Consistently monitoring the progress of the project is crucial to guarantee the timely completion of project activities.
BASELINE SURVEY
To establish the starting point of the Project in terms of physical and economic conditions and the status of the target area, a baseline survey is conducted. The types of data collected and the method of collection are determined based on the operation and effect indicators of the Project. The baseline survey is designed to ensure that the data captured can be used for future project assessments. Approximately 10% of the beneficiaries, households, or villages are selected as samples for the survey.
ANNUAL PLANNING AND REVIEW MEETINGS
To plan operations for the upcoming year while considering the previous year’s performance, annual planning and review meetings are held each year. These meetings take place at the SPMU level, with district/divisional-level meetings considered based on the geographical spread of the Project target villages. The meetings review progress and achievements, identify challenges, and develop an implementation plan for the following year.
During the first two to three years of the Project, the focus is on laying a strong foundation, including community motivation and relationship-building between Project personnel and the communities, rather than solely meeting physical and financial targets. Realistic targets are set accordingly for the initial years.
STATUTORY AUDIT
Ensuring transparency, particularly in the utilization of project funds, is a key priority. Implementation bodies at all levels of the Project conduct statutory financial audits annually. Both internal and external audits are carried out. The Project follows MBDA’s existing audit practices, with internal audits conducted biannually and external audits conducted annually. A qualified chartered accounting firm is appointed for this purpose.
MID-TERM EVALUATION
A mid-term evaluation is conducted to monitor progress, identify challenges, and guide the Project for the remaining duration. Since this is the first Japanese ODA Loan project in the forestry sector in the state and follows a different implementation model than other JICA-funded forestry projects, a mid-term evaluation is highly recommended. This evaluation is conducted by a third party around the fifth year of the Project. The timing and terms of reference for the evaluation are decided in consultation with SPMU and JICA.
TERMINAL EVALUATION
Towards the end of the Project, a terminal evaluation is conducted to assess project outputs and achievements in both quantitative and qualitative terms. This evaluation helps document lessons learned from project implementation. Data collected during the terminal evaluation is used to prepare the Project Completion Report, a requirement for Japanese ODA Loan projects. Additionally, this information serves as a reference for JICA’s ex-post evaluation, conducted two to three years after project completion.
