Studies suggest that serious organisations are those that benefit from the M&E process (El-Hajji, 2011; Hlatshwayo & Govender, 2015; Mofolo, Mkuyane & Skade, 2014; Phillips, 2014). Below are several ways that M&E is of importance to a project.
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2.11.1 Providing managers, decision-makers and stakeholders with regular feedback Hlatshwayo and Govender (2015) postulate that M&E is a useful tool that provides managers, decision-makers and other stakeholders with frequent feedback on the progress of the project being implemented, on the results, as well as on earlier problems or shortcomings which need to be corrected. M&E ensures regular feedback that can be used to make key decisions regarding the project. Kariuki (2014) posits that the project team benefits from M&E through continuous feedback, which allows for timely, corrective decision-making. In South Africa, a study (Mackay, 2000) a reveals that governments migrate to M&E since it provides feedback on the performance of departments, ministerial agencies and their staff. However, it has been found some feedback from M&E may take years.Some critics commented that M&E produce results too late to be used by decision-makers (Dubois, 2002; White, 2006).
2.11.2 Helping to keep track of the progress of the project
Kariuki (2014) argues that the M&E system is an observable one for the project team members, project managers and other stakeholders and assists them to identify whether the projects are going according to plan or not. It is also an important tool that allows the project or programme managers to determine whether the projects are implemented in a correct and efficient manner. Hlatshwayo and Govender (2015) state that M&E provides project managers with a continuous flow of information throughout the course of the project in order to enable them to make better decisions regarding the project being implemented. However, Deprez (2008) argues that there is consensus on how M&E interventions contribute to tracking project progress.
2.11.3 Assisting with budget allocation
According to Hlatshwayo and Govender (2015), M&E is a valuable tool to assist organisations in their budget allocation. Through an effective M&E system, organisations are able to determine how much should be invested in a particular project. Hlatshwayo and Govender (2015) believe that M&E can help organisations to identify mistakes and replicate success. In contradiction, SAMEA (2013) discovers that most government are facing serious financial challenges because M&E is a complex intervention which requires financial commitment. SAMEA (2013) posits that some donors are manipulating the government due to the fact that they control the purse strings.
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2.11.4 Assisting an organisation to compare the expected and the actual results
Kariuki (2014) believes that an effective and efficient M&E system assists firms to collect and analyse data in order to determine how well the project is being implemented against expected results. Kariuki (2014) adds that M&E is an ongoing or continuous process that involves the process of collecting and analysing data in order to compare the expected results with the actual results. It also enables the project managers to take corrective measures to address any deviation from a plan.Conversely,South African Monitoring and Evaluation Association[SAMEA] (2013) argues that the public sector organisations in South Africa are still facing challenges of how to evaluate the impact of M&E on performance. It has been found that M&E does not really provide any best criteria for measuring the expected and actual outcomes.
2.11.5 Providing information that is useful for managers
According to Kariuki (2014), M&E is carried out throughout the life cycle of the project after it has been completed in order to provide information internally for the stakeholders. Kariuki (2014) believes M&E is an important strategic tool for managers striving to achieve results. Kunwar, Singh and Nyandemo (2013) assert that an M&E system helps managers to determine progress, performance and problems facing the project. This information from M&E is useful for managers in making their decisions. In contrast with the above findings, a study reveals that M&E does not really provide useful information to managers because some project monitors and evaluators failed to take advantage of the information communication technology tools (Sithole, 2005).
2.11.6 Assisting project managers to identify weaknesses in the project
Kunwar et al. (2013) state that a good M&E system can assist project managers to identify programme weaknesses and thereby take corrective actions or introduce measures to address them.
Kariuki (2014) also expresses the view that M&E is a powerful tool that organisations utilise to determine the constraints that are likely to prevent the project from achieving its objectives and how best to address these challenges. Contrary to the above findings, SAMEA (2013) concurs that M&E sometimes fails to identify weakness because most governments are often rushing for good results irrespective of mistakes.
2.11.7 Promoting transparency and accountability in the organisation
Studies reveal that M&E is an effective tool that helps to ensure transparency and accountability within an organisation, society and government (Hlatshwayo & Govender, 2015; Kariuki, 2014;
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Kunwar et al., 2013). M&E promotes transparency and accountability by allowing all the stakeholders to have a clear sense of the status of the projects and the policies undertaken by the organisation.