Participative Monitoring and Evaluation seminar for the Council of Europe
INTRAC Training report
Participatory Monitoring and Evaluation seminar for the Council of Europe
2-3-4 June 2004
Seminar organised by
The Council of Europe, Roma and Travellers Division
The Council of Europe requested INTRAC to provide a short training seminar on
Monitoring and Evaluation on the JP “Roma under the Stability Pact” II, for five
of their staff and two expert advisors. The training Sessions were held at the
European Youth Centre (Strasbourg). A list of the participants is attached at
The participants were approached pre training and provided with an outline of
the topics that could be covered, the content was agreed and the final outline
prepared, attached at Annexe 2.
The training was part of a more substantial initiative that the Council of
Europe and INTRAC were working on together. This initiative is aimed at
promoting the participatory monitoring and evaluation of Roma Strategies in CoE
member States. The Council of Europe will hold a policy Seminar in September, in
partnership with INTRAC, to identify the current situation within these
countries, to identify challenges in monitoring and evaluations that require
support, and to develop a set of draft recommendations on the monitoring and
evaluation of Roma Strategies. Depending on the needs identified, a longer- term
joint initiative may well develop between the Council of Europe and INTRAC.
The participants and the INTRAC consultants introduced themselves to each other
and examined what they would be covering over the next three days. Looking at
how the training session would help them with monitoring the work they are doing
with and on behalf of Roma communities. The group spent the time getting to know
each other, setting ground rules and establishing the participant’s needs.
This session was spent examining the theory behind monitoring and evaluation,
looking at definitions, why the need to monitor and evaluate, key questions
related to M&E and finally examining the terminology used in M&E processes. The
session was mainly a presentation of the theory using the facilitator’s
experiences to demonstrate how theory links to the practical application of M&E.
Also getting participants to link the theory to any previous work they have done
on M&E. It was a lively session with many questions being raised that would be
answered as the training developed. The second half of the session was spent
looking at stakeholder analysis examining issues related to who the stakeholders
were in any work linked to Roma programmes who owned the work, who was
responsible for completing the work and who maintained quality control.
Differentiating between the different stakeholders needs, power levels and
During this session the participants explored the underlying approaches to
development and by implication monitoring and evaluation. Examining the two
major approaches to evaluations, technocratic and interpretative related to the
four generations of evaluation. The second half of the session was spent helping
participants to define the differences between Projects and Programmes, and
management by objectives, examining the principles behind the hierarchy of
objectives and where that fits into the project cycle. Including the theory
behind ‘framework analysis’ in planning and monitoring a programme or project.
Again this was a more informative session where the facilitator provided the
theory with experiences.
Session 4, 5, 6,
The participants selected a project that they could all relate to and using the
framework analysis developed a logical framework with support from the
facilitator. The project selected was to assist with changing employment
legislation for Roma in an Eastern European Country. The participants initially
prepared a hierarchy of objectives based on the logical framework model of other
Council of Europe projects. (Overall objective, Project Purpose, expected
results and activities) We then moved on to looking at risks and how to lower
risks in the planning phase. The groups looked particularly at involving
stakeholders at all levels and the importance of getting the different
perspectives of groups at the planning phase.
The exercise took most of the day and at the end the participants were satisfied
they had the skills to develop the outline of a participatory planning logical
During this session the participants looked at the theory of developing non
tangible indicators and adapted the learning to the practical exercise started
the day before. This session raised some major constraints the Council of Europe
staff are facing when attempting to measure their work. The main one being the
lack of interest in or by respective Governments to include Roma issues into
both legislation and non discriminatory practices. This certainly highlighted
the issue of how important it is for CoE staff to include Government and Roma
people themselves in developing indicators of achievement that they are all
willing to be measured against. Interestingly enough the discussions also raised
issues around whether the Roma NGOs had the same perceived needs of the Roma
population as the population itself.
The participants were introduced to the theory of institutional learning looking
at what is a learning organisation, how institutions learn, problems and
solutions for learning organisations. This was followed by them all doing an
exercise developed by Bruce Britton for INTRAC to examine if the Council of
Europe was a learning organisation.
Participants reflected on the work they had done over the previous three days
and completed an action plan they would use to ensure they incorporated the
lessons learned from this workshop into their work. The action plan was for on
immediate return to their workplace, three months and 6 months later. The
participants retained their action plans as aid-memoirs post training.
During the final session the participants completed evaluation forms on the
content of the training course:
The general findings were very positive; all participants enjoyed the
methodology and found the training important to their work. On a scale of one to
ten participants were asked to rank how they found the course the findings were
positive 2x10 2x9 1x8 and 1x7. The ranking for having fulfilled the aims of the
course were 2x10 2x9 2x8 again very positive. Each participant found different
parts of the training useful and for one participant the training did raise
frustrations on the level of work the CoE is working on and how to get
stakeholders involved at such a high level. Five of the participants mentioned
that they would now try to revise their present projects by including their
stakeholders in developing new logical frameworks.
Council of Europe Migration and Roma staff.
Mrs Eleni Tsetsekou
Mr Michael Guet
Ms Elena Piscopo
Ms Nelly Tasnadi
Mrs Brigitte Thomas
Mrs Ina Zoon
Mrs Judith Kiers
Allan Phillips ( 2 June only)
Monitoring and Evaluation using the project-planning framework approach
AIM: Participants will explore monitoring and evaluation using different
approaches, including how to develop a participatory planning framework and how
to use that framework to help monitor the life of the project.
FOR: Council of Europe staff
• Participants can select a case study that will be the basis for the full two
• Explore the purposes of Monitoring and Evaluation (fourth Generation)
• Examining the information requirements of different stakeholders and how to
involve them at all stages of the project.
• Reflecting on the strengths and weaknesses in using the a hierarchy of
objectives in both planning and monitoring of social development programmes and
• Identifying indicators that can measure outputs and outcomes
• Looking at Impact and how we measure change
• Explore ways of ensuring institutional learning
Presentation on the theory of project planning, including management techniques
and monitoring & evaluation
The two days will be based on the selected case study of the participants own
work, including group work, group discussions and plenary feedback sessions.
Anne Garbutt: INTRAC
Alan Phillips: INTRAC
Duration: 2 days 2-4 June 2004