ILP has evolved a rigorous evaluation process called the Participatory Evaluation Process (PEP), which is used by its reviewers to review the progress of the project against the defined milestones.
The PEP process is explained in the following sections.
- Project Process Overview
- Pre-Funding Assesment
- Project Monitoring and Reviews
- Deliverables
- Financial Transparency
Every NGO is selected by ILP after a rigorous pre-funding assessment process which includes field visits. A participatory process of assessment is carried out before funding any project.
This includes:
- An assessment of the need of the area
- Review of the Organizations Approach and Philosophy
- Community Participation
- Community Mobilization
- Government Interface
- Non-partisan and secular
- Integrated approach to the issue of education
- Vision of the organization for the community
- The Constitution of the Board
- Organization's systems of participatory planning
- Project Monitoring, Reporting and Documentation capability
- Review of the Financial Systems: book keeping and accounting practices, accounting systems used, funds disbursement process etc.
- Other Funding Sources
- Membership of Networks
The pre-funding assessment report is sent to the National Coordinating Committee. Once the implementing organization is selected, the project planning process follows a three-step process:
- The organization develops a tentative three-year plan based on the needs of the community and submits it to ILP. The plan includes an activity calendar and a detailed budget for the first year with identifiable goals.
- ILP reviews this plan with respect its own philosophy, its assessment of the needs seen in the area, and contemporary approaches in the geographical area and constraints based on the socio-political environment, replicability and sustainability of the model.
- The plan is finalized for the first year in consultation with the implementing organization. Funds disbursement is in two installments for each project. At the end of one year, a field evaluation is conducted. A decision on extension of funding or withdrawal is taken by the National Coordinating Committee.
ILP uses a participatory review approach to measure the progress of the project against predefined indicators. As a developmental support organization ILP helps the NGO establish and develop programs to achieve the desired social change. The ILP India National Coordinator conducts project reviews along with special consultants. The reviews will be conducted twice a year.
The review process involves:
- Visiting the centers and assessing the learning levels of the children
- Meetings with the community
- Meeting with teachers of the government schools
- Following up with the children who have been readmitted to schools
- Review of the systems and procedures at the center: e.g. attendance registers, progress cards, stock inventory
- Discussions with the staff to understand field problems
- Review of the internal monitoring and reporting mechanisms
- Financial review of vouchers, books and ledgers.
ILP has evolved standard guidelines for progress reporting to be used by all our implementing organizations. Progress Reporting is done once every six months and the progress report is available on request. A consultant appointed by ILP visits the project site and evaluates the progress of the project annually using the PEP. This report is submitted to the project facilitator and the NCC for further action. Each project also sends a semi-annual progress report, financial statement, photographs, list of children and other documents. At the end of the project period and the financial year, the implementing organizations are expected to send the following documents:
- Project Progress Report
- Audited Financial Statement
- Annual Report
- FC-3 for foreign funds received by the organization
- Photographs and press clippings
ILP volunteers also visit projects as often as they can and submit their impressions about the project. These are documented in the newsletter and circulated to the donors.
ILP's National Coordinating Committee (NCC) in the USA is responsible for the overall planning, budgeting and management of finances. The Finance Coordinator is the member of the NCC. The Finance Coordinator is directly responsible for tracking funds flow from national and chapter levels. All funds raised in the USA are sent to projects in India. The Finance Coordinator ensures that necessary statements are filed with the IRS every year.
