Monitoring Strategies for High, Low Risk Sub and Medium Recipients

This document provides nine suggested monitoring strategies to help Country Work environment employees achieve monitoring objectives for high, low risk sub and medium recipients. These methods include bodily examination, verification, tracing, confirmation, review of supporting documentation, and more. Additionally, questions are provided to gain a better understanding of staffing patterns, level of supervision, service delivery, management controls, and operation of the program.

Project Specification for Care International (NGO)
Submitted by:
Date:

Executive Summary
Care international is responsible for making sure that the sub-recipient spends the awards
based on the donor’s applicable laws and regulations plus regulations and CARE’s inner policies
and procedures. This really is true when CARE, being a primary recipient of donor money,
awards part of the grant to some sub recipient. Our primary values of excellence plus ethics
require that CARE carry out activities in the best quality manner while helping the grouped
communities by which we work. Any financing, donation or many other products received by
CARE from the donor must follow requirements lined up with the donor’s intentions. These
types of requirements, or “restrictions,” may greatly vary, which range from very limited specs
to complicated rules associated to price allows audit and capability. Additionally, CARE’s work is
usually regulated or even controlled simply by various local or nationwide laws that place extra
requirements on our work. Conformity requirements relating to a specific plan originate at the
earliest levels of the particular program’s growth with the donor. Prior to a subscriber even
takes into account providing funding to an firm to pursue a reduction as well as development
objective, focal points or perhaps conditions apply. These types of may include specific system
specs, as well as general insurance policies and regulations that apply at all recipients who
make an application for and receive funding.

Project Background
CARE’s vision is usually getting rid of poverty and interpersonal injustice. The purpose of this
guide is to help you manage tasks more efficiently and effectively, having a focus on the “nuts
plus bolts” of the implementation stage of a project life period. While this manual focuses
primarily on ALL OF US government-funded projects to demonstrate key concepts and
problems, plenty of the concepts plus tools described apply in order to projects for a different
subscriber base.
The parts of the successful project include controlling relationships with various stakeholders
(project individuals, partners, government authorities, donors, CARE International users, and
inner stakeholders within the Nation Office and headquarters), managing human resources,
managing monetary resources, facilitating learning, managing risks and ensuring flexibility.
CARE understands that you are accountable for efficiently planning and carrying out projects in
the midst of many challenges-including working in remote and/or unconfident situations, doing
with much less “more, ” juggling several requests from different stakeholders and training and
determining local staff. To help you satisfy your responsibilities and cope with your own lots of
challenges, CARE will be committed to providing you with effective equipment and appropriate
project administration skills, which includes the execution guidelines outlined in this guide.
CARE’s proposal is a created response to a solicitation. It has multiple “promises therefore.”
These promises are not only in regards to the project and the goals, but also are compliance-
related representations, and, in some full instances, lawful certifications that use CARE during
the full lifetime of a project. CARE’s offer might also include a number of products that, if
approved simply by the donor, would make up a required prior acceptance. For example, if one
places in an offer to USAID “planned international travel throughout the residing of an award,”
USAID’s funding of that offer would constitute the required before approval for international
vacation. Receiving such prior mortgage approvals is to avoiding searching for subscriber
permission for certain activities or activities later.

Purpose of App
NGO (non-governmental organization) and nonprofit organizations can make their own mobile
app with regard to iPhone and android within minutes without programming because of our
easy to use apps constructor andante apps. Everyday a lot of apps are downloaded which
usually represents an excellent opportunity for the message to be discovered. Within our app
you can offer information regarding your corporation, including all of the occasions and
activities in order to take part with the people that give you support. Send push notifications to
boost consciousness and let individuals know the activities you set up.
To fulfill CARE’s eye-sight plus mission, all CARE development should conform to the following
Development Ideas, which were adopted simply by the CARE International (CI) board in
November the year 2003. At a fundamental level, these types of Principles should inform plus
guide the way we function:
Care International Programming
Promote Empowerment
We remain in solidarity with bad and marginalized people, plus support their efforts to consider
control of their own lives plus fulfill their responsibilities, aspirations and rights. All of us ensure
that key organizations plus participants as a symbol of affected individuals are partners in the
design, setup, evaluation and monitoring in our programs.
Work together with partners
We work with other people to maximize the impact of our own programs, building alliances
plus partnerships with those who provide complementary approaches, are able to accept
effective programming approaches on the larger scale, and/or that have responsibility to fulfill
privileges and decrease poverty by means of policy enforcement and change.

Ensure Accountability plus Advertise Responsibility
We look for methods to be held responsible to marginalized and the indigent whose rights are
rejected. We identify individuals plus institutions with a good responsibility toward poor and
marginalized people, and support plus encourage their initiatives in order to fulfill their
responsibilities.
Address Splendor
Within our programs and offices we all address elegance and the refusal of rights based on
sexual intercourse, race, nationality, ethnicity, course, religion, age, physical capability, caste,
and opinion or lovemaking orientation.
Marketplace the non-violent resolution associated with conflicts
We promote simply and nonviolent means for stopping and resolving conflicts whatsoever
levels, noting that this kind of conflicts lead to low income and the denial of privileges.
Seek environmentally friendly Results
As we address fundamental causes of poverty and legal rights denial, we create plus use
approaches that guarantee our programs result in long lasting and fundamental improvements
within the lives of the poor plus marginalized with whom we all work.
Problem Solution
Care International Project Standards enhance these Programming Principles, using a more
detailed focus on assistance. Briefly, each CARE task should:
o Be in line with CARE International Programming Concepts...
o Be clearly connected to a national country Work environment strategy and/or long term
plan goals.

o Assure the particular active participation and impact of stakeholders in its analysis,
design, evaluation processes, implementation and monitoring.
o Have a design depending on a holistic analysis of the requirements and rights of the
focus on residents and the underlying reasons for their conditions of low income and
social injustice. Task management should in addition examine the potential risks and
opportunities inherent within the potential interventions.
o Work with a logical framework (log frame) that explains how the task will direct to a
best impact upon the lifestyles of defined target habitants.
o Set a yet measurable, significant and achievable final goal.
o Be technically, environmentally, and socially appropriate. Surgical treatment should be
based upon best present practice and on an understanding from the social context and
the requirements, rights and responsibilities of the particular stakeholders.
o Indicate the particular appropriateness of project expenses, in light of the selected task
strategies and expected final results and outputs.
o Create and implement the checking and evaluation plan plus system based on the
logical system that ensures the assortment of baseline, monitoring, and last evaluation
data, and anticipates how the information will be utilized for choice making; with a
spending budget that includes adequate amounts to get implementing the monitoring
plus evaluation plan.
o Set up a baseline for measuring alters in signals of effect and effect, by performing a
study or survey in order to performance of project actions prior.
o Use indications that are measurable, relevant, reliable and verifiable.
o Use a balance of assessment strategies, assure an appropriate level of rigor, and adhere
to recognized honest standards.
o Be informed simply by and contribute to ongoing understanding within and outside
CARE.

Project Documents Checklist
Specialized Proposal Together with your project contract or contract, this leading document for
your project style states the problem and context explains the affected occupants plus target
areas. Additionally, it describes the project’s technique to acquire the desired project effect.
Moreover, it might offer a person with the envisioned staffing construction, geographic focus,
and companions, including their responsibilities plus roles.
Log Frame
A few proposals will include a logical design (log frame), which is a. overview of the proposal’s
main components. The log frame offers you a picture of how the particular project shall work to
obtain the particular goal. It includes the particular indicators (measures that display progress),
means of verification (sources of information and methods utilized to show progress) and
presumptions (events, conditions or choices which are beyond the project’s control) that relate
to your own goal, objectives, activities and outputs.
Budget The budget will give you the planned expenses with regard to actions proposed in the
specialized proposal. By becoming completely familiar with the budget, you can much better
deal with the funding supplied simply by the donor. This will include:
The main groupings are used to monitor position of expenses.
Detailed spending budget - provides cost information included in each approved range item.
For example, the number of products budgeted and unit expenses are included in this
document.
Price share - represents CARE’s contribution to the project’s expenses from donor funds (other
than the subscriber funding the particular project). This can be cash or even “in kind”
contribution. This shall describe the type of price and designate the subscriber.

Cost share contributions are usually contractual obligations; donors’ efforts can be reduced in
the event that CARE is unable to meet the cost share.
Indirect Price Recovery (ICR) - CARE’s indirect costs are a symbol of just about all headquarters’
costs (excluding fundraising and including field-based Local Management Units) sustained to
handle CARE’s overall work. These kinds of costs are recovered via ICR, calculated as the
particular percentage of direct task costs. The ICR price represents the percentage associated
with headquarters costs from CARE’s total project costs.
The pace is approved simply by the government, and used in all OF US government fund
applications.
Spending budget Notes Budget notes contain additional information about the budget. These
types of notes should explain the type of the costs, the base of unit costs and exactly how the
number of units had been calculated in the budget.
Monitoring and Evaluation Plan
Several plans will include an Overseeing and Evaluation plan that is further used in
implementation in order to assess project performance, progress and impact. Overseeing refers
to the regular collection (plus analysis and use) info within the project about the progress.
Evaluation refers to regular reviews of information from inside, as well as their performance,
projects and about. Evaluation will be characterized simply by several ranges. Each level relates
to carefully the hierarchy of goals in the log frame.
Collaboration and Sub granting Agreements
Several sub granting or partnership agreements are signed during the project style phase. These
agreements among project and CARE companions describe responsibilities and legal rights.
Among the issues usually protected are period of agreement, required funds and payments,

confirming and evaluation, general procedures and other topics that may connect with privacy,
conflict of interest, question resolutions and many others. These types of agreements help
partners keep each other accountable and negotiate potential conflicts. If you haven’t signed
agreements with your companions in advance, be sure to do so in the project’s inception.
Contract
This particular binding agreement between CARE and the donor must be agreed upon legally
for the project (and any related spending) to start. Contracts, also referred to since grant
agreements, state the obligations to the donor, together with reporting requirements and rules
and rules. Be sure to research this important document as it will provide you using the outline
for contract conformity.
Individual Implementation Agreement (IPIA)
The IPIA is the agreement between a national country Office and the CI associate relevant to
the particular specific task. In most cases, IPIA’s are agreed upon when the funding associate is
not really the CO’s lead associate. The IPIA lists fundamental project details, the part of the
grant that will be managed by the COMPANY, and the percent of overhead costs which will be
collected by the CI associate. The contract also identifies the CI member’s confirming
requirements, and any unique required circumstances.
Project Schedule
Life of Project Function Plan - The Life associated with Project Work Plan (LOP-WP) describes
the life of project’s general activities, along with the particular general time frame for doing
each activity. This really is the multi-year action plan that addresses the life of project time
period. The LOP-WP draws in the activities listed in the Sign Frame, and also includes actions
such as knowledge management, marketing and marketing that may not be part of the log
body.

Annual Work Plan
A Work Plan (AWP) is really a detailed plan of routines to achieve the particular specific group
of results during a particular season. The AWP is derived from the particular project Log Frame
plus, in the full case associated with multi-year projects, project improvement to date. A well
prepared AWP provides a clear plan of action that will links responsibilities, resources and
activities to results. It creates a foundation also with regard to decision-making, day-to-day
planning plus performance reporting throughout the complete year. Regarding your partners in
the process will ensure common understanding plus enforce commitment of all related parties.
The following quickly describes the minimum ways you should take to develop con our AWP:
1) Development of the annual planning team: Brought by the Project Manager; the united
team of 3-5 people representing project management plus a member from every partner
organization are sufficient.
2) Documents review: a detailed evaluation for the following documents is vital to build
common understanding:
Choose management activities: Management actions are an essential part of execution, in the
first and final especially several years of the task life time.
General / continuing programs:
o Project administration committee meetings
o Industry monitoring trips, reporting, plus planning / progress evaluation
o Communication activities
o learned” workshop Staff capability building
o Financial audits, partners and both for the project’ books
o Monitoring economic overall performance, burn rate, and so forth
o Inventory / actual count
o Periodic refractive practice exercise, which could consist of use of the Project Standards
Dimension Instrument (PSMI)

Project startup company activities:
o Setting up workplaces
o Staff recruitment, work explanations, induction, staff application, building capacity
o Task possessions mobilization
o Partners’ Memorandum of Knowing (MOUs) development, negotiations plus signing
o Authorities’ consent at the national and industry level
o Designing info and communication strategies
o Establishing a baseline (initial study of result and impact-level indicators)
Project closeout actions:
o Final report (project closeout report), layout, information analysis and collection, plus
writing
o Final task evaluation (Refer to the CI Assessment Policy)
o Records and dissemination of training learned
o Final review
o Fulfillment of quit technique activities
o Development of interventions
o Preserving human resources capacity
o Taking a look at project assets, status, long term use / disposal
Choose on Monitoring and Evaluation activities: The AWP ought to include the activities
planned included in the Monitoring and Evaluation program. (Refer to Chapter five: Monitoring
and Evaluation.)

Consider key questions /considerations/challenges:
o Timing and high quality of progress report
o What are the tendencies in the project context that will have an impact on the master
plan for the coming year?
o How will successes and faults of the last year’s efficiency influence or shape the master
plan for the coming year?
Connect the approved plan: The particular approved plan should be displayed and explained to
project staff members and partners broadly. This particular communication process shall tag
the beginning of individual plans, plus encourage educated regular overall performance
monitoring and reporting.
Spending budget Planning
Program staff needs to work closely with system support staff (Finance, HUMAN RESOURCES,
Purchase and Administration) in order to get ready budgets. Input through program support is
essential to make sure that budgets reveal the best price estimates, and that the nationwide
country office’s internal recommendations are considered in places like cost sharing, Indirect
Price Recovery (ICR) and Provided Program Cost (SPC) recuperation, cash management,
financial confirming, inventory and equipment administration and buy schedules.
Monitoring
The monitoring plans for every sub recipient should be customized to correspond to the plan
that the sub recipient functions, the funding the receiver receives and the sub recipient’s
evaluated level of risk.
Checking through “ongoing activities” furthermore known as “during-the-award monitoring”
might take various forms. A fundamental overseeing tool is.

Monitoring Strategies
Listed here are nine suggested monitoring strategies that will help Country Work environment
employees achieve monitoring objectives intended for high, low risk sub and medium
recipients. These methods are suggested for examining core monitoring places with regard to
compliance:
Bodily examination - Gathering physical proof (if required) when screening high-risk sub
recipients. This could be done by examining or even checking out new equipment, noticing
inventory, and determining staff/client rate. Reviewing invoices or even various other
supporting documentation may fulfill the same objective whenever testing medium or reduced
risk sub recipients.
Confirmation - Providing created requests to a third party to verify claims made by the bass
speaker recipient. This may consist of credit reporting the tracing - Analyzing documents that
support the recorded transaction and a confirmation of the recording of a record in the
accounting records. Doing a trace for can help you obtain evidence regarding recorded
transactions. The nationwide country Office may use doing a trace for to verify a transaction
such as an excellent account through the accounting system in order to its ultimate recording
within the accounting records, journal, plus ledgers to the appropriate offer program. A
national nation Office may also use looking up to verify any uncommon incidents and to verify
the particular expenditures reported to CARE on the reliability of plan results and achievements
in order to supporting documentation.
Conclusion
Obtaining management plus employees’ responses to queries about the operations of the
subwoofer recipient. The Country Workplace may use questions to get a much better
understanding of staffing patterns, degree of supervision, service delivery, administration
controls, and operation associated with program as intended. Questions provide the usually
basis for even more testing to substantiate the particular responses to inquiries.

References
[1] Antares Foundation (2006). Managing Stress in Humanitarian workers: Guidelines for good
practice, second edition. Antares Foundation, The Netherlands.
[2] Augsburger, et. al (2007) NGO Staff Well-Being in the Darfur Region of Sudan & Eastern
Chad. Headington Institute.
[3] FRONTERA, (2007). Motivating Staff and Volunteers Working in NGOs in the South. People In
Aid.
[4] Humanitarian Accountability Partnership (2007). Standards in Humanitarian accountability
and quality management.
[5] IAWG on Emergency Capacity (2007). Building Trust in Diverse Teams: Scoping Study Report.
Castleton Partners/TCO International Diversity Management
[6] InterAction (2008) The importance of staff care. In, Monday Developments. Interaction,
Washington DC. Vol. 26, No. 9.
[7] Inter-Agency Standing Committee (IASC) (2007) IASC Guidelines on Mental Health and
Psychosocial Support in Emergency Settings. Geneva: IASC.
[8] Lovell-Hawker, D., Emmens, B. (2004) Information Note: Effective Debriefing. People In Aid.
Lovgren, S. (2003) Aid Workers, Too, Suffering Post-Traumatic Stress. National Geographic News
December 3, 2003.

Acronyms
AWP Annual Work Plan
CHQs CARE Headquarters
C-PIN CARE International Program.
Information Network
CTO Cognizant Technical Officer
CD Country Director
EU European Union
FRLC Federal Reserve Letters of Credit
FY Fiscal Year
ICR Indirect Cost Recovery
IPIA Individual Program
Implementation Agreement
LOP-WP Life of Project Work plan
LFA Log Frame Analysis
MDGs Millennium Development Goals
MOU Memorandum of Understanding
M&E Monitoring and Evaluation
NICRA Negotiated Indirect Cost
Recovery Agreement
OECD-DAC Organization for Economic
Co-operation and Development-
Development Assistance
Committee
OGC Office of General Counsel
PRAs Project Implementation
Reports
PM Project Manager
PMSI Project Standards
Measurement Instrument
SPC Shared Program Cost
SRH Sexual and Reproductive Health
ToR Terms of Reference
USAID United States Agency for
International Development
USG United States Government