WORKING WITH DG ECHO AS AN NGO PARTNER | 2021 - 2027
9. MONITORING AND EVALUATION
The purpose of this chapter is, on the one hand, to demonstrate that monitoring procedures in place are conducive enough to verify the correct implementation of the action. On the other hand, the partner needs to inform ECHO of Action specific evaluation/audits for which funding is requested.
9.1 COMPLAINT MECHANISM
The partners should describe the complaint mechanism put in place to collect beneficiaries’ feedback, including the organisation of the process, the tools used, etc.
Access for all beneficiaries to the complaints mechanism should be ensured through mainstreaming of protection, gender-age and disability inclusion.
9.2 MONITORING OF THE ACTION
Monitoring is crucial for good project management, accountability and, in conjunction with evaluations, learning for ongoing and future actions.
This section should describe how the partner is monitoring the action i.e. how it is measured and supervised how activities are conducted and to which degree results and specific objectives are achieved.
The perception and satisfaction of the beneficiaries and host populations can also be subject to monitoring.
The monitoring mechanism is closely linked to the indicators and sources and methods of data collection. If those include more sophisticated methods like surveys, these should be mentioned here.
Partners are expected to describe the monitoring mechanisms in place to control the progresses and achievements (type of monitoring, frequency, tools, staff profiles) including on the project's environmental performance (impacts and corresponding mitigation measures).
In the exceptional case of remotely managed actions, an explanation on how the monitoring arrangements have been adapted to this specific working environment has to be provided. DG ECHO might require specific information on monitoring: consult the relevant policy guidelines and the HIPs.
9.3 IS THIS ACTION REMOTELY MANAGED
This section allows the Partner to indicate whether its action is implemented under remote management. The question shown below is editable only at the proposal and modification request stages.
When Partner declares the action to run under the remote management (by selecting one of the two “yes” options), DG ECHO expects to receive (in the form of annex) a questionnaire on the remote management (to be found here).
This document facilitates DG ECHO's assessment of the reasons for requesting the remote management and provides an overview on the monitoring plan to be put into place to ensure the proper management of the action.
Moreover, when proposal or amendment is formally accepted by DG ECHO, the partner is expected to provide (via dedicated interface in APPEL) a quarterly report on the remote management (to be found here).
For more details, please consult the remote management guidelines site: https://www.dgecho-partners-helpdesk.eu/ngo/actions-implementation/remote-management
9.4 WHICH OF THE FOLLOWING EVALUATIONS WILL BE UNDERTAKEN AND CHARGED TO THE ACTION?
In this section, the partner has to provide information on the evaluations to be funded by DG ECHO. Only Action-specific evaluations are eligible for financing. General wide-ranging studies that cover an area larger than foreseen in the Action are not eligible. A copy of the evaluation report must be submitted with the final report if financed by this Action. In order to render studies' costs eligible, Terms of Reference for external evaluations financed by the Action have to be submitted to DG ECHO before the external evaluation takes place. The Terms of Reference will be submitted as soon as possible to DG ECHO and at the latest before the launching of the tender procedure.
In exceptional cases, external audit relating to the action can be considered as eligible when the partner can prove that a legal obligation in the country of implementation exists to conduct such an audit. Those audits do not replace audits carried out by DG ECHO.
9.4.1. FURTHER DETAILS ON EACH EVALUATION / JUSTIFICATION FOR EXTERNAL AUDIT:
This section gives the possibility to add additional information on the evaluation to be carried out.
In case of external evaluation, the partner has to indicate in this section when the tender procedure will take place and approximately when the TOR will be sent to DG ECHO.
In case of external audits, the partner has to briefly explain the circumstances justifying such an audit.
9.5 STUDIES CARRIED OUT IN RELATION TO THE ACTION (IF RELEVANT):
This optional section gives the possibility to the partner to provide information about general wide-ranging studies that cover an area larger than the Action but with a link with the Action.
In the narrative box “Explain in few words the content of these studies”, the partner can succinctly explain the content of these studies and the main objectives and/or recommendations. Information on studies which are part of the results should be presented under section 7.