Quality Assurance
Change Management
Monitoring and Evaluation

Key outcomes as a result of M&E processes

  • Optimal use of resources
  • Accountability
  • Data accuracy
  • Informed policymaking
  • Continuous improvement
  • Sustainability

Monitoring is the systematic process of tracking whether an EMIS is being implemented as planned and if its strategic objectives are being achieved. Evaluation is an assessment of how well the EMIS strategic objectives have been met according to performance indicators.

Explore these essential resources to learn more about QA processes in EMIS implementation

  1. Basic Principles of Monitoring and Evaluation – This guide outlines the basic principles of monitoring and evaluation, including definitions, theory of change, performance management systems, and performance indicators.
  2. CIVICUS Monitoring and Evaluation Toolkit – This toolkit provides M&E tools, approaches and examples used in CIVICUS projects. Each tool is structured to align with one of the six phases of the M&E journey.

Monitoring involves the collection of data throughout implementation to track progress towards defined objectives and to identify challenges. It supports both project management and quality assurance. A set of qualitative and/or quantitative indicators, aligned with the EMIS objectives and intended results, typically guide what will be monitored. Monitoring data collection should be integrated within EMIS implementation and project management processes and activities as seamlessly as possible.

Evaluation focuses on assessing the effectiveness of EMIS implementation and identifying actions to inform improvements. It includes the assessment of changes that occur because of EMIS implementation. These changes may be positive or negative, direct or indirect, and intended or unintended. Different evaluation methods and approaches can be chosen depending on the organizational context.

Monitoring and evaluation processes work together

Monitoring data is necessary, though not sufficient, for conducting an evaluation; often additional evaluative research is undertaken. Lessons emerging from evaluation research might also indicate that additional or different monitoring is needed.

The collection of reliable and valid M&E data provides information and insights that can be used to make decisions about EMIS implementation and the education system itself. Data and evidence can be used to identify strengths and weaknesses, propose solutions to challenges, and measure progress towards achieving defined objectives.

M&E supports evidence-based decision making and can help ensure:

  • Optimal use of resources;
  • Accountability;
  • Data accuracy;
  • Informed policymaking;
  • Continuous improvement; and
  • Sustainability

Knowledge management for effective M&E

To support evidence-based decision-making, M&E data needs to be organized, shared, and used meaningfully within an organization. Knowledge management refers to the process of storing, organizing, analysing, and sharing data in a format that is useful. Depending on the size and structure of the organization, this may be done in various ways, ranging from a simple file sharing system to a purpose-built M&E platform.

Irrespective of how M&E data is stored and organized, it is critical that the approach is simple, intuitive, and ensures consistency and quality of data. Data should also be accessible to the EMIS users and stakeholders to inform their work on an ongoing basis. Dashboards are often used to provide teams with real-time access to M&E data. The final step of a knowledge management system is knowledge sharing.