Monitoring, Evaluation and
Learning (MEL) Policy
1. Purpose and Scope
1.1 Purpose
This Monitoring, Evaluation and Learning (MEL) Policy establishes Baker & York Pty Ltd's framework for systematically tracking, assessing and learning from our work to ensure quality, accountability, and continuous improvement in delivering outcomes for our clients and stakeholders.
1.2 Scope
This policy applies to:
(a) All Baker & York projects, programs and activities.
(b) All employees, consultants, contractors and partners.
(c) All operational contexts including Australia, New Zealand, Pacific Islands, Southeast Asia, Central Asia and South Asia.
(d) All client engagements including research, strategy, advocacy and program delivery.
(e) All activities conducted in Australia and internationally across our operational footprint including the Pacific Islands, Southeast Asia, Central Asia and South Asia.
1.3 Objectives
This policy aims to:
(a) Establish consistent MEL standards across all Baker & York operations.
(b) Ensure accountability to clients, beneficiaries and stakeholders.
(c) Generate evidence to inform decision-making and strategy.
(d) Facilitate organisational learning and adaptive management.
(e) Demonstrate results and impact to clients and partners.
(f) Meet client MEL requirements including DFAT, UN Women and Asian Development Bank standards.
2. Policy Statement
Baker & York is committed to:
(a) Integrating MEL into all stages of project design, implementation and completion.
(b) Using evidence-based approaches to inform our work.
(c) Learning from successes and failures to improve our practice.
(d) Maintaining high standards of data quality, ethics and integrity.
(e) Sharing learning internally and with clients and partners.
(f) Building MEL capacity within our organisation and with partners.
(g) Ensuring MEL activities are adequately resourced and prioritised.
3. Definitions
3. 1 Monitoring
The systematic and continuous collection, analysis and use of data to track progress against planned activities, outputs and outcomes.
3.2 Evaluation
The systematic and objective assessment of an ongoing or completed project, program or policy to determine its relevance, effectiveness, efficiency, impact and sustainability.
3.3 Learning
The process of reflecting on monitoring and evaluation findings to generate insights, adapt approaches and improve future practice.
3.4 Theory of Change
A comprehensive description of how and why a desired change is expected to happen, showing the causal linkages between activities, outputs, outcomes and impact.
3.5 Key Performance Indicators (KPIs)
Measurable values that demonstrate how effectively objectives are being achieved.
3.6 Baseline
The situation prior to an intervention against which progress can be assessed.
3.7 Impact
The long-term effects of an intervention, both intended and unintended, positive and negative.
4. MEL Principles
Baker & York's MEL approach is guided by:
4.1 Utility
MEL activities must be useful and relevant to decision-makers, generating actionable insights that inform strategy and practice.
4.2 Credibility
MEL must be rigorous, objective and transparent, using appropriate methodologies and maintaining high standards of data quality.
4.3 Timeliness
MEL findings must be available when needed to inform decisions and adaptive management.
4.4 Proportionality
MEL efforts should be proportionate to the scale, complexity and risk of the project or program.
4.5 Participation
MEL should involve relevant stakeholders including clients, beneficiaries, partners and team members.
4.6 Ethics
MEL activities must respect human rights, dignity and confidentiality, and do no harm.
4.7 Learning Orientation
MEL should foster a culture of learning, reflection and continuous improvement rather than blame.
4.8 Gender and Inclusion
MEL must consider gender and inclusion dimensions, disaggregating data and analyzing differential impacts.
5. MEL Framework
5.1 MEL Cycle
Baker & York applies MEL throughout the project lifecycle:
(a) Design Phase:
(i) Develop Theory of Change.
(ii) Define objectives, outcomes and outputs.
(iii) Identify indicators and targets.
(iv) Establish baseline data.
(v) Design MEL plan.
(vi) Allocate MEL resources.
(b) Implementation Phase:
(i) Collect monitoring data.
(ii) Track progress against indicators.
(iii) Conduct regular reviews and reflections.
(iv) Adapt approaches based on learning.
(v) Document lessons learned.
(vi) Manage data quality.
(c) Completion Phase:
(i) Conduct evaluations.
(ii) Analyze results and impact.
(iii) Document and share learning.
(iv) Report to clients and stakeholders.
(v) Archive data and documentation.
(vi) Apply learning to future work.
5.2 MEL Planning
All projects must include a MEL Plan that specifies:
(a) Theory of Change or logical framework.
(b) Objectives, outcomes and outputs.
(c) Indicators, baselines and targets.
(d) Data collection methods and frequency.
(e) Roles and responsibilities.
(f) Budget and resources.
(g) Reporting requirements.
(h) Evaluation approach.
(i) Learning and adaptation mechanisms.
6. Risk Management
6.1 Activity Monitoring
Baker & York will monitor:
(a) Implementation of planned activities.
(b) Use of resources (financial, human, material).
(c) Adherence to timelines and milestones.
(d) Quality of deliverables.
(e) Risks and issues.
(f) Stakeholder engagement.
6.2 Output Monitoring
Baker & York will track:
(a) Delivery of planned outputs.
(b) Quality and timeliness of outputs.
(c) Reach and coverage.
(d) Client and stakeholder satisfaction.
6.3 Outcome Monitoring
Baker & York will assess:
(a) Progress toward intended outcomes.
(b) Changes in knowledge, attitudes, practices or policies.
(c) Contribution of our work to observed changes.
(d) Unintended consequences (positive and negative).
6.4 Monitoring Tools
Baker & York will use appropriate tools including:
(a) Project management systems.
(b) Data collection templates.
(c) Progress reports.
(d) Site visit reports.
(e) Stakeholder feedback mechanisms.
(f) Risk registers.
(g) Financial tracking systems.
6.5 Data Collection
Data collection will:
(a) Use appropriate quantitative and qualitative methods.
(b) Ensure data quality through verification and validation.
(c) Disaggregate data by relevant variables (gender, age, location, etc.).
(d) Respect ethical standards and confidentiality.
(e) Minimize burden on respondents.
(f) Store data securely.
6.6 Monitoring Frequency
(a) Activity monitoring: Ongoing/weekly.
(b) Output monitoring: Monthly/quarterly.
(c) Outcome monitoring: Quarterly/annually.
(d) Frequency may be adjusted based on project requirements.
7. Evaluation
7.1 Types of Evaluation
Baker & York conducts evaluations as appropriate:
(a) Formative Evaluation: During implementation to improve design and delivery.
(b) Summative Evaluation: At completion to assess overall results and impact.
(c) Process Evaluation: Examining how activities are implemented.
(d) Outcome Evaluation: Assessing achievement of intended outcomes.
(e) Impact Evaluation: Measuring long-term effects and attribution.
(f) Real-time Evaluation: Rapid assessment during implementation.
7.2 Evaluation Criteria
Evaluations will assess:
(a) Relevance: Appropriateness of objectives to needs and priorities.
(b) Effectiveness: Extent to which objectives were achieved.
(c) Efficiency: Value for money and resource use.
(d) Impact: Long-term effects and changes.
(e) Sustainability: Likelihood that benefits will continue.
(f) Coherence: Compatibility with other interventions.
7.3 Evaluation Planning
Evaluations will be planned considering:
(a) Client requirements and contractual obligations.
(b) Project scale, complexity and risk.
(c) Available resources and budget.
(d) Timing and decision-making needs.
(e) Stakeholder information needs.
7.4 Evaluation Approaches
Baker & York uses diverse evaluation approaches:
(a) Theory-based evaluation.
(b) Contribution analysis.
(c) Most Significant Change.
(d) Outcome Harvesting.
(e) Participatory evaluation.
(f) Mixed methods evaluation.
(g) Rapid assessment.
7.5 Independence
Evaluations will maintain appropriate independence:
(a) Internal evaluations conducted by staff not directly involved in implementation.
(b) External evaluations conducted by independent evaluators for major projects.
(c) Evaluation terms of reference specify independence requirements.
7.6 Evaluation Quality
Evaluations will meet quality standards:
(a) Clear purpose and scope.
(b) Appropriate methodology.
(c) Credible data and analysis.
(d) Balanced and fair findings.
(e) Useful and actionable recommendations.
(f) Transparent limitations.
8. Learning
8.1 Learning Culture
Baker & York fosters a learning culture through:
(a) Regular reflection and review sessions.
(b) Safe spaces for discussing challenges and failures.
(c) Recognition of learning and innovation.
(d) Time and resources allocated for learning.
(e) Leadership commitment to learning.
8.2 Learning Activities
Baker & York conducts:
(a) After Action Reviews: Brief reflections after key activities or milestones.
(b) Pause and Reflect Sessions: Periodic team reflections during implementation.
(c) Lessons Learned Workshops: Structured sessions to extract and document lessons.
(d) Case Studies: In-depth documentation of significant projects or innovations.
(e) Peer Learning: Exchange of experiences and practices among staff.
(f) Communities of Practice: Networks for sharing knowledge on specific topics.
8.3 Knowledge Management
Baker & York manages knowledge through:
(a) Centralized repository for MEL data, reports and learning products.
(b) Standardized templates and tools.
(c) Documentation of processes and methodologies.
(d) Accessible and searchable knowledge systems.
(e) Regular knowledge sharing sessions.
(f) Internal newsletters or bulletins.
8.4 Adaptive Management
Baker & York uses learning to adapt:
(a) Regular review of monitoring data to identify issues and opportunities.
(b) Flexible project plans that allow for adjustments.
(c) Decision-making processes that incorporate evidence.
(d) Rapid response mechanisms for emerging challenges.
(e) Documentation of adaptations and their rationale.
8.5 Learning Products
Baker & York produces:
(a) Lessons learned briefs.
(b) Case studies.
(c) Practice notes.
(d) Research papers.
(e) Blog posts and articles.
(f) Presentations and webinars.
(g) Annual learning reports.
9. Reporting
9.1 Internal Reporting
Baker & York maintains internal reporting:
(a) Project Status Reports: Monthly updates on progress, issues and risks.
(b) Quarterly Reviews: Comprehensive assessment of progress and learning.
(c) Annual Reports: Organization-wide performance and learning.
(d) Board Reports: Regular updates to Board of Directors on key projects and performance.
9.2 Client Reporting
Baker & York provides client reporting as specified in contracts:
(a) Progress reports (frequency as agreed).
(b) Financial reports.
(c) Evaluation reports.
(d) Final reports.
(e) Ad hoc reports as requested.
9.3 Reporting Standards
All reports will:
(a) Be accurate, timely and complete.
(b) Present data clearly with appropriate visualization.
(c) Analyse findings and draw conclusions.
(d) Highlight achievements, challenges and lessons.
(e) Provide actionable recommendations.
(f) Meet client formatting and content requirements.
(g) Respect confidentiality and data protection.
9.4 Stakeholder Communication
Baker & York communicates results to stakeholders through:
(a) Presentations and briefings.
(b) Summary reports and briefs.
(c) Infographics and visual products.
(d) Website and social media.
(e) Publications and media commentary.
(f) Stakeholder workshops and events.
10. Data Management
10.1 Data Quality
Baker & York ensures data quality through:
(a) Clear data collection protocols.
(b) Training of data collectors.
(c) Data verification and validation.
(d) Regular data quality audits.
(e) Correction of errors and inconsistencies.
(f) Documentation of data sources and methods.
10.2 Data Security
Baker & York protects data through:
(a) Secure storage systems with access controls.
(b) Encryption of sensitive data.
(c) Regular backups.
(d) Compliance with privacy laws and regulations.
(e) Data sharing agreements with partners.
(f) Secure disposal of data when no longer needed.
10.3 Data Ethics
Baker & York adheres to ethical standards:
(a) Informed consent from research participants.
(b) Protection of personally identifiable information.
(c) Confidentiality and anonymity where appropriate.
(d) Do no harm principle.
(e) Respect for cultural sensitivities.
(f) Compliance with research ethics requirements.
10.4 Data Retention
Baker & York retains data according to:
(a) Legal and regulatory requirements.
(b) Client contractual obligations.
(c) Organizational policies.
(d) Best practice standards (minimum 7 years for project data).
11. Roles and Responsibilities
11.1 Board of Directors
(a) Approve MEL Policy.
(b) Review organizational performance and learning.
(c) Ensure adequate resources for MEL.
11.2 Chief Executive Officer
(a) Overall accountability for MEL implementation.
(b) Ensure MEL is integrated into organizational strategy.
(c) Champion learning culture.
(d) Allocate resources for MEL.
11.3 Project Directors/Managers
(a) Develop project MEL plans.
(b) Oversee monitoring and data collection.
(c) Conduct regular reviews and reflections.
(d) Commission and manage evaluations.
(e) Report on progress and results.
(f) Apply learning to project management.
(g) Ensure MEL budget is utilised.
11.4 MEL Focal Point/Coordinator
(a) Provide technical support on MEL.
(b) Develop and maintain MEL tools and systems.
(c) Coordinate evaluations.
(d) Facilitate learning activities.
(e) Manage knowledge repository.
(f) Build MEL capacity.
(g) Monitor MEL quality.
11.5 All Staff
(a) Participate in MEL activities.
(b) Collect and report monitoring data.
(c) Contribute to learning and reflection.
(d) Apply learning to their work.
(e) Comply with data management requirements.
11.6 Partners
(a) Implement agreed MEL activities.
(b) Provide monitoring data and reports.
(c) Participate in evaluations.
(d) Share learning.
(e) Comply with data quality and ethics standards.
12. Capacity Building
12.1 Internal Capacity
Baker & York builds MEL capacity through:
(a) Induction training on MEL for new staff.
(b) Regular training on MEL methods and tools.
(c) Mentoring and coaching.
(d) Access to MEL resources and guidance.
(e) Opportunities to participate in evaluations.
(f) Professional development support.
12.2 Partner Capacity
Baker & York supports partner MEL capacity through:
(a) Assessment of partner MEL systems.
(b) Training and technical assistance.
(c) Provision of MEL tools and templates.
(d) Joint learning activities.
(e) Mentoring and coaching.
13. Resources and Budget
13.1 MEL Budget
(a) All projects will allocate adequate budget for MEL (typically 5-10% of project budget).
(b) MEL budget will cover: staff time, data collection, evaluations, tools/systems, capacity building, learning activities.
(c) MEL costs will be included in project proposals and budgets.
13.2 MEL Staffing
(a) Projects will have designated MEL responsibilities.
(b) Complex or large projects will have dedicated MEL staff.
(c) Organization will maintain MEL technical expertise.
13.3 MEL Systems
Baker & York will invest in:
(a) Project management and monitoring systems.
(b) Data collection and analysis tools.
(c) Knowledge management platforms.
(d) Evaluation management systems.
14. Quality Assurance
14.1 MEL Quality Standards
Baker & York maintains quality through:
(a) Peer review of MEL plans and reports.
(b) Quality assurance checklists.
(c) External review of major evaluations.
(d) Regular audits of MEL systems and data.
(e) Compliance monitoring.
14.2 Continuous Improvement
Baker & York improves MEL practice through:
(a) Annual review of MEL Policy and systems.
(b) Learning from MEL experiences.
(c) Benchmarking against best practice.
(d) Incorporating feedback from clients and stakeholders.
(e) Investing in innovation and new approaches.
15. Related Policies and Documents
This policy should be read in conjunction with:
(a) Data Protection and Privacy Policy.
(c) PSEAH Policy.
16. Policy Review
This policy will be reviewed:
(a) Annually or as needed.
(b) Following significant organizational changes.
(c) In response to new client requirements.
(d) Based on learning and experience.
Reviews will consider:
(a) Effectiveness of MEL implementation.
(b) Adequacy of resources.