Gef-iw5 etps mangroves

AH.Project Execution Organizational Chart

SECTION 7: MONITORING AND EVALUATION PLAN

Project monitoring and evaluation will be conducted in accordance with established Conservation International and GEF procedures by the project team and the CI-GEF Project Agency. The project's M&E plan will be presented and finalized at the project inception workshop, including a review of indicators, means of verification, and the full definition of project staff M&E responsibilities.

1. Monitoring and Evaluation Roles and Responsibilities

The Project Management Unit on the ground will be responsible for initiating and organizing key monitoring and evaluation tasks. This includes the project inception workshop and report, quarterly progress reporting, annual progress and implementation reporting, documentation of lessons learned, and support for and cooperation with the independent external evaluation exercises.

The project Executing Agency is responsible for ensuring the monitoring and evaluation activities are carried out in a timely and comprehensive manner, and for initiating key monitoring and evaluation activities, such as the independent evaluation exercises.

Key project executing partners are responsible for providing any and all required information and data necessary for timely and comprehensive project reporting, including results and financial data, as necessary and appropriate.

The Project Steering Committee plays a key oversight role for the project, with regular meetings to receive updates on project implementation progress and approve annual workplans. The Project Steering Committee also provides continuous ad-hoc oversight and feedback on project activities, responding to inquiries or requests for approval from the Project Management Unit or Executing Agency.

The CI-GEF Project Agency plays an overall assurance, backstopping, and oversight role with respect to monitoring and evaluation activities.

The CI Internal Audit function is responsible for contracting and oversight of the planned independent external evaluation exercises at the mid-point and end of the project.

AI.Monitoring and Evaluation Components and Activities

The Project M&E Plan should include the following components (see M&E table 8 for details):

1. 
   Inception workshop
   Project inception workshop will be held within the first three months of project start with the project stakeholders. An overarching objective of the inception workshop is to assist the project team in understanding and taking ownership of the project’s objectives and outcomes. The inception workshop will be used to detail the roles, support services and complementary responsibilities of the CI-GEF Project Agency and the Executing Agency.
   
2. 
   Inception workshop Report
   The Executing Agency should produce an inception report documenting all changes and decisions made during the inception workshop to the project planned activities, budget, results framework, and any other key aspects of the project. The inception report should be produced within one month of the inception workshop, as it will serve as a key input to the timely planning and execution of project start-up and activities.
   
3. 
   Project Results Monitoring Plan (Objective, Outcomes, and Outputs)
   A Project Results Monitoring Plan will be developed by the Project Agency, which will include objective, outcome and output indicators, metrics to be collected for each indicator, methodology for data collection and analysis, baseline information, location of data gathering, frequency of data collection, responsible parties, and indicative resources needed to complete the plan. Appendix IV provides the Project Results Monitoring Plan table that will help complete this M&E component.
   

In addition to the objective, outcome, and output indicators, the Project Results Monitoring Plan table will also include all indicators identified in the Safeguard Plans prepared for the project, thus they will be consistently and timely monitored. The monitoring of these indicators throughout the life of the project will be necessary to assess if the project has successfully achieved its expected results.

4. 
   Baseline Establishment: in the case that all necessary baseline data has not been collected during the PPG phase, it will be collected and documented by the relevant project partners within the first year of project implementation.
   
5. 
   GEF Focal Area Tracking Tools
   The relevant GEF Focal Area Tracking Tools will also be completed i) prior to project start-up, ii) prior to mid-term review, and iii) at the time of the terminal evaluation.
   
6. 
   Project Steering Committee Meetings
   Project Steering Committee (PSC) meetings will be held annually, semi-annually, or quarterly, as appropriate. Meetings shall be held to review and approve project annual budget and work plans, discuss implementation issues and identify solutions, and to increase coordination and communication between key project partners. The meetings held by the PSC will be monitored and results adequately reported.
   
7. 
   CI-GEF Project Agency Field Supervision Missions
   The CI-GEF PA will conduct annual visits to the project countries and potentially to project field sites based on the agreed schedule in the project's Inception Report/Annual Work Plan to assess first hand project progress. Oversight visits will most likely be conducted to coincide with the timing of PSC meetings. Other members of the PSC may also join field visits. A Field Visit Report will be prepared by the CI-GEF PA staff participating in the oversight mission, and will be circulated to the project team and PSC members within one month of the visit.
   
8. 
   Quarterly Progress Reporting
   The Executing Agency will submit quarterly progress reports to the CI-GEF Project Agency, including a budget follow-up and requests for disbursement to cover expected quarterly expenditures.
   
9. 
   Annual Project Implementation Report (PIR)
   The Executing Agency will prepare an annual PIR to monitor progress made since project start and in particular for the reporting period (July 1^st to June 30^th). The PIR will summarize the annual project result and progress. A summary of the report will be shared with the Project Steering Committee.
   
10. 
    Final Project Report
    The Executing Agency will draft a final report at the end of the project.
    
11. 
    Independent External Mid-term Review
    The CI-GEF Project Agency has determined that an independent external mid-term review not be required for medium sized GEF projects of 2 years duration or less.
    
12. 
    Independent Terminal Evaluation
    An independent Terminal Evaluation will take place within six months after project completion and will be undertaken in accordance with CI and GEF guidance. The terminal evaluation will focus on the delivery of the project’s results as initially planned. The Executing Agency in collaboration with the PSC will provide a formal management answer to the findings and recommendations of the terminal evaluation.
    
13. 
    Lessons Learned and Knowledge Generation
    Results from the project will be disseminated within and beyond the project intervention area through existing information sharing networks and forums. The project will identify and participate, as relevant and appropriate, in scientific, policy-based and/or any other networks, which may be of benefit to project implementation though lessons learned. The project will identify, analyze, and share lessons learned that might be beneficial in the design and implementation of similar future projects. There will be a two-way flow of information between this project and other projects of a similar focus.
    
14. 
    Financial Statements Audit
    Annual Financial reports submitted by the Executing Agency will be audited annually by external auditors appointed by the Executing Agency.
    

The Terms of References for the evaluations will be drafted by the CI-GEF PA in accordance with GEF requirements. The procurement and contracting for the independent evaluations will handled by CI’s General Counsel’s Office. The funding for the evaluations will come from the project budget, as indicated at project approval.

Table : Project M&E Plan Summary
Type of M&E	Reporting Frequency	Responsible Parties	Indicative Budget from GEF (USD)
Inception workshop and Report	Within three months of signing of CI Grant Agreement for GEF Projects	Project Team Executing Agency CI-GEF PA	TOTAL: $30,005 (Tech staff: $6,122 [20 d]. Ops staff: $5,023 [10 d]. Other PMC: $18,860).
Inception workshop Report	Within one month of inception workshop	Project Team CI-GEF PA	TOTAL: $4,592 (Tech staff: 4,592 [15 d].)
Project Results Monitoring Plan (Objective, Outcomes and Outputs)	Annually (data on indicators will be gathered according to monitoring plan schedule shown on Appendix IV)	Project Team CI-GEF PA	TOTAL: $12,245 (Tech staff: $12,245 [40 d .)
GEF Focal Area Tracking Tools	i) Project development phase; ii) prior to project mid-term evaluation; and iii) project completion	Project Team Executing Agency CI-GEF PA	TOTAL: $3,061 (Tech staff: $3,061 [10 d]).
Project Steering Committee Meetings	Annually	Project Team Executing Agency CI-GEF PA	TOTAL: $6,122 (Tech staff: $6,122 [20 d]).
CI-GEF Project Agency Field Supervision Missions	Approximately annual visits	CI-GEF PA	TOTAL: $6,122 (Tech staff: $6,122 [20 d]).
Quarterly Progress Reporting	Quarterly	Project Team Executing Agency	TOTAL: $26,309 (Tech staff: $12,245 [40 d]. Ops staff: $14,064 [28 d]).
Annual Project Implementation Report (PIR)	Annually for year ending June 30	Project Team Executing Agency CI-GEF PA	TOTAL: $10714 (Tech staff: $10,714 [35 d]).
Project Completion Report	Upon project operational closure	Project Team Executing Agency	TOTAL: $15,162 (Tech staff: $6,122 [20 d]. Other PMC: $9,040).
Independent Terminal Evaluation	CI Evaluation Office Project Team CI-GEF PA	Evaluation field mission within three months prior to project completion.	TOTAL: $24,592 (Tech staff: $4,592 [15 d]. Other PMC: $20,000).
Lessons Learned and Knowledge Generation	Project Team Executing Agency CI-GEF PA	At least annually	TOTAL: $12,184 (Tech staff: $9,184 [30 d]). Other PMC: $3,000)
Financial Statements Audit	Executing Agency CI-GEF PA	Annually	TOTAL: $20,046 (Ops staff: $10,046 [20 d]. Other PMC: $10,000)
TOTAL INDICATIVE PMC:			171,154 USD