KLR 16.2.

2010
Monitoring check list

Self-evaluation questions modified for Leonardo da Vinci partnership projects from the M-Tool SET

How to use the check-list for monitoring?

Use the questions as a basis for e.g. group discussions organized by the NA during a project
international meeting, aprox. 1,5 hours. The group discussion appears to function well as a possibility
to discuss impact in various partner countries, and to voice the different viewpoints of the partners in
relation to the theme of the project. The group discussion can enhance good-will inside the partnership ,
as possible problems are discussed in a constructive and open manner with the “neutral” NA contact
person leading the discussion. During the discussions also new ideas and points for development can be
identified and shared. [AP for the monitoring of partnerships, we are more looking for an exchange
between projects and between projects and NA, than inside a partnership. Partners are not going to be
present]

Group discussion seems to serve the possibility and purpose of a self-evaluation for the partner group.
For the NA it gives an insight into how the partnership project functions in practice, and on the overall
experiences of the project group. Some of the points raised can be used in training for the new project
generations. [agree very much on this]

You can pick from the list questions relevant to the project and the situation. The form also gives you a
structure for giving feedback to the project.

Partnership project: Name and number

Partners: list from the contract

Context/Reason for the monitoring visit:

1. Project planning phase

• How did you find/receive information on the LdV-programme?

• How did you find/receive information on the project proposal?
• What made you decide to enter into the project?
• Who makes the decisions to participate into projects (in general, and this one)?
-> This question reflects on how strategical are the decisions (what level are they taken? Links
to organisation’s development strategies?), and how much are the organizations committed?
• How was the projects partnership put together? E.g. old/new partners
• How was the planning phase organized in your own organization? To what degree did the
different partners participate into planning of the project?
• How have the students been involved in the planning of the project?
Comments:

2. International co-operation and the mobilities

- Has the partnership cooperation proved to be useful? Are the actors relevant to the theme
and the goals of the project?
- How has the work proceeded compared to the original goals and the work plan? Did any
changes take place?
- Have the mobility been carried out as originally planned? (the number of mobilities, their
relevance and usefulness)
- On what basis have you selected the persons to be involved? Who are they: staff,
students, other?
- Is there coaching or other type of preparation before the mobility takes place (especially
for students)

Comments:

3. Local activity

- Are the project activities incorporated to the everyday activities/teaching/curricula? In

what way? Why not?
- How are project activities being coordinated and disseminated in your own organization?
- Who are involved in the project activities in your own organisation? (Numbers: how big
is the organisation? How many persons are involved, %? Partners own estimation on how
successful they have been in disseminating results and information in their own organization?
- How have possible local/regional/national associate partners been involved? What
concrete actions have taken place locally? Deviations from original plans?
- What have the students done locally?

Comments:

4. Planned results and outcomes

- What kind of results are foreseen?

- Any deviations from original plans? Problems? Unforeseen results?

Comments:

5. Management and quality control

- timetable and resources: will all activities be implemented as planned?

- How is the work for the project being funded? Resources?
 - Devision of tasks in your own organisation? Teams? Management? Coordination?
- How is the devision of tasks between the partners?
- How are responsibilities and management been implemented?
- Communication means, frequency and adequacy?
- Meeting arrangements and contents (functionality, relevance?)
- How is the work being followed-up (locally, internationally)
- What kind of steps have been taken to ensure quality, both regarding content and
management (e.g. internal evaluation, reporting tools, testing of results and ideas in own
organization, management and decision making, steering groups, documentation of the work
etc.)?
- Feedback: has it been collected? From whome, by whom? With common/separate tools?
Have results it been analysed, discussed and utilized?

Comments:

6. Impact, experiences and points of further development

- What kind of dissemination activities have taken place?

- What kind of dissemination materials have been produced?
- Has the project generated new contacts?
- How does the work continue after the end of the project?
- What main facts help to carry out the project work, or hinder it?
- Has the cooperation of the project team and other colleagues changed in some way?
Lessons learned? New openings?
- What are the experiences of the local/associate partners on the usefulness of the project?
(How do they get the information: informal discussion, collecting systematic feedback, other?)
- How did the project influence on a personal and organisational level? Make reference to
the final report form questions, e.g. IT-skills, motivation, language skills, professional growth,
new ideas for development, new ways of co-operation, eye-openers?
- Have the experiences and results been taken into use? How? By whom?

Comments:

7. Co-operation with the National Agency

- How does your organization handle the feedback received from the NA? (from the
application, during project)
- NA’s guidelines, advice, trainings, contacts etc. (sufficient, clear, available)?
- Ideas for improvement (of the PA project format, of NA services)?

Comments: