Making Monitoring and Evaluation Systems Work (Part 2)

Page 131

During the visit Step 5: Undertake the visit The aspects of supervision described here are based on a sample supervision form and visit process. Also look at the data quality audit assessment tool that the Global Fund has developed (both are in the ERL). •

Supportive Supervision and Data Auditing

Chapter 10

Introduction: Meet the head of the organization and state the purpose of the visit. Check that the head of the organization received the letter in which s/he was informed of the visit. Complete the relevant part of the M&E supervision form. Initiate meetings: Formally confirm a request for a meeting with the routine monitoring lead person (pre-arranged with the organization for the supportive supervision visit). If a routine monitoring lead person has not been nominated or is not available, request a meeting with the person responsible for monitoring and evaluation, reporting and/or projects in the organization. Complete the relevant part of the M&E supervision form. Follow-up on previous supervision visit: Using the previous routine monitoring supervision form (if one took place), check with the routine monitoring lead person or organization’s representative whether or not the remedial actions agreed to have been implemented/maintained. Complete the relevant part of the M&E supervision form. (Skip this step if it is the first routine monitoring supportive supervision visit to the organization.) Organization’s own system of monitoring and reporting of routine monitoring: Ask the routine monitoring lead person (or other organization representative, see Step 2) about their own M&E systems and reporting of routine monitoring data, specifically about each of the six data management processes in place in their organization. Ask to see evidence, where needed, of the processes described by the supervisee. Use of routine monitoring data: Ask how the routine monitoring data has been used and note examples shown. Share examples of how other organizations have used the routine monitoring data and show how they can be adapted to improve the way that they plan and implement projects. Complete the relevant part of the M&E supervision form. Routine monitoring data verification: Verify the routine monitoring data for the reporting period, and use the routine monitoring form to carry out five types of verification (see Table C10-2).

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