16.7 Performance monitoring

Programme managers must regularly review and compare Monthly Distribution Site Reports with the reports provided by distribution monitors to determine whether there are discrepancies. Possible causes of the discrepancies include:

• misappropriation
• lack of training
• poorly designed reporting formats
• fear of site personnel to report honestly and freely on distribution activities/problems
• collusion involving transporters and individual(s) responsible for receipt at the distribution site
• receipt of short-weight deliveries from CARE warehouses or transporters.

If any corruption in the monitoring system is suspected, consider the following actions:

• Establish a programme of surprise visits by senior management.
• Ensure (wherever possible) no individual monitors the same site two distributions in a row. Compare the results of two consecutive monitoring reports (each completed by a different monitor) at the same site.
• Advise monitors of monitoring schedule as late as possible.
• Match the ration card/identification numbers recorded on the post-distribution monitoring questionnaire at the time of the interview against the Master Recipient (Beneficiary) List to validate that the interview was actually conducted.

Project managers must track incidences of non-compliance with distribution procedures and actions taken to remedy the problem. Special attention should be paid to each monitor’s findings and recommendations for distribution sites, and the steps that site personnel have taken to address problems. Programmes may consider developing a spreadsheet or large wall chart with the name of each site, problems identified and actions taken to correct problems, with dates.

Project managers should assess monitoring systems themselves on a regular basis to ensure they are meeting objectives.

Ensure monthly distribution site reports and reports from monitoring visits are kept on file and made available to counterparts and donors as required.