ICTworks

Monitoring and Evaluation (M&E) systems are essential catalysts for transformation and capacity building within the international development sector. They give vital data-driven direction, navigating programs toward growth. New technology has realized incredible growth, reliability, and efficiency in these systems, furthering their use for health program transformation and improving outcomes.

When organizations identify what technology options exist to address their challenges, many believe there is a need to reinvent the wheel. Adopting new technology is often thought to showcase “innovation,” when in reality, real transformation occurs when organizations change the way their teams operate, implement, and deliver valuable services. In order to maximize the benefit of a new technology, an organization must invest in data-driven decision making, process automation, and transparent collaboration.

While digital M&E systems provide many benefits, there seem to be common challenges in utilization of these systems across projects and organizations. Oftentimes digital tools are looked at with fear and hesitation around several questions:

• Does the technology partner have the required data privacy and security policies in-place to protect our data?
• Will I really get the return on investment from the software compared to building a custom solution?
• Will I be able to use the technology solution? Can’t I just put this in a spreadsheet?

Effective M&E systems can automate routine tasks – freeing up staff time for higher-value activities across the organization. They are not meant to be a replacement, but a tool in what is hopefully a range of options an organization is deploying.

5 Key Steps Deploying Digital M&E

An organization such as JSI strives to implement a process to allow us to choose the best M&E tools that will enable us to make data-driven decisions. This process involves several key steps:

1. Understanding Program Needs: Initially, it is crucial to assess the specific requirements of a program or project. This includes identifying key metrics that need to be tracked, the type of data that needs to be collected, and the overall goals of the M&E efforts.
2. Collecting Requirements: It is important to collect detailed requirements from the users of the system to ensure that the system will meet the needs and desired workflows.
3. Testing Solutions: After detailed requirements have been gathered, projects should test and compare systems to choose the one that best aligns with identified needs. This phase is essential to ensure that the chosen solution can effectively handle the data and reporting requirements of their programs. Configuration and development is done after choosing the system.
4. Ensuring Capacity Sharing and Support: An essential aspect of this process is ensuring that there is adequate capacity sharing. This means training staff to use the new tools effectively and ensuring that there is ongoing support for any technical issues or updates needed for the system.
5. Continuous Improvement in Process-Oriented Aspects of M&E: JSI commits to an ongoing process of improvement. This involves regularly reviewing and updating the M&E systems to ensure they remain aligned with the evolving needs of the programs and continue to provide valuable, actionable insights.

Which Digital M&E System to Use?

At JSI, different technical centers and projects are applying various M&E systems, adapting to programmatic needs and local contexts with the ultimate goal of utilizing these systems to improve outcomes.

One example of such a system is DevResults, a web-based monitoring and evaluation technology platform that is used widely across our industry. DevResults along with many other digital M&E platforms offer a wide range of features. However, it is essential to note that each project has different needs and these should be at the forefront when analyzing and choosing the best system that will meet the project and user needs.

When considering digital tools for M&E, choosing the appropriate platform and keeping the end users in mind is crucial. The allure of new, cutting-edge technology can be strong, but to maximize benefits, it is essential for organizations to invest in technology that has demonstrated effectiveness and meets program and user requirements.

Reliable technology powers impactful reporting and sophisticated data analysis, and fosters an ecosystem of trust and data-driven innovation, enabling teams to dynamically adapt and thrive in the ever-evolving terrain of program development.

By Dela S. Darji of JSI and Aasit Nanavati of DevResults. Image is Electronic Community Health Information Systems Tools in use in Ethiopia, Credit/JSI.