DEPARTMENT MONITORING AND EVALUATION

1.0 INTRODUCTION

The Monitoring & Evaluation (M&E) Department has the responsibility of ensuring that there is value for money on intervention projects being executed by beneficiary institutions in the areas of physical infrastructure and Library Development through:
1.   Project Monitoring;
2.  Project Performance Measurements; and
3. Determining and recommending the next tranche of funds as the intervention projects progress towards full completion.

 The work of the M&E commences immediately after the disbursement of first tranche on infrastructure-based interventions, including Library Development.

2.0 FUNCTIONS OF MONITORING AND EVALUATION DEPARTMENT

1.  To carry out monitoring and evaluation of on-going projects so as to remedy bottlenecks in the course of implementation;

2.  To carry out inspection visits for release of the second tranche and/or final tranche across infrastructure- based intervention projects; and

3.  To recommend release of the applicable subsequent tranche of funds upon satisfactory completion of the intervention projects.

3.0 The Monitoring and Evaluation Department is made up of two distinct Divisions, namely:

1. Project Monitoring and Evaluation Division (PMED);

2. Project Analysis and Documentation (PRAD).

3.1 Project Monitoring and Evaluation Division (PMED): This Division carries out routine   checks and tracking of projects/programmes performance including tracking of project cost and timelines as well as proffering remedies to bottlenecks. The functions of Project Monitoring and Evaluation Division (PMED) among others include:

1. Coordination and management of the implementation of all TETFund’s intervention projects/programmes in the beneficiary institutions nationwide; and

2. Coordination of intervention projects monitored and inspected in the beneficiary institutions to ensure that projects are executed in line with the Fund’s approval.

3.2 Project Analysis and Documentation Division (PRAD): This Division involves itself in digital records keeping of the Fund’s intervention projects by creating an effective and functional photo bank for real time update, easy accessibility and retrieval. Its functions are as follows:

1. Receiving, collating, recording and tracking movement of project documents and files within and outside the Department;

2. Writing correspondences, memos, reports etc. to enable intra and inter departmental communication and communication with the beneficiary institutions on projects programme monitoring;

3. Production of weekly and/or monthly disbursements update;

4. Coordination and management of all documentations, and records keeping of activities of the Monitoring and Evaluation Department by the Department’s registry.

4.0   ACTIVITIES OF THE DEPARTMENT

The Department is responsible for Monitoring of the following intervention projects:

1. Annual Intervention Project;

2. Entrepreneurship Intervention;

3. Equipment Fabrication;

4. Library Development;

5. Special Intervention Project;

6. Special (High Impact) Intervention Project; and

7. Project Maintenance;

          

4.1   Operational Methodologies

      The operational methodologies are helping the Department become more effective in its monitoring and evaluation activities. These are being employed and deployed for the work and the results have been quite encouraging. Highlights of the methodologies are as follows:

1. The monitoring exercise is all involving in the Fund;

2. Requesting beneficiary institutions are listed for inspection of their projects. Moreover, Projects of non-requesting beneficiaries are also scheduled for snap visits on their on-going projects via the charted programme for inspection to monitor the work progress.

3. Undertaking visitation to beneficiary institutions to ensure that the projects are being executed in line with approved specifications;

4. Use of Checklist developed in the Department to check for compliance with requisite returns and documentations;

5. Recommending funds disbursement where applicable and communication where also applicable; and

6. Documenting all records of disbursement data across all sectors per intervention type.

4.2   Monitoring Activities

There are two categories of monitoring activities of the Department. These are:

1. Monitoring and Evaluation of On-going projects (Snap-check); and

2. Monitoring for the release of second and/or final tranche of funds.

4.3 Monitoring and Evaluation of On-going Projects. 

The Department has consistently been carrying out snap-check monitoring and evaluation exercises on on-going projects in various beneficiary institutions with the aim of keeping tab on new projects in order to ensure that the execution processes are done with due diligence. This particular exercise is usually determined by using the Intervention (Interim) Programme Charting based on letter of 1st tranche, which enables the Department carry out snap visits. The chart is produced by the Department after issuance of the letter of 1st tranche, based on the durations captured in the disbursement letter.

On receipt of the letter of first tranche from the Project Infrastructure and Education Support Services Departments, the officers of the Department activate official letter to the beneficiary institution to request for requisite contract documents and programme of works for each project indicating date of commencement and completion as awarded.

 

4.4 Monitoring for Release of the Second and Final Tranches

       The Department prepares a checklist for vetting of documents submitted by beneficiary institutions to process further release of funds containing detailed requirements for building construction works.

5.0   Key Performance Indicators (KPIs) of the Department

1. Receiving, collating and scheduling of beneficiaries’ request for inspection within two weeks.

2. Response to beneficiaries’ request for inspection every two weeks.

3. Submission of monitoring and evaluation reports within 72hrs upon return from the field.

4. Recommend disbursement of funds (2nd and final tranches) to eligible beneficiary institutions after receipt of satisfactory documentation within 24hrs, subject to the availability of Audit Clearance.

5. Timely communication to beneficiary Institutions and Management on observations made during visits.

6. Keeping records of monitored projects after return from field within 72hrs.

7. Provide weekly and/or monthly update on disbursements to Management.

8. Monthly production and submission of final reports to Management.