A monitoring and evaluation framework is one of the first things a donor reads when reviewing a proposal, and one of the last things many organisations write. That order is backwards. A clear M&E framework shows funders that you know what success looks like, how you will measure it, and how you will learn along the way.
This guide walks through the parts of a framework that donors look for, with a template you can copy and adapt.
What an M&E framework is
An M&E framework sets out what your programme intends to achieve, the indicators you will use to track progress, where the data will come from, how often it will be collected, and who is responsible. It turns the promises in your proposal into something measurable.
Donors use different names and formats, such as logical framework (logframe), results framework or performance monitoring plan. The building blocks are the same.
Step 1: Map your results chain
Start with the logic of the programme, from what you do to the change you want to see:
- Inputs: the resources you use, such as staff, funding and materials.
- Activities: what you do, such as training teachers or running community meetings.
- Outputs: the direct products of activities, such as the number of teachers trained.
- Outcomes: the changes that follow, such as improved teaching practice or higher pupil attendance.
- Impact: the long-term goal, such as better learning outcomes in the district.
Write down the assumptions that link each level. If teachers are trained, you assume they will apply what they learned. These assumptions are where programmes most often fail, and donors appreciate seeing them stated.
Step 2: Choose good indicators
For each output and outcome, choose one to three indicators. Good indicators are specific, measurable, achievable, relevant and time-bound. Compare:
| Weak indicator | Stronger indicator |
|---|---|
| Improved teaching quality | Percentage of trained teachers observed using at least three learner-centred methods in a lesson |
| Increased awareness | Percentage of surveyed caregivers who can name two signs of malnutrition |
| More women in business | Number of women-led enterprises registered and still trading 12 months after training |
Include a precise definition for every indicator, so that whoever collects the data in year three measures it the same way as in year one. Where relevant, plan to break results down by sex, age, location and disability.
Step 3: Set baselines and targets
Each indicator needs a baseline value and a target. If the baseline is unknown at proposal stage, say when it will be measured, usually through a baseline survey in the first months. Targets should be ambitious but realistic. Donors are more impressed by a credible target that is met than an inflated one that is missed.
Step 4: Plan data collection
For each indicator, state the data source and method, how often it will be collected, and who is responsible. Sources might include attendance registers, training records, household surveys, interviews, observation checklists or government data. Be realistic about what your team can collect with the time and budget available.
Step 5: Plan for evaluation and learning
Monitoring tracks progress. Evaluation asks bigger questions. Many donors expect evaluations to address the OECD DAC criteria: relevance, coherence, effectiveness, efficiency, impact and sustainability. State when evaluations will happen, for example a midterm review and a final evaluation, and whether they will be independent.
Add how you will use the information: regular review meetings, adjustments to activities, and how lessons will be shared with communities, partners and funders.
Step 6: Budget for M&E
M&E costs money, including surveys, staff time, data tools and evaluations. Proposals that include a realistic M&E budget line are more credible than those that assume measurement is free. Check your donor’s guidance, as some specify an expected share of the budget.
A template you can copy
| Result level | Indicator | Definition | Baseline | Target | Data source and method | Frequency | Responsible |
|---|---|---|---|---|---|---|---|
| Impact | Pupils in programme schools meeting reading benchmark | % of P4 pupils scoring at or above the benchmark on the reading assessment | To be set at baseline | +15 percentage points by year 3 | Reading assessment of a sample of pupils | Baseline, midline, endline | M&E officer with external evaluator |
| Outcome | Teachers using learner-centred methods | % of trained teachers using 3 or more listed methods in an observed lesson | To be set at baseline | 70% by year 2 | Classroom observation checklist | Twice a year | Programme officers |
| Output | Teachers trained | Number of teachers completing all training sessions, by sex | 0 | 200 by end of year 1 | Training attendance registers | Monthly | Training coordinator |
The figures in this template are examples only. Replace them with indicators and targets that fit your programme and your donor’s requirements.
What donors look for
- A clear line from activities to outcomes.
- Indicators that measure change, not just activity.
- Defined baselines, or a plan to establish them.
- Realistic data collection that matches staff capacity.
- Disaggregation by sex and other relevant groups.
- Ethical data handling, including consent and protection of personal data under Ghana’s Data Protection Act, 2012 (Act 843).
- A plan for learning, not only reporting.
Common mistakes
- Too many indicators. Twenty indicators nobody collects are worse than six that are tracked well.
- Counting activities as results. “Number of workshops held” is an output, not an outcome.
- No definitions. Without them, data from different years cannot be compared.
- Ignoring assumptions. Unstated assumptions become unexplained failures.
Frequently asked questions
What is the difference between a logframe and an M&E framework?
A logframe summarises the programme logic, indicators and assumptions in a matrix. An M&E framework usually adds the detail of how, when and by whom data will be collected and used.
Can we change indicators after funding?
Usually only with the donor’s agreement. That is why it pays to choose them carefully at the start.
Who should write the M&E framework?
Programme staff who understand the work, ideally with support from an M&E specialist who can test the indicators and data plans.
Get expert support
Pinnacle Gate helps NGOs, foundations and institutions in Ghana build M&E frameworks and evaluations and write donor-ready proposals. Request a proposal to discuss your programme.
