Field Monitoring Checklist (Guide at end of checklist)


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Humanitarian Performance Monitoring Toolkit Updated 04 July 2012

Field Monitoring Checklist (Guide at end of checklist)





Meta Data and Visit Preparation




Date of Site Visit




Name of Site Visited




P-code




Programme Partners on Site

(with PCA Number if relevant)













Site Population







Field Monitors Name

and Organization




















Programme Activities Expected (Note priority activities to explore in site visit where time limited)

Activities/Services

(and key components)

Issues of Concern

Supplies Expected

Nutrition


All boxes in grey are to be filled out prior to field visit based on inputs from programme and supply/ logistics colleagues.
Extend supplies list as needed.
Issues of concern are optional. Only identify additional concerns beyond those covered in reporting format.
Important to agree on priority activities to explore in site visit where time is limited.


Health

WASH

Child Protection

Education

HIV/AIDS


Limitations in carrying out site visit:




CO can add in 1-2 questions on a few priority standards appropriate for generalists to probe
NUTRITION

Outpatient Therapeutic Programme (OTP)

Observation & key informant at service

  1. Is the OTP working now?

Yes No Why?

  1. Any interruption in service in the past month?

Yes Why? No

  1. Is there any counselling, orientation, training to caregivers on each of the following and to how many caregivers:

  • Infant & Young Child Feeding

None Some Most All

  • Water purification


Q3 -- CO must adapt to relevant cross-sectoral counselling/ C4D priorities
None Some Most All

  • Hand washing

None Some Most All

.......add as appropriate

None Some Most All

  1. Are other expected cross-sectoral elements of this programme in place

  • Are children who fail to respond to therapeutic care tested for HIV?

Yes No Why?

  • Is safe water supply available at the centre?

Yes No

  • No. of latrines available?

Male: Female: Mixed:

  • If there are gaps in relation to standards, specify (e.g. lighting, locks, segregated M/F, cleaned of excreta, washing facilities with soap or alternate)


Q4 -- CO must adapt to relevant cross-sectoral priorities



  1. Do partner staff report any problems in implementing the programme – factors preventing the good functioning of the service or factors stopping people from accessing or using the services ?


Key informant at service and review of OTP records

(if time for the site visit is limited & recent report is available skip to #14-16)
Total

Male

Female


If time available
No. U5s with SAM newly admitted last calendar month?


  1. No. currently enrolled at start of last month?


  1. No. deaths reported in last calendar month?


  1. No. defaults in last calendar month?


  1. No. recovered in last calendar month?


  1. No. referred to in-patient care?


  1. No. U5s with SAM admitted since start of month?


  1. No. of trained staff at the OTP?


  1. List food and medical supplies that are out of stock now OR will be in one month?

Type of food/medical stock

Out of stock now

Estimated # days stocks will last if < 1 month


  1. What was distributed in the last month? (check expected items)

  • Nutrition kits

Yes How many No

  • Hygiene kits

Yes How many No


CO to adapt list as appropriate to planned distributions



Yes How many No

  • Other

Yes How many & specify No



CO can add in 1-2 questions on a few priority standards appropriate for generalists to probe
In-patient Services

Observation & key informant at service

  1. Is the facility working now?

Yes No Why?

  1. Is a doctor/health worker available at the service

Yes No Why?

  1. Any interruption in service in the past month?

Yes Why? No

  1. Is there any counselling, orientation, training to caregivers on each of the following and to how many caregivers:

  • Infant & Young Child Feeding

None Some Most All

  • Water purification

None Some Most All

  • Hand washing


Q3 -- CO must adapt to relevant cross-sectoral counselling/ C4D priorities
None Some Most All
None Some Most All

  1. Are other expected cross-sectoral elements of this programme in place

  • Are children who fail to respond to therapeutic care tested for HIV?

Yes No Why?

  • Is safe water supply available at the centre?

Yes No

  • No. of latrines available?

Male: Female: Mixed:

  • If there are gaps in relation to standards, specify (e.g. lighting, locks, segregated M/F, cleaned of excreta, washing facilities with soap or alternate)


Q4 -- CO must adapt to relevant cross-sectoral priorities



  1. Do partner staff report any problems in implementing the programme – factors preventing the good functioning of the service or factors stopping people from accessing or using the services ?


Key informant at service and review service records

(if time limited & recent report is available skip to #15-16)
Total

Male

Female


If time available
No. U5s with SAM newly admitted last calendar month?


  1. No. currently enrolled at start of last month?


  1. No. deaths reported in last calendar month?


  1. No. defaults in last calendar month?


  1. No. recovered in last calendar month?


  1. No. U5s with SAM admitted since start of month?


  1. No. of other trained staff at the OTP?


  1. List food and medical supplies that are out of stock now OR will be in one month?

Type of food/medical stock

Out of stock now

Estimated # days stocks will last if < 1 month


  1. What was distributed in the last month?

  • Nutrition kits

Yes How many No

  • Hygiene kits

Yes How many No


CO to adapt list as appropriate.
….

Yes How many No

  • Other

Yes How many & specify No

HEALTH

Primary health care service (PHC) & Outreach Services

Observation & key informant at service

  1. Is the health centre functioning now?




  • Basic PHC


Q1 - CO to adapt list as appropriate.
Yes No Why?

  • Support available for delivery?

Yes No Why?

  • EPI

Yes No Why?

  • Malaria control and prevention


CO can add in 1-2 questions on a few priority standards appropriate for generalists to probe
Yes No Why?

  • Outreach – Measles vaccination

Yes No Why?

  • Outreach – Vitamin A

Yes No Why?

  • Outreach – De-worming medication

Yes No Why?

  1. Any interruption in services in the past month?

Yes Which services & why? No

  1. Is a CHW on staff at the service

Yes No

  1. If not, how many days since the CHW’s last visit?




  1. Is there any counselling, orientation, training to caregivers on each of the following and to how many caregivers:

  • Infant & Young Child Feeding

None Some Most All

  • Water purification

None Some Most All

  • Hand washing


Q3 -- CO must adapt to relevant cross-sectoral counselling/ C4D priorities
None Some Most All
None Some Most All

  1. Are other expected cross-sectoral elements of this programme in place

  • Referral to HIV/AIDS testing and care?

Yes No Why?

  • Is safe water supply available at the centre?

Yes No

  • No. of latrines available?

Male: Female: Mixed:

  • If there are gaps in relation to standards, specify (e.g. lighting, locks, segregated M/F, cleaned of excreta, washing facilities with soap or alternate)


Q4 -- CO must adapt to relevant cross-sectoral priorities



  1. Do partner staff report any problems in implementing the programme – factors preventing the good functioning of the service or factors stopping people from accessing or using the services?


Key Informant at service and review of PHC records (if time limited & recent report is available go to #12-13)
Total

Male

Female

  1. No. children 6-59 months vaccinated for measles?


  1. No. children 6-59 months received Vitamin A?


  1. No. of trained staff at the PHC



Q10 - CO to adapt list as appropriate.
CHWs


    • Skilled community workers


  1. List medical supplies that are out of stock now OR will be in one month? (Check ACT, antibiotic, ORS, zinc, measles vaccine)

Type of medical stock

Stock outage now

Estimated # days stocks will last if < 1 month


  1. What was distributed in the last month?

  • Bednets

Yes How many No


CO to adapt list as appropriate.



Yes How many No

  • Other

Yes How many & specify No

WASH

Observation & key Informant for WASH (community leader, authorities)

  1. List main sources of water supply by type and for each indicate location and status

Type

P-Code / GPS

Status

Visited by FM


CO to refine types as per agreed at cluster level


Functioning Not

Yes No

Functioning Not

Yes No

Functioning Not

Yes No

Functioning Not

Yes No

Functioning Not

Yes No

Functioning Not

Yes No

Functioning Not

Yes No

  1. How common is open defecation?

None Some Most All

  1. How many households have latrines

None Some Most All

  1. If latrines are often not used, why?




  1. Number of community latrines available?

Male: Female: Mixed:

  1. Spot check min.3 latrines male/ 3 latrines female. Discuss w KI. If there are gaps in relation to standards, specify (e.g. lighting, locks, segregated M/F, cleaned of excreta, washing facilities with soap or alternate)




  1. Number of community bathing facilities available?

Male: Female: Mixed:

  1. Note any issues with standards (e.g. segregated M/F, lighting, locks)




  1. Do partner staff report any problems in implementing the programme – factors preventing the good maintenance of water services and latrines or factors stopping people from accessing or using the services ?


CHILD PROTECTION

Observation & key informant at Child Friendly Spaces (repeat for no. CFS spaces visited)

  1. Is the CFS functioning?




  1. Any interruption in service in the past month?

Yes Why? No


Q3 - CO to adapt list as appropriate.
Does the CFS provide the following?

For girls

For boys


CO can add in 1-2 questions on a few priority standards appropriate for generalists to probe
Adolescent girls

Adolescent boys

None

  • Recreational activities




  • Safe play space




  • Psychosocial activities




  • Referral services (to health, nutrition)

Yes No

  1. Are other expected cross-sectoral elements of this programme in place

  • Is safe water supply available at the centre?

Yes No

  • No. of latrines available?

Male: Female: Mixed:

  • If there are gaps in relation to standards, specify (e.g. lighting, locks, segregated M/F, cleaned of excreta, washing facilities with soap or alternate)


Q4 -- CO must adapt to relevant cross-sectoral priorities



  1. Do partner staff report any problems in running the CFs – factors preventing its good functioning or factors stopping people from accessing or using the services ?


Key informant at CFS and review of records (if time limited & recent report is available go to #8-10)

  1. No of children registered at the end of last month?


If time available
Age group

Total

Male

Female

16-24--Young people


Q4 -- CO will adapt to age groupings in use at cluster/sector level

Age 11-16 – School age/adolescence


Age 5-10 – School age/younger


Age <5 – Early childhood


TOTAL


  1. No of trained facilitators working at the CFS


Key informant at relevant authorities/ organizations
Total

Male

Female

  1. No. of separated children identified


  1. No. of CAFF identified


Key informant at CFS or observation

  1. Are children observed associating with armed forces?

Yes No

Because situation monitoring on child protection is so challenging, the CO may choose to add 1-2 questions on a few priority CP issues that can be monitored through non-specialist observation or simple key informant questions.


CO can add in 1-2 questions on a few priority standards appropriate for generalists to probe
EDUCATION

Observation & key informant at school

  1. Is the school(s) in this community functioning now?

Yes Why? No

  1. Any interruption in service at school in the past month?

Yes Why? No

  1. Are there critical gaps in school supplies?

Yes What? No

  1. Is the school relying on temporary structures?

Yes For how many classes No

  1. Is the school needing temporary structures?

Yes For how many classes No

  1. Are other expected cross-sectoral elements of this programme in place

  • Is safe water supply available at the school?

Yes No

  • No. of latrines available?

Male: Female: Mixed:

  • If there are gaps in relation to standards, specify (e.g. lighting, locks, segregated M/F, cleaned of excreta, washing facilities with soap or alternate)


Q4 -- CO must adapt to relevant cross-sectoral priorities



  1. Do partner staff report any problems in implementing the school – factors preventing its good functioning or factors stopping people from accessing or using the school and its services?


Observation & key informant at Temporary Learning Centre (TLC) (non-formal education)

  1. Is there a TLC functioning now?

Yes How many No

  1. Any interruption in service at the TLC in the past month?

Yes Why? No

  1. Are there critical gaps in learning supplies?

Yes What? No

  1. Is the school relying on temporary structures?

Yes For how many classes No

  1. Is the school needing temporary structures?

Yes For how many classes No

  1. Are other expected cross-sectoral elements of this programme in place

  • Is safe water supply available at the school?

Yes No

  • No. of latrines available?

Male: Female: Mixed:

  • If there are gaps in relation to standards, specify (e.g. lighting, locks, segregated M/F, cleaned of excreta, washing facilities with soap or alternate)




  1. Do partner staff report any problems in implementing the TLC – factors preventing its good functioning or factors stopping people from accessing or using the services ?


Key Informant at service and review of school/TLC records
Total

Male

Female

  1. No. enrolled in formal education programmes (5-16 yrs)


  1. No. enrolled in non-formal education programmes(5-16 yrs)


  1. No. of qualified teachers working at the school


  1. No. of qualified teachers working at the TLC


  1. No. of trained community facilitators working at the TLC



HIV/AIDS

Observation & key informant at service

  1. Is the PMTCT programme functioning now?

Yes Why? No

  1. Any interruption in service in the past month?

Yes Why? No

  1. Do partner staff report any problems in implementing the programme – factors preventing its good functioning or factors stopping people from accessing or using the services ?










Key informant at service and review of records




Total

Male

Female

  1. No. of children identified as HIV-infected through testing










  1. No. children HIV-infected receiving ARV treatment now?










  1. No. children HIV-infected receiving ARV treatment prior to this crisis?













Total

  1. No. pregnant women identified as HIV-infected through testing?




  1. No. pregnant women HIV-infected receiving ARV for PMTCT?




  1. No. pregnant women receiving ARV for PMTCT prior to crisis?





CROSS-CUTTING FEED BACK FROM COMMUNITY

(questions to be re-phrased appropriately to context by Field Monitors)

Same questions to be probed in at least 4 group interviews. Aim for at least three different locations (nutrition/health facilities/centres; water points; educational services; child protection programming sites). Aim for three-quarters of the groups to be with women only. Try wherever possible to carry out 2 additional group interviews with youth (one male, one female). Try to focus each group on the more/most disadvantaged (distance from centre, ethnicity, poverty).

Define groups according to: sex, age, location used to gather participants, other defining features

Group 1:

Group 2:

Group 3:

Group 4:

Group 5:

Group 6:

  1. Does the group report any interruption in programmes/services in the past month? Specify which and why?

Probe nutrition programmes, health centres, water service, schools, child friendly spaces, PMTCT as relevant to site

Group 1:

Group 2:

Group 3:

Group 4:

Group 5:

Group 6:

  1. Do groups report knowledge of any items distributed to affected families in the past month

Probe specifically those items reported by KIs from programmes visited.


If items are well established, option to restructure as a table with specific items in rows and columns for each group
Group 1:

Group 2:

Group 3:

Group 4:

Group 5:

Group 6:

3. Is there anything distributed that groups report could not be used or was not useful and why? (Probe first question before going to next on positive points.) Was there anything useful and why? For each issue raised, explain issue and note if high/medium/low consensus.
Not useful

Useful

Group 1

Group 2


Group 3

Group 4


Group 5


Group 6

4. Does the group report any individual/families/groups within the community who do not use or get access to services or receive items distributed? For each issue raised, explain who is excluded by characterization, from what service and why and note if high/medium/low consensus. Does the group have any ideas on how this could be addressed? Probe specifically: women vs. men; age groups; ethnic groups; people away from centre of community; poorest people (who are they); displaced people vs. host families.

Group 1:


Group 2:


Group 3:


Group 4:


Group 5:


Group 6


5. Do programmes involve community structures, authorities or organizations in the programme in any way (design, management, getting their feedback, etc), and if so, which programmes and who do they involve and how? If there are problems in terms of by-passing local capacities, which programmes are referred to and what are the problems? For each issue raised, explain and note if high/medium/low consensus.

Group 1:

Group 2:

Group 3:

Group 4:

Group 5:

Group 6:

6. Do groups interviewed report any concerns about or problems with programmes in the community? If so which programmes and what concerns? For each issue raised, explain issue and note if high/medium/low consensus.

Group 1:

Group 2:

Group 3:

Group 4:

Group 5:

Group 6:


7. For at least 4 group interviews, take the time to probe their understanding of key messages aligned to C4D priorities. Does the group have a weak/medium/strong knowledge of the key messages below. Probe the group using an open question “What do you know about ...e.g. handwashing?” Does the discussion highlight any challenges around acceptance of messages?

Breastfeeding?

(Exclusive breastfeeding up to 6 months)

Group 1: Weak Medium Strong
Group 2: Weak Medium Strong
Group 3: Weak Medium Strong
Group 4: Weak Medium Strong


CO to adapt list as appropriate to C4D priorities in programming.
Challenges identified:


Handwashing? (Washing with soap/substitute and running water after defecating or cleaning a child; before eating, nursing or preparing food)

Group 1: Weak Medium Strong
Group 2: Weak Medium Strong
Group 3: Weak Medium Strong
Group 4: Weak Medium Strong

Challenges identified:


Safe disposal of excreta?

(Cleaning latrines; disposing of excreta if no latrines)

Group 1: Weak Medium Strong
Group 2: Weak Medium Strong
Group 3: Weak Medium Strong
Group 4: Weak Medium Strong

Challenges identified:


Purification of water?

Group 1: Weak Medium Strong
Group 2: Weak Medium Strong
Group 3: Weak Medium Strong
Group 4: Weak Medium Strong

Challenges identified:


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