MONITORING AND EVALUATION SUB-DIRECTORATE
                                            

                              
   DIRECTOR: Monitoring and Evaluation Directorate
   Mr Solomzi Ndabeni
   Tel:    +27 (0) 41 506 1926
   Fax:   +27 (0) 41 506 1965
   Cell:    079 490 0617
   Email: sndabeni@mandelametro.gov.za 
   Secretary: Mrs RC Muniz
   Email: rmuniz@mandelametro.gov.za

The Monitoring and Evaluation sub-directorate is specifically responsible for monitoring 
performance and developing suitable evaluating tools to measure the impact of selected IDP programmes thereby ensuring the desired outcomes of the institutional goals are met. 
This includes performing the following activities:

        ·    Planning

    Monitoring and evaluation is regarded as part of the institutional planning process (IDP).
    Thus, the sub-directorate ensures that its activities are planned in accordance with the
    organization’s Strategic Plan (IDP) by:

·    Designing a programme logic model.

·    Determining critical areas to be monitored.

·    Deciding what data to collect.

·    Assigning responsibilities (who should be involved).

·    Ensuring existence of a performance monitoring system (IT-Based)

     A logic model is an analytical method and/ or management planning tool to breakdown a
    programme into logical components such as overall goal, objectives, key activities, outputs,
    outcomes, indicators, impact and sources of evidence, to facilitate evaluation.

      ·   Monitoring

    Monitoring is a routine, ongoing, and internal activity of collecting information

    on the programme’s outputs, outcomes and indicators to measure the performance of the
    programme.

    The sub-directorate plays a critical role in ensuring that the performance of the municipal
    programmes and/ or projects is monitored, evaluated, measured and reviewed against
   indicators and targets set in the Integrated Development Plan (IDP).

    The data collected is analyzed and transformed into information, which in turn is used for
    planning, budgeting and implementation. It further assists Council to take informed decision
    and make public articulations that are logical and scientifically justified.

     ·   Evaluation

    Evaluation is the process of analyzing and assessing programme inputs, activities, and
    results to determine the effectiveness, impact and relevance of the programme
    implementation in light of the programme objectives.

    One of the responsibilities of the sub-directorate is to evaluate the implementation of the
    prioritized institutional IDP programme/ projects/ policies/ and strategies. 

    The sub-directorate is of the opinion that evaluations should be conducted only if there is a
    clear management need. Furthermore, the sub-directorate finds it useful to plan on a
    regular basis what evaluation efforts are needed to complement information from the
    performance monitoring system.

   Internal performance reviews that are held periodically during the year provide perfect time
   for such evaluation planning. For example, if the reviews reveal that certain performance
   targets are not being met, and if the reasons why are unclear, then planning evaluations to
   investigate why would be in order.

      ·    Reporting

    The level of detail in Performance Monitoring Report depends on a combination of factors that
    include amongst others the type of report, the purpose for which that report is required and
    the audience for which the report has been prepared.
    Table 1: below provides a broad overview of the report content that is required:

    Table 1: Performance Monitoring Reports

Report Type	Audience	Period
Implementation of Council Resolutions	Council	Quarterly
Implementation of the institutional IDP with regards to programmes, projects and selected indicators	Management Team and/ or Executive Mayoral Committee	Mid-year
Monitoring and Evaluation Strategy/ Framework implementation	Management Team	Quarterly
Performance of the External Service Providers	Management Team and/ or Executive Mayoral Committee	Quarterly
Annual evaluations by the Monitoring and Evaluation sub-directorates	Management Team and/ or Executive Mayoral Committee	Annually
A survey of customer/ public perception regarding municipal services rendered	Management Team and/ or Executive Mayoral Committee	Mid-year and/ or Annually.

The Monitoring and Evaluation Reports must be synchronized with the overall planning
and reporting of the Nelson Mandela Bay Metropolitan Municipality.

     Monitoring and Evaluation Reports constitute inputs to the planning cycle, on the basis of
     which adjustments are made to the priorities, programmes and budget of the institution.