Evaluation & Monitoring

ILP uses a comprehensive process called Participatory Evaluation Process (PEP) to select projects and to monitor their progress. Our experienced team in India along with the vast network of social work professionals that we interact with are the key elements for the success of this process.

Process Overview 

Pre-Funding Assessment (PFA)

Every partner NGO is selected by ILP after a comprehensive pre-funding assessment process that is completed by our ILP-India team member(s) who visit the NGO and the proposed target area. 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 NGO's philosophy and approach
  • Community Participation & Mobilization
  • Interfacing with Government and other NGOs
  • Non-partisan and secular approach
  • NOG's understanding of the local education landscape
  • Integrated approach to tackle illiteracy
• The Constitution of the NGO's Board
• NGO's systems of participatory planning
• Membership of networks
• Project exectuion, reporting and documentation capability
• Financial systems: Book-keeping/accounting practices, funds disbursement process
• Other sources of funding

The PFA report is provided to ILP's Projects Monitoring Commitee in India. Upon approval, it is to the ILP-US National Coordinating Committee. Once the implementing organization is selected, the project planning process is done in three steps as below:

1. NGO develops a tentative three-year plan based on the needs of the community and submits to ILP. The plan includes an activity calendar and a detailed budget for the first year with quantitative and qualitative goals.
2. ILP reviews this plan and provides feedback based on various factors like the needs in the area, contemporary approaches in that geographical area, socio-political environment, clarity of action plan/goals, and  long term sustainability/replicability of the plan. 
3. The plan is finalized for the first year in consultation with the NGO. Funds are disbursed to the NGO in two installments (half-yearly).

Project Monitoring and Reviews 

ILP uses a participatory review approach to measure progress of the project against predefined indicators. As a developmental support organization, ILP helps the NGO to establish and develop programs to achieve the desired social change. ILP-India project coordinators (or appointed special consultants) conduct onsite project reviews twice every year. ILP-India team members also mentor the NGOs via regular communications through the year. Based on the recommendations provided by ILP-India at year end, ILP-US National Coordinating Committee takes the decision to extend or withdraw funding.

The onsite project reviews include all or most of the below aspects:

• Visiting the centers and assessing the learning levels of the children
• Meetings with the community
• Meeting the schools teachers
• Following up with the children who have been re-admitted to schools
• Assess progress at schools by reviewing attendance registers, progress cards, stock inventory
• Discussions with the NGO staff to understand field problems
• Review of the NGO's project monitoring and reporting mechanisms
• Financial review of vouchers, books and ledgers

  ILP volunteers also visit projects and submit their impressions about the project. These are typically documented on our website and/or published in our newsletter.

Deliverables

ILP has developed guidelines for progress reporting by our implementing organizations. The NGO provides a semi-annual report after the first 6 months, and an annual report at the end of the year. The annual report typically contains the following documents:

• Detailed Project Progress Report
• Audited Financial Statement
• Detailed Annual Report
• FC-3 for foreign (ILP-US) funds received by the organization
• Photographs, videos and press coverage details

Financial Transparency 

ILP's National Coordinating Committee (NCC) in the USA is responsible for the overall planning, budgeting and management of finances. The Finance Coordinator (treasurer) is a member of the NCC. The Finance Coordinator is directly responsible for tracking funds flow from national and chapter levels. All donations collected in the USA are sent/earmarked for projects in India. The Finance Coordinator ensures that necessary tax statements are filed with the IRS annually.