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Use of Management Information System for Effective Monitoring and

Evaluation: the Experience of the Millennium Challenge Account -

LesothoThe 2nd Global Conference of the

Development Assistance Database (DAD) Community of Practice (CoP) 2011

Yerevan, Armenia June 20 – 24, 2011

Mr. S. Mphaka Mrs. M. Sefako Mr. L.D. Mohlomi

Presenter’s Details

Name: Mr. Samson Mphaka Institution: MCA-Lesotho

Designation: Deputy Chief Executive Officer

Quick information about Lesotho Overview of Lesotho Compact Introduction: MCA-Lesotho MIS Rationale and Purpose of MCA-Lesotho MIS Process of Developing MIS MIS Operational Set-Up MIS Structure MIS Reports Executive Dashboard Lessons Learnt Conclusion

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Quick information about Lesotho

World Map

Official Name: Kingdom of Lesotho Population : 1,806,823 Capital City: Maseru (pop.

500,880) Official Languages: English and

Sesotho Religions: Christian, traditional

beliefs Land Area :30,350 sq km (11,718

sq miles) Highest Point: Thabana-

Ntlenyana, 5,199 m (11,424 ft) which is also highest point in southern Africa

EIF Compact Signing

Implementation CompactClose-Out

Overview of Lesotho Compact

28/07/2007 17/09/2008...................... 16/09/2013

Total Funding: US$ 362.5 Million

GoL MCC

MoYGSR

Civil Legal Reform

Land Reform

Chief Justice

Credit Bureau

Gender

Centr. Bank

Post Bank

Smart Card

PIAPIA

THE COMPACT PROTOCOL

CONTRACT

U&PU WS

WETLANDS

BotsabeloComplex

Implementing Firm: Synergy International Systems Inc.

Contract Effective Date: May, 2010

Contract End Date: Oct, 2011

Introduction: MCA-Lesotho MIS

Rationale:

Efficient oversight regarding compact implementation was a challenge

Oversight was based on tedious manual methods only

Need to link QDRP (WPs, PP, DFP, QFR, NR, ITT) and other related reports

Rationale and Purpose of MCA-Lesotho MIS

Purpose: Facilitation of programme management and

oversight Water, Health and Private sector Development

Facilitation of project management 14 projects (i.e. 4 Water, 4 Health, 6 Private

Sector Development) Integration of the QDRP (WP, PP, DFP, QFR, NR

& ITT) and related systems Assisting timely reporting Support informed decision making

Rationale and Purpose of MCA-Lesotho MIS...

Name: Mrs. ‘Mareitumetse SefakoInstitution: MCA-Lesotho

Designation: Monitoring and Evaluation Coordinator

Process of Developing MIS

Completed Completed In-Progress Not Started

MCA-Lesotho

Sections MCA-Lesotho

Management

A participatory process involving consultations to identify needs and expectations within MCA-Lesotho, IEs and PIUs and continuous feedback through reviews at each level

Process of Developing MIS...

MIS Task Team

MIS Operational Set-up

Name: Mr. Litlhokoe MohlomiInstitution: MCA-Lesotho

Designation: MIS Manager

MIS Structure

Six Modules: List: create & execute ad-hoc queries & present

results as a list Report: generate reports using many criteria, presents

data in printable format Chart: filter and display data in chart form Map: filter and display data in map form My Portfolio: quick access to the sub-activities Executive Dashboard: multiple reports on one screen

MIS Structure...

Classified into two main groups Public View

Designed to be used by all users who have access to the application

Private View Designed to be used on the local PC only

Reports can be organised interchangeably between the views

Can be exported to other programs such as PDF, Excel and Word

Can be viewed on the screen Can be printed

MIS Reports

Bar charts types Pie charts types Clicking on a bar or slice drills down to

details Different data categories can be selected

using drop down menus

MIS Charts

A map can be used to show how an activity is distributed throughout the country

Can show how funds have been disbursed throughout the country

Information Display by MAP

Specific display of reports/information as per Manager

Created reports are grouped and displayed on one screen display

Executive dash board can be saved for Public view or Private view

Executive Dash Board

Name: Mrs. Mareitumetse SefakoInstitution: MCA-Lesotho

Designation: Monitoring and Evaluation Coordinator

Your own footer Your Logo

Lessons Learnt

Design & development is costly – timing is crucial i.e. MIS development should start during the first Compact year

Development process required a full-time champion

Need for comprehensive needs assessment prior to implementation is highly essential

MIS compatibility with other systems is important hence need for a detailed feasibility study

Lessons Learnt...

MIS results in improved work-planning and progress reporting e.g. linkages between activity planning and financial planning

MIS increases appreciation of the need for efficient reporting at all levels

Lessons Learnt...

MIS is a management tool that facilitates effective programme and project oversight and management:

It facilitates integration of data/information from various sources and in different formats

It is user friendly – Assists easy analysis of data/information

It enhances display of results It supports timely and evidence-based decision-

making

Conclusion

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