Monitoring and evaluation of project performance

EARRNET is an amalgamation of all entities conducting research in all the member countries and their linkages to major client groups. Its effectiveness will depend on the ability to contribute to and benefit from information and technologies generated. Generally, output of one unit is the input of another and vice versa. This association assures concentration of research on priority needs of stake holders, enhanced complementation, promotion of end users access to information, inputs and services and feedback of stakeholders experiences with new technologies to research which ensure that technologies are adapted to local agro-ecological and socioeconomic conditions.

Monitoring and evaluation will provide the means for assessing results against planned objectives, introduce interim adjustments and generate feedback for future planning. Detailed national and regional work plans will be prepared which encompass regional collaborative research, individual national program research, validation trials and demonstration programs to be implemented, plans for training and human resource development and plans for strengthening researcher-extensions-farmer linkages in member countries.

Annual national programs planning meetings will be instituted. The meeting will review research findings of previous year(s), grower recommendations and agricultural policies. Work plans for subsequent years will be assessed. An expanded participation with representatives from the extension services (Ministry of Agriculture), non governmental organizations, university and development projects, producers, consumers, policy makers, donors, scientists and technicians from other national commodity/disciplinary programs will be encouraged. The goal is to promote participation of different institutions and individuals in priority setting, and program formulation, establish and strengthen linkages in implementation, monitoring, evaluation and impact assessment.

The general expected output of this meeting will include reviewing achievements, identifying/refining constraints, establishing policies and priorities for future TDT activities, evaluating human, financial and infrastructure resources available and those required to effectively carry out national and regional root crop TDT activities.

National training needs, consultancy/exchange visits will be assessed. Detailed work plans covering goals, purpose, objectives, background information, data to be collected, type of analysis to be made, implementation plan (logical framework), budget and linkages necessary for implementation of each project should be evaluated. The deliberations of the meeting will be published as National Root Crop Improvement Program Technical and Approved Work plans reports.

A mid-year meeting by national research theme leaders will discuss progress in implementation of project activities, major problems encountered and recommendations for improvement and follow up action would be encouraged. The six-month time lag between start of rainy seasons between Uganda, Kenya, Rwanda and Burundi on the one hand and Madagascar on the other should be noted.

Annual EARRNET Steering Committee meetings are scheduled. The meetings will appraise technical and financial reports and progress made by individual NRCIPs towards attainment of network and national objectives. The meeting will also have an expanded participation from IARCs, policy makers, important local agribusiness, and donors. A detailed description of all regional collaborative activities will be presented and discussed by the heads of programs. Resources will be allocated based on approved work plans. Other issues to be discussed will include training (regional, in country, short-term attachments), exchange visits, participation of national scientists in international and regional workshops, documentation, monitoring tours etc. The proceedings from this meeting will constitute the EARRNET Annual Technical and Work planning reports. Where possible, a mid-year meeting will review progress made and problems encountered in implementing TDT activities. Recommendations for improvement would be made. Reports presented will be synthesized into the EARRNET semi-annual progress reports. The semi-annual progress reports related to the work plans will be prepared and will include summary narrative description of activities, main achievements, major problems encountered and recommendations for improvement and follow-up actions. The Coordinator will make quarterly visits to all national programs to monitor progress being made by member countries. Consultancies and backstop visits from IITA in program formulation, implementation and monitoring will be actively solicited to build NARS institutional capacities.

The NARS Directors will review minutes of SC meetings to verify that national priorities are reflected, address policy issues that arise and monitor Network expenditure and performance.

The final report incorporating a review of project achievements, problems encountered and recommendations for future activities with regard to specifically stated objectives would be submitted. It is envisaged that the collaborating NARS capacities in monitoring and evaluation will also be strengthened. Other essential information will be collated at national planning meetings, steering committee meetings and workshops to facilitate monitoring.

A draft set of indicators will assist in identifying key data sets required to provide the basis for evaluation of the project. The indicators will need to be adjusted in order to meet the project's specific needs with sufficient accuracy. They will address such issues as changes in productivity and income, adoption rate, impact on resource base, mid-term evaluation, financial audits and end of project review. Donors and IITA representatives, in conjunction with participating country officials to assess project accomplishments will conduct a final evaluation. To the extent practicable, the evaluation will assess the impact of research and networking activities on cassava production, utilization and marketing.