of Supervision and Monitoring Committees of the
                    districts are assessed along with the supervision and monitoring
                    systems of the LDF districts. Linkages between the monitoring and
                    evaluation in the DDCs systems are explored.


      Among the findings, half of the LDF districts were found to have formed S&M
      committee as per LSGA. The committees in Dolakha and Terhthum districts were
      found to be functioning based on the working performance. One of the reasons for
      other committees' non-functioning was reported to be the frequent absence of MP
      from the district and involvement of more politicians.

      As of the supervision and monitoring aspects, only Dolakha DDC was found to
      have prepared the VDC level guideline.

      Besides the S&M sub committee in the districts, Achham and Kaski have sector
      wise and Kavre has program wise S&M committee respectively.

      The M&E system for the DDC included regular monitoring of performance of the
      Local government and impact monitoring of district/VDC level activities. According
      to LSGA, all districts established information center to work as information bank.
      More than 75% LDF district are using formats for regular reporting and field
      supervision.


3.0   Conclusion and Recommendations

      The report concludes that for both district and Village Development Committee
      (VDC) level, the system for Monitoring and Evaluation is only partially
      implemented. However, the strengthening mechanism is gradually being put in
      place. Among LDF districts, some districts are applying Supervision and
      Monitoring (S&M) mechanism as per LSGA and LSGR and same districts,
      whereas in some district the mechanism is not functioning.



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During the study it was also found pertinent that the Supervision, Monitoring and
Evaluation system of DDC need to be further enhanced. It is recommended that
the provision of appropriate training to the responsible staff be provided. Training
on development of district wise M&E plan is also seen feasible as the standard
formats designed by the NPC have found a very limited usage in the sampled
districts. In addition to that, separate M&E unit should be established with
responsible officer for reporting and documentation.

It is also recommended that the participating DDCs have computer data base
system for developing appropriate tools and techniques for M&E, indicators for
monitoring and relevant formats.




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                         Chapter 1: INTRODUCTION

1.1   Background

      The United Nations Capital Development Fund (UNCDF), which has been working
      in Nepal since 1975, provides financial and technical resources to support
      development activities in the Least Developed Countries (LDC). UNCDF focuses
      most of its programming in 15 "concentration countries" – of which Nepal, where
      the Fund has been active since 1975, is one.

      UNCDF's overarching goal is to help reduce poverty. Its particular approach is to
      invest with the poor in building the productive capacity and self-reliance of poor
      communities by increasing their access to essential local infrastructure and
      services. A key component of this strategy involves the financing of area-based
      Local Development Fund (LDF).

      The LDF program started in Nepal in December 1999. The Ministry of Local
      Development (MLD) is the executing agency and National Planning Commission
      (NPC) is the co-operating agency of LDF Program. LDF Program is implementing
      in eight districts: Terhathum, Udayapur, Dhanusa, Dolakha, Kavre, Rupandehi,
      Kaski and Achham.

      To reduce poverty in the eight pilot Districts through provision of rural
      infrastructure and human resource development opportunities is the long-term
      objective of the LDF.

      Immediate Objective of the program is enabling the local authorities in the eight
      project Districts to implement and maintain small-scale rural infrastructure and
      other public invests in an effective, responsive and accountable manner. The local
      authorities include the District Development Committees (DDCs) and Village
      Development Committees (VDCs) and grass root institutions Users committees
      (UCs) or Community Organizations (COs).

      Strengthening of Monitoring and Evaluation system of DDCs and VDCs are the
      expected result of the LDF Program. Local Self Governance Act-1999 (LSGA) is
      giving emphasis on transparent project selection process, fiscal decentralization;
      and monitoring and evaluation (M&E) of the activities. In line with the LSGA, LDF
      is focusing its objectives towards the same. To establish the proper and
      sustainable M&E system in the DDCs and VDCs, LDF is planning to support them
      with providing training and developing regular M&E plan and required formats.

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      Since the beginning of the Ninth Plan (1997-2002), HMG/N has accepted logical
      Framework Approach (LFA) as planning devices to establish effective M&E
      system in development projects. It is an analytical tool that assists in identifying
      objectives and the casual relationship between them. LFA is an aid to thinking,
      which helps to place M&E within a wider program framework rather than a set of
      procedures. The approach simplifies and clarifies planning, management and
      evaluation of development projects by making use of 4 X 4 matrix. The log frame
      sets out a project's objectives, outputs and activities necessary for achieving
      sustainable benefits and related monitorable indicators (NPC, 1999).

      LSGA has provision of Participatory Planning for DDCs. DDCs are starting to
      prepare periodic plan adopting LFA.

      It has been felt at policy level that development activities often fail to achieve
      targeted goal due to lack of an effective M&E system during the design and
      implementation phase of projects. The Ninth Plan has paid special attention on
      strengthening M&E system. Some of the major policies and strategies adopted in
      the Ninth plan dealing with M&E are:

         Ü Existing M&E system will be improved and operationalised effectively.

         Ü Existing indicators for M&E refined and implemented. Moreover, progress
           indicators based on project objectives will be determined at project
           formulation stage.

         Ü The weakness appeared during the project formulation weakens
           implementation aspect.

      Therefore, a system is adopted for monitoring of new projects from the formulation
      stage and screening of the projects before approving for implementation.




1.2   Objectives of the study

      The main aim of the study was to document existing M&E system and procedures
      applied as well as come up with additional system, which fulfill information
      requirements of all-important stakeholders.

      Objectives of this study were to:



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         ♣   Review the provision of Supervision and Monitoring (S&M) mechanism in
             LSGA and its regulation.

         ♣   Find out the Government Supervision, Monitoring and Evaluation
             mechanism.

         ♣   Identify the gap in M&E System of the DDCs.

         ♣   Design M&E procedures on district level and recommend linkage for M&E.




1.3   Rationale of the study

      During the Ninth Five Year Plan when the LSGA has given due emphasis to the
      M&E of the development activities, one of the conclusive findings of the joint
      HMG/N and Donor review team was specifically critical of the M&E system at
      MLD and NPC. It found the M&E system to be significantly weak (ADDC/N, March
      2001).

      The weak monitoring system of the DDCs include incoherent reporting procedure
      from users committee to NPC, and little-followed monitoring mechanism at all
      level of VDC to NPC. Considering the present level of M&E system in the country,
      it could be premature to make LFA mandatory for all development projects
      including regular development programs at one single attempt (NPC, 1999).

      Since the strengthening of M&E system of DDCs and VDCs is the expected result
      of the LDF Program, this study points out the weak areas of existing M&E
      practices and suggest for its betterment.

      It is hoped that, the study findings will be fruitful to the planner and policy makers
      in the related field by providing a critical overview of program monitoring and
      Evaluation. It is also hoped that this study will help in strengthening the M&E
      system of the DDC and its line ministry.




1.4   Methodology

      This study is based on the review of LSGA, LSGR and primary questionnaire
      survey combined with the in-situ visits to the target districts.


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Review of Secondary Reports

This study includes the existing M&E system of NPC, MLD and DDC as well as a
proposed M&E system for improvement of supervision, monitoring and evaluation
system of DDCs and VDCs. As a part of the study, the team member reviewed
the LSGA and its associated regulations. Other necessary information was also
derived from project documents, NPC monitoring guidelines, occasional studies
and related available documented researches.

Appraisal of Governmental Supervision, Monitoring and Evaluation Mechanism

The team member visited the under secretaries responsible for monitoring unit of
National Planning Commission and the Ministry of Local Development
respectively. They were consulted for the appraisal and analysis of the existing
Monitoring and Evaluation mechanism of the NPC and MLD.

Identification of Gaps in the M/E System of DDC

As a major part of the study, a sound methodology was formulated for the
identification of gaps in the existing M&E system of DDC. This methodology was
implemented in eight LDF districts namely Achham, Rupandehi, Kaski, Kavre,
Dolakha, Dhanusa, Udayapur and Terhthum.

A set of questionnaires were developed by the M&E Specialist of LDF in
consultation with National Program Director (NPD), National Program Coordinator
(NPC) and National Program Managers (NPM) of Participatory District
Development Program (PDDP)/ Local Governance Program (LGP)/LDF.

The format was tested in Kavre and Rupandehi. The Local Development Officer
(LDO) and Planning and Administrative Officer (PAO) from Kavre and District
Development Advisor (DDA) from Rupandehi Participated in the field-testing. With
their feedback on the proposed format, a few more topics were added to render
them more comprehensive and easier to use.

To analyze the existing M&E system in the DDCs, the questionnaire (Annex-1)
was distributed to the four Key persons of eight LDF districts including DDC
Chairperson, LDO, PAO and DDA who are involved in M&E of the DDC activities.
In total 24 out of 31 persons from eight districts filled in the questionnaires.




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      Analysis of Information, Designing of M&E Procedures and Linkages for DDC

      The M&E Specialist visited Dolakha and Rupandehi districts to triangulate the
      collected information and find out the appropriate in-situ information. Limited
      Focus Group Discussion (FGD) with the same people was held, and semi-
      structured interviews were held to complement the questionnaire survey. In
      Rupandehi, the specialist met with five DDC members during workshop for
      capacity assessment of the DDC.




1.5   Limitation of the Study

      The findings are derived from the information gathered in a short period of time.
      Any changes afterward have not been included in the study. The study focused on
      the M&E system of the target DDCs only.

      As an M&E Specialist, this study was conducted to find out M&E system of the
      DDCs for its strengthening and further improvement/enhancement as needed.
      Questionnaires used for primary data were analyzed manually and tallied with the
      secondary information obtained.

      Field visit and discussion with other responsible staff in the DDC were conducted
      in sample two districts (Dolakha and Rupandehi) only. Remaining six districts
      were not visited. DDC officials failing to properly respond the questionnaire survey
      can be cited as another limitation for the study.




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          Chapter 2: FINDINGS AND OUTCOMES

2.1     Act and Regulation Pertaining to M&E
The Local Self-Governance Act 1999 (LSGA) and Local Self-Governance
Regulation 1999 (LSGR) clearly call for planning, implementation, Supervision
and monitoring of the activities within VDC and DDC.

According to clause 43 (1) and 195 (1) of LSGA, each VDC and DDC shall have
to formulate periodic plan for five year and annual development plans for the
development of its VDC and district respectively.

In District Development Plan (DDP) and Periodic Plan, DDC is required to
mention the M&E system of the development activities. In section 6.6.2 of periodic
plan, development guideline developed by NPC requires M&E system to be
delineated in the periodic plan of DDC. The requirement calls on the DDC to
prepare the M&E system based on logical Framework Approach prepared for
periodic plan. Thus, at the time of project implementation, M&E system with
measurable indicators is needed to be clearly spelled out.

2.1.1 Provision of Supervision and Monitoring in VDC

In clause 69 of LSGR, there is mention about VDC level supervision and
monitoring. As per regulation, the VDC shall have to constitute an S&M committee
for a regular supervision and monitoring of the projects and programs launched in
the Village Development Area.

A VDC member designated by VDC is Convenor of the committee, two other VDC
members designated by the VDC are as members and VDC secretary or
Technical Assistant is Secretary.

The committee shall have to monitor and supervise implemented
projects/program as per the operation calendar prepared and based on DDP,
progress in implementation in proportion to the expenditures, duly kept documents
and record keeping.

Upon supervision and monitoring of the matters mentioned in above paragraph,
the S&M Committee shall have to send the report thereof each month to the VDC.
However, there is no standard format for reporting.




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2.1.2 Provision of Supervision and Monitoring in DDC

With reference to clause 210 of LSGA, formation of one S&M committee
according to the alphabetical order, for each year, under the chairpersonship of
the Member of Parliament (MP) of the concerned District is required. The meeting
of the committee as referred in the LSGA is normally required to be held once in
every four months.

The meeting of the committee referred to in LSGA may warn the concerned party
that works have not been carried out according to the calendar of operations and
goals. Moreover, in clause 211 of LSGA, reflects the responsibilities of DDC in
appraisal and evaluation of district development plan. The responsibilities of DDC
are to:
   •   evaluate the effect of each completed project after one year,
   •   carry out subject wise description and progress evaluation of the projects
       being operated in every six months,
   •   evaluate the provision on the repair and maintenance of the project
       completed, each year,
   •   identify the type of community benefited from the projects and the result
       thereof.
   •   identify the increase in production and employment opportunities resulted
       from the project, and
   •   identify the effect caused on the ecology from the project.


In addition to that, clause 202 of LSGR mentions about DDC level S&M. For the
DDC is entitled to constitute sub-committees for purpose of giving supervision and
monitoring reports of district level projects and programs to the DDC and to the
S&M committee. The sub-committees are empowered under the clause 210 of the
LSGA. A DDC member designated by DDC is conveyor of the sub-committee and
any two members of the DDC are designated by the DDC as members and PAO
of the DDC is required to be its secretary.

The S&M sub committee is required to monitor and supervise the following
matters are:

   ² Whether or not the project or program ha been implemented as per the
     fixed calendar of Operation,
   ² Whether or not a regular supervision has been made by technician if the
     project or program is such that it requires such supervision,

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   ² Whether or not the works have been carried out as per the fixed standard,
   ² Whether or not there is progress in implementation in proportion to the
     expenditures incurred in the project or program,
   ² Whether or not the particular, bills, receipts, documents of the
     expenditures have been duly kept.
Upon having completed, the S&M of the matters the S&M sub-committee shall
have to send the report thereof each month to the DDC and to the S&M
Committee.


Figure 1:Linkage and reporting channel of Supervision and Monitoring Committee
    at the district



     DDC Council

                                             District Development
                                                   Committee


      S&M Committee
     (Formed under LSGA
         clause 210)
                                               S&M sub committee
                                           (Formed under LSGR clause 202)




According to Clause 188 of LSGA, District Council can evaluate the program
relating to the District Development Plan operated by the DDC and give
necessary directions as well as evaluate the administrative functions and give
necessary directions to the DDC.




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2.2       Supervision, M&E Mechanism in the HMG/N

Figure 2: M&E Mechanism of HMG/N

 NDC                      NDAC                     PMO



NPC/CMED
 Division

                                                MDAC M&E Division



                                                        Departments



RPOs                                                         Regional
                                                              Offices



 DDCs/DDAC
  M&E Units
                                                                                 Problems




District Level Projects                                    Central Level Projects



2.2.1 M&E Mechanism at NPC

At the national level, the National Development Action Committee (NDAC) chaired
by Prime Minister is responsible for overall nationwide program monitoring.
Moreover, National Development Action Committee (NDAC) is required to
appraise and review the M&E of the implemented program. The meeting of NDAC
is held in every four month (Bhadra, Paush and Baisak of Nepali month). The role
of NDAC is:
     ² resolve the problems forwarded by Ministerial Development Action
       Committee (MDAC),
     ² evaluate Ministerial working performance and progress review and
     ² provide guidance and direction to the ministry in development activities.


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For rendering the effectiveness of S&M mechanism, His Majesty's Government of
Nepal (HMG/N) has established one Central Monitoring and Evaluation (CMED)
unit in National Planning commission (NPC) as coordination unit. Joint Secretary
of the NPC heads the unit. This unit is accountable to National Development
Council (NDC), National Development Action Committee (NDAC) and Prime
minister office (PMO).

The CMED has developed a set of guideline to ensure supervision and monitoring
mechanism in the country. In guidelines, the NPC focused LFA for the
development of projects and Monitoring formats to ensure monitoring report. The
format developed by NPC is in annex - 2. The role of CMED is to:

    ♣   Prepare and implement sectoral M&E indicators and its working modality,
    ♣   Collect progress report and appraise as well as field supervision,
    ♣   Provide secretariat service to the NDAC,
    ♣   Produce capable man power in M&E and provide Specialist services,
    ♣   Resolve problems raised during implementation.
The NPC is responsible for the M&E of core projects/program identified by NPC
on yearly basis. The core projects are usually of central level.

According to the M&E unit at the NPC, projects of three types launched in the
districts are:

a. Core Projects: Projects requiring special attention are considered as core
   projects. This may be donor driven or jointly implemented by donor and DDC.
   NPC is primarily responsible for the M&E of core projects.

b. HMG grants projects: These projects are implements by DDC from HMG
   regular grants. The Regional Office of NPC is responsible for the M&E of these
   HMG grant projects.

c. District Development Projects: The project implemented by DDC from their
   own source or internal revenue fall into this category. The DDC is responsible
   for the M&E of these projects.


2.2.2 M&E Mechanism at MLD

All Ministries have their one separate monitoring and evaluation section headed
by Joint Secretary, responsible for overlooking monitoring and evaluation of the
projects/programs under the ministry. For Ministry level and below projects a

                                       18                                        DF- Nepal
                                                       Report on M&E study July, 2001


Ministerial Development Action Committee (MDAC) exists which is chaired by the
relevant Minister. The meeting of this committee is held in every two months. The
role of the committee is to:

   ² review the trimester report of development projects,

   ² identify the problems and solution measures of the development projects,
   ² prepare summary report and list of unsolved problems to submit in NDAC.

Concerned ministry and department are responsible for the M&E of the district
level projects. All ministries have identified a set of indicators for their ministry in
order to monitor and evaluate projects. However, that is often not in use
because of frequently changing staff and lack of knowledge of responsible
persons. If the district level projects are formulated or planned from national level,
the report on that projects come through MLD to the NPC from DDC. The DDC
reports to the NPC only on core and national level projects. In case of other
projects, DDC send reports to the MLD.

                       National Level Project Reporting


  DDC                                MLD                                         NPC


                             Core projects reporting



Usually, the formats developed by NPC are in practice. If the nature of work
differs than projected format, at that condition Ministry may develop separate
formats as needed. NPC has allowed developing other necessary formats.

Since the M&E system of HMG/N is not institutionalized, the changes occur more
frequent causing more confusion in the process and subsequent processing of
information. In addition to that HMG/N follows input and target monitoring in line
with target. Because of these factors, the M&E system of HMG/N is not
considered as strong system.

During the study period, it was noted that the NPC had received only annual
report of core projects and some trimester report. Reports are also not consistent.
In practice, NPC seems to be doing just the monitoring of available reports. The
LFA based monitoring system is evidently confined to guidelines, and not in
practice in the government M&E mechanism.


                                           19                                           DF- Nepal
                                                   Report on M&E study July, 2001


Another major reason for the ineffectiveness of S&M committees stem from the
interference of local to high leveled political figures. Usually these individuals were
found to have been nominated as figureheads in the S&M committees. The
functionality and decision of the committees are greatly influenced by these
people. The practice reportedly spans from the center to village level.

For the betterment of M&E system in the country, the M&E unit of the MLD
suggested that:

   q    Report should be in time from concerned agencies.
   q    Training should be provided to the M&E unit staff.
   q    Computer facilities should be provided to M&E unit in DDC/MLD/NPC.


According to the MLD monitoring unit, MLD is currently practicing the monitoring
of financial expenditure appraisal and enumeration of the numbers of projects
completed. Only input and activity reports are done by HMG/N as monitoring
tools. At present, MLD has been adapting four types of monitoring.
   1.   Input oriented monitoring
   2.   In-built Monitoring
   3.   Governance Monitoring
   4.   Intensive monitoring

Input Oriented Monitoring

Under the input oriented monitoring, MLD has been doing following progress
report monitoring against the primarily set targets. There is no practice of
monitoring against indicators.

   •    Monthly Progress Report Monitoring.
   •    Trimester Progress Report Monitoring.
   •    Annual Progress Report Monitoring.
All monitoring is done based on format developed by NPC. Besides these, MLD
has developed additional formats (Annex – 3). In addition to that, some formats
developed by MLD are as follows.

  o     VDC to DDC reporting format
  o     DDC to Regional Office of MLD reporting format

  o     Regional Office to MLD reporting format

                                         20                                         DF- Nepal
                                                  Report on M&E study July, 2001


However, since the HMG/N has dissolved regional office of MLD, it may be
changed in future. The DDC and Regional Office compile the reporting coming
from lower level and send to upper level accordingly.

In-built Monitoring

MLD monitors donor-supported projects. For this monitoring, indicators are
developed in project document. The responsibilities of monitoring lies on DDC and
Project Management Unit (PMU). This system is called in-built monitoring system.


                                      DDC                                  Regional
 District Level                                                            Office
 Program
 Support Unit                         Central Level
                                                                  Department/Ministry
                                      Program
                                                                  M&E Unit
                                      Support Unit




Governance Monitoring

Another type of monitoring done through MLD is governance monitoring. In this
part, MLD monitors the status of grant given to the DDC/VDC and whether or not
DDC council was conducted as planned. During this monitoring, the team
supports develop indicators for future monitoring. This task is performed by M&E
unit and governance section of MLD.

Intensive Monitoring

MLD has set indicators of concerned projects and monitors financial as well as
program as a part of intensive monitoring. MLD has tried to conduct intensive
monitoring in all DDCs within three years. In this monitoring, internal capacity of
DDC shall also be monitored.

In MLD there are five sectors divided for monitoring:
a.   Irrigation sector
b.   Drinking Water Supply (DWS) sector
c.   Rural Road sector
d.   Health Sector
e.   Others sector


                                          21                                       DF- Nepal
                                                                   Report on M&E study July, 2001




         2.3         Supervision, M&E System of the DDC
         2.3.1 Supervision and Monitoring Committee

         S&M Committee as per LSGA exists in Achham, Dolakha, Udayapur and
         Terhthum. The other four districts Dhanusa, Rupandehi, Kavre and Kaski do not
         have such committee.

               Sn.                 District                       Committee Function Well1

                                                                     Yes                      No

           1          Achham                                                         √

           2          Dolakha                                √

           3          Terhthum                               √

           4          Udayapur                                                       √




         The study shows that, Chairpersons, vice chairpersons and members of the S&M
         committee were partially active in S&M. The responsibilities mentioned in section
         2.1.1 and 2.1.2. of this study have also not been fulfilled or activated because of
         no proper functioning of the committees. All responded of the district said that
         Dolakha and Terhthum are functioning well based on the working performance of
         S&M committee as per responsibility mentioned in the LSGA/R.


         The respondents suggested that, frequent visit of the district Member of
         Parliament to the district and appraisal of coordination committees would work as
         catalyst in activating the S&M committees in the district. In theory, the S&M
         committee has to receive report from sub-committee, hold discussion over them,
         analyzes the issues, and provide suggestion.
1
  In the district where the committee meets and function as per LSGA considered as committee
function well. If that is not performing accordingly, that is considered as not functioning district.




                                                        22                                          DF- Nepal
                                                    Report on M&E study July, 2001



In Dolakha, S&M                   District Development Committee, Dolkha
                            VDC Level Supervision and Monitoring Guidelines, 2058
committee supervises
projects directly using     1)   Supervision and Monitoring committee in
                                 accordance with article 69 of Local Self-
S&M           guidelines         Governance Act 2055 and Local Self-Governance
                                 Regulations 2056 should form.
prepared by DDC and
                            2)   Committee will coordinate by one VDC member
has             adopted          nominated by VDC. Other two VDC members will
                                 act as general member and VDC secretary or
participatory      M&E           Technical Assistant as General Secretary.
process.       However,     3)   Committee will supervise and monitor projects
                                 according to format developed by DDC shall have to
field visit and regular          present at VDC level review workshop.
meeting schedule are        4)   Inspect the projects implemented by other GOs and
                                 NGOs within the VDC.
seen            needing     5)   Evaluate initiatives for sustainability and work
improvements.        The         performance of user committee of each project
                                 followed field inspection.
S&M          committee      6)   After completing supervision and monitoring, VDC
suggests and directs             level review meeting should be conducted in the
                                 presence of DDC members.
them as per LSGA            7)   Discuss with beneficiaries family during supervision
and its associated               and monitoring.
                            8)   Report of VDC level review workshop should be
regulation.                      sends to Ilaka level workshop by the end of
                                 Shrawan each year.




Generally, DDC organizes annual and half yearly review meetings, field visits,
filling the standard format, direct observation by DDC members for monitoring
implemented program in the districts. In Dolakha, Udayapur and Terhthum the
committees were found to meet 1-2 times in a year.

As per LSGA and associated regulation, all DDCs have formed S&M sub-
committee headed by coordinator (assigned from DDC members) having 4 to 8
members. The members are DDC Engineer, Line agency representatives and
selected DDC members. PAO of the DDCs is secretary of the sub committee. The
sub-committees are held accountable and required to regularly reports to the DDC
and S&M committee formed under LSGA.

Beside the S&M sub committee in the district, Achham, Kavre & Kaski have
program/sector wise S&M committees. According to their response, Achham and
Kaski have sector wise and Kavre has program wise S&M committees (see
below).




                                         23                                          DF- Nepal
                                                 Report on M&E study July, 2001



 Program wise committee in Kavre          Sector-wise committee in Achham
                                          and Kaski

1. DPCP                                   1. Agriculture

2. Participatory District Development 2. Health and social development
   Program (PDDP).
                                      3. Infrastructure development
3. Rural Infrastructure Development
   Program (RIDP)                     4. Industry and Forest development

4. Rural Energy Development Program 5. District Energy
   (REDP)
                                    6. NGO Coordination




During the study, the DDC Members of Rupandehi claimed that they are
monitoring district projects regularly. However, they have not submitted monitoring
report to the DDC board meeting. During the discussion, they said that the DDC
should develop one separate guideline for M&E in the district. Although most of
the respondents recommend that LDF Program should strengthen the capacity of
S&M committee exit in the district.

2.3.2 Monitoring and Evaluation system of the DDC

The M&E system for the DDC includes regular monitoring the performance of the
local government and the impact on district/village level activities.

Establishment of Information Center

According to LSGA, one information and records center in each DDC should be
established to identify the real situation of the district and enhance the planned
development process. Such information and records center shall have to collect
information and records as follows:

   •   Update objective report of each VDC and Municipality of the district.
   •   Annual evaluation report of the district.
   •   Periodic plan of the VDCs, Municipalities and DDC.
   •   Annual audit report of the DDC.
   •   Annual program of the VDCs, Municipalities and the DDC.


                                        24                                        DF- Nepal
                                                  Report on M&E study July, 2001


    •   Description and progress of programs of the non-governmental and private
        sector being operated in the District.
    •   Reports on study and research done in the District.


In line with these objectives, all LDF participating districts have established
information centers. Achham, Dhanusa, Udayapur and Terhthum districts are
using information center as information bank. Dolakha, Rupandehi, Kaski and
Kavre are not in the position of implementing management Information system
through information center. Program officers have been appointed by DDC in
each district to support the information and planning system.

Use of M&E Formats

Dolakha, Dhanusa, Udayapur, Terhthum, Kavre and Achham districts are using
these formats as tools for regular reporting and field supervision of activities.
However, field observation is being used in Kaski for monitoring purpose.
Similarly, Rupandehi is using field observation and periodic reporting format for
monitoring of activities.

In Achham there is no standard formats. In Udaypur, Dhanusa, Dolakha,
Terhthum and Kavre minimum formats are used as monitoring tools (see annexes
4,5&6). All these formats are prepared by the program staff (responsible person
for each section) in assistance of LDO, DDA and PAO. The Kavre DDC has its
own monitoring and reporting formats, which reflect the views of NPC monitoring
formats (see annex – 2). The Kaski DDC agrees that the developed formats are
sufficient. However, others districts expressed the need for improvement in the
existing formats.

The reporting and monitoring system is not primarily designed to draw lessons
and to improve the system but more towards fulfilling the information,
requirements on numbers of projects implemented and money accounted for. The
reporting and monitoring system on all levels below the district is not well
functioning. Because of low manpower capability of VDCs, most of the VDCs do
not produce reports at all. The often-unavailable forms are also another reason for
their not being used.

Responsibilities

Except Achham DDC, all LDF project districts have PAO in place. In most of these
DDCs, LDO and PAOs are responsible for day-to-day M&E of the activities. Sub-
committees formed in the district are responsible for periodic S&M of the activities.
                                        25                                 DF- Nepal
                                                 Report on M&E study July, 2001


The committees are headed by DDC member assigned from the DDC board
meeting. To fill up the formats for reporting, DDC have assigned Junior Officers
and Overseer for the job.

Constraints Observed

The participating DDCs have no computer data base system in the districts. One
of their major suggestions by them was for development of appropriate tools and
techniques for M&E, indicators for monitoring and relevant formats. The Dolakha
DDC suggested that they adopt computer data base system in M&E. The
Terhthum DDC suggested M&E system in DDC should start with improved
technology, with new approach and tools.

A numbers of donors are supporting the local governance program in Nepal.
Most of these agencies' support emphasize planning and implementation rather
than M&E. Only few donors are supporting the M&E of development activities by
providing computer devises. Almost all of these agencies have developed formats
for reporting and monitoring for their own organizations' purpose. No more support
in M&E system enhancement has been given by those donor organizations.
Therefore, LDF has indented to support M&E field of the participating districts.

Possible Solutions

All respondents recommend for additional training to enhance the skill towards
M&E in line with LSGA to the DDC responsible persons. They recommend S&M
sub committee coordinator, DDC members, LDF Field Officer, LDO, PAO and
Program Officer for training. The appropriate time for training would be in between
August and October as respondents said. The training should be focused on
improving M&E system and formats to enhance DDC’s M&E system.

2.3.3 Linkage in Monitoring and Evaluation Mechanism

After the enactment of LSGA, DDCs have started to develop and prepare District
Development Plan (DDP). Dolakha, Dhanusa, Udayapur, Achham and Kavre
have made provision for M&E in their respective DDPs. However, Rupandehi,
Terhthum and Kaski districts have not taken initiatives for such provision.

The DDCs monitor VDC level projects by using formats, field visit by technician
and DDC members. In some cases, S&M subcommittees monitor the DDC’s
activities. The responsible persons for VDC level activity monitoring are VDC


                                        26                                        DF- Nepal
                                                               Report on M&E study July, 2001


        secretaries, field level technicians and staff from DDC or VDC members specially
        assigned for the monitoring activities.

        The monitoring reporting linkage of development projects in MLD are as follows:




                                                          MLD                        M&E Unit
          VDCs                   DDCs                     Regional                   of MLD
                                                          Office




        All DDCs are using NPC monitoring guidelines sent by MLD. Regarding the
        reporting to the MLD, all DDCs were found to report more or less regularly. Only
        occasional reporting were made to the NPC. Unlike others, Kaski DDC was found
        to report to the NPC regularly.

        Based on the respondent's view, performance2 of the VDC in the LDF districts in
        village level projects monitoring were found as in the following categories:




                Performance Category                                     Districts

         Poor                                             Achham and Udayapur.

         Satisfactory                                     Dolakha, Kavre and Dhanusa

         Good                                             Kaski, Terhthum and Rupandehi



        Performance categorization of the VDC in the LDF district in village level projects
        monitoring is primarily based on:

        ² majority of VDC having S&M committee,

        ² performance of their role and responsibilities as per LSGA.


2
 The district has S&M committee and perform as per LSGA is consider as good, If the district has
only one of them is consider as satisfactory and if the district has not both of them is consider as
poor district.
                                                     27                                         DF- Nepal
                                               Report on M&E study July, 2001


Chapter 3: CONCLUSION AND RECOMMENDATION

Conclusion

The study's conclusive findings can be enumerated as in below:

A. Inadequate supervision, monitoring, reporting and evaluation of the
   development activities are found at both central and local levels.

B. The present M&E system on DDC does not yield sufficient information on the
   efficiency of the district planning and implementation system. Politically
   motivated interference is one of the main obstacles to the functioning of the
   committees.

C. In some districts M&E system has been improving and committee are doing
   good task as per LSGA. Among the eight districts, Terhthum, Kaski and
   Rupandehi were classified as good ones. The committee of Terhthum was
   found to guide development process, coordinate different sector and staff
   mobilization of different institution. Training for the committee members,
   provision for resources and equipment, assignment for individual staff were
   found to be adequate in this district. The S&M committee often guide and
   direct to the M&E responsible staff in Terhthum.

D. Information and data base system were not seen sufficient. The inefficiency
   obviously hampers DDC from its being as autonomous body and acting as
   data bank for the district.

E. About half of the participating DDCs are using NPC developed formats. In
   some districts the DDC have developed separate formats as needed.

F. VDC level monitoring mechanism is not satisfactory. However Dolakha DDC
   has developed separate guideline. All DDCs report to MLD because of its
   being their contact ministry and supervisory office. Linkage with other
   agencies like NPC was not found good.

G. Interestingly, some S&M sub-Committee in some district was found to be
   more active than S&M Committee headed by MP.

H. As required by the logical Framework Approach, most DDCs have begun to
   establish information systems, prepare resource maps and formulate periodic

                                      28                                        DF- Nepal
                                               Report on M&E study July, 2001


   plans. A Geographical Information System (GIS) has also been established in
   some DDCs and at NPC.



Recommendations
1. HMG/N should take the lead to promote a unified Local Government (LG)
   information management system. To achieve this support, mechanism and
   human resources need to be developed at DDCs. DDC should be able to
   provide similar support to the lower tiers of LG. Regular data sharing and
   dissemination should take place between Center Government (CG) and LGs.

2. For proper monitoring and evaluation of a program, it is recommended that the
   M&E system include the following aspects:
         §   an organizational structure of the M&E agency
         §   a reporting procedure
         §   a system to review the monitoring exercise
         §   a method for communication of the activities and the outcomes.

3. The problems seen in the DDC’s M&E system should be addressed. It is
   recommended that the adjustments of the M&E system should be based on
   the following strategy:

   ² For systematic M&E system in the DDC, separate M&E unit should be
     established headed by one responsible officer. As alternate, one
     responsible person should be assigned from existing staff. The unit should
     be equipped with electronic devices as well as trained manpower. In
     addition to that, the person assigned for M&E should act as secretary of
     S&M sub committee rather than PAO. He/she also be responsible for
     orientation training of VDC members and DDC program staff on M&E. If
     the DDC will not be able to establish additional section of M&E, they could
     assign existing Program Officer (information) as M&E officer.




                                      29                                        DF- Nepal
                                                      Report on M&E study July, 2001




                   Proposed organization structure of DDC in view of M&E


               DDC Board                        DDC President



                                           DDC Vice-President

                S&M sub
                committee
                                             DDC Secretary




            M&E Unit




     ² Design the system in a way that it addresses the qualitative aspects of the
       information needed (problems, lessons learnt, necessary changes in the
       system etc.). One Management information system (MIS) should be
       established at the DDC. The following proposed data flow chart will be
       helpful to maintain MIS.

                                      Data Flow Chart:

 Process (1)           Outputs (2)            Effect (3)
                                                                                Impact (4)



  VDC                   DDC                   MLD                               NPC (4)
(1,2,3,4)              (2,3,4)                (3,4)



     Based on data flow chart, DDC should report to MLD on effect and impact level
     information, and NPC on impact level information based on periodic plan, effect,
     impact and goal rather than activities implemented.

                                           30                                          DF- Nepal
                                                Report on M&E study July, 2001


² Organize/conduct M&E training to the responsible staff of DDC. A part of
  strengthening M&E system in DDCs and VDCs should include the training of
  PAOs, DDAs and LDF Field Officers. Then, they should in turn orient key
  responsible persons of DDCs and VDCs. LDF should organize and conduct
  four days M&E training to them as per annex-7 curriculum. Next event will be
  focused to the DDC members responsible in M&E, LDO and Sub Regional
  Managers (SRMs).

² The DDC should Use NPC formats for regular reporting and monitoring
  as far as possible. DDC could develop required formats based on MLD and
  NPC guideline.

² Systematic Planning based on LFA has to be encouraged. DDC should use
  DDP for M&E purpose and encourage DDC to prepare M&E plan at the
  district. DDP can be divided in three ways: DDC executed Projects,
  LA’s/NGO’s executed Projects and Central Level projects implemented
  through or with partnership and DDC’s.

² S&M Committee and sub-committee formed as per LSGA, LSGR should
  be activated, and in the districts where the committee is not exiting it should
  be formed.

² The S&M committee and sub committee should meet twice a year before
  review workshop and general council of DDC. They should share outcomes
  and recommend improving the weak areas. All S&M documents/report
  should be shared in DDC board meeting and council. Reports should be
  placed/kept in information center as well as section file.




                                       31                                        DF- Nepal
                                                      Report on M&E study July, 2001



² For the better linkage with VDCs, the DDC should strengthen monitoring
  and Evaluation units at the district to support VDC capacity building.

                                                                                       MLD/NPC

      S&M committee                        DDC Council
      at District Level



                                           DDC                                          DDC M&E Unit
    S&M subcommittee
    at District Level



                                              VDC
      S&M committee
      at VDC Level


² To make effective S&M system of DDCs, transparent and objective criteria for
  the supervision, monitoring and evaluation should be developed.


               A simple planning framework for monitoring:
     Step 1:        Determine the objectives and principal monitoring and evaluation activities for
                    each phase of the DDP.
     Step 2:        Determine the minimum information requirements for each phase.
     Step 3:        Determine the methodology of collection, storage and processing for each phase
                    to determine the minimum information required.
     Step 4:        Determine what activities must be undertaken and when they should be
                    undertaken.
     Step 5:        Determine the amount of money, equipment and the personnel required to
                    collect, process, analyze and report the information in each phase.
     Step 6:        Determine if the available resources are sufficient to collect and analyze the
                    information.
     Step 7:        Develop an organizational structure that involves community beneficiaries.




                                           32                                          DF- Nepal
                                                           Report on M&E study July, 2001


                                           References

a. LSGA, 1999: HMG, Ministry of Law and Justice, Law Books Management Board, Local
   Self- Governance Act, 1999.

b. LSGR, 1999: HMG, Ministry of Law and Justice, Law Books Management Board, Local
   Self- Governance Regulation, 1999.

c. Dr. E. Bauer, 2000: Department of District and Local Government Administration and
   Assemblies, Office of the President and Cabinet, Government of Malawi, Supporting to
   Monitoring and Evaluation, August 2000.

d. NPC, 1999: Secretariat of National Planning Commission, Nepal, Monitoring Formats and
   Guideline for Development projects – 1999.

e. NPC, 2000: National Planning Commission, Nepal, Periodic District Development Plan
   Preparation Guidelines – 2000.

f.   ADDC/N, 2001: Association of District Development Committee of Nepal, Decentralization
     in Nepal: Prospectus and Challenges, March 2001.




                                                   33                                       DF- Nepal
                                                       Report on M&E study July, 2001


Annex-1 Study on Existing Monitoring and Evaluation system at DDC
Annex – 2 Formats developed by NPC
      Annex – 2 (a) Annual Implementation Plan
      Annex – 2 (b) Trimester/Annual progress Report
      Annex – 2 (c) Special Prioritized Projects
      Annex – 2 (d) Description of Project Situation
      Annex – 2 (e) Trimester/Annual progress Report of Special Prioritized Projects
      Annex – 2 (f) Monthly Progress report of Special Prioritized Projects
      Annex – 2 (g) Supervision Format of Development Projects
Annex – 3 Formats used by MLD
      Annex – 3(a) Program Sector Progress Report
      Annex – 3(b) Grant Program Progress Report
      Annex – 3(c) Total Project Status Report
Annex – 4 Formats used by Kavre DDC
      Annex – 4 (a) Project Description
      Annex – 4 (b) Project Monitoring and Reporting Format
      Annex – 4 (c) Project Description for FY……….
      Annex – 4 (d) Human and Administration Expenditure from VDP Fund (VDC)
      Annex – 4 (e) Construction work Progress for VDP Fund (VDC)
      Annex – 4 (f) Project Status Report
      Annex – 4 (g) Amount Transferred to VDC for Program Implementation
Annex – 5 Formats used by Kaski DDC
      Annex – 5 (a) Detail Cost Form
      Annex – 5 (b) Expenditure Summary (Valuation/Estimation)
      Annex – 5 (c) Work Completion Report
      Annex – 5 (d) DDC Form no 3 (Project Status)
      Annex – 5 (e) DDC Form no 4 (Project Status-nature wise)
Annex – 6 Formats used by Dolakha DDC
      Annex – 6(a) Project Status Report
      Annex – 6(b) Project Implementation Report
      Annex – 6(c) Training Report (conducted by VDC)
      Annex – 6(d) Records of Internal Resources of VDC
      Annex – 6(e) Records of COs and UCs
      Annex – 6(f) Institutional Development Report of VDC
Annex – 7 Curriculum of M&E training




                                              34                                        DF- Nepal
           STUDY ON EXISTING
  MONITORING AND EVALUATION SYSTEM AT
    DISTRICT DEVELOPMENT COMMITTEE
Name of the District:

Position of reporting person:

         DDC Chairperson                               LDO
         Planning Officer                              DDA

PART I: Supervision and Monitoring Committee

   1. Does Supervision and Monitoring (S&M) Committee exist in the district as
      per LSGA 1999?

                        Yes        No
   2. Name and position of S&M Committee members?

       sn    Name                              Position
       1
       2
       3
       4
       5
       6
       7
       8
       9

   3. Who is the chairperson of that committee?



   4. How do you evaluate participation of S&M committee chairpersons and
      members in S&M of DDC’s activities?

         Position                                    Type of participation
                                Fully Participated      Partially Participated   Not participated
1. Chairperson
2. Vice-chairperson
3. Members


                                                                                                1
5. Is the committee functioning well?

            Yes                  No                 Don’t know

6. How does the DDC supervise and monitor implemented programmes in
   the district through the S&M Committee formed under clause 210
   (Supervision and Monitoring) of LSGA 1999? Write process in short?




7. Does the Supervision and Monitoring Committee meeting take place every
   four months as per LSGA 1999?

         Yes, it is held in every 4 months.

         The committee meets 1-2 times in a year.

         The committee does not have meeting.

         Other specify.


8. How many times did the committee meet in last fiscal year?


9. Write three strengths and three area-needing improvements of the S&M
   Committee?

   Strengths                                  Areas needing improvements

   a.                                         a.
   b.                                         b.
   c.                                         c.

10. What types of support does the S&M committee members provide to the
    M&E responsible staff of DDC?

         Dose not provide any support.

         The committee provide support.
         Specify:


                                                                           2
11. Does DDC have S&M sub committee as per clause 202, LSG Regulation
    2000?

           Yes                  No                Don’t know

12. Who are the members in the sub committee?

    sn   Name                        Position
    1
    2
    3
    4
    5
    6
    7
    8
    9

13. Does sub committee reports regularly to the S&M committee or DDC?

           Yes                  No                Don’t know

14. Does DDC have programme/sector wise S&M committee?

           Yes                  No                Don’t know

15. Write name of programme/sector and responsible person/staff?

   Programme/Sector                  Responsible person        Position




16. What do you recommend?

         LDF should strengthen the capacity of S&M committee.

         LDF should not include S&M committee in its programme.

         LDF should form a separate committee.


                                                                          3
PART II: Monitoring Formats and Database


  1. Is there information center in the district?

                         Yes                           No

            In the process of establishment

  2. Have the management information system been implemented through the
     information center?

                         Yes                           No

  3. What types of tools are used in monitoring mechanism in the DDC?

            Field observation

            Filling up the standard format

            Monthly or periodic report

            All above

  4. Are there monitoring formats in use in the DDC? (Please attach sample
     formats, which are used by the DDC)?

            Minimum                      Sufficient


  5. Who prepare the formats for monitoring and evaluation required for DDC?


  6. Do you think that the prepared formats are sufficient for monitoring
     system?

                         Yes                           No

PART III: Monitoring and Evaluation Training


  1. Has the Planning and Monitoring Officer in place in the DDC?

                         Yes                           No


                                                                             4
2. Who are the responsible persons in the DDC for monitoring and
   evaluation? Please write name and position of the three persons on
   priorities basis?




   If no, what is the DDC’s plan?

3. How many staff is responsible for monitoring and evaluation? What is the
   status/rank of monitoring and evaluation responsible staff in the district?



4. Do you think the responsible staff in monitoring and evaluation need other
   training ?
                      Yes                         No

5. In your opinion, who are the appropriate staff for M&E training?

          DDC’s staff

          LDF Field Officer

          MLD staff (LDO, Planning Officer)

          Others, specify

6. What is the appropriate month for such training?


7. Do you need additional format to be developed for monitoring of LDF
   programme in the district?

          Yes                  No             Existing formats can be used


8. Is there any computer database system for M&E in place?

                        Yes                            No




                                                                                 5
  9. Is the system functioning?

                          Yes                              No

  10. Do you want to suggest any thing regarding capacity development of
     DDC in M&E system?



PART IV: Linkage for monitoring and evaluation

  1. Is there any provision of M&E in the District Development Plan (DDP)?

                          Yes                              No

  2. How does DDC monitor Village (VDC) level projects?

                    Using formats
                    Field visit by Monitoring Staff
                    Field visit by S&M team
                    All of above

  3. Who are the responsible people for village level projects monitoring?

                  VDC secretary
                  Field technician of VDC
                  Assigned staff from DDC
                  All of above
  4. What is the performance of VDC in village level projects monitoring?

                    Poor
                    Satisfactory
                    Good
                    Excellent

  5. Does the DDC use NPC monitoring guideline?

                 Yes               Don’t known about guideline

               No                  DDC does not have NPC monitoring guideline




                                                                                6
6. Does DDC carry out regular reporting to the Ministry of Local
   Development (MLD) and National Planning Commission (NPC) based on
   monitoring carried out in the district?

               Only to the MLD
               Only to the NPC
               Both of above
               None of the above

7. How is the relationship between center (NPC&MLD) and district (DDC)
   regarding M&E?




------------THANK YOU VERY MUCH FOR YOUR SUPPORT-----------




                                                                         7
                                                                  Annex - 2(a)                                                                                       NPC (CME) FN 1
                                                          ANNUAL IMPLEMENTATION PLAN
FY:
Budget Sub haeding no.:
1. Ministry:                                                                                                 7. Name of Project Chief:           10. Expenses up to last year:
2. Department:                                                                                               8. Annual Budget:                   Direct expenses and including commodity
3. Project Name:                                                                                              a) Internal: HMG/N                  a) Internal: HMG/N
4. Location:                                                                                                                Organization:                       Organization:
a) Districts:                                                                                                               People participation:               People participation:
b) VDC/M/ward #:                                                                                             b) External: Loan / Aid             b) External: Aid :
5. Project Started date:                                                                                     9. Total project budget NRs.
6. Project completion date:                                                                                  a) Internal: HMG/N :
                                                                                                                          Organization:
                                                                                                                             People participation:
                                                                                                             b) External: Aid :
  Sr#                     ACTIVITIES               UNIT        ANNUAL             ANNUAL      FIRST TRIMISTER           SECOND TRIMISTER               THIRD TRIMISTER        REMARKS
                                                               TARGET            BUDGET    Qnty.   Weatage   Budget    Qnty.      Weatage Budget     Qnty.   Weatage Budget
                                                          Quty.     Weatage
   1                           2                    3      9            10          11      12       13        14       15          16      17        18       19      20       21




        Total Budget
        Budget through Technical Assistant Teams
        Budget through HMG/N
        Budget through Donor
        Total Budget


        Signature of project chief:                                              Signature of departmental chief:                         Attested by:
                                                                                    Annex 2 (b)
                                                                                                                                                        NPC (CME) FN - 2
                                                       ................. Trimister/Annual Progress report (a)
                                                                                                                                                        (NRs. in thousand)
  1     Fiscal Year :                                                      7      Expenditure for the period (NRs.)
  2     Budget Sub heading No :                                                                 (a) Internal                  - HMG
  3     Ministry :                                                                                                            -Other Organisation
  4     Name of Programme/Projects :                                                                                          -People participation
  5     Name of Programme/Projects head :                                                       (b) External                  - Loan
  6     Budget for the period (NRs.) :                                                                                        - Grant
        (a) Internal         - HMG                                         8      Expenditure against Trimister/Annual target:
                             -Other Organisation                           9      Total expenditure during this period based on total estimate :
                             -People participation                        10      Past time period (Based on total expected duration)
        (b) External         - Loan
                             - Grant
        (c) Donar Agency :


                                                                          Trimister/Annual        Progress during reporting
                                         Trimister/Annual Target                                                                    Cummulative progress of project
S.N.     Activity Discription Unit                                            Progress                     period                                                       Remarks
                                      Qnty.   Weightage     Budget     Quantity    Weightage      Quantity      Weightage         Completed Quantity     % Weightage
  1                  2         3         4         5           6           7            8            9                10                   11                  12            13




      Administrative cost

             Total


Weighted progress of reporting period : 8/ 5x 100 :-

Note: 1. Column # 11 & 12 should be fullfilled up for yearly regular programme :

        2. Column # 9 & 10 should not filled up while Annual target & program will be filled up in collumn # 7 & 4.
                                                           ............... Trimister/Annual Programme Report (b)


                                                                                                                                                               (Amount in thousand)


1 Name of Project :                                         4 Land (ha.) :                                        8 Status of reimbursment
2 Situation of Contract :                                   5 Audit report submitted to donor (nos.)                   (a)   Amount to be requested (NRs.) :
                           Estimated contract amount during
                       (a)                                  6 Supply manpower (nos.) :                                 (b)   Requested amount (NRs.) :
                           this period (NRs.)
                       (b) Amount of Contracted (NRs.)      7 Expected output as per project goal                      (c)   Amount to be received (NRs.) :

3 Appointment of consultant :                                      (a)                                            9   Outcomes/Activities :
                       (a) International                           (b)                                            10 Problems of project :
                       (b) National                                (c)
                                                                   (d)



Major problems faced                                                                                                Problem showed by doners and
                               Solution made to solving           Suggestion for possible problem to be                                                   Problem to be showed in
   during project                                                                                                  suggestion implemented or not, if
                                       problems                               encountered                                                                          NDAC
  implementation                                                                                                          not specify reason


            1                                2                                        3                                             4                                  5




Signature of Project/office chief & date :                                                                        Signature of department/organization head & date :



Note : This page should be filled up trimister/Annual or bimonthly by project and submitted to Misnistry for Ministry Level Development Action Committee (MDAC) meeting.
11 Project started date
12 Project completion date : (a)     proposed (b)      actual
13 Total estimated amount of project (NRs.)

   Currency :

   Exchange Rate :
   (a)   Internal            (i)    HMG/N
                             (ii) People Participation
                             (III) Other Organization

   (b)   International       -     Loan
                             -     Reimbursement amount
                             -     Direct Payment amount
                             -     Physical support amount
                                             or
                             (Commodity or Aid Amount)
   (c)   Techinical Assistance
                             -     Donnor organizaton
                             -     Total Cost
                             -     International consultant cost
                             -     Local Consultant Cost
                             -     Miscllinious cost

14 Expenditure amount up to last fiscal year (NRs.)
   (a)   Internal            (i) HMG
                             (ii) People participation
                             (iii) Other organisation

   (b)   International       (i)    Loan
                             (ii) Grant support
                             (iii) Commodity Aid
                             (iv) Technical Assistance
                                                 Annex 2 (d)
                                                                                                NPC (CME) FN4

                                 Discription of Project Situation
    1      Budget Subheading no. :

    2      Project Name :

    3      Ministry :

    4      Department :

    5      Donor Agency :

    6      Project location (District, Constitutional area, Municipality, VDC) :

           Phone no:                                       E-mail:

                   6.1 Area covered by project :

                        District :

                        Constitutional areas :

                        Multicipality/VDC :

                   6.2 Benifited Population :



                        Total Population :                 Women :                 Children :



                                Poor :                     Others :


                   6.3 Sector :

                   6.4 Sub-Sector :

                   6.5 Type :

                   6.6 Strategy :

    7      Stage of project (First, Second, Third) :

    8      Main objectives of project :

    9      Main objectives of projects :

    10     Physical output of project * (related with no 8)



* Output of project means area covered from irrigation, KM of road, population benifited from DWC etc.
         9 Solution measured applied from the project against problem faced :
           (a)
           (b)
           (c)


        10 Project Chief:
           (a)        Name :
                      Designation :
                      Level :


           (b)        Duration with project :


        11 Supervision status


           Name of person and organisation              Supervision Date




        12 Statement/Coments of supervisors


Note:      One copy to concerned section of NPC         Signature of Supervisor :
           Secreatariate and one copy to CME
           section should be submitted.                 Name :


                                                        Position :


                                                        Supervise date :
                                         Annex 2 (g)

                                                                   NPC (CME) FN-7

        Supervision Format of Development Projects



1 Project Name :

2 Budget Subheading no. :

3 Donor Agency :

4 Project Location (Region, District, Municipancity, VDC :

5 Project executing agency :

6 Output/activities observed during field visit :

7 Management Aspects :

  (a)      Status of required budget and release :

  (b)      Allocated manpower and their status (level wise) :

  (c)      Status of physical inputs :

  (d)      No. of vehicle :

  (e)      No. of vehicle actually used in projects activities :

  (f)      No. of vehcle in useable condition :




8 Problems faced during implementation of projects :

  (a)

  (b)

  (c)

  (d)
                                                                                             Annex 2 (f)
                                                         (Report to be submitted sectoral branch of NPC secretariate and center monitoring
                                                                               and Evaluation branch by the ministry)

                                                                         Monthly Progress report of special proritized projects
                                                                               Fiscal year .............. Month ....................

Ministry
                                                                                                                                    (Amount in thousand)
             Budget Subheading no.




                                                                                                Amount of work to be done by
                                                             Status Of reimbursement
                                                                                                        contractor                   Major output and
                                                                                                                                                              Major problems faced    Solution masured for
  S.N.




                                         Project Name                                                                                activities of this
                                                                                                                                                              during implementation     faced problems
                                                                                                                                          month
                                                        Amount to                   Amount to                           Amount
                                                           be       Requested           be       Target for this       agreed for
                                                        requested    amount          received    period (NRs.)         contractor
         1                           2              3           4               5          6                       7            8                         9                      10                      11




Coments of concerned branch :                                                                                                       Approved By :

Prepared By :                                                                                                                       Date :

Date :
                                                                                    Annex - 2 (e)
                                               (Report to be submitted to sectoral branch of NPC Secretariate and center Monitoring
                                                                      and Evaluation branch by line ministry)
                                                                                                                                                         NPC (CMC) FN-5
                                                ........................ Trimister/Annual Programme report of Specially Prioritized Projects
                                                                                         Fiscal Year ..............

Ministry :                                                                                                                       Last meeting of MDAC held on :
        Subheading no. of




                                           Cummulative progress programme against the target                                                   Amount of work done
                                                                                                          Status of reimbursement
                                               of project             of this triminister                                                      by contractor (NRs.)
            Budget




                                                                                                                                                Amount Past duration
 S.N.




                            Project Name                                                                                 Amount to Target for
                                             Physical    Fiscal     Physical                       Amount to be Demanded                       agreed for of project (%)
                                                                                    Fiscal (%)                               be    this period
                                           (Weightage)    (%)     (Weightage)                       demanded     amount                         contract
                                                                                                                          received   (NRs.)
                                                                                                                                                 (NRs.)
  1           2                  3              4          5            6               7                8              9            10           11         12           13




Note:   Which no 4, 5, & 13 should not be filled by yearly projects.
15 Techinical service statement :

   (a)   Total consultant in the project :

                -   International :

                -   National :

   (b)   Consultant appointed until last fiscal year :

                -   National :

                -   International :



16 Reimbursement amount from donors (NRs) :

   (a)   Total amount to be demanded :

   (b)   Amount demanded :

   (c)   Amount reimbrused :

   (d)   Amount to be reimbursed :



17 % Physical progress till last fiscal year (out of total target of the project) :

18 % Expenditure till last fiscal year (out of total estimate of the project) :

19 Completed duration of the project (%) :

20 Information related to project chief :

         Name                         From                      To




                                         Signature of Project Chief :

                                         Name :

                                         Desigantion :

                                         Date :
                                  Annex 2 (c)
                                                                                   NPC (CME) FN-3
                 Special Prioritized Project
                          Monthly Report
                  .......... Year ......... Month

1 Ministry :                          Budget Sub-heading :



2 Name of Project :



3 Status of Rembursement :

               Amount to be requested (NRs.) :

               Requested amount (NRs.) :

               Amount to be received (NRs.) :



4 Situation of contract :

               Estimated contract amount during this period (NRs.) :

               Amount of Contracted (NRs.) :



5 Major outcomes/activities completed in this month :



6 Discription of problem :

               Problems faced during project implementation :

               Problems may forseen in future :

               Problem pointed out by donors :

               Applied mearsument to solve problems :

               Which level to be actively participated to solve problem ?

               (Project/Department/Ministry/NPC/NDAC)




                                                  Signature of project chief : ................................

                                                  Name of project chief : ................................

                                                  Date : ..............................................
                                                                                                      Annex-3(a)

                                                                                                  HMG/N
                                                                                      Ministry of Local Development
                                                                                          Fiscal year ________

                                                  First/Second/Third Trimester (Programme Sector) Progress

                            Water Supply                                 Building                                      Road                                      Irrigation                                  Others
  Development
                               Completed




                                                                          Completed




                                                                                                                       Completed




                                                                                                                                                                   Completed




                                                                                                                                                                                                             Completed
                Number of




                                                             Number of




                                                                                                           Number of




                                                                                                                                                     Number of




                                                                                                                                                                                                 Number of
                                                  Progress




                                                                                                Progress




                                                                                                                                          Progress




                                                                                                                                                                                      Progress




                                                                                                                                                                                                                                Progress
    Region
                Project




                                                             Project




                                                                                                           Project




                                                                                                                                                     Project




                                                                                                                                                                                                 Project
                                           Goal




                                                                                         Goal




                                                                                                                                   Goal




                                                                                                                                                                               Goal




                                                                                                                                                                                                                         Goal
Eastern

Central

Western

Mid-Western

Far-Western

Total:
                                                                                        Annex-3(b)

                                                                                  HMG/N
                                                                      Ministry of Local Development
                                                                          Fiscal year ________

                                                First/Second/Third Trimester Grant Programme Progress

                       Development Grant                                  VDC Grant                                 Const. Area Dev. Grant                        Municipality Grant
  Development
                             Completed




                                                                            Completed




                                                                                                                            Completed




                                                                                                                                                                        Completed
                Number of




                                                              Number of




                                                                                                                Number of




                                                                                                                                                          Number of
                                                   Progress




                                                                                                     Progress




                                                                                                                                               Progress




                                                                                                                                                                                           Progress
    Region
                Project




                                                              Project




                                                                                                                Project




                                                                                                                                                          Project
                                         Goal




                                                                                           Goal




                                                                                                                                        Goal




                                                                                                                                                                                    Goal
Eastern

Central

Western

Mid-Western

Far-Western

Total:
                                                                                                  Annex-3(c)

                                                                                              HMG/N
                                                                                  Ministry of Local Development
                                                                                      Fiscal year ________

                                                             Total Project Information for First/Second/Third Trimester

                                                                                                         Expenditure in Completed        Net Benefit form    Projects Under-    Expenditure in the Projects
                                Estimated Benefit       Estimated Cost
                                                                                           Technically           Projects               Completed Projects    construction         Under-construction        Work
                     Number                                                     Number of
 Deveopment Region      of                                          Communit Completed Inspected and                                                                                            Communit Started Rema
                                         Progres                                          Handed over                     Community                                  Physical                               Project rks
                     Projects    House                                  y        Project                          Grant                 House     Progress                      Total   Grant       y
                                         s in Km, Total Rs Grant Rs                         Projects   Total Rs           Contributio                       Number    Work                                    No
                                  hold                              Contributio                                    Rs                    hold    in Km, ha,                      Rs.     Rs     Contributio
                                            ha,                                                                             n Rs                                     Progress
                                                                      n Rs                                                                                                                        n Rs



Eastern

Central

Western

Mid-Western

Far-Western

Total:
                                                                 Annex-4 (a)
                                          Office of the District Development Committee
                                                         Kavrepalanchowk
                                                       Projects Descriptions
Name of the programme:                                                                                     Fiscal Year:
                                                                    Total                                    Planned    Work
                                            Total Cost           Transferred   Contract signing   Contract Completion progress
 S.N.     Project Name and Project area      Estimate    Grant     Amount          person          Date        Date      %       Remarks
                                                                  Annex-4(f)
                                           Office of the District Development Committee
                                                          Dhulikhel, Kavre
                                                        Project Status Report

Sn     Name of the Programme               # of Projects Total amount of   Transferred   Amount to be   # of completed Remarks
                                                         the projects      amount        transferred    Projects


     1 Development Grant

     2 Miscellaneous

     3 District Development Fund

     4 Rural Road

     5 Suspension Bridge

     6 Constitutional Area Development

     7 Central leve

7.1 Loca Development Infrastructure

7.2 Others

     8 Village Development

                                   Total
                                                                                                                                                   AOG FN: 106
                                                                               Annex-5(c)

Office Name:
Work Name:                                                          HMG /N
Total Estimated Amount:
Total Expenditure:                                       Ministry of Local Development
Differences:
Difference Percentage:                     Office of the District Development Committee, …………
Work Started Date:
Work Completed Date:
                                                         Work Completion Report
S.N.           Work Description                     As per Estimate                         Actual Work                  Difference           Remarks
                                            Qty.   Rate         Unit   Total         Qty.      Rate       Total   Qty.      Rate      Total




                                  Total:




Please denote (+) for excess and (-) for deficit
                                                                                                                                                                                                                                                 Form No: 3
                                                                                                                       Annex-5(D)


District:
                                                                                                        HMG/N
Programme Name:                                                                            Ministry of Local Development
Fiscal Year:                                                                        Office of the District Development Committee
                                                                                                         Kaski


S.N.       VDC      Project           Estimated Cost                  Numbe      Number          Projects under          Number       Expenditure in completed projects      Expenditure in Under-construction             Status of VDC Funds
                     No.                                                r of    of Project        construction              of                                                            Projects




                                                                                                                                                                                                                                                         Evaluation
                                                                                                                                                                                                                                                         Summary
                              Total    Grant           Community      project   completed    Number       Average        Projects   Total       Grant        Community      Total      Grant       Community      Total        Total         Admin
                                                       Contribution   complet    technical                Progress %        Not                              Contribution                          Contribution   Income       Expenditu     Exp. in
                                                                         ed     inspection                                started                                                                                              re            Total Exp
                                                                                /Handove
                                                                                     r
 1              2     3          4         5                6           7            8           9            10           11          12          13             14           15         16            17           18            19            20       21




       Total:
                                                                                                                                                                                                                                                     Format# 4
                                                                                                                       Annex-5(e)

                                                                                                         HMG/N
District:
Name of the Programme:                                                                      Ministry of Local Development
Fiscal Year:                                                                         Office of the District Development Committee
                                                                                                          Kaski


S    Types of        Project    Expected Benefit             Estimated Cost               Number      Number of      Expenditure in Completed Projects    Actual benefit form       Projects under        Expenditure in projects under    Number of
.     Project         No.                                                                    of          projects                                         completed projects         Construction                construction              projects not




                                                                                                                                                                                                                                                          Remarks
N                              No of      Outcome    Total       Grant        Commun      Complete     completed     Total       Grant       Commun      No of       Outcomes   Numbe         Work       Total    Grant      Community       started
 .                              HH         s (Km.                               ity       d Project     technical                              ity        HH         (Km. Ha.     r         Progress %                       Contributio
                                          Ha. etc)                            Contribut                inspection/                           Contribut                   etc)                                                      n
                                                                                ion                   handedover                               ion
1       2              3        4             5       6            7             8           9              10         11          12          13         14           15         16           17         18        19           20            21         22




            Total:
                                                                                   Annex 6(a)

                                                            District Development Committee, Dolkha
                                                                      Project Status Report

                                                       Sources of Fund
                                                                                                                                           If incomplete,   Specified User Committee's
                              Ward                        Community                Psysical   Beneficiary   Start   Completed Technical        time for     Quality or account transparent
S.N.       Project Name       No. Total Cost V.D.C D.D.C. participation   Others   Quantity   Household     Date      Date    Inspection     completion       not            or not




Note: Please specify number of tapstand in Driking Water Supply, Irrigated hector in irrigation, Length in road, area in plantation, number of participants in training
      and number of room in school.
                                                                             Annex 6(b)
                                                             District Development Committee, Dolakha
                                                                  Projects Implementation Report

F/Y    Number of                  Types of Projects                               Total Cost in NRS                 Physical     Beneficiaries      Changes           UCs            In
      Implemented   School   Water    Irrigati    Road   Others    Community         Grant       Total   Granting    Work      Househ     Class   after Project   Registered at   complete
        Project              Supply      on                       Contributions                          Agency     Progress    old               completion         VDC           projects




Note: Please specify: Number of taps for Water supply Scheme, Irrigated area in Irrigation Scheme, Length of road in Road, Area of plantation in
plantation, Number of Participants in training, Number of rooms at school (length*breath).
                                                                          Annex 6(c)

                                                            District Development Committee
                                                          Training Report (Conducted by VDC)

F/Y                       Number of Training                       Number of        Training       All Trained Peron are now in the   Supporting      Market       Remarks
                                                                    Trained    delivering Agency            profession not            Agency for    management
      Sewing &    Dhaka         Bamboo          Skilled   Others   Manpower                           Yes                 No          those who     for products
       knitting                                Manpower                                                                                are in the      for the
                                                                                                                                      profession     profession
                                              Annex 6(d)

                                  District Development Committee
                                Records of Internal Resources of VDC
Fiscal Year   Types of Source             Total Income NRS.        Initiatives for Fund Raising   Remarks
                                                             Annex 6(e)

                                           District Development Committee, Dolakha
                                         Records of COs and UCs from last four (4) years
Fiscal Year   Organization involve for              Organized COs and UCs                     Nature of work    Presently active
                 group formation          Women             Men               Total        perform by COs/UCs      COs/UCs
                                                                                       Annex 6(f)

                                                               District Development Committee, Dolakha
                                                               Institutional Development Report of VDC

S.N.   Number of       Comply         Number       Furniture/Equipments and other property of VDC      Attendance of VDC Chairperson in the VDC office      Year of VDC     Have any     Working
       Meetings       Council's       of Staff   Cupboard        Table        Chair          Others   Daily    Weekly     2 times    in the meetings only     building     publication   Service
                   decisions or not                                                                                                                         construction     or not      centers
                                                                                                                                                                                         at VDC
                                                 Annex - 7
                                   LOCAL DEVELOPMENT FUND PROGRAMME
                            CURRICULUM FOR MONITORING AND EVALUATION TRAINING

Goal: By the end of the training, participants will better understand LDF, its operational procedure, reporting system and M&E system
of LDF and DDC.

Duration: 4 days                           Level of participants: Graduate                     No of participants: 24 persons
Day    Time      Subject                 Learning objectives                      Training         Training               Session
                                                                                  Method           Materials              assessment
        60 min.   Registration and       At the end of the session participants   Game, Role play Balloon, thread
                  Introduction           will be able to
                                         §   Familiarize among each other
                                         §   Introduce ownself
                                         §   Familiar with facilitators
        30 min.   Expectation            §   Raise their expectation              Card and chart     Meta card, list of
                  collection and         §   Aware with training objectives                          training objectives
                  Objective Sharing      §   Match objectives with raised
                                             expectations
        60 min.   Introduction of LDF    §   Explain formulation process of       Semi-lectured      UNCDF brochure,       Oral test
                  and its objectives         LDF                                                     LDF project
First




                                         §   Say Development and Immediate                           document, LDF
                                             objectives of LDF                                       brochure
                                         §   List out four results of LDF
        180       Monitoring,            §   Define term monitoring               §   Brainstormin   Definition of         Oral test
        min.      supervision and        §   Define term supervision                  g              monitoring,
                  evaluation             §   Define term evaluation               §   Group          supervision and
                                         §   List out project hierarchy for           discussion     evaluation, Project
                                             monitoring and evaluation                               hierarchy
                                         §   Explain procedure of M&E
        90 min.   M&E mechanism of       §   Explain NPC M&E mechanism            §   Semi-lecture   NPC Monitoring        Oral test
                  NPC                    §   Share developed formats by NPC                          guideline



                                                                                                                                       1
Day      Time      Subject               Learning objectives                     Training           Training          Session
                                                                                 Method             Materials         assessment
         90 min.   MLD M&E system        §   Explain MLD M&E system              §  Semi-lecture    Paper of MLD      Oral test
                                         §   Share reporting system of MLD                          M&E system


         90 min.   DDC M&E system        §   Share DDC existing M&E system       §   Brain          Report of DDC     Oral test
                                         §   Share Using formats by DDC in           storming       M&E system
                                             reporting                           §   Semi-lecture
                                         §   Share recommendation for further
                                             strengthening
         90 min.   Indicators            §   Define indicator                    §   Snow balling   Definition of     Oral test
Second




                                         §   Importance of indicator in M&E      §   Semi lecture   indicators and
                                         §   Explain LDF indicator                                  example

         90 min.   Sharing of            §   Understand M&E plan                 §   Semi lecture   LDF M&E plan      Oral test
                   Monitoring and        §   Explain component of M&E plan
                   Evaluation Plan of    §   Share M&E plan with DDC
                   LDF
         60 min.   Reporting procedure   §   Define report in the UNDP's         §   Brainstorming Sample of          Observation
                                             context                             §   Practical     report, chart of
                                         §   Understand reporting procedure                        reporting
                                         §   Understand reporting schedule                         schedule
         120       Financial             §   Understand financial management     §   Brainstorming PFM,               Observation
         min.      management and            and reporting procedure             §   Practical     Expenditure
Third




                   Reporting system      §   List out elements of expenditure                      statement
                                             monitoring and reporting                              formats
                                         §   Work out on reporting with format
                                             (PFM,PEM)




                                                                                                                                  2
Day      Time      Subject                 Learning objectives                     Training Method      Training             Session
                                                                                                        Materials            assessment
         360       Preparation of          §   Identify Formats (QPR, APR)         §   Brainstorming    Sample Formats       Observation
Third




         min.      formats for reporting   §   Prepare required formats for UC,    §   Group
                   and data base               VDC and DDC level                       discussion and
                                                                                       practical
         120       Participatory           §   Define PM&E                         §   Brainstorming    PM&E guideline       Oral test
         min.      Monitoring and          §   Explain key elements of PM&E        §   Group
                   Evaluation              §   Develop PME system of LDF               discussion
         120       Sharing and             §   List out the unclear statement of   §   Plenary          Guideline, Project
         min.      Discussion session          LDF operational guideline and           Discussion       Document
                   on:                         discuss
                   • Operational           §   Explain project planning and
Fourth




                       Guideline               selection process
                   • Project selection     §   Role of different key
                       Process                 stakeholders in LDF
                   • Role of               §   Any other issues and problem
                       stakeholders            faced during LDF
                                               implementation
         60 min.   Work plan               §   Prepare work plan                   §   Group work       Work plan
                   preparation,            §   Evaluate workshop                                        format,
                   Workshop Evaluation     §   Present closing remarks                                  Evaluation
                   and closing                                                                          formats




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