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Monitoring, Evaluation & Sustainability
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Case Study and Proposal – Part 3 (3)

The Legacy Education Network in Tanzania

Monitoring being the process of routinely gathering information on all aspects of the program will enable The Legacy Education Network to gather information that will be needed to analyze the existing situation, identify problem, find solutionand discover trends and patterns. Monitoring exercise will also enable the host organization keep program activities alive, measure progress towards objectives and formulate/revise future goals and objectives and make decisions about human, financial and material resources. Evaluation on the other hand, will enable the host organization to objectively assess the impact and accomplishment of the program.This will be both summative and informative. Under the sustainability, the organization will show how the program will ensure its capacity to function regardless of changes in external funding sources.

How the problem is related to the purpose of the Legacy Network organization

The mechanisms for monitoring will include the formation of program committee with all stakeholders involved, program progress reports on monthly, quarterly and annual basis produced and the host organization will function as the supervision and implementing agent of the program in collaboration with technical committee members.In this section, the system designed for collecting and reporting information on the program activities is explored. This will enable the host organization to carry out monitoring and evaluation of the operations and performance of the project.
Program Monitoring

Management Information System (MIS)

The first level of monitoring will be done by programinstructors. The instructors will serve as supervisors and will be responsible monitoring the teacher trainees and tasks under them and the Program coordinator will be responsible for monitoring all aspects of the program. The information that will be needed to keep the program on schedule will be gathered by using participant observation, semi–structured interview and focus group discussion. The management information system (MIS) for collecting and reporting data which will enable the technical committee to monitor project performance is created by constructing Information for Monitoring Program Operation (table 3.1). Table 3.1 contains categories of information: what will be monitored, which record will be kept, who will collect the data, whowill use the data, how the information will be usedand what decision will be made. The categories of information include the work plan activities,cost and expenditure, staff and supervision, equipment, and intended results.

Table 3.1: Information for Monitoring Program Operation
Information Categories What to monitor What records to keep Who collect data Who uses data How to use information What decision can me made
1. Work plan activities

Timing of activities

A availability of personnel and resources

Monthly work plan

Work schedules




The program instructors

Program coordinator

LEN Director

Technical committee

Ensure teacher trainees and effectively applying the 21st century teaching methods Reschedule activities and deployment of resources as needed
2. Cost and expenditure

Budgeted amount, funds in hand and expenditure

Balance in budget by approved cost categories

Ledger of expenditures by budget category


Bank transactions

Executive committee report

Financial officer/accountant

Program coordinator

Program coordinator

Executive committee

LEN Director


Ensure that funds are available to execute activities

Ensure compliance with/funding regulations


Authorize expenditures

Make budget and program revisions

Determine need for other funding sources

3.Staff and supervision

Knowledge, attitudes and skills of staff

Salaries and benefits

Job performance

Performance reviews

Job descriptions

Feedback from training attended

LEN Director

Program coordinator


LEN Director

Program coordinator


Motivate staff and resolve employment problems

Advise staff on career


Training needs


Disciplinary action


Availability of equipment

Replacement of old one

Replacement regulations

Equipment register


The cleaning group reports

Program coordinator

LEN Director

Program coordinator

Technical committee


Ensure the availability of equipment in store and distribution to the field equipment are kept in good conditions

Quantity of equipment to order

When to order

The of equipment to keep for emergency


i. 21st century teaching methodology in use,

ii. Improved academic performance of students

iii.The teachers’ status, morale and professionalism rejuvenated,

iv. Computers distributed and used in both public and private schools.

vi.Increased number of foreign trainers in the program

vii. Increased community education exchange program,

Field work reports from instructors and program coordinator

The attendance register


Program coordinator


LEN Director

Program coordinator


LEN Director -Meru district education officer’s office


Ensure objectives are realistic

Assess the quality of the application of 21stcentury teaching methods

Assess the appropriateness teachings conducted

Revise the

Objectives and activities

Revise program approach

Program Evaluation


The mechanisms for evaluation will include the formation of program committee with all stakeholders involved, program progress reports on monthly, quarterly and annual basis produced and LEN is the supervision and implementing agent of the project in collaboration with Technical committee. This is designed objectively to assess the impact and accomplishment of the program. The evaluation report will offer an opportunity for both outsiders and insiders to stop and reflect on the past in order to make decisions about the future. In the evaluation report, performance indicators will include input, output and impact indicators. An evaluation table that outlines the goal, the objectives under goal, the performance indicators for each goal and objective, and the expected is provided (table 3.2).

Table 3.2: Evaluation summary table
Program goal Program objectives Performance indicators Expected outcome
Sensitizing teachers on the modern teaching and learning methods as a way of improving the quality of education by increasing academic performance of students (a) To build local community capacity through training 120 teachers by enhancing the teaching status, morale and professionalism by 2023 Relationship built among the LEN, District Education Officer and Headmasters/head teachers A total of 4 seminars in two years for Central committee held 30 sessions of training teachers on 21st Century teaching methodology held The approval of program by the District Education officer Central committee formed and readily participates in the program The application of 21stcentury teaching methodology
b) To establish a well-equipped education centre with the relevant technology to promote a competitive edge in a fast paced globalizing world by 2023 A site for teaching and learning hired, equipped and furnished Computers/ laptops distributed to participating schools Program tasks completed in time Wide used of computer application
(c) To facilitate the global sustainable education network by 2021. A list of contacts of potential foreign trainers (volunteers) made The participation of foreign trainers in the program Education exchange program in force Presence of foreign trainers in the program
This section describes how the program will ensure its capacity to function regardless of changes of external funding sources. In this case therefore, the long term sustainability of the project will be provided by describing sustainability elements, sustainability plan and sustainability indicators


The sustainability plan will explain two main aspects, that is, sustainable development and strategic planning and management.


Sustainable Development

This section explains how economic, social and environmental objectives will be integrated in the program, how the programwill address the issue of poverty eradication and gender balance, maintenance of sustainable levels of resources and the control of pollution, and the participation of stakeholders, accountability, transparency and public awareness.

Sustainable Development

How economic, social and environmental objectives have been integrated in the program

Economically, the program will serve as a source of income to four full time employees of The Legacy Education Network. These will be the security guard, Accounts clerk, cleaner/tea girl/gardener and secretary/receptionist. The total income for the four employees will be US$ 17,217.4. In addition to that, there will be some activities within the program that will also increase the income of the respective persons that will participate in them. For instance, the four trainers will heavily draw their allowances from the project up to the tune of US$ 8,348 for the first two of the existence of the program. Others who will benefit directly are the LEN Director, program coordinator, District Education officer, Headmasters/head teachers and the teacher trainees.

On social aspect, the program will serve as mechanism for mobilizing the community into one course; improving the education status of the community. The community will therefore develop the feeling of unity than before. This therefore will improve the community’s social capital. Cultural factors will also be in the forefront of the host organization when establishing the program. Such factors will include the people’s attitude towards education management. Besides, the politicians will also want to identify with program in order to improve their popularities.

By the virtue of its undertakings, the program will be environmentally friendly. This means that there will be no any program’s activities that will contravene the laws and regulations of the community’s environment.

Sustainable Development

How the project address the issue of poverty eradication and gender balance

By directly engaging 4 personnel and involving over 120 participants in the program for a period of two years, there is no doubt the program will be reducing poverty in the community. Creating a learned society also means that the Usa River community will be able to eliminate poverty as well. Gender balance in sensitizing teachers of the modern teaching and learning methods will be taken care of at all levels of program management, implementation and sustainability. For instance, out of the four full time employees of The Legacy Education Network, other than the security officer, the three will be women. Besides in selecting teacher trainees, women will be highly given priority without necessarily compromising the position of men.
Sustainable Development

The participation of stakeholders, accountability, transparency and public awareness

The program will take appreciative inquiry (AI), a participatory community-based approach including as many stakeholders as possible. Community Educational Core groups will be enabled to make their own plans and decisions and to find ways to implement them. Although, through the host organization a lot of initial cost will be incurred to sensitize and organize the community into Educational Core groups, it is expected that the committees, villages, partners, NGOs and District council will make significant contribution to the work.

Under the accountability and integrity, the program will establish some management tools which involve:

  1. Memorandum of understanding (MOU),
  2. Financial and purchasing procedures which will have to be adhered to by the eligible actors and
  3. Budgetary system geared to use logical framework (Log frame) format, which will enhance easy program monitoring, audit and evaluation processes.

Besides that programexecutive committee regard the audit function not only as a means of verifying financial integrity, but also as expanded scope tools for training program staff and committees in financial management. The audited report will be made available to all the stakeholders and the public.

The Sustainability Plan


This section provides the aspect of financial contributions from the teacher trainees and how the program will be institutionalized upon the withdrawal of The Legacy Education Network.

Financial sustainability of the program

The Legacy Education Network (LEN) anticipates getting sponsorship and support from both national and international donor agencies and charities to meet its preliminary and the first year part of operation costs, however, LEN, in collaboration with District Education officers, Headmaster/head teachers will work out on how the program will continue to finance its activities upon the national and international donor agencies and charities withdrawal. Rather than the anticipated arrangements, the program will continue to receive annual fees of US$ 21.7 per teacher trainee as illustrated in Table 3.3. The table further indicates that the first bunch of teacher trainees will be 60, drawn from 12 schools in the District. This number will then increase at the rate of 60 per year for the proceeding years.

Table 3.3 Fees from teacher trainees








1st Intake (60 teacher trainees)



2ndIntake (120 teacher trainees)



3rdIntake (180 teacher trainees)



4th  Intake (240 teacher trainees)



5th Intake (300 teacher trainees)



Institutionalization of the Project

After improving the quality of education in the Meru District Council, host organization, has a very clear vision and mission. The level of teachers’ participation is likely to be very high consideration the weak qualification that they currently possess. The financial system will be in place and auditing will be done quarterly, semi-annually and annually. The end of the program will not therefore affect the host organization as it will be equipped with all possible interventions and knowledge as the process used to implement the programwill be participatory. As part of the program, the executive committee will strengthen their capacity to facilitate community education-based structures and support sustainable initiative for quality education through additional training teachers on the 21st Century teaching and learning methodology.
The Sustainability Plan


As a matter of fact, people have some education awareness. However, attention will be paid to the area of sensitizing teachers on the 21st century teaching methodology. Besides, this form of sensitization will be on a continuous process. Teachers shall be therefore made aware that they are responsible for their own teaching proficiency. In fact, training will be an important component of this program. Training will need to be conducted at the various levels of the program involving program Committee, central committee and teacher trainees. Moreover, the host organization will be able to cooperate/network as fully as possible with existing program committee, program partners, other NGOs and government leaders. Their purpose in such cooperation will be that people and areas in need of education quality will be more effectively and more efficiently served, and that the entire recourses available for educational actions shall be used with minimum or without waste and duplication of effort. The program will also endeavour as far as possible to work in a manner that will be parallel with or supplementing to national education policies and objectives in program areas. Notwithstanding the above indicators, gender balance in education enhancement will be taken care of at all levels of program management, implementation and monitoring and evaluation. Besides, the program management will maintain good relationship with sponsors and support entities through systematic accurate and time progress reporting of program development activities.



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Job Title Knowledge & Skills Abilities & Qualifications Personality Lists & Experience Roles & Duties
LEN Director A good diploma/first degree in education Age of 30 years and above, 5 years working experience in similar position

Liaise with NGOs, CBOs and Institutions for networking purposes

Public advocacy and policy development

Keep minutes of the executive and central committee

Computer literate

Program Coordinator Bachelor Arts degree and Master of Science in community Economic Development 53 years of age and at least 27 years working experience in the Education sector

To plan and organize seminars, workshops, meetings and conferences

Computer literate


Program Instructors A good first degree in education. Master’s degree is an added advantage 30 years of age and above with working experience in education sector of at least 5 years

Developing curriculum

Preparing lesson plans

Conducting lecturers

Secretary A diploma in secretarial duties and a certificate in computer. 20 years of age and at least 2 years working experience in a busy office

Typing and receiving memos and letters on behalf of the seniors

Computer literate


Accounts clerk A good first degree or advanced diploma in accounting Age 25 years and experience of 2 years.

To keep and maintain the books of accounts and prepare periodical financial statements

Computer literate

Tea person

At least a form four level of education

-Fluent in both English and Kiswahili

18 years of age and above and 1 year working experience in a busy organization

Getting and sending letters

Distributing memos