Developing a Monitoring, Evaluation and Learning (MEL) System for Oxfam GB Uganda

Terms of Reference for an external facilitator

Date: October 21, 2011

Introduction

Oxfam GB is an independent organisation affiliated to Oxfam International, a global confederation of 14 independent Oxfams. We have partners, volunteers, supporters and staff of many nationalities; we are all part of a global movement to build a just and safer world. Our Mission is to work with others to overcome poverty and suffering.

In Uganda, Oxfam GB’s work is delivered in three geographical regions, locations where the need is felt to be the highest: 1) Northern Uganda (Kitgum and Lamwo districts); 2) Karamoja (Kotido and Kaabong districts); and 3) Rwenzori (Kasese and Bundibugyo districts). OGB Uganda’s programmes are organized around three major thematic areas: Livelihoods; Resilience and Emergency Response; and Rights and Accountability.

Background

Oxfam is now under internal pressure to share knowledge and expertise and to show results of its interventions. In addition, Oxfam needs to show proof of its impact on the target communities in order to favorably compete for funding. With this increasing pressure, teams need to provide various levels of accountability for their activities to several constituencies. This requires programs to report accurate, timely and comparable data to OGB and donors in order to secure continued funding for expanding programs. Most importantly, they need to be able to use this information locally to strengthen evolving programs.

As emphasized in the recent Oxfam Strategic Steer, we have to demonstrate our results more effectively, as well as continue to raise the quality of our programs. This will place increased demands on our time, which means, where we can, we must streamline ourbusiness processes, improve our ways of working, and bring our systems into line with these improvements.This can be achieved through development and implementation of appropriate MEL systems that provide guidance on how to effectively achieve project/program success. The system should also support consistency in application of project/program management functions.

Rationale

While OGB at a global level has a defined system for monitoring, evaluation and learning, its implementation at country level is still partial. This could be attributed to four factors:

An unsystematic approach to MEL within the country programme, with each project/programme developing MEL frameworks depending on the initiative and/or implementing programs/partners or donor requirements;
Inadequate capacity to implement MEL processes at all levels, including no specialized function to support programme teams to meet their needs and responsibilities for MEL;
Inadequate adaptation of existing documents to local conditions; and
Poor documentation of MEL processes generally.

Steps that have been undertaken so far towards ensuring harmonization include:

Development of partner proposal formats and agreement on procedures for project design
Development of a results-based MEL framework/plan for tracking performance based on indicators,
Development of quarterly / annual plan and report templates,
Development of a planning and reporting framework,
Training program teams on results-based management, and
One-on-one support to individual teams to develop and/or revise MEL plans.

Though these tools have provided a good stepping stone towards better quality programming, they are still disjointed and focus majorly on project performance.

Oxfam introduced the Oxfam Program Accountability and Learning (OPAL) system which is intended as the central tool forpromoting and recording quality design, transparent and clear approval processes, demonstrating results and sharing success and learning. However, usage remains largely administrative – limited to those tasks required for project and programme approval, rather than for monitoring progress and reporting on evaluation and learning. The MEL system for the Uganda programme needs to explicitly link to OPAL and to encourage its use for programme and project monitoring and reporting. Oxfam also needs a MEL system that reports against the National Change Strategy (NCS) and the Programme Implementation Plans (PIPs), streamlining information collected from projects through programmes and to the NCS’s change objectives.

In order to ensure coherent approaches for monitoring, evaluation and learning at country level, development of a more robust and efficient MEL system is proposed. The system will build on already established tools at country level, including OPAL, to develop more streamlined procedures and standards for MEL, considering both program and program support services and how their performance can be assessed. It will further propose a way to strengthen MEL efforts in keeping with field needs and organizational demands.

Purpose of the consultancy

The purpose of the consultancy is to facilitate a consultative workshop to define the scope and purpose of the desired MEL system for Oxfam GB Uganda. This will specifically involve: reviewing the scope of MEL for OGB Uganda with key stakeholders; identify information needs and interests of various stakeholders (c.f. AOP); definition of MEL performance questions and quality indicators, and definition of guidelines and procedures for conducting MEL activities in OGB Uganda from project identification to learning.

Scope of the consultancy

The consultancy will mainly involve workshop facilitation and compilation of findings from the workshop as part of the contribution to the MEL system. The consultant will be expected to read and understand the existing programme documents prior to the workshop in order to facilitate the process from an informed point of view. These include: Oxfam Programme Framework, Monitoring and Evaluation Policies, National Change Strategy, AOP, and MEL framework.

Key tasks of the consultancy

The consultant will be expected to undertake the following specific tasks:

Read and understand existing programme MEL documents and the SOW for development of the MEL system before the workshop. These documents will be provided after signing of contract.
In conjunction with the Program Quality Officer, develop the workshop agenda with key expected deliverables
Facilitate a three-days workshop to define the MEL system
Provide expertise and support in the definition of key MEL concepts
Document proceedings of the workshop and prepare and submit a comprehensive report

Plan of work

This consultancy is expected to be implemented within 5 days. The three-day workshop is scheduled for November 15 – 17, 2011 to be held in Kampala (in or around Muyenga). The consultant will be given one day of preparation before and one day of report writing after the workshop. The final report will be expected not later than November 23, 2011

Reporting

The consultant will report directly to the Deputy Country Director, but will maintain contact with the Program Quality and Learning Officer who will be responsible for ensuring all required documents are available, roles and responsibilities and clear, activities properly coordinated and the required quality is met in delivery.

Desired qualifications

Interested persons should possess a Masters degree, with at least 10 years postgraduate experience. The person should be an excellent process facilitator with a track record of facilitating design of gender-responsive MEL systems. The person should have excellent knowledge of M&E and should be ready to provide expertise and support in the definition of key MEL concepts, as well as guiding the process.

Submission of proposals

Oxfam invites proposals from individuals with the experience and skills described above. Proposals should include:

Cover letter clearly stating the consultants capability to complete the activity
3-pages proposal indicating;
Consultant’s understanding of the ToR and expected deliverables,
Previous experience conducting similar or related activity,
Proposed work plan for completing the activity (include sample workshop agenda),
Professional fees, and
3 referees for which similar work has been completed
1-page CV indicating the consultants knowledge and skills
One example of a previous MEL system partially or wholly facilitated by the consultant

Submit proposal by email to: or , before 12.00 noon Monday October 31, 2011.Indicate in the subject line: MEL system development workshop.