Farmer-to-Farmer Program Standard Performance and Impact Indicator Definitions (3/22/16)
The John Ogonowski and Doug Bereuter Farmer-to-Farmer (F2F) Program focuses on achieving agricultural developmental results and impacts from the provision of technical assistance services by US volunteers. These are monitored through a set of Standard Farmer-to-Farmer Program Performance and Impact Indicators used for reporting by all projects funded under the F2F Program. The indicators are needed for several purposes: a) demonstrating productive use of funding allocated for the Program; b) USAID reporting on agriculture, food security, Food for Peace, and other special interest program issues; c) monitoring performance; and d) guiding design and implementation ofeffective and efficient program activities at the host, sub-sector, and country project levels to maximize program benefits.
This set of F2F Standard Indicator Definitions is designed to improve the Program M&E system, which uses these indicators to track progress and report on changes along the cause and effect pathway of the program’s development hypothesis—from inputs and activities to outputs, outcomes and impacts, as below:
Inputs (Basically = volunteer technical assistance with some additional staff support) lead to….
Outputs(Basically = volunteer recommendations and training) which lead to….
Outcomes (Basically = adoption of recommendations or host change in behavior, management practices and technologies {orinnovation}), which lead to ….
Impacts on productivity, income, social and human capital, and environmental/natural resources.
The F2F Program Standard Performance and Impact Indicators have been relatively stable since at least the 1990s, though the indicators have been modified slightly with each phase of the F2F Program based on implementation experience and changing conditions and objectives relating to the Program. The indicators recognize the very similar input (i.e., short term technical assistance) provided under all activities, but the extreme diversity of countries, host organizations, value chains, and objectives to which these inputs are applied.This diversity conditions the selection and definition of indicators to meet the need for aggregation across projects. Where possible, this set of indicators incorporates standard indicators for the Foreign Assistance Framework and Global Hunger and Food Security Initiative.
The indicators have been developed with extensive inputs from the F2F implementing partners that collect data and utilize the information in project management and reporting. The indicator set also draws on inputs and review by M&E specialist consultants, Program Evaluation Teams, and USAID staff. The current definitions, with changes incorporated, respond to recommendations of the FY12 F2F Program Evaluation and implementer experience. This experience was captured and these definitions finalized in collaborative discussions with the F2F Program M&E Committee.
Notes: The definitions that follow are intended to standardize F2F Program reporting and help in training new home office and field staff involved with Program design, implementation, and reporting. For this reason, the following definitions are keyed to Standard F2F Performance and Impact Indicator Reporting Tables, and not all definitions are for actual “indicators”. The definitions deviate from indicators in that:
- Some definitions pertain to informational characteristics to describe volunteers, activities, hosts, or potential for influence.
- Impact indicators are generally listed twice – once for establishing baseline data for each host and once for reporting actual impact from volunteer assistance.
The Program recognizes that these are “indicators” of impact and that true impact cannot be rigorously quantified and attributed solely to the F2F program. In almost all cases, hosts are influenced by a variety of factors, which combine to produce impacts. The F2F Program volunteers play an important role in this, but are seldom the sole influence in generating impacts.
F2F Program Performance and Impact Indicator Definitions
Contents
Indicator: Input-1: Number of Volunteer Assignments
Indicator: Input-2: Number of Volunteer Scopes of Work
Indicator: Input-3: Number of Days of Volunteer Service
Indicator: Input 4: Type of Volunteer Assistance
Indicator: Input 5: Type of Value Chain Activity
Indicator: Input 6: Value of Host Contributions
Indicator: Output 7: Number of Persons Trained
Indicator: Output 8: Number of Persons Directly Assisted
Indicator: Output 9: Number of Volunteer Recommendations
Indicator: Output 10: Number of Host Organizations Assisted
Indicator: Impact Potential 11: Area of Potential Production Influence
Indicator: Impact Potential 12: Area of Potential Environmental/Natural Resource Influence
Indicator: Impact Potential 13: Number of Potential Beneficiaries
Indicator: Outcome 14: Value of Resources Mobilized by Host
Indicator: Outcome 15: Number of Volunteer Recommendations Adopted
Indicator: Impact 16: Number of Potential Beneficiaries
Indicator: Impact 17: Value of Annual Gross Sales (Revenue)
Indicator: Impact 18: Annual Net Income
Indicator: Impact 19: Organizational Development Index
Indicator: Impact 20: Value of Rural/Agricultural Lending
Indicator Impact 21: Number of Rural/Agricultural Loans
Indicator: Impact 22: Area under Improved Production Technology
Indicator: Impact 23: Area under Improved Environmental/Natural Resource Management
Indicator: Impact 24: Number of New or Improved Products and/or Services
Indicator: Output 25: Number of Press Releases
Indicator: Output 26: Number of Media Events by Implementers, Volunteers, Hosts and Partners
Indicator: Output 27: Number of Group Presentations by Implementers, Volunteers, Hosts and Partners
Indicator: Outcome 28: Value of Resources Leveraged by Volunteers and Programs in the US
1
Indicator: Input-1: Number of Volunteer Assignments
Purpose: This indicator is to track the pace of implementation of F2F projects and the level and nature of volunteer participation in the Program.Precise definition (s): A “Volunteer Assignment” is equivalent to a volunteer “trip” from his/her point of origin to country or countries in which s/he provides services to a host(s). An “assignment” may involve volunteer work in multiple countries, with multiple hosts or with multiple country F2F projects. A variety of information is required to characterize each assignment. These include:
- Code Number: A sequentially numbered code for assignments under each F2F Project. The code number should be assigned when the volunteer initiates travel. Volunteer assignments without travel to the host country cannot be counted without approval of the USAID AOR/COR. The Coding system should reflect the “Implementing Organization-the Program-the Volunteer Sequence” in a system agreed with the USAID AOR/COR
- Name: The Name of the volunteer.
- Gender: Sex of volunteer: F = female and M = male
- State: The state of residence of the volunteer. Classify by state abbreviation or Other American = OA (overseas Americans and residents of US territories) or Non-American = NA.
- Occupation: The sector in which the volunteer is employed. Classify as: Cooperatives and Associations = C; Individual Private Farmers = F; Other Private Enterprises= P; Non-Profit, Public Interest NGOs = N; Public and Private Education Institutions = E; Rural Financial Institutions = R; Public Sector/Government Agency = G; Retired = T; or Student = S.
- Ethnicity: This should be self-assessed by the volunteer. Response is optional for volunteers. Classify as: Am = American Indian or Alaska Native, As = Asian, B/H = Black or African American/Hispanic, B/N = Black or African American/Not Hispanic, H = Native Hawaiian or Other Pacific Islander, W/H = White/Hispanic, W/N = White/Not Hispanic, O = Any Other Race, or D = decline to give race/ethnicity.
- Prior F2F Service: Response from the volunteer as to whether or not s/he has undertaken prior F2F assignments under any implementing organization and in any program. Classify Y = Yes, has gone on prior F2F assignment with any implementer and any program or N = No, has never served as anF2F volunteer before. Prior volunteer service of a similar nature but not funded under the F2F Program does not count as prior service, but it is recognized that there may be confusion in the mind of volunteers on this. Best effort at appropriate response is required.
Indicator Type: Informational
Indicator Link to Impact: Volunteer services are the basis for all program results and impacts
Unit of Measure: International trips from volunteer’s point of origin
Disaggregated by: See above
Justification/Management Utility: Required for reporting on LOE and nature of volunteer technical assistance
PLAN FOR DATA ACQUISITION BY USAID
Data Collection Method: Reporting by home office, field office and volunteer when volunteers initiate travel.
Timing/Frequency of Data Acquisition: Semi-annually
Estimated Cost of Data Collection: Minimal. Within program budgets.
Responsible Organizations/Individual(s): Program Directors, Project Manager
Responsible Individual(s) USAID: USAID/BFS, AOR/COR
DATA QUALITY ISSUES
Date of Initial Data Quality Assessment: January 2013
Known Data Limitations and Significance (if any): None
Actions Taken or Planned to Address Data Limitations: N/A
Date of Future Data Quality Assessments: January 2015
Procedure for Future Data Quality Assessments: Review by AOR/COR in conjunction with implementing partners and, with M&E consultant assistance as needed.
PLAN FOR DATA ANALYSIS, REVIEW & REPORTING
Data Analysis:Disaggregation by volunteer characteristics
Presentation of data: Semi-annual and annual reports
Review of Data: Internal Implementing Partner technical quality checks, USAID AOR/COR review
Reporting of Data:Semi-annual and Annual reports, other updates
OTHER NOTES
Notes on Baseline Surveys: N/A
Location of Data Storage: Implementing partner files. Also available in AOR/COR files.
Other notes: N/A
Performance Target Data Table: Cumulative
To be determined by Implementing Partner Agreement
Indicator: Input-2: Number of Volunteer Scopes of Work
Purpose: This indicator is to track pace of implementation of F2F projects and level and nature of volunteer assistance to host organizations. This captures the additional efforts where volunteers complete multiple scopes of work under one assignment.Precise definition (s): A “Scope of Work” is an assignment description that outlines how volunteer technical assistance will contribute to program intended outcomes by providing services to a specific host, group of hosts, or F2F Program management.
- Code Number:The scope of work code builds on the volunteer assignment code number. In the common case where the volunteer undertakes one Scope of Work, these are identical. For cases of multiple Scopes of Work completed under one volunteer assignment, the scope of work codes for the different scopes are designated by adding a letter (-a, -b, -c, etc) to the sequential number for the assignment.
- Country: The country of the host for which the volunteer provides services.
- Country F2F Project: The Country F2F Project under which the volunteer works. This may be entered as “flexible” if the assignment is outside of an approved Country F2F Project. In some cases, after a Program has operated in a country for some time and begun substantial work in a sub-sector, such as “dairy”, the program may initiate a Country F2F Project and go back and retroactively recode flexible assignments to the new Country F2F Project.
Indicator Type:Input
Indicator Link to Impact:Volunteer services are the basis for all program results and impacts
Unit of Measure: Scope of work
Disaggregated by: See above
Justification/Management Utility:Required for reporting on LOE and nature of volunteer technical assistance
PLAN FOR DATA ACQUISITION BY USAID
Data Collection Method: Reporting by home office, field office and volunteer when volunteers initiate travel
Timing/Frequency of Data Acquisition: Semi-annually
Estimated Cost of Data Collection: Minimal. Within program budgets.
Responsible Organizations/Individual(s): Program Directors, Project Manager
Responsible Individual(s) USAID: USAID/BFS, AOR/COR
DATA QUALITY ISSUES
Date of Initial Data Quality Assessment: January 2013
Known Data Limitations and Significance (if any): None
Actions Taken or Planned to Address Data Limitations: N/A
Date of Future Data Quality Assessments: January 2016
Procedure for Future Data Quality Assessments: Review by AOR/COR in conjunction with implementing partners and, with M&E consultant assistance as needed.
PLAN FOR DATA ANALYSIS, REVIEW & REPORTING
Data Analysis:Disaggregation by volunteer Scope of Work, country and Country F2F Project
Presentation of data: Semi-annual and annual reports
Review of Data: Internal Implementing Partner technical quality checks, USAID AOR/COR review
Reporting of Data:Semi-annual and Annual reports, other updates
OTHER NOTES
Notes on Baseline Surveys: N/A
Location of Data Storage: Implementing partner files. Also available in AOR/COR files.
Other notes: Separate tracking of use of training modules will provide additional evidence of quality and of utility.
Performance Target Data Table: Cumulative
To be determined by Implementing Partner Agreement
Indicator: Input-3: Number of Days of Volunteer Service
Purpose: This indicator is to track the pace of implementation of F2F projects and the level and nature of volunteer participation in the Program and to be able to report on the value of services delivered.Precise definition (s): Volunteer Days should be calculated the same as "per diem days". Any day, or fraction thereof, in which a volunteer is entitled to per diem, is considered a Volunteer Day. Travel days to and from assignments are counted irrespective of whether per diem is provided. These days will be based on seven-day work a week, beginning from the day the volunteer departs for his/her overseas assignment to the day s/he returns from that assignment.The reporting tables provide the additional details to specify volunteer period of service and qualify value of the services:
- Assignment Start Date: Typically this would be the first day of travel for which per diem would be authorized. Special circumstances, such as personal travel at the beginning of an assignment, may dictate a different start date for the assignment.
- Assignment End Date: Typically this would be the last day of travel for which per diem would be authorized. Special circumstances, such as personal travel at the end of an assignment, may dictate a different start date for the assignment.
- Estimated Value of Volunteer Services Leveraged (U.S.$):Volunteer time will be valued at $470/day for all implementers. This figure is based on ACDIVOCA’s estimated rate established several years ago based on an extensive audit. This should be a conservative estimate. Since programs draw from much the same pool of volunteers, this should be applicable across the various F2F programs.
Indicator Type: Input
Indicator Link to Impact: Volunteer services are the basis for all program results and impacts
Unit of Measure: Days
Disaggregated by: See above
Justification/Management Utility: Required for reporting on LOE and cost leveraging
PLAN FOR DATA ACQUISITION BY USAID
Data Collection Method: Reporting by home office, field office and volunteer when volunteers initiate travel
Timing/Frequency of Data Acquisition: Semi-annually
Estimated Cost of Data Collection: Minimal. Within program budgets.
Responsible Organizations/Individual(s): Program Directors, Project Manager
Responsible Individual(s) USAID: USAID/BFS, AOR/COR
DATA QUALITY ISSUES
Date of Initial Data Quality Assessment: January 2013
Known Data Limitations and Significance (if any): None
Actions Taken or Planned to Address Data Limitations: N/A
Date of Future Data Quality Assessments: January 2015
Procedure for Future Data Quality Assessments: Review by AOR/COR in conjunction with implementing partners.
PLAN FOR DATA ANALYSIS, REVIEW & REPORTING
Data Analysis:Disaggregation by volunteer characteristics
Presentation of data: Semi-annual and annual reports
Review of Data: Internal Implementing Partner technical quality checks, USAID AOR/COR review
Reporting of Data:Semi-annual and Annual reports, other updates
OTHER NOTES
Notes on Baseline Surveys: N/A
Location of Data Storage: Implementing partner files. Also available in AOR/COR files.
Other notes: These funds can be counted as a leverage contribution for the Cooperative Agreement.
Performance Target Data Table: Cumulative
To be determined by Implementing Partner Agreement
Indicator: Input 4: Type of Volunteer Assistance
Purpose: This indicator is to track the type of assistance that volunteers are delivering.Precise definition (s): Classified as: Technology Transfer = T; Organizational Development = O; Business/Enterprise Development = E; Financial Services = F; Environmental Conservation = C; or Administrative = A. If a volunteer provides multiple types of assistance, determine the one category that the volunteer spent the majority of his/her time with and use that for the classification.
Reporting is by Scope of Work.
Indicator Type:Input
Indicator Link to Impact:Volunteer services are the basis for all program results and impacts
Unit of Measure: N/A
Disaggregated by: See above
Justification/Management Utility:Required for reporting on LOE and nature of volunteer technical assistance
PLAN FOR DATA ACQUISITION BY USAID
Data Collection Method: Review of Scope(s) of Work.
Timing/Frequency of Data Acquisition: Semi-annually
Estimated Cost of Data Collection:Minimal. Within program budgets.
Responsible Organizations/Individual(s): Program Directors, Project Manager
Responsible Individual(s) USAID: USAID/BFS, AOR/COR
DATA QUALITY ISSUES
Date of Initial Data Quality Assessment:January 2013
Known Data Limitations and Significance (if any): None
Actions Taken or Planned to Address Data Limitations:N/A
Date of Future Data Quality Assessments: January 2016
Procedure for Future Data Quality Assessments: Review by AOR/COR in conjunction with implementing partners and, with M&E consultant assistance as needed.
PLAN FOR DATA ANALYSIS, REVIEW & REPORTING
Data Analysis:Disaggregation by volunteer characteristics
Presentation of data: Semi-annual and annual reports
Review of Data: Internal Implementing Partner technical quality checks, USAID AOR/COR review
Reporting of Data: Semi-annual and Annual reports, other updates
OTHER NOTES
Notes on Baseline Surveys:N/A
Location of Data Storage: Implementing partner files. Also available in AOR/COR files.
Other notes: Separate tracking of use of training modules will provide additional evidence of quality and of utility.
Performance Target Data Table: Cumulative
To be determined by Implementing Partner Agreement
Indicator: Input 5: Type of Value Chain Activity
Purpose: This indicator is to track the type of assistance that volunteers are delivering.Precise definition (s): Classified as: Information and Input Support Services (areas as extension services, input supplies, veterinary services) = S; On Farm Production = F; Processing (including primary and final product transformation, storage, transportation) = P; or Marketing (including branding, advertising, promotion, distribution, sales) = M. If volunteer focuses assistance on multiple categories of the commodity chain, determine the one category that the volunteer spent the majority of his/her time with and use that for the classification.
Reporting is by Scope of Work.
Indicator Type:Input
Indicator Link to Impact:Volunteer services are the basis for all program results and impacts
Unit of Measure: N/A
Disaggregated by: See above
Justification/Management Utility:Required for reporting on LOE and nature of volunteer technical assistance
PLAN FOR DATA ACQUISITION BY USAID
Data Collection Method: Review of a Scope of Work.
Timing/Frequency of Data Acquisition: Semi-annually
Estimated Cost of Data Collection:Minimal. Within program budgets.
Responsible Organizations/Individual(s): Program Directors, Project Manager
Responsible Individual(s) USAID: USAID/BFS, AOR/COR
DATA QUALITY ISSUES
Date of Initial Data Quality Assessment:January 2013
Known Data Limitations and Significance (if any): None
Actions Taken or Planned to Address Data Limitations:N/A
Date of Future Data Quality Assessments: January 2016
Procedure for Future Data Quality Assessments: Review by AOR/COR in conjunction with implementing partners and, with M&E consultant assistance as needed.
PLAN FOR DATA ANALYSIS, REVIEW & REPORTING
Data Analysis:Disaggregation by volunteer characteristics
Presentation of data: Semi-annual and annual reports
Review of Data: Internal Implementing Partner technical quality checks, USAID AOR/COR review
Reporting of Data:Semi-annual and Annual reports, other updates
OTHER NOTES
Notes on Baseline Surveys:N/A
Location of Data Storage: Implementing partner files. Also available in AOR/COR files.
Other notes: Separate tracking of use of training modules will provide additional evidence of quality and of utility.
Performance Target Data Table: Cumulative
To be determined by Implementing Partner Agreement
Indicator: Input 6: Value of Host Contributions
Purpose: This indicator is to track host contributions that demonstrates the value they place on volunteer services provided.Precise definition (s): This is the contribution made by the host organizations toward the cost of the volunteer assignment. It can be cash or in-kind contribution. Some examples might be translation services, transportation, or room/board.This can include contributions by local partners made on behalf of hosts, as for example when a local partner rents a meeting room of facilities for volunteer training activities.
Reporting is by Scope of Work.
Indicator Type:Input
Indicator Link to Impact:This demonstrates beneficiary (third-party) commitment and contribution leveraged by the program andsupportive of innovation introduced by the Program.
Unit of Measure: USD
Disaggregated by: N/A
Justification/Management Utility:Required for reporting on total cost of activities undertaken, funding leveraged from hosts, and host commitment to program activities.
PLAN FOR DATA ACQUISITION BY USAID
Data Collection Method: Certification forms produced by the field office and signed by volunteer and/or Program Director
Timing/Frequency of Data Acquisition: Semi-annually
Estimated Cost of Data Collection:Minimal. Within program budgets.
Responsible Organizations/Individual(s): Program Directors, Project Manager
Responsible Individual(s) USAID: USAID/BFS, AOR/COR
DATA QUALITY ISSUES
Date of Initial Data Quality Assessment:January 2013
Known Data Limitations and Significance (if any): None
Actions Taken or Planned to Address Data Limitations:N/A
Date of Future Data Quality Assessments: January 2016
Procedure for Future Data Quality Assessments: Review by AOR/COR in conjunction with implementing partners and, with M&E consultant assistance as needed.
PLAN FOR DATA ANALYSIS, REVIEW & REPORTING
Data Analysis:Disaggregation by volunteer characteristics
Presentation of data: Annual reports
Review of Data: Internal Implementing Partner technical quality checks, USAID AOR/COR review
Reporting of Data:Annual reports, other updates
OTHER NOTES
Notes on Baseline Surveys:N/A
Location of Data Storage: Implementing partner files. Also available in AOR/COR files.
Other notes: Separate tracking of use of training modules will provide additional evidence of quality and of utility.
These funds can be counted as a leverage contribution for the Cooperative Agreement.
Performance Target Data Table: Cumulative
To be determined by Implementing Partner Agreement
Indicator: Output 7: Number of Persons Trained