Monitoring Strategy

Framework for Monitoring

The essence of any good monitoring system is the speed of communication of dependable information in key result areas,
the competence of the monitor to interpret the signals, and the ability to initiate prompt intervention in a constructive manner.
Broadly speaking, monitoring should cover the following areas:

• Physical progress of implementation of projects such as civil construction, erection of equipment, timely commissioning, and cost schedules.
• Quantitative and qualitative progress of programme implementation where physical targets are set.
• Production, productivity, and profitability performance for established public sector units in the core sector with unit-specific key indicators.
• Selective monitoring of maintenance of capital assets to ensure earmarked expenditure is properly utilized.
• Monitoring of plan expenditure to ensure sectoral outlays are not disturbed.

Problem Areas in Monitoring

The main problems in monitoring systems at the State and District level include:

• Inordinate delay in obtaining information.
• Frequent changes in the data.
• Lack of reliability of information, especially due to insufficient inspections and spot checks.
• Inadequate design and maintenance of basic records.
• Lack of standardisation and normalisation.
• Inability to anticipate future problems for prompt corrective action.
• Lack of action-orientation and inadequate use of reported material, leading to inaction.

Monitoring Functions

Monitoring is a means to an end — its basic purpose is identifying areas needing corrective action to ensure successful implementation as per targets.
Monitoring starts with the disaggregation of targets by:

• Geographical areas: district/block
• Time periods: monthly/annually
• Function/Programme/Scheme

Disaggregation must be done by executing agencies, considering availability of resources, manpower, and other inputs.
The monitoring function involves:

• Watching actual progress/performance, comparing it with disaggregated targets, and identifying shortfalls and problem areas.
• Raising distress signals and informing decision makers.
• Providing analysis of problem areas, diagnosing them, and suggesting alternative courses of action.
• Providing feedback of decisions taken to the implementing levels.
• Developing and maintaining data banks.
• Reporting to other levels and external agencies as required.

Areas of Monitoring

Any effective monitoring system should cover the following areas:

• Financial: allocation and expenditure.
• Physical: target achievement, output, coverage, etc.
• Time taken to complete various activities, including administrative tasks and sanctions.
• Benefits accrued.

Levels of Monitoring

Monitoring levels should align with decision-making levels:

• Basic Unit: Taluka/Block/District
• State Government: Concerned Technical/Secretariat Departments
• Central Government: Concerned Ministries / Ministry of Statistics and Programme Implementation (nodal ministry)

Systems Aspects

Systems aspects of monitoring include:

• Streamlining and maintaining basic records at the field level.
• Standardisation and manualisation.
• Simplification of processes.
• Physical verification.
• Prompt flow of action between internal and external agencies.
• Timely furnishing of required information to each level.
• Setting reporting periodicity based on scheme requirements.
• Using techniques like PERT/CPM for intensive project monitoring.
• Two-way flow of information, both horizontally and vertically.
• Frequent use of charts, cartography, and control rooms.
• Field visits by monitoring staff.
• Conducting review meetings for swift decision-making.