The project management team has set a monitoring and evaluation system for the funded projects to ensure the application of the projects according to the agreed upon rules as well as to meet quality standards. This monitoring system is set to continuous updating based on the task needs and the progression of the projects. All information regarding the monitoring system is made available on the website for all concerned bodies. The monitoring team tasks are implemented on the following levels:
On the project level
On the university/ institution level
On PCIQA level

These procedures could be summarized as follows:

 

1- On the project level
• The whole project management team- not just the project manager- is regarded as responsible for the project. A joint signed responsibility form should be handed in prior to the implementation of the project.
• No change or adjustments in the project management team should be made after signing the contract, except in exceptional cases after the approval of the university administration.
• Implementation is decentralized, where the procurement unit within each institution is responsible for purchasing and financial issues of its projects.
• There are disbursement items, which require prior approval from PCIQA.
• All correspondence should be made directly from the project manager in the institution to PCIQA executive director. A copy could be sent to the university’s project management director if needed.
• All project managers should submit a copy of the monitoring reports to the director of the Quality Assurance Unit the department/faculty management within the institution.

Each project manager should submit a regular report expressing the progress achieved, based on the forms specifically designed for this purpose. The report should include both qualitative and quantitative data as follows:

• Quantitative Section:
• Number of programs and courses related to the project
• Beneficiaries of the project
• Number of total students included in the project
• Quantitative success rates related to the project
• New equipments and its usage
• Qualitative Section: The qualitative section of the report should contain a narrative description of the project's success in implementation, in achieving its stated objectives, and in having an impact in its area or field.

The project management unit adapts a clear monitoring policy based on the specific performance indictors agreed upon in the signed proposed project after any needed corrections or modifications. This policy could be summarized as follows:

• Activities performance indicators:
• Finishing performance indictors
• Success performance indicators
• Outcome and impact performance indicators
• Finishing performance indictors
• Success performance indicators
• Impact performance indicator for each outcome

The following criteria should be fulfilled in the performance indicators:

• to measure the outcome to the greatest extend.
• to be accurate to enable measuring the aim.
• to summarize and collect the data in an economically and practical way.
• to be affected by the changes in the outcomes and less affected by any other changes.
•  to be detailed to help in using it in the feedback report.

The monitoring and evaluation criteria will be taken into consideration during the acceptance of the projects. Prior to the start of the implementation of the projects it must be confirmed that the objectives are set in an accurate and clear terms meeting the following conditions:

Specific, Measurable, Achievable, Relevant and Tangible (SMART)
Evaluation of the performance of each individual project will be undertaken based on the following criteria:

• Progress of the project directly towards the targeted objectives outlined in the project proposal.
• Getting the anticipated deliverables according to the time schedule of the project with the required quality.
• Measuring the impact of the project on each of the student and staff member.
• Efficiency in execution of activities in terms of methodology, preparation, implementation technique, cost, time and quality.
• Technical follow-up within the project to monitor the quality and fulfilling the performance indicators for completion, success and impact besides the application on the beneficiaries of the enhancement process.
• Risk management along with the provisions and measures that have been considered to avoid any delays.
• Financial control process on the expenditures, taking into consideration both the cost benefit analysis and the cost effectiveness.
• Effectiveness of dissemination and adequacy of announcement/awareness about the project activities, outputs and outcomes. Dissemination is expected to be carried out for all the stakeholders of the project.
• Quality control themes to ensure the quality of the final product of each deliverable. This includes both internal and external auditing as well as peer reviews.
• Procedures guaranteed and applied to ascertain the sustainability of the project.
• Appropriateness of the assigned location for the project.
• Suitability, function ability, productivity and utilization of the equipment purchased through the project implementation.
• The amount and sufficiency of the co-financing offered by the university or by the external partners.
• Efficiency in the management system and procedures within the management team besides participation of all related and qualified members in his specialty and the appropriate documentation of the project phases.

 

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2- On the university/ institution level

Each university/institution would submit a report to the PCIQA management team specifying the trends and areas that have benefitted and been affected by the funded projects. The report should make reference to areas such as managerial development of the university/ institution, development of staff qualifying, efficiency and unity of the whole system. By this the PCIQA management team could detect the total impact of the project.
At the beginning of each cycle, the PCIQA coordinates with the project management unit and the quality assurance center within each university/institution to be representative of the institution.

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3- On PCIQA level

PCIQA has set a system for monitoring the funded projects to ensure the quality of fulfilled activities and achieving its outcomes according to the criteria and set standards. . This monitoring system is set to continuous updating based on the task needs and the progression of the projects. All information regarding the monitoring system is made available on the website for all concerned bodies. Careful planning has been made for this monitoring system, as follows:
1. Preparing the monitoring and evaluation guide and the guides for implementation steps.
2. Preparing the regular reports templates, that have been modified and shortened according to the project managers’ feedback.
3. Establishing a well formulated monitoring system to manage the monitoring system with clear managerial structure.

The monitoring and evaluation system is implemented through the following mechanisms

• Monitoring and following the regular, annual and final reports.
• Meeting with projects’ implementation teams and the concerned bodies to overcome any problems during the implementation period.
• Continuous contact with the project managers.
• Site visits to the institutions in the presence of the institution monitoring representative, project monitoring team, and a specialist in the project field assigned by PCIQA.
• Planning meetings with all project implementation teams to exchange experiences and enhance cooperation.
• Implementing specialized workshops in specific areas to develop skills and competencies as well as maximizing the benefits from the projects’ outcomes.
• Attending workshops, national and international conferences. As well as, following what is published by some project managers.

In addition to what has been mentioned earlier, impact assessment and tracer studies are regarded part of the comprehensive evaluation. The PMU contracts with certain external bodies to implement follow-up studies to specify the recruitment styles of the projects’, university/institution graduates.  As well as, implementing studies on a sample of students and staff to determine the impact factor of these projects.

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