Integrating Planning, Monitoring and

Evaluation to Increase Effectiveness of

HIV/AIDS related Interventions:

THE LOGFRAME APPROACH

Workshop organized by
Laetitia Lienart
IAS Planning, Monitoring & Evaluation Expert
 M&E DEFINITION & ROLE
M&E is a systematic process of collecting and analyzing
information to accompany the
implementation of an action, project or programme and assess its
process, outcomes and impacts.
LEARNING /
CONTINUOUS
ACCOUNTABILITY
IMPROVEMENT

Institutional
Memory &
Evidence*

M&E is not an audit nor does it seek to place blame.

 WHAT MAKES M&E
SUCCESSFUL?
E Ethical, Effective, Efficient

V Valued

A Accurate, Achievable, Accessible

L Learning-oriented

U Usable, Used, Useful

A See above A

T Timely, Transparent, Technically sound

I Inclusive

O Objective

N Non-biaised
Another Success Key for M&E:
linkages with Planning

Planning Monitoring
Organizations
Strategy

Evaluation
MAIN STEPS OF AN IDEAL PME
PROCESS
1 Planning (during project design phase): design of a logic model
(logframe) and M&E plan
2 Data collection (monitoring, desk reviews, surveys, interviews, etc.)
3 Data analysis
4 Reporting & dissemination
5 Use of M&E findings
6 Monitoring of M&E use

Failing to plan is Planning to fail!

A logic model (LF) is essential for results-based
management and for a successful M&E which needs to
have a clear understanding of what the project is
supposed to achieve and how*
 WHAT IS A LOGFRAME?

A 4x4 table giving a clear and synthetic picture of the project goal,

purpose, outputs and activities, their respective indicators (KPIs) and

sources of verification as well as assumptions/risks which could
affect the project implementation.

Intervention logic Indicators Verification Assumptions

Goal:

Purpose:

Outputs:

Activities:
WHAT IS A LOGFRAME? (cont.)

The LF process helps guide the planning of a journey from

HERE
where we are now, HERE, to where we want to go, THERE.

A - Where do we want to be?

What are our objectives & expected results*?
B - How will we get there?
What are activities do we have to undertake?
C - What may stop us getting there?
What are the risks and how can we manage them?
What assumptions are we making?
D - How will we know if weve got there?
What are our indicators and targets?
What evidence do we need?
E What do we need to get there?
THERE What detailed resources and related budget are needed?
STEP 1 - DEFINE THE DEVELOPMENT
OBJECTIVE OR GOAL
The Goal is the higher order objective, the longer term impact,
that the project will contribute to.

The Goal defines the overall big picture need or problem being
addressed; it expresses the justification of what is planned.

TIPS

Use only one Goal statement.

Formulate the goal as a verb: e.g. Accelerate the response to

HIV/AIDS in the Nbiya region (or) Decrease the AIDS mortality
rate in the Nbiya region.
STEP 2 - DEFINE THE IMMEDIATE
OBJECTIVE OR PURPOSE
The Purpose describes the specific and immediate results (outcomes)

of the project.

The Purpose should not be entirely deliverable, i.e. fully within the project
managers control. If it is deliverable, then it should be an Output*.

TIPS

The Purpose should be SMART: Specific/Simple, Measurable, Achievable,

Relevant & Time-based (i.e. linked to project duration).
Have only one Purpose. If you think you have more, then you may need
more than one logframe; or your multiple purposes are in fact indicators of
a single purpose or lower outputs.
Formulate the purpose as a verb: e.g. Improve access to HIV/AIDS
treatment in the Nbiya region (timing will be included in the indicator).**
 STEP 3 - DESCRIBE THE
RESULTS/PRODUCTS OR OUTPUTS
The Outputs describe what the project will deliver in order to
achieve the Purpose. They are the results that the project must
deliver in the control of the project manager.

Outputs are nouns + adjectives. E.g. a) Medical infrastructures

rehabilitated/reinforced in the Nbiya region; b) HIV/AIDS awareness
of Nbiya regions inhabitants raised; c) Health care workers of the
Nbiya region adequatly trained on HIV/AIDS; d) Partnerships
between Nbiyas government and drug supplier(s) initiated; etc.

Typically there are between 2 8 Outputs; any more than that and
the logframe will become over-complicated.
STEP 4 DEFINE THE ACTIVITIES

The Activities describe what actions will be undertaken to achieve

each output.

Activities are usually actions (use nouns). E.g. needs assessment,

recruitment of experts/consultants, design of materials, development
of training programme, selection of participants/trainers/suppliers,
organization of coordination meetings, distribution of awareness
materials, implementation of works, procurement of equipment &
supplies, etc.
STEP 5 TEST THE LOGIC FROM THE
BOTTOM TO THE TOP

When the four rows of column 1 have been drafted, the logic needs

to be tested: use the IF/THEN test to check cause and effect,

reading from the bottom up:

If we do these activities, then this output will be delivered.

If we deliver these outputs, then this purpose will be achieved.

If the purpose is achieved, then this will contribute to the Goal.

 STEP 6 UNDERTAKE A RISK
ANALYSIS
IDENTIFY THE RISKS
Taking all the activities needed for Output 1, ask the question: if we
complete these Activities successfully, then what can stop us
delivering Output 1? . Repeat for all the other Outputs taking each
Output and its associated activities in turn.

Taking all the Outputs together, ask the question: if we deliver all
these Outputs successfully, then what can stop us achieving our
Purpose?

Now ask the question: if we are achieve our Purpose successfully,

then what can stop us contributing to the Goal?
 STEP 6 UNDERTAKE A RISK
ANALYSIS (cont.)
ANALYSE AND MANAGE EACH RISK
What is its likely impact ? high, medium or low.

What is its likely probability? high, medium or low. You may at this point
decide to hereafter disregard insignificant risks.

Discuss & agree possible mitigation measures; transfer them into Column
1 (i.e. extra activities) of your LF.

Example:

risk: decrease in the # of health care workers affected to the Nbiya region

mitigation measure/new activity: advocacy/lobbying to the relevant

authorities & stakeholders involved in health care workers management
 STEP 7 FORMULATE THE
ASSUMPTIONS
Assumptions are what remains after the mitigation measures have
been put in place (even if mitigation measures are successful, it is
unlikely you can remove the risk completely).

Assumptions are external factors which could affect the success of the
project but over which the project manager has no direct control.

Example: Strong commitment and continuous support of the Nbiyas

authorities towards combatting HIV/AIDS

Logic test: once Activities have been carried out, and if the
Assumptions at this level hold true, Outputs will be delivered. Test
the same logic for the upper levels.
STEP 8 IDENTIFY INDICATORS
(KPI)
One of the key strengths of the logframe approach is that it forces
the planning team to build into the design how the project will be
monitored and evaluated.

Indicators and verification are needed to show what data we

intend to use to measure progress, and how that data will be
collected.

In most circumstances there is not enough baseline data available at

the design stage against which progress can be measured; in which
case the logframe helps to pinpoint the gaps and determine
what needs to be done.
 STEP 8 FORMULATE KPIs

Use the maxim Q Q T - Quantity, Quality, Time

Step 1: Set the basic indicator.

Step 2: Add Quantity - an amount or percentage that will be achieved.

Step 3: Add Quality a built-in quality measure to specify the indicator.

Step 4: Add Time when this should be accomplished by. Avoid using

general phrases such as As soon as possible. It is important to include

a balance of terminal/end of project indicators (TARGETS) and some

mid-term indicators (MILESTONES).

 STEP 8 FORMULATE A KPI
(example)
Step 1: Increase in access of HIV/AIDS treatment

Step 2 (Quantity): [%] Increase over the baseline in number of HIV/AIDS

infected people (of the Nbiya region) receiving drugs or At least [X] % of
HIV/AIDS infected people (of the Nbiya region) receive drugs

Step 3 (Quality): [%] Increase over the baseline in number of HIV/AIDS

infected people (of the Nbiya region) receiving drugs with limited side
effects*

Step 4 (Time): [%] Increase over the baseline in number of HIV/AIDS

infected people (of the Nbiya region) receiving drugs with limited side effects
by [year/month] or within [duration]
STEP 8 INDICATOR EVOLVING INTO
MILESTONE/TARGET
Indicators are a means by which change will be measured while
milestones & targets are respectively mid-term and end goals.

As in the early stages of a project, there may not be the baseline

information needed to set targets, there will be mostly indicators. Further
stakeholder meetings and data gathering will lead to targets.

Example (for a project lasting 4 years ):

[%] Increase over the baseline in number of HIV/AIDS infected people
receiving drugs with limited side effects within [X] years is an indicator
10% Increase over the baseline in number of HIV/AIDS infected people
receiving drugs with limited side effects within 2 years is a milestone
25% Increase over the baseline in number of HIV/AIDS infected people
receiving drugs with limited side effects within 4 years is a target
STEP 9 IDENTIFY THE EVIDENCE

The final element of developing the logframe is to decide how KPIs

will be measured what evidence we will use. This is a vital stage
of the initial planning that is often overlooked. Building in evidence
sources at this stage will make the monitoring and evaluating of the
project easier.

The evidence will almost invariably be documents (or sometimes

interviews, films, DVDs, videos or audiotapes.)

It should be considered when you formulate your indicators; so

complete columns 2 and 3 of the LF at the same time.
STEP 9 IDENTIFY THE EVIDENCE
(cont.)

Some typical sources of verification

Minutes of meetings and attendance lists

Stakeholder feedback & focus groups

Surveys and reports

Newspapers, radio and TV recordings, photographs, satellite imagery

National and international statistics

Project records, reviews and reports

External evaluation reports, training evaluation questionnaires, etc.

STEP 10 - AND FINALLY, A FIFTH ROW?

For simplicity we say a logframe is a 4x4 grid but often a further 4

boxes are attached under the 16-box logframe to indicate the costs
and resources needed to fund the project activities together with
pre-condition assumptions that need to be agreed.

Inputs Budget Accounts Pre-conditions;

summary summary Assumptions
Staff months (budget lines) made to carry
out the activities
 EXAMPLE OF A COMPLETE LF
Always date your LF!
Intervention logic Indicators / Milestones / Targets Verification Assumptions
Goal : Decrease the AIDS Proportion of AIDS caused deaths Reports, statistics,
mortality rate in Nbiya. decreased by [X]% by Year 4 (I) surveys, etc.
Purpose: Improve access to 25% Increase over the baseline in Reports, statistics, Sustainable
HIV/AIDS treatment in Nbiya. number of HIV/AIDS infected surveys, hospital commitment from
people receiving drugs with limited patient/attendance authorities &
side effects within Year 4 (T) list, drug delivery partners
receipts, etc.
Outputs: 1. At least one hospital is running 1. Reports of regular Medical
O1. Medical infrastructures independently in Nbiya control visits to the infrastructures
rehabilitated/reinforced in by Year 2 (M) hospital regularly
Nbiya 2. Posters/leaflets & maintained.
O2. HIV/AIDS awareness of 2. # of awareness campaigns other awareness No security
Nbiya regions inhabitants organised by Year 2 (I) materials restriction that
raised 3. Training reports & may prevent
O3. Health care workers of 3. At least 50 health care workers post-training skills reaching pops.
Nbiya adequately trained on of Nbiya trained by Year 4 (T) evaluation stats All trainees fully
HIV/AIDS 4.1 # of partnerships initiated by 4. MoU/agreement, affected to
O4. Partnerships between Year 2 (I) minutes of meetings HIV/AIDS & on a
Nbiyas government and drug 4.2 At least 2 partnership sustainable way
supplier(s) initiated agreements signed by Year 4 (T)

Activities: to be developed with the same method

 THE LF AS A COMMUNICATION
TOOL
The LF can help report to project partners, sponsors & other
stakeholders what we are doing and why. This can be achieved by
taking a Step-by-step presentation approach
1. Goal: "The overall goal is to ............."
2. Purpose: "In order to contribute to this goal we in this project
will............"
3. Outputs: "We will achieve this objective by taking direct responsibility
for............"
4. Activities: "Let me describe our strategy in more detail. We believe that
if we .............."
5. Activity level Assumptions: "and if .........."
6. Output level Indicators: "we will achieve our targets of ............."
 THE LF AS A COMMUNICATION
TOOL (cont.)
7. Purpose: "In addition to reaching these targets, several other
things must happen if we are to achieve our major objective of
............"
8. Output level Assumptions: "These other factors, outside our
direct control, include ........."
9. Purpose level Assumptions: "We believe that if we can achieve
our major objective, we will contribute to our overall goal. This
contribution is, however, affected by factors outside of this project.
These include ........ All of these factors taken together will be
sufficient to realise this goal. The strategy we propose is an
important and cost effective step towards that end."
10. Verification: "We propose that our performance be monitored
and assessed in the following way..........."
 REPORTING USING THE LF

Complete the table for each different logic intervention level and at
different times during the project cycle.
PROGRESS/MONITORING REPORT
COUNTRYPROJECT TITLE PERIOD COVERED
CODE DATE .. PREPARED BY

Project Indicators of Progress Comments & Rating

Structure achievement recommendations

Insert Insert Provide a Provide comments 1. Likely to be

activities indicators report against each completely achieved
and inputs from the LF against activity and input 2. Likely to be
from the LF each (e.g. on the extent partially achieved
activity and to which the 3. Unlikely to be
input assumptions are achieved
being met) & x Too early to judge
recommendations the extent of
where appropriate achievement
 TASK TO PRACTICE THE LFA

Subject: the Nbiya region is severely affected by HIV/AIDS, with

children and women among the most HIV infected populations. You
wish to apply for a tender launched by a major donor in order to
address HIV/AIDS related health problems in that region.

Methodology: each working group is expected to follow all the

above-presented steps to eventually design and present a complete
LF with 3 outputs and max 3 activities per output. Use the fact
sheet as main background.