my designed financial & monitoring tools/formats

7/29/2019 My Designed Financial & Monitoring Tools/Formats

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Designed M&E & Financial Monitoring Tools/Formats

Developed & WrittenBy Naushad Kazi

Manager Monitoring, Evaluation & Research

at [email protected]

[email protected]

www.safwco.org

Cell #00923003024090
mailto:[email protected]:[email protected]:[email protected]:[email protected]://www.safwco.org/http://www.safwco.org/http://www.safwco.org/mailto:[email protected]:[email protected]


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Example- Analysis of Staff allocated Targets & against Achievements:

S#Name of

EmployeeDesignation

Project

Nature

Nature of Project

Activity

e.g.

Targets

e.g. (July

011 to

June 012

Complete

achievement

e.g. (July 011

to June 012)

Partial

achievement

e.g. July 011 to

June 012

Remaining

Shortfall

e.g.

July 011 to

June 012

Example- Log Book Analysis

S# Date

Vehicle

NO

Vehicle

Type

Travel

(KM)

Fuelled

Liter

Average

travelled

K.M Per

liter

Per

liter

cost

Total

Cost Nature

1 3/9/2012 BE 0036 Jeep 50 5 14 115.5 577.5 Diesel

2 3/9/2012 BE 0036 Jeep N/A 3 12 383.33 1150 Oil Change

5 3/9/2012 CT- 3003 Carey 290 10 10 109 1090 Petrol

3144.5


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EXAMPLE- Training Quality Assessment

No Quality Assessment Poor Average Good Very Good Excellent

1 Quality of sessions delivery

2 Time Management

3 Participants Interest

4 Trainers concept clarity

5 Trainees understanding

6 Trainers Activeness

7 Premises Cleanness

8 Quality of Food

9 Standards of displayed banners

10 Training's venue

11 Feedback Mechanism

12

Existing knowledge of

participants

13 Training's Facilitation

14 Skills Development Exercises

FIELD OFFICE ISSUES / OBSERVATIONS & RECOMMENDATIONSS# Issues Discussion Observation/

Remarks

Recommendations/

Suggestions

1 Attendance Register & Leave

file

2 Work plan, Log book & Daily

diary

3 Meeting Minutes & its record

4 SM Fling System

5 Petty Cash and Stock register

(Dead stock and consumablestationery)

6 Handing Taking Over

7 Data Entry & categorization


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Tool/Format to observing Community Management Skills Training (CMST)

Frequency & its Expenditures

Details of HID Community Training Targets & Achievements at Field Unit level

(WEF: _____________)

S# Activity Targets AchievedRemaining

Targets

Budget Per Event

CMSTActivist

Conference

Detail of CMST Format (W.E.F.____________________)

S# DateNo of

Participants Expenditures Resource PersonField

StationMale Female

Detail Analysis

of Fund

Releasing at

Field Unit Office

Date of funds

disbursement.

Description /

Purpose

Disbursement

Amount

Utilized

Amount

Remaining

saved

Funds (a) Deficit (b)

Total Net

Available

funds

(a-b)


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Expenditure Analysis at Field Unit Level (WEF: ______________)

No Months

Total Field

Unit Salary

Exp Administrative Exp

Other Program Exp

Total Unit

Expenditures

HID training

Expenditures

UNICEF Age

program. Exp

1 January

2 Feb

3 March

4 April

5 May

6 June

Example: Expenditure Analysis of the Field Unit (WEF: 1-7-2012 to 31-12-201

-

500,000.00

1,000,000.00

1,500,000.00

2,000,000.00

2,500,000.00

1 2 3 4 5 6 7 8

Khipro field Unit

Salary Exp

Administr-ative

Exp

HID training

Expenditures


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Category wise Expenditures at Field Unit Office (WEF :____________)

Description Amount Remarks

Salary

Petrol

Miscellaneous

Utilities

Office Rent

Operation &

Maintenance

Entertainment

Repair &

Maintenance

Total

Example- IOM Funded Shelter Cost Analysis

Village

Name

Shelter

SizeType

No of

shelter

Per

Shelter

Estimation

Actual

Expected

Cost

IOM

Grant

Deficit

Payable

Per

beneficiary

contribution

Remarks

Grand

Total


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DAILY ACTIVITY SHEET

Unit's Name/visit freq- 2012/01

DATED:

Particulars

Description of

Activities Remarks

Team Leader's Name:

Name of Other Team Officials

1.

2.

3.

4.

Project Nature

Social

MobilizationFunded By PPAF

Field Unit's Name

Nature of Activities

1.

2.

3.

4

Name of contact Persons &

Organizations (CO,VOs/LSOs etc)

1.

2.

3.

4.Agendas (if any meeting to be

organized)1.

2.

Strategic Target Analysis Calculation Remarks

Total Days in quarter (July-Sept) 92 100%

(CO,Vos/LSO)

F/E=Per days no of

COs,VOs/LSOs

(req: to visit

during quarter)

For example:740/57=12.9

50%

(COs,Vos/LSO)

G/E= Per days no

of COs,VOs/LSOs

(req: to visit

during quarter)

Further can

distribute

according to

available

vehicle or

resource

persons

Total Working Days 65

Holidays 27

Office Working Days 8

Field Working Days 57

Total OLD COs /New COs,Vos/LSOs

(Example)740

50% COs /New COs, Vos/LSOs 370


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For example:

370/57=6.5

Monitoring Mechanism1. Internal Monitoring

a. Desk monitoring-Fortnightly, Monthly, Quarterly and need basis reports collection

such as MPR & QPR

Analysis & its work out in to summary

Observations

Reporting to GM Operation & CEO

Feed back of observations to Senior

Officials of concern project

Rectification at

field & response to

MER/HO


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Monitoring Mechanism1. Internal Monitoring

b. Field Monitoring

Projects Field Visits

Field Reports & Analysis

Observations

Reporting to GM Operation & CEO

Feed back of observations to Senior

Officials of concern project

Rectification atfield & response to

MER/HO

Monitoring Mechanism1. External Monitoring

a. Field Monitoring

Projects Field Visits

Field Observations

Report to CEO

Manager MER

MER official visit concern projectRectification at

field & meeting

with project staff

GM Operation

Report to GM /CEO after rectification

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