E Diploma in Disaster Management

Assignment re submission- Monitoring and evaluation.

Briefly describe a project that you are involved in.
Discuss the steps that you would follow when planning a monitoring and evaluation process
for this project.
I was involving in housing project for Tsunami victims from 2004- 2006,
where I was an in charge of the project funded by the some US volunteers. I
was selected small area in Hikkaduwa district and made initial plan to
reconstruct damaged houses with the approval of local government. I
selected

local

contractor

and

budget

the

expenses

to

complete

reconstruction of 20 houses, within 1 year time. As a resident in Colombo, I

used the following methods to monitor and evaluation of the project. Grama
Niladari was the in charge of the monitoring process, since he lives close to
the construction site.
He visit the site daily, and make notes of the day activities. (chart 1)
morning and in the afternoon to see the progress and used to call me within
every 2-3 days to inform the progress of construction. In addition I used to
visit the site last week of the every month to evaluate the Overall process.
Grama Niladari roughly followed the following procedure in monitoring.
1. He made sure that the all the workers are at the site on time and
leave on time.

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2. He doubled checked the quality of the materials and equipment used

in site.
3. He took necessary action to prevent trespassing site by un authorized
people.
4. Coordinated the payment to the workers and make sure construction is
continuous.
5. He had continues contact with the local authorities during the process.
6. He kept record for every transaction.
During the process, I understood some setbacks, because degree of
damages to the house, as well the sizes of the house as

we have

asked to same amount of money in each construction and we realized

funding allocated to certain houses are inadequate. In the other hand
some of the houses owners clamed, they had better equipment/fittings
in their homes, while some of the house owners tried to have better
house than they had.
I had to stop temporally and adjust the procedure. I called immediate
meeting with the house owners. And explained what we can do and
our limitations. Furthermore I explained this is a volunteers funded
project, and emphasized that you cant demand on charity
After lengthy discussion, some effluent people agreed to complete
certain parts of the houses by their own, and they allow using rest of
the funds in building houses to less effluent people.

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Grama Niladari used to take pictures of construction site, and sent them to
me, I used to email the photographs to US funding agency to evaluate the
progress.
Government and some NGO in the area given machinery and man power,
and also the Buddhist monks in the area helped providing shelters to the
workers.

Chart -01: The Grama Niladari used similar chart to record day to day
activities.

Our NGO was provided with two million rupees, and we roughly estimated as
two hundred thousand rupees for each house for construction including
every expenditure

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Input
Raw material These include, bricks, wooden materials, stainless steel
Cement etc. the objective was the reconstruction of the damaged houses.
And the time was within one year period.
Process.
Most exciting and difficult part is the process, I got all the help a team
consist of Engineers and workers and each was given full explanation of the
expected outcome, and emphasize it should be complete within a year.
Output
Output is excellent; we were able to complete the project within one year
period.
Chart .2: an I P O Model for hosing construction.
Input

Money, People ,Material

Approval and support.

Process

Repairing houses/
Making adjustments.

Out put

Completed project
With 20 re- constructed
houses.

Evaluate
(Review progress)

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