GLOBAL GRANT MONITORING AND EVALUATION PLAN SUPPLEMENT
Global grant sponsors for humanitarian projects and vocational training teams must incorporate monitoring and evaluation measures within the area of focus section of the online grant application. This supplement contains The Rotary Foundation (TRF) standard measures for each area of focus as well as the standard terminology, definitions, and measurement methods. Following these standards helps ensure that the Foundation can track worldwide Rotarian efforts and accomplishments, and publish the results using the definitions used by other nonprofit organizations.
STEPS FOR MONITORING AND EVALUATION PLAN
1. Establish clear project goals.
2. Identify applicable Rotary Foundation standard measures.
3. Identify additional project‐specific measures.*
4. Establish baseline data and the methods you’ll use to collect data.
5. Submit the plan as part of the online application.
6. Collect data during the project, and monitor progress.**
7. Evaluate data and submit results to the online report. Modify the documentation to include actual results.
*Add only measures that clearly link to specific goals and will demonstrate the project’s impact on participants’ lives, knowledge, or health.
**When collecting data, be sure to avoid double-counting. When measuring the number of people benefitting from the project, do not simply report on the number of individuals living in a specific community or region.
Note: On the following pages, Rotary Foundation standard terms used in measures are shown in bold; definitions are listed in the glossary.
BASIC EDUCATION AND LITERACY MEASURES
TRF enables Rotarians to ensure that all people have sustainable access to basic education and literacy by 1. Involving the community to support programs that strengthen the capacity of communities to provide basic education and literacy to all 2. Increasing adult literacy in communities 3. Working to reduce gender disparity in education 4. Supporting studies for career-minded professionals related to basic education and literacy
DISEASE PREVENTION AND TREATMENT MEASURES
TRF enables Rotarians to prevent disease and promote health by
1. Improving the capacity of local health care professionals
2. Promoting disease prevention programs, with the goal of limiting the spread of communicable diseases and reducing the incidences of and complications from non-communicable diseases
3. Enhancing the health infrastructure of local communities
4. Educating and mobilizing communities to help prevent the spread of major diseases
5. Preventing physical disability resulting from disease or injury
6. Supporting studies for career-minded professionals related to disease prevention and treatment
ECONOMIC AND COMMUNITY DEVELOPMENT MEASURES
TRF enables Rotarians to invest in people by creating sustainable, measurable and long term economic improvements in their communities and livelihoods by
1. Building the capacity of entrepreneurs, community leaders, local organizations, and community networks to support economic development in impoverished communities;
2. Developing opportunities for productive work
3. Reducing poverty in underserved communities
4. Supporting studies for career-minded professionals related to economic and community and development
MATERNAL AND CHILD HEALTH MEASURES
TRF enables Rotarians to improve the health of mothers and their children by
1. Reducing the mortality and morbidity rate for children under the age of five
2. Reducing the maternal mortality and morbidity rate
3. Improving access to essential medical services, trained community health leaders and health care providers for mothers and their children
4. Supporting studies for career-minded professionals related to maternal and child health
PEACE AND CONFLICT PREVENTION/RESOLUTION MEASURES
TRF enables Rotarians to promote the practice of peace and conflict prevention/ resolution by
1. Training leaders, including potential youth leaders, to prevent and mediate conflict
2. Supporting peace-building in communities and regions affected by conflict
3. Supporting studies for career-minded professionals related to peace and conflict prevention/resolution
WATER AND SANITATION MEASURES
TRF enables Rotarians to ensure that people have sustainable access to water and sanitation by
1. Providing equitable community access to safe water, improved sanitation and hygiene
2. Strengthening the ability of communities to develop, fund and maintain sustainable water and sanitation systems
3. Supporting programs that enhance communities’ awareness of the benefits of safe water, sanitation and hygiene
4. Supporting studies for career-minded professionals related to water and sanitation
DATA COLLECTION METHODS
MONITORING PLAN TEMPLATE
SAMPLE MONITORING PLAN
Brief project description: To prepare youth for formal and informal employment and increase incomes of the participants
Glossary of Rotary Foundation Standard Measures
Adult: individual over age 18
Adult education: training in basic skills, such as reading, writing, and proficiency in local language, for adult students
Basic education: training in basic skills, such as reading, writing, and proficiency in local language, for students 18 and under Better quality: more affordable, more efficient, more effective, or a greater variety
Business: an income‐generating activity, small business, cooperative, or social enterprise
Case of disease: occurrence of a particular illness or disease; can be measured by cumulative incidence (the number of new cases within a specific period)
Child mortality rate: the number of children who die before reaching the age of 5 per 1,000 live births
Community: an individual village, geographic area, or medical institution
Conflict: a dispute that has, or may potentially have, broad negative impact within a community or region
Data: facts, statistics, or items of information. Quantitative data (numeric) provides a view into the effectiveness of project activities. Qualitative data (descriptive) is gathered through stories, statements, or opinions. Baseline data is collected before project implementation to provide a clear picture of the situation before any intervention. Routine data is collected continuously, typically by a non‐Rotary entity. Nonroutine data is collected less frequently and is typically initiated by Rotarians for the purposes of monitoring and evaluating a project.
Data collection: the process of identifying and gathering data from sources directly related to project activities
Direct beneficiary: a recipient of a clear and immediate benefit from project activities
Disease prevention intervention: an activity intended to prevent and/or treat a specific disease
Double counting: a data collection error that counts an individual or group more than once when documenting beneficiaries. To avoid, create a documentation system that includes multiple distinguishing factors of each beneficiary that can be cross‐referenced across records and that ensures multiple reporting partners are not double counting.
Employment: formal positions and/or entrepreneurial and informal income‐generating activities
Entrepreneur: a current or potential small‐business owner or a person engaged in informal incomegenerating activities Group/organization: a formal or informal collection of individuals who come together for a specific purpose
Health care services: preventive measures, such as education or screening, and treatments, such as the provision of drugs (e.g., antiretrovirals), intended to cure or alleviate the effects of a disease
Health education campaign: dissemination of reliable, fact‐based information intended to increase Global Grant Monitoring and Evaluation Plan Supplement (April 2015) 13 awareness of how to prevent and/or treat a disease. Campaigns may consist of information sessions or involve a training curriculum; others may involve use of posters, billboards, radio, and other media to inform community members.
Health facility: location where health care is provided; can include hospitals, clinics, laboratories, etc.
Health‐focused event: an organized gathering where attendees receive information or services intended to increase their awareness about how to prevent and/or treat disease (e.g., health fairs, trainings, disease screenings, etc.).
Household water treatment: household water treatment options proven to be effective in decreasing diarrheal diseases, such as boiling, chlorination, filtration, and solar disinfection
Impact: a direct effect of a project or activity on a person, community, etc.
Improved sanitation: flush or pour/flush facilities connected to a piped sewer system or septic system; pit latrines with a slab; ventilated improved pit latrines; composting toilets. Unimproved sanitation includes flush or pour/flush toilets without a sewer connection; pit latrines without slab; bucket latrines; hanging toilets/latrines; no facilities/open defecation
Improved sources of drinking water: piped water into dwelling or to yard/plot; public tip or standpipe; tubewell or borehole; protected dug well; protected spring; rainwater. Unimproved sources include unprotected dug well; unprotected spring; tanker‐truck; car with small tank/drum; surface water; bottled water (considered to be improved only when the household uses drinking water from an improved source for cooking and personal hygiene).1
Institution: an entity involved in the direct provision of project activities
In use: still functioning properly, being used regularly and appropriately, and maintained consistently by the beneficiary population
Job created: a position that did not exist before the project and can be directly attributed to the project
Literacy training: education that either specifically targets reading and writing skills to students 18 and older or that provides skills for teachers to use in educating adult students
Local leader: a person who occupies a place of status within the community, either in a formal or informal role
Maternal death: the death of a woman while pregnant or within 42 days of termination of pregnancy
Maternal mortality rate: the number of maternal deaths per 1,000 live births
Mediation: a process in which an impartial third party helps people resolve a dispute or plan a transaction
Medical and health professional: a doctor, nurse, midwife, medical student, technician, community health worker, or health educator
Monitoring: the routine process of collecting specific data as agreed upon before project implementation
New: previously nonexistent and directly resulting from a project
Outcome: an expected positive change in the knowledge, behaviors, or circumstances of project beneficiaries as a result of the project; established before the project is implemented
Output: an activity conducted during the implementation of a project in order to reach its expected outcomes
Peace‐building: the prevention and/or resolution of conflict
Point‐of‐use technology: household water treatment options proven to be effective in decreasing diarrheal diseases, such as boiling, chlorination, filtration, and solar disinfection
Prenatal care: a minimum of four visits with a trained health care worker over the course of a pregnancy. Each visit can include:2 Monitoring of progress of pregnancy and assessment of maternal and fetal well‐being
Detection of problems complicating pregnancy
Birth planning, advice on danger signs, and emergency preparedness
Preventive medical treatment: immunizations, micronutrient supplements, oral rehydration therapy for diarrhea, antibiotic treatment for pneumonia and other respiratory infections, administration of antimalarial (e.g., chloroquine, artemisinin), or antiretroviral drugs
Recipient: an individual who receives services as part of a project activity
School‐age student: an individual age 18 or under attending primary or secondary schools
Teaching position: position in a school or formal community‐based education facility
Testing: an activity to determine a specific result, including water quality, retention of information, or effect of a medical treatment
Training: instruction on a specific topic or curriculum; may be conducted multiple times
Vulnerable population: a group of people considered at risk because of demographic characteristics (such as age, gender, or race/ethnicity) or economic status, illness, disability, or place of residence
Water facility: a system that provides water to one or more individuals, either at the household or community level
Youth: individuals ages 12 through 25
1 WHO/UNICEF Joint Monitoring Programme for Water Supply and Sanitation
2 WHO‐Recommended Interventions for Improving Maternal and Newborn Health