NZAID Tools Activity Cycle Tools 

Activity Monitoring

Main sources of data for monitoring

We can either use existing sources of data, or set up new procedures when collecting monitoring data.

Using existing sources

All governments collect some data and most have statistics departments but the scale and quality of data collected varies enormously.  Other organisations such as multilaterals, international and local NGOs also collect information.  All of these sources should be considered when looking for data to monitor the Activity or programme.

The benefits of using existing data sources include:

  • Cost - no need to establish separate procedures for collecting the data
  • Sustainability - if the systems are already in place then they are more likely to continue after the Activity
  • Availability - data are usually freely available
  • Objectivity - when the source of the data is a well recognised and independent source (e.g. international NGOs who specialise in certain areas).

The disadvantages of using existing data sources include:

  • Appropriateness - the data may not be appropriate e.g.: over-reliance on quantitative data (number of children attending school) and inadequate attention to qualitative information (the standard of education they achieve).
  • Timeliness - the timeframe for the collection of data may not fit with the Activity timeframe e.g.: government censuses are generally carried out only every 10 years.
  • Accuracy - existing data sources may not always be accurate particularly where the statistics departments have limited resources.

Setting up new procedures

All Activities are likely to involve some new data collection.  The main benefit of setting up new procedures is that indicators and data collection can be designed specifically for the Activity or programme. However attractive this may be, it must be balanced against the cost of setting up new systems and the capacity and sustainability issues involved. An exception may be when the new procedure provides data essential for monitoring progress towards one of our partner’s key development goals (or one of the Millennium Development Goals).