Monitoring and Evaluation
JLOS is currently implementing a Results-based Monitoring and Evaluation (M&E) system and the results framework as articulated in the M&E plan to provide the basis for monitoring. The sector M&E system draws on a number of information sources. These include existing data gathered and included in the Sector and Institutional data bases under JLOS SIP II, (ii) specially designed qualitative and quantitative user surveys, (iii) extended data gathering related to specific JLOS SIP III Outputs (iv) existing national surveys carried out by the Uganda Bureau of Statistics (UBOS) in collaboration with other government and non government institutions/ sectors that gather data directly relevant to this M&E system. These take the form of user and public perception of service delivery; integrity surveys, and household surveys etc. Where possible JLOS seeks the collaboration of UBOS, Office of the Prime Minister (OPM), the Office of the Inspector General of Government (IGG) and other relevant bodies to add to the existing survey data instruments and data collection procedures in order to meet the Sector M&E needs. This approach is aimed at creating synergy between various related data gathering and survey efforts.
The collection and management of the data/information is enhanced through the implementation of a customized JLOS management information system (MIS). JLOS SIP II initiated the development of the MIS. JLOS SIP III will further develop the system to allow for systematic and joint sector wide monitoring and evaluation of activities. The MIS will enhance overall management of the Plan by creating provisions for capturing the Sector and Institutional annual work plans, procurement plans, financial management, and monitoring the implementation of the planned activities. Having improved access to information on sector wide implementation progress will enable the Sector Leadership/Policy committee to detect implementation challenges on time and put in place the appropriate adjustments. MIS in JLOS SIP III will be used as a decision support tool for managing the planning, budgeting, resource allocation, procurement, financial management and implementation processes and progress. The M&E system will generate periodic reports that are linked to the key outcomes/results in the Results Framework. The Sector Secretariat will promote the implementation of the sector-wide M&E through linkage, harmonization and capacity development of institutional MIS, data collection and management systems.
The Impact Evaluation Framework
There are three impact evaluations carried out. One is a baseline at the start of JLOS SIP III, the Mid Term Review and the End Term Evaluation post FY 2015/16. The surveys are independently conducted by recognized institutions to ensure objectivity. In addition, special interim surveys in particular outcomes as found appropriate by the Sector are conducted at specific periods of time to support the independent evaluation of impact.
The JLOS SIP III M&E data is critical in providing a basis for the evaluations and the survey Terms of Reference specifically note that requirement. Where possible the Impact Evaluations supplement available survey data carried out by the JLOS Institutions and the recognized statistical government agencies for instance Uganda Bureau of Statistics. International best practice is employed to ensure reliability and accuracy, including survey design, sample selection, statistical analysis and interpretation to enable attribution of changes in the outcomes to the JLOS SIP III interventions as well as a determination of the differences in benefits to different categories of users and possible explanations to why such differences exist.
Arrangements for Results Monitoring
The M&E plan elaborates the arrangements for monitoring and evaluation of JLOS SIP III. The overall responsibility for M&E is vested with the JLOS Technical Committee with technical support from the JLOS Secretariat. The Secretariat disseminates the M&E plan and ensures that in each outcome, the agreed upon outputs and activities are implemented in appropriate sequence according to the implementation plan. Results- based implementation and management has been adopted with outputs contributing to specific outcomes and outcome indicators, as identified in the results framework clearly articulated as well as the indicators to measure performance. Regular progress in Plan implementation are monitored through the Sector MIS, special reports and regular monitoring.
The JLOS secretariat and specifically the M&E Advisor provides technical support to the M&E function as well as support the work of a permanent Monitoring and Evaluation Committee comprising M&E personnel drawn from all sector institutions. All institutions will need to strengthen their existing M&E units and staff to allow efficient and effective data gathering at all levels, and analysis and reporting on routine and ad hoc bases. The Task Force has the authority to manage routine monitoring of inputs and activities as well as liaising with other Government bodies regarding combined M&E exercises. At an early stage in the implementation of JLOS SIP III, the sector will undertake an assessment of the readiness of all participating institutions to adopt a comprehensive M&E regime, to mitigate any blockages and to align follow on activities with international best practice.
Under SIP III, there will be special emphasis on M&E capacity building, building on the training provided under JLOS SIP II. The timing of the training will be at regular intervals and target participants in the institutions with responsibility for M&E at all levels including those responsible for gathering data at the lowest levels. Regular thematic short sessions on key gender issues in the justice sector will be held for decision makers as well as training on collection, analysis and dissemination of sex disaggregated data for different levels of staff. This is intended to raise the quality of data collection, aggregation and regular transmission to the Institution and Sector M&E database.
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