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Description of process

Monitoring involves the continuous assessment of the physical implementation of the project. Monitoring is carried out by the REC grant manager. Project monitoring shall assess if:

1. Inputs and promised contributions have been delivered;
2. activities have been carried out according to the plan (project proposal); and
3. outputs have been achieved.

Monitoring also involves the assessment of the likelihood of project objectives (grants managers contributing to the grants evaluation process).
No project can be implemented in isolation from the surrounding environment and therefore, changes in the project’s social and economic environment shall also be assessed. (continuous feedback from the grantees on the project and necessary changes)
The efficiency shall be monitored by assessing the “productivity” of the implementation process – how economically the inputs are transformed into outputs.

Monitoring of the REC-supported grants consists of the following:

Direct contacts: Direct contacts are initiated at the Winners Meeting. In order to keep in contact with the NGOs throughout the project implementation, the REC uses e-mail, telephone, fax and its country office network. The REC requires the grantee to inform them, in advance, about any event organised within the framework of the grants.

The report assessment process consists of:

• assessment of the activities according to the plan (project proposal);
• a check to what extent the project has achieved the results set by phase and overall;
• a check of the products and their quality; and

• a check to see if any changes have occurred during the project implementation, and how this change is reflected in the project.

Site visits: The REC must visit the NGOs at least once during the grant implementation. Preferabley, the NGO should be in action, carrying out activities organised under grant implementation. Every site visit requires preparation from the NGOs on the project file, papers, documentations, financial issues, etc. Each site visit must be documented with a trip report (see Annex XXVI) which identifies the positive and negative issues related with the project implementation and points out the changes and recommendations for future actions agreed upon between the REC and the NGOs.

Other information sources:  The COGM can gets feed back from other NGO events organised within the grants framework, which are taking place at the country level. Additionally, the REC also can get feed back from the beneficiaries of the project.

The grants monitoring starts at the winners meeting where the grant manager makes direct contact with the grantee and the monitoring will continue until the final report is evaluated by the REC and final results are assessed.

Related policies

• Endorsement and disclaimer grants policies
• Grants acknowledgement policy

Supporting docs

Annex XXVI – Trip report template

Financial