This Management Information System (MIS) have been prepared with the idea of systematic recording of program activities and progress report generating. It is important to note that no such MIS was available for review/ improvement as per TORs.

The MIS requirement and recommendations made by the M&E Expert Mr. Ravi were also reviewed and needed to be improved hence the proposed MIS have been designed as per the requirements and desired outputs of the monitoring system. In this respect a separate MIS manual has also been designed.

Implementation Strategy

Overall Supervision

The overall supervision of Management Information System is proposed to be vested with the Monitoring & Evaluation (M& E) Specialist. The M& E will coordinate with the Computer Programmer at PMU & the District Program Officers (DPO) at district level. Thus M&E will act as a focal person for the operation & performance of the Management Information System (MIS).

Organization of Progress Reporting

In this section we will orient with the reports according to the period covered (monthly, quarterly, six monthly and annual). The relationship amongst the designed forms, how some forms serve as entry forms or source data for others will be discussed here. Monthly Report, Quarterly Report, Six Monthly Report, Annual Report, Baseline Study, Household Surveys, Services Delivery Assessments will also be discussed hereunder:

Monthly Reports

Field Unit level: This report will be prepared on the basis of MP1s prepared by the CO activists and compiled by the SOs (both male and female) at Field Unit level.

District Program Office level

The output information of SOs will further provide input data on MP2s and information from district level service providers on MP3s will be compiled at DPO level.

Service Providers level

All the district level service providers/ government line departments will provide a copy of all the information to their respective higher offices at central level where the received information will be compiled and Service Provider/ GLDs reports will be generated and reported to PMU on MP5 format.

Project level

The M&E section in PMU will receive all information from DPOs on MP4s and SP/GLDs on MP5s and process for compilation of project level monthly report. Following table depicts the basis of monthly report:

Quarterly Report

There would be 3 expected quarterly reports i.e. district level, Service Provider level and Project level. From project monthly report relevant physical as well as financial accomplishment figures will be extracted to the quarterly report. A separate quarterly monitoring proforma is a requirement for Planning and Development department. Three monthly reports will be compiled as quarterly report. The quarterly report will be evaluated on the basis previous report.

Six monthly Report

This report would be extracted at project level and will be generated at the end of December and June of each operational year of the project. The first six monthly report would be compiled from 1st & 2nd quarterly reports whereas second six monthly report would be generated from 3rd & 4th quarterly reports. This report would also have text as narrative part of the report trends and progresses.

Annual Report

The annual report would be a combination of two six monthly reports during a financial year July of previous year to June of next year. All the quarterly, six monthly & annual reports would have two parts narrative and tables in word and excel spread sheets. All the program components will be discussed in this report. The Annual report will also have text in MS Word files.

Baseline and Studies

The information gathered before or at the start of the project was gathered for tracking change ‘before and after’ comparison a situation positive as well as negative with the same target population between 2 points of time. The ‘with and without’ comparison looks at the situation of two distinct population, those who have received goods and services from the project and those who have not been exposed with the project at all. Annual surveys to keep track with a definite project beneficiaries and comparing their status every year with their baseline situation would be conducted.

External Monitoring

The planning division, Government of Pakistan has its own system of monitoring for big projects approved by the ECNEC and there officials visit projects as external monitors. Whereas the IFAD has appointed UNOPS as cooperating institution for AJKCDP hence the UNOPS missions monitor and supervise the project. UNOPS conducts supervision missions twice a year to get firsthand knowledge about the progress and implementation dynamics along with interaction with the stakeholders. The mission gives suggestions and recommendations in compliance to the project issues and bottlenecks.

Mid Term Review

It is envisage that during 3rd year of project implementation a MTR would be undertaken by the UNOPS and IFAD in close cooperation with the borrower to evaluate the achievements and the constraints encountered during implementation and possibilities of requirements for design reorientation of the project, focusing on implementation progress in quantitative terms with respect to: (i) targets set at appraisal for beneficiaries to be reached; (ii) effectiveness of training undertaken by the programme; (iii) participation of beneficiaries in planning and execution of programme activities; (iv) likelihood that programme actions can increase the incomes of the beneficiaries over the baseline level; and (v) impact of programme actions on family food security. The MTR would pay special attention to organization and management, with particular reference to effectiveness in reaching the target group and sustainability. The overall environmental impact of the programme would be closely evaluated. The recommendation of the MTR, after being approved by the Government and IFAD, would be implemented and the programme design would be adjusted accordingly, as well as revision of PC-I (if required).

Completion Report

A completion report on Planning Commission proforma IV is pre-requisite for every project financed by the Development budget. The implementing agency is asked to submit completion report while answering the specific questions in standard format against the PC-I targets and budgeting. The cooperating institution UNOPS on behalf of IFAD also prepare a Project Completion Report (PCR) this report also addresses the future suggestions and actions for sustainability of investment by the project.