Institutional arrangements for an effective monitoring and evaluation system in Vhembe District Municipality

Abstract

The utilisation of monitoring and evaluation systems holds immense potential in elevating the performance of institutions, programs, and projects. These systems, when effectively designed and implemented, play a crucial role in promoting evidence-based policy- making, fostering good governance and contributing to knowledge production by analysing the efficacy of interventions. Central to the effectiveness of these systems is the establishment of well-suited internal institutional arrangements. To explore the current state of institutional arrangements and their contributions towards effective monitoring and evaluation, a qualitative case study design has been adopted. Employing a non-probability, purposive sampling technique, individuals possessing the capacity to furnish pertinent insights into institutional arrangements have been deliberately selected as respondents. The study drew from mixed data sources. Primary information was gathered through semi-structured interviews, enabling a direct exploration of viewpoints. Complementing this, secondary data was collected by reviewing documents such as reports, policies, and records. Thematic content analysis was employed in analysing the collected data. Systems theory and theory of change were employed since they both focus on the interconnection of the systems and the change that systems undergo. The findings reveal that while M&E is practised, the institutional arrangements for monitoring and evaluation system is not well established showing weaknesses such as inadequate staff, lack of skills, and insufficient support from leadership. Interconnected subsystems within the municipality show potential strengths, but changes in leadership disrupt consistency. The recommendations for improving monitoring and evaluation systems at VDM include establishing a dedicated unit with skilled staff, district leadership support, collaboration with external experts for framework development, awareness workshops, fostering trust between M&E and project teams, and involving stakeholders for comprehensive project monitoring.