The first objective of the study investigated the nature of M&E in the Department of Public Works.
Using thematic analysis, five broad themes were identified. These themes described the
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participants’ opinions, perceptions and understanding of how M&E functions within the Department of Public Works. The results of the study are presented as follows.
5.2.1 Appointment of qualified staff
Most (n = 7) of the participants expressed their understanding that M&E requires effective communication to ensure the stakeholders are informed of relevant information concerning the implementation and progress relating to a project. Below are some of the transcribed comments in this regard.
It is critical to communicate the policies relating to M&E so that everybody will understand what is expected of him/her (Participant 2). I think communication is important because it helps to provide regular feedback in terms of the implementation processes and achievement of the department so that we will know early whether we are going according to plan and provide corrective measures as soon as possible (Participant 3).
Monitoring and evaluation is a complex organisational activity which requires the service of competent employees or personnel. However, the failure of an institution to appointment or recruit the most qualified persons as monitors and evaluators will affect the success of projects.
5.2.2 Ensuring regular and constant feedback
The majority (n = 8) of the participants perceived M&E as important in ensuring regular and constant feedback on an implemented project so that decisions can be taken regarding whether things are going according to plan or not. Some of the iterative voices from the interviews are presented below.
M&E helps in provision of early warning of poor performance so that we can provide interventions/corrective measures (Participant, 1). I think it provides important guidance in terms of the implementation process so that everybody in the value chain will know what is exactly needed to be done to ensure proper implementation (Participant 2).
The success or failure of a project largely depends on how feedback is communicated to all the stakeholders. Therefore, M&E is a strategic tool that helps organisations to track the progress of their projects. Many organisations across the world rely on M&E as a means of providing regular feedback on projects in order to determine how well it is going according to plan.
85 5.2.3 M&E requires effective communication
The results of the study show that most of the participants expressed their understanding that M&E requires effective communication at every stage of a project. Two comments from the interviews are presented below.
It is critical to communicate policies relating to M&E (Participant 2). Communication is required to inform everyone about the progress in relation to the projects that have been undertaken (Participant 2).
Communication is a critical tool in every organisation. No organisation or individual can exist without some form of communication. Many institutions are using M&E as strategic tools for communicating with their stakeholders concerning how well their projects are progressing as planned. Through M&E, stakeholders are informed about whether an organisation’s project is doing well according to plan or not, so that corrective actions can be taken.
5.2.4 Commitment from the personnel and management
From the interviews, some of the participants expressed the view that M&E requires total commitment from both the personnel and management. A few comments from the various interviews are presented below.
The personnel in charge of M&E are required to report on monthly, quarterly or annually basis, hence the person is required to be committed to his/her work (Participant 2). I think that M&E also requires total commitment from personnel because this is a tool for the department in terms of knowing how well the projects are doing in terms of service delivery. So commitment from personnel is important, it provides critical role because that person will provide regular report and engage sections in terms of finding out how far they are with their projects and precautionary measures (Participant 4). Management buy-in is required and plays a central role (Participant 5).
In recent times, various research articles have paid more attention to employee commitment and attitudes to work in order to enhance the quality of their service delivery or job performance. M&E is an important strategic tool demanding total commitment from the organisation as well as staff.
In today’s competitive business environment, most organisations are facing new challenges regarding sustained productivity and creating a committed workforce. There is no organisation
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that can perform at peak levels unless the employees are committed to the organisation’s objectives. Therefore, for M&E to function effectively in terms of its projects and activities, it requires total commitment from all staff, especially those that are directly involved.
5.2.5 Submission of reports to external oversight bodies
Some of the participants understood that M&E requires the submission of reports to external oversight bodies in order to tighten the internal management processes, and improve M&E capacity and capability. Two direct comments from interview are presented as follows.
Reporting to oversight structures provides accountability and transparency and also promotes service delivery to the communities we serve (Participant 1).
However, one participant expressed the view that: Oversight report does not tighten internal management processes for the sake of compliance. M&E capacity is urgently required in this department (Participant 2).