Step 1: Build the Theory of Change (ToC)
What to do: Start by framing how the 23 KPIs contribute to impact.
How to do it:
1. Group KPIs into Impact → Outcome → Output levels (already done in our
logframe).
2. Draw the causal chain: Outputs (e.g., new connections, complaint resolution) →
Outcomes (e.g., service reliability, hygiene behavior) → Impacts (safe water,
reduced diseases).
3. Identify assumptions & risks between levels (e.g., “If water quality improves,
then diarrheal diseases reduce, assuming no major outbreaks”).
Output: A ToC diagram showing pathways with the 23 KPIs aligned.
🔹 Step 2: Develop the Logframe (Results
Framework)
What to do: Translate the ToC into a logframe table.
How to do it:
1. Use the Narrative Summary → KPI → MoV → Assumptions & Risks
structure (we already drafted).
2. Add baseline & targets from the KPI sheet.
3. Align each KPI with SDG 6.1/6.2 or relevant government targets.
Output: A 23-row logframe matrix aligned with KPIs.
🔹 Step 3: Design the Indicator Framework
What to do: Make a reference sheet for each KPI.
How to do it: For each of the 23 KPIs:
o Definition & formula (already in KPI sheet)
o Data source & collection frequency
o Disaggregation (by gender, zone, income)
o Responsible department
o Reporting format (dashboard, quarterly review, etc.)
Output: A KPI reference guidebook.
🔹 Step 4: Data Collection Plan (Quant +
Qual)
Quantitative (hard numbers):
o Household surveys → for W1, S1, H1, E1 (safe water, sanitation, handwashing,
equity).
o SCADA/MIS/finance data → for W2, W4, FR1, FMS, SE1.
o Lab tests → for W3, W6, WC, WWTP.
o Field inspections → for S3, CFIS, M1.
Qualitative (perceptions, behavior, feedback):
o Focus Groups → community views on sanitation, hygiene, equity gaps.
o Key Informant Interviews → plant managers, engineers, finance officers.
o Outcome Harvesting → track unintended changes, e.g., customer trust due to
faster complaints.
o Contribution Analysis → see if WASA’s interventions actually caused health
improvements.
Output: A data collection framework (survey tools, checklists, interview guides).
🔹 Step 5: Data Flow Mapping
What to do: Operationalize the data movement for each KPI.
How to do it: Use the 4 grouped data flow maps we developed.
Output: Process diagrams showing how each KPI’s data flows from source → MIS →
dashboards.
🔹 Step 6: Analysis & Reporting
Quantitative Analysis:
o Use Excel/Power BI/SPSS for descriptive trends.
o Disaggregate by zone, income, gender.
o Benchmark against targets (Year 1, Year 2).
Qualitative Analysis:
o Thematic coding of focus groups/interviews.
o Compare narratives with quantitative progress (triangulation).
Output: Quarterly & annual M&E reports with KPI dashboards.
🔹 Step 7: Learning & Adaptive Management
How to do it:
o Hold quarterly review meetings where each KPI is presented (progress, risks,
lessons).
o Document success stories & challenges.
o Adjust strategies (e.g., if NRW not dropping → intensify leak detection).
Output: A learning brief every 6 months + action tracker.
✅ In summary:
ToC → shows why KPIs matter
Logframe → shows what we’ll measure
Indicator Framework → shows how we’ll measure
Quant/Qual Plan → shows how to collect evidence
Data Flow Maps → show how data moves
Analysis & Reporting → makes evidence usable
Learning Loops → ensure continuous improvement
👉 Do you want me to now draft a practical “Work Plan” (timeline + activities +
responsibilities) so you can execute all these steps for the 23 KPIs systematically (like a 6–12
month roadmap)?
You said:
share
ChatGPT said:
Great 👍 let’s put everything into a practical Work Plan (roadmap) for producing deliverables
against the 23 KPIs.
I’ll break it into phases over 12 months, with activities, outputs, and responsibilities.
📑 Work Plan for 23 KPIs (12 Months)
Phase & Timeline Key Activities Outputs/Deliverables Responsibility
Phase 1: • Review project • ToC diagram (showing M&E Lead +
Foundations (Month documents & 23 KPIs impact–outcome–output Planning Dept
Phase & Timeline Key Activities Outputs/Deliverables Responsibility
• Conduct stakeholder
consultations (WASA,
links)
1–2) gov’t, donors)
• KPI alignment with SDG 6
• Develop Theory of
Change (ToC) pathways
• Build full logframe
matrix (23 KPIs,
Phase 2: Framework • Logframe (Narrative →
assumptions, risks)
Development KPIs → MoV → Risks) M&E Team
• Draft indicator reference
(Month 2–3) • Indicator Handbook
sheets (definitions,
formulas, MoVs)
• Design survey tools (HH • Survey instruments
surveys, focus groups, (ODK/KoBo forms,
Phase 3: Data KIIs) checklists)
M&E + IT/MIS
Collection Design • Develop MIS & SCADA • Data Flow Maps (grouped
Unit
(Month 3–4) integration plan diagrams)
• Draft data flow maps
(per KPI)
• Conduct HH surveys
(water, sanitation,
hygiene, equity)
• Collect MIS/SCADA
• Baseline Report (quant +
Phase 4: Baseline data (supply, billing,
qual) M&E Unit +
Assessment (Month NRW)
• KPI dashboards with Consultants
4–6) • Perform lab tests
baseline values
(quality, contamination)
• Run focus groups &
KIIs for qualitative
baselines
• Establish routine
monitoring system
(monthly MIS, quarterly
lab/surveys) • Monitoring SOPs
Phase 5: Monitoring
• Train WASA staff on • Staff trained M&E + IT/MIS
Setup (Month 6–8)
data entry & quality • Live KPI dashboard
assurance
• Set up Power BI/Excel
dashboards
Phase 6: First • Analyze Y1 progress vs. • Y1 Progress Report M&E Team +
Review Cycle targets • Outcome Harvesting Brief Stakeholders
(Month 8–9) • Run contribution
analysis (impact of
interventions)
• Outcome harvesting
workshop (capture
Phase & Timeline Key Activities Outputs/Deliverables Responsibility
unexpected results)
Phase 7: Learning & • Hold quarterly review
Adaptation (Month with WASA + community
• Learning Brief (success
9–10) reps M&E Lead
stories, gaps)
• Document case studies,
challenges, lessons
• Refine KPIs (if needed)
• Expand monitoring to
Phase 8: • Annual KPI Report
more zones M&E + Senior
Strengthening & • Strategic
• Finalize annual M&E Mgmt
Scale (Month 10–12) Recommendations
report with full KPI
performance
🔹 Responsibilities Breakdown
M&E Lead: Overall ToC, logframe, indicator framework, reporting.
Field Enumerators: HH surveys, FGDs, KIIs.
IT/MIS Unit: Automating data flows, dashboards, MIS integration.
Finance Dept: KPIs on billing, recovery, financial systems.
Water Quality Dept: Lab tests, contamination monitoring.
Sanitation Dept: Sewerage, sludge, WWTP indicators.
Planning Dept: Equity, pro-poor access, ToC alignment.
✅ With this roadmap, by Month 12 you will have:
A ToC & Logframe for 23 KPIs
Baseline survey & dashboard
A monitoring system with both quant & qual data
Quarterly learning briefs and an Annual M&E Report