National Development Fund for Persons with Disabilities. Monitoring & Reporting Handbook

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1 National Development Fund for Persons with Disabilities Monitoring & Reporting Handbook 2011

2 Contents INTRODUCTION... 3 REPORTING PROCEDURE... 4 DISTRICT MONITORING PROCEDURE... 5 NATIONAL MONITORING PROCEDURE... 6 BENEFICIARY REPORTS... 7 EDUCATIONAL ASSISTANCE... 8 ECONOMIC EMPOWERMENT & REVOLVING FUNDS INFRASTRUCTURE & EQUIPMENT DISTRICT AND NATIONAL REPORTS DISTRICT RECORD OF APPLICATIONS DISTRICT RECORD OF REPORTING DISTRICT SUMMARY REPORT NATIONAL MONITORING REPORT

3 Monitoring & Reporting Handbook INTRODUCTION This handbook describes the monitoring and reporting procedures of the National Development Fund for Persons with Disabilities. The handbook aims to provide clear and simple guidance and tools for use by Beneficiaries, District Officers and National Staff so that together we can track the progress and achievements of the Fund for the benefit of persons with disabilities. it is accompanied by training workshops for those administering the Fund at District level. Procedures 1. Reporting Procedure 2. District Monitoring Procedure 3. National Monitoring Procedure Forms ME/B/PR 2 Beneficiary Progress Report - Education assistance ME/B/PR 3 Beneficiary Progress Report - Economic empowerment & revolving funds ME/B/PR 4 Beneficiary Progress Report - Infrastructure & equipment ME/D/RA District Record of Applications - Used by DGSDOs to record all applications received ME/D/RR District Record of Reporting - Used by DGSDO to record all reports received ME/N/QDS District Summary Report - Summary of District activity prepared by the Fund ME/N/QMR National Monitoring Report - Used by the Fund to summarise quarterly statistics. Definitions Applicant Beneficiary DGSDO MOU NCPWD NDFPWD PWD OPWD The Council The Fund Individual or organization applying for money from the Fund Individual or organization receiving money from the Fund District Social and Gender Development Officer Memorandum of understanding National Council for Persons with Disabilities National Development Fund for Persons with Disabilities Person with disabilities Organization of/for Persons with Disabilities National Council for Persons with Disabilities National Development Fund for Persons with Disabilities Enquiries to: Monitoring and Evaluation Department, National Council for Persons with Disabilities, Opposite ABC Place, Waiyaki Way, Westlands, P. O. Box Nairobi. Mob: Tel: me_department@ncpwd.go.ke 3

4 1. REPORTING PROCEDURE 1.1 Beneficiaries of the Fund must report to the Fund once per quarter. The exception is beneficiaries receiving assistive devices who do not need to report. The Fund provides a reporting form for each funding category, which the Beneficiary should complete. The three forms are: ME/B/PR2 ME/B/PR3 ME/B/PR4 Used by individuals receiving educational assistance funding Used by groups receiving economic empowerment or revolving funds funding Used by organizations receiving Infrastructure & Equipment funding 1.2 The Beneficiary should complete the relevant form and return it to their local District Gender and Social Development Officer. If attachments are required then this is stated on the reporting form. 1.3 If the Beneficiary wishes to make changes to the agreed activities in the MOU, in other words, make a change to the activities they had planned, or to the way they spend the funds, they should inform the Fund directly before making these changes. They should not wait until the report is due. 1.4 The DGSDO will record receipt of all reports on the District Monitoring Form. 1.5 If the DGSDO has concerns about the contents of the Beneficiary Report, for example if the Beneficiary has not made good progress, or, if there are doubts about the accuracy of the information in the report, then they should discuss these with the group to try to resolve the issue. If this is not successful then the DGSDO should contact the Programme Officer at the Fund to raise their concerns. 1.6 If the DGSDO is satisfied with the contents of the report, they should send the report to the Fund s Monitoring & Evaluation Department. The Fund will record receipt of the reports in the Registry book and acknowledge receipt of reports by to the DGSDO. 1.7 The Fund will review the report and its attachments. It will check that the Beneficiary is progressing their activities, and using funds in the way that was intended in the memorandum of understanding. 1.8 In case of concerns the Fund will contact the group and take steps to assist them if possible. The Fund reserves the right to withdraw funding if it has not been applied to a project as agreed in the Memorandum of Understanding. In serious cases, such as where funds have been misappropriated, the Fund may take legal action to retrieve Funds. By misappropriated is meant corrupt practice including where funds have been used for purposes other than those agreed in the MOU with the intention of personal gain by individuals. 4

5 1.9 If the report shows satisfactory progress by the Beneficiary, the Fund will take no further steps and will not enter into any correspondence When the Beneficiary reaches the end of its funding period, they should submit a final report using the same Reporting Form. At this point the Fund should be consulted over the use of any funds that remain once the project has been completed and agree on its further use. The Fund may request the return of the excess funding All Beneficiaries are also expected to take part in one evaluation meeting during their funding period. Procedures for these are yet to be developed The Fund has the right to visit projects at any time to assess progress. It will give at least 2 days notice before conducting such a visit. 2. DISTRICT MONITORING PROCEDURE 2.1 The DGSDO will make available copies of Fund application forms and guidance in their offices and other places accessible to persons with disabilities. They will assist the Applicant with advice on how to complete the application form and necessary attachments. Applicants will submit their completed application form to the DGSDO who will review it and recommend or decline it as outlined in the Fund Application Procedures. 2.2 The DGSDO will record all applications received on the Record of Applications form. This form will be sent to the Fund at the end of each quarter. 2.3 Within 1 month of the end of each quarter, the Fund will the District Summary Report to the DGSDO with information which includes a list of Applicants that have been funded and those that have been declined. The Fund will also publish a list of successful applicants on the NCPWD website. 2.4 Each Beneficiary will report to the DGSDO on a quarterly basis as outlined in the Reporting Procedures. 2.5 The DGSDO will review the report and record a summary on the District Record of Reporting form. This form will be sent to the Fund at the end of each quarter. 2.6 The DGSDO is free to visit the Beneficiaries to verify the information in the report, there is no formal visits procedure at this time. 5

6 3. NATIONAL MONITORING PROCEDURE 3.1 The Fund will collect monitoring data at all stages which are as follows: application, analysis, decision-making, disbursement, reporting, project end and complaints/appeals. 3.2 The Fund will be responsible for sensitizing DGSDO s about the monitoring and reporting procedures and ensuring they submit the relevant records each quarter. 3.3 At the end of each quarter the Fund will provide each District with a District Summary Report. It will provide the Board of Trustees with a quarterly National Monitoring Report 3.4 The Fund will publish statistics on its performance an annual basis. PROCESS RECORD RESPONSIBLE DUE OUTPUT INDICATOR APPLICATION ANALYSIS DECISION MAKING DISBURSEMENT REPORTING PROJECT END COMPLAINTS/ APPEALS EVALUATION ME/D/RA District Record of Application. DGSDO Quarterly Registry Record Book. Fund Database. NDFPWD Quarterly Application Summary Form Part 1. NDFPWD Quarterly Application Summary Form Part 2 ME/N/QMR National Monitoring Report Memorandum of Understanding. ME/D/RR District Record of Reporting. ME/B/PR Beneficiary Progress Report. Fund database. NDFPWD NDFPWD DGSDO Beneficiaries NDFPWD Quarterly Quarterly Ongoing Letter of complaint or appeal. Beneficiaries Ongoing Evaluation Report. Fund database. NDFPWD To be confirmed No. applications received. No. applications declined. No. applications recommended to Fund No applications received Response time (application receipt) Response time (receipt - analysis) % applications recommended to the Board of Trustees % applications approved Distribution of fund allocation (geographical and disability type balancing). % MOUs sent within 2 weeks of approval. Total response time (applicationdecision) % Reports received on time % Reports showing satisfactory progress No. projects completed as planned. No. projects ended prematurely. No. complaints/ appeals received % complaints/appeals investigated within 2 weeks of receipt. No. beneficiaries completing evaluation % evaluations completed on time. 6

7 4. BENEFICIARY REPORTS 7

8 ME/B/PR/2 BENEFICIARY PROGRESS REPORT - EDUCATIONAL ASSISTANCE - EDUCATIONAL ASSISTANCE This form should be used by individuals who are the beneficiaries of educational assistance funding from the National Development Fund for Persons with Disabilities. It should be completed each quarter. Name:. Course:.. NDFPWD Reference Number: Institution:. Reporting for (choose one): Quarter 1: Jul Sep Quarter 3: Jan- Mar Quarter 2: Oct - Dec Quarter 4: Apr- Jun SECTION 1: TO BE FILLED IN BY BENEFICIARY/ GUARDIAN What subjects have you covered in your course in the past 3 months?... Have you had any absence from your course over the past 3 months? If so, how long and why?... Please tell us about any comments or concerns you have about the next three months?... I certify that the above information is true and correct to the best of my knowledge. Signed:.. Name:. Date: ->Please turn over the page 8

9 SECTION 2: TO BE FILLED IN BY COURSE TUTOR/HEAD Please describe the student s performance over the past three months I certify that the above person has attended the above course and that the information in this report is true and complete to the best of my knowledge. Signed: Name: Date: Position:.. Please return to: Monitoring & Evaluation Department, National Council for Persons with Disabilities, P.O. Box 66577, Nairobi. me_department@ncpwd.go.ke 9

10 ME/B/PR/3 BENEFICIARY PROGRESS REPORT - ECONOMIC EMPOWERMENT & REVOLVING FUNDS ECONOMIC EMPOWERMENT & REVOLVING FUNDS This form should be used by groups who are the beneficiaries of economic empowerment or revolving funds funding from the National Development Fund. It should be completed each quarter. NCPWD Reference No.: Registration No.: Name of group:. Report completed by: : [Name] Position:. Tel:. Reporting for (choose one): Quarter 1: Jul Sep Quarter 3: Jan- Mar Quarter 2: Oct - Dec Quarter 4: Apr- Jun SECTION 1: PROGRESS AGAINST OBJECTIVES Please list the objectives of your project in the table below, these should be the same as the objectives described in your Memorandum of Understanding. For each objective, describe what was achieved during this quarter and what is planned in the next quarter. OBJECTIVE PROGRESS THIS QUARTER PLANS FOR NEXT QUARTER How many persons with disabilities have benefited from the funding during this quarter?.. Men/Boys Women/Girls 10

11 How have these PWD s benefited? Please describe any other people who have benefited directly or indirectly from the project. Describe any activity that was planned but was not achieved and why... Are there any changes to the project plan or the end date of the project?.. SECTION 2: FINANCIAL STATUS Complete this table and question only if you used the Fund money for enterprise/business: Use the table to describe the group s income, expenditure and profit or loss for each month this quarter. Write the name of each month in space provided in the top row of the table. [ENTER MONTH 1] [ENTER MONTH 2]. [ENTER MONTH 3] TOTAL INCOME EXPENDITURE PROFIT/LOSS How much profit does the group expect to make in the next 3 months? Ksh 11

12 Answer the following six questions only if you used the Fund money for a revolving fund: How many loans have been made this quarter? How many loans have been repaid? What is the smallest loan given? What is the biggest loan given? What is the total amount of money loaned? What is the total amount of money repaid? SECTION 3: DECLARATION I hereby confirm that the information stated above is true and complete and that I am duly authorized to report on behalf of this group/organization. Signed:.. Date: Name (please print):. 12

13 SECTION 4A: BENIFICIARY S TESTIMONY 1 This section should be filled in by a member of the group to describe how they have used the fund and what changes it has brought to their lives so far. Name of group member: Position : Group member Chair Secretary Treasurer Age:.. Gender:.. Disability type:. a) What activity have you done this quarter using money from the Fund? b) What changes have this brought to your life/ the lives of persons with disabilities so far? 13

14 SECTION 4B: BENIFICIARY S TESTIMONY 2 This section should be filled in by a member of the group to describe how they have used the fund and what changes it has brought to their lives so far. Name of group member:. Position : Group member Chair Secretary Treasurer Age:.. Gender:.. Disability type:. a) What activity have you done this quarter using money from the Fund? a) What changes have this brought to your life/ the lives of persons with disabilities so far? PLEASE RETURN TO: Monitoring & Evaluation Department, National Council for Persons with Disabilities, P.O. Box 66577, Nairobi. 14

15 ME/B/PR/4 BENEFICIARY PROGRESS REPORT - INFRASTRUCTURE & EQUIPMENT - INFRASTRUCTURE & EQUIPMENT This form should be used by organizations or institutions who are the beneficiaries of infrastructure or equipment funding from the National Development Fund. It should be completed each quarter. Organization Name:. Reporting for : Quarter 1: Jul Sep Quarter 2: Oct - Dec NDFPWD Reference Number:.. Quarter 3: Jan- Mar Quarter 4: Apr- Jun SECTION 1: PROGRESS AGAINST OBJECTIVES OBJECTIVE (AS STATED IN MOU) PROGRESS IN THE LAST 3 MONTHS PLANNED ACTIVITY IN THE NEXT 3 MONTHS How many persons with disabilities have benefited this quarter? Men/boys Women/girls OR Benefits expected at a later date Describe how they have benefited? 15

16 Please describe any activity that was planned but did not take place and explain why. Describe any challenges you anticipate in the next quarter, and how you will deal with them. SECTION 2: FINANCIAL STATUS Details of expenditure this quarter (please itemize): ITEM COST NUMBER OF ITEMS TOTAL COST Planned expenditure next quarter (please itemize): ITEM COST NUMBER OF ITEMS TOTAL COST Have receipts for all expenditure been attached? Yes No 16

17 SECTION 3: DECLARATION I certify that the information contained in this report is true and complete to the best of my knowledge, and that I am duly authorized to report this information on behalf of my group/organization. Signed: Date: Please return to: Monitoring & Evaluation Department, National Council for Persons with Disabilities, P.O. Box 66577, Nairobi. me_department@ncpwd.go.ke 17

18 5. DISTRICT AND NATIONAL REPORTS 18

19 ME/D/RA NATIONAL DEVELOPMENT FUND FOR PERSONS WITH DISABILITIES DGSDO Name:... DISTRICT RECORD OF APPLICATIONS District: THIS FORM IS FOR USE BY DISTRICT SOCIAL AND GENDER DEVELOPMENT OFFICERS TO RECORD ALL APPLICATIONS RECEIVED FOR THE FUND. DATE RECEIVED APPLICANT NAME FUNDING CATEGORY* DISABILITY TYPE** RECOMMEND/ DECLINE / FURTHER INFORMATION NEEDED BRIEFLY DESCRIBE THE REASON FOR YOUR DECISION *FUNDING CATEGORIES: **DISABILITY TYPES: Please return to: Choose from assistive devices, education assistance, economic empowerment or infrastructure & equipment. Choose from physical, visual, hearing, speech, mental, intellectual, albinism or multiple(specify) Monitoring & Evaluation Department, National Council for Persons with Disabilities, P.O. Box 66577, Nairobi. me_department@ncpwd.go.ke

20 EXAMPLE EXAMPLE ME/D/RR NATIONAL DEVELOPMENT FUND FOR PERSONS WITH DISABILITIES DGSDO Name:.. DISTRICT RECORD OF REPORTING District:.. REFERENCE NO NAME / ORG CATEGORY REPORTING WHICH QUARTER? DATE REPORT RECEIVED PROGRESS AGAINST OBJECTIVES FINANCIAL POSITION BENEFITS TO PWD S? COMMENTS / CONCERNS? ACTION TO BE TAKEN AND BY WHOM 10/09/EA/03/0012 JUMA HAMIS EDUCATIONAL ASST Q1 21 SEP 2011 GREEN ORANGE GREEN STUDENT DOING WELL BUT STRUGGLING TO MAKE ADDITIONAL PAYMENTS FOR TRANSPORT. CAME TO MY OFFICE FOR HELP. I WILL CONTACT STUDENT IN 2 WEEKS TO CHECK IF PROBLEM RESOLVED 11/01/IE/47/0225 DISABILITY ACTION CARE INFRASTRUCTURE Q1 22 SEP 2011 RED GREEN ORANGE BUILDING HAS NOT STARTED BECAUSE OF HEAVY RAINS. SO PWD S NOT YET BENEFITING. BUILDING STARTS NEXT MONTH. FINANCES SECURE- NO CONCERNS. NONE.

21 NATIONAL DEVELOPMENT FUND FOR PERSONS WITH DISABILITIES GUIDANCE FOR COMPLETING THE DISTRICT RECORD OF REPORTING FORM ME/D/RR REFERENCE NUMBER: Each Beneficiary has a unique NDFPWD reference number which they were give when they first applied for funding and which should also be listed in the DGSDO quarterly report. Please note this is not the registration number. NAME / ORG: The name of the Beneficiary (name of individual/ group/ organization/ institution) CATEGORY: Please choose from these four possible funding categories: Assistive devices Economic empowerment & Revolving funds Educational assistance Infrastructure & Equipment REPORTING QUARTER: Please select which quarter you are reporting for: Quarter 1: July-Sep Quarter 3: Jan-Mar Quarter 2: Oct-Dec Quarter 4: Apr-Jun DATE RECEIVED: Date on which the DGSDO received the report from the Beneficiary. PROGRESS AGAINST OBJECTIVES: Use the traffic light system of reporting as follows Green: Orange: Red: Everything is on target and going according to plan. E.g. Student attending classes, group has started buying livestock as planned. Mostly on target. Activity taking place is behind schedule or there have been some alterations to plan. Progress poor. urgent Action required. e.g. Student has dropped out of course. Assistive device has not arrived. major problem with infrastructure work. FINANCIAL POSITION: Use the traffic light system of reporting as follows Green: Orange: Red: Financial information complete and no issues for concern. E.g. group is generating income as planned. Mostly ok but small concerns. e.g. Financial information is part complete or is complete but group is not generating as much income as expected. Cause for concern. E.g. No financial records being kept, financial information withheld, possible corruption. School fees have increased and student in debt. BENEFITS TO PWDS: use the traffic light system of reporting as follows Green: Orange: Red: COMMENTS/CONCERNS: ACTIONS TO BE TAKEN: Activity is benefiting persons with disabilities as expected. Minor concerns. E.g. group reaching fewer beneficiaries than expected or only benefiting a few members of the group. Cause for concern. E.g. Money not reaching persons with disabilities. Highlight any concerns or successes arising from the report. Specify any actions needed, by whom, to respond to concerns raised.

22 ME/N/QDS NATIONAL DEVELOPMENT FUND FOR PERSONS WITH DISABILITIES DISTRICT SUMMARY REPORT District: [Name] Reporting Period: [Quarter X] [Month from] [Month to] District Overview The figures below describe the number of applications from this district which went to the board of trustees this quarter and were either declined or approved. If you have submitted other applications this quarter these may not yet have been analysed, but should reach the Board in the next quarter. All applications for your district are listed on page 2 of this report. Quarter 1 Quarter 2 Quarter 3 Quarter 4 Year to date No. Applications Approved No. Applications Declined Amount approved* *Please be aware that approved funding may be disbursed in installments. This means that although funds are approved in one quarter, they may not be paid to the Beneficiary until a later date. District Activity District Record of Application submitted to NCPWD for last quarter? District Record of Reporting submitted to NCPWD for last quarter? Total number of applications handled by DGSDO committee this quarter? Yes/No Yes/No Unknown No. Beneficiary Reports due this quarter? No. Beneficiary Reports completed this quarter? 22

23 Applicants and Beneficiaries The following are all active applications or beneficiaries in your district. Please make us aware of any not listed here. NCPWD Reference Applicant Name Applicant Contact No. Project/ Course/ Asst Device Application Status Decision Date Amount approved No. of installments Paid to Date Last Report Received Next Report Due 23

24 ME/N/QMR NATIONAL DEVELOPMENT FUND FOR PERSONS WITH DISABILITIES NATIONAL MONITORING REPORT [QUARTER NO] [MONTH FROM] [ MONTH TO] National Overview Quarter 1 Quarter 2 Quarter 3 Quarter 4 Year to date No. Applications Approved No. Applications Declined Amount approved* *Approved funding may be disbursed in installments. This means that although funds are approved in one quarter, they may not be paid to the Beneficiaries until a later date. Beneficiaries according to funding category This table describes the number and amount disbursed in each of the fund s funding categories. Cash transfer statistics are not included. Please note these numbers reflect the number of applications, not the number of Beneficiaries, since for each group or organization supported, many persons with disabilities will benefit. FUNDING CATEGORY Assistive devices Educational assistance Economic empowerment & Revolving funds Infrastructure& Equipment TOTAL NO. OF APPLICATIONS APPROVED Q1 Q2 Q3 Q4 YEAR TO DATE FUNDING APPROVED (KSH) Q1 Q2 Q3 Q4 YEAR TO DATE 24

25 Beneficiaries according to disability type DISABILITY TYPE Physical Visual Hearing Speech Mental Intellectual Albinism Multiple/ Other TOTAL NO. OF APPLICATIONS APPROVED FUNDING APPROVED (KSH) Q1 Q2 Q3 Q4 YEAR TO DATE Q1 Q2 Q3 Q4 YEAR TO DATE Monitoring & Reporting No. of Beneficiary Reports Due No. of Beneficiary Reports Received No. of Beneficiary Reports Pending % Beneficiary Reports Received on Time Q1 Q2 Q3 Q4 Customer service AVERAGE RESPONSE TIME Q1 Q2 Q3 Q4 Response time DGSDOs (Application date Receipt date) Response time Programme Office (Receipt date Analysis date) Total average response time (Application date Decision date) 25

26 County Overview COUNTY 1. Mombasa NO. OF DISTRICTS IN THIS COUNTY NO. OF APPLICATIONS APPROVED YEAR TO DATE AMOUNT OF FUNDING APPROVED YEAR TO DATE % DISTRICT REPORTS RETURNED RECORD OF RECORD OF APPLICATION REPORTING 2. Kwale 3. Kilifi 4. Tana River 5. Lamu 6. Taita/Taveta 7. Garissa 8. Wajir 9. Mandera 10. Marsabit 11. Isiolo 12. Meru 13. Tharaka- Nithi 14. Embu 15. Kitui 16. Machakos 17. Makueni 18. Nyandarua 19. Nyeri 20. Kirinyaga 21. Muranga 22. Kiambu 23. Turkana 24. West Pokot 25. Samburu 26. Trans Nzoia 27. Uasin Ngishu 28. Elgeyo/ Marakwet 29. Nandi 30. Baringo 31. Laikipia 32. Nakuru 33. Narok 34. Kajiado 26

27 35. Kericho 36. Bomet 37. Kakamega 38. Vihiga 39. Bungoma 40. Busia 41. Siaya 42. Kisumu 43. Homa Bay 44. Migori 45. Kisii 46. Nyamira 47. Nairobi City 27

28 Organization Name: National Council for Persons with Disabilities Section: National Development Fund Title: Monitoring & Reporting Handbook Author: Tonja Schmidt Revision Status: Version 3.0 Date of Issue: 1st July 2011 Large print available:

June 2013 Second Edition

June 2013 Second Edition Table of Contents Foreword by CRA Chairman Acknowledgements Abbreviations and Acronyms Description of the Data, sources, Year of Coverage and Collection Frequency What does the