A. Reasons for Distribution Site Monitoring

Two types of monitoring generally take place for all projects: impact and systems monitoring. Monitoring for impact involves the tracking of project-specific variables directly related to final objectives, such as nutritional status, consumption patterns and household income. CARE and donors want to know who is receiving benefits from the program, in what way and to what degree relative to the costs involved, and why the program is or is not having the intended impact. This type of evaluation requires baseline information.

This manual focuses on monitoring systems of food management, by reviewing internal controls and verifying the documentation for individual transactions. This information relates to management of assets and compliance with donor regulations.

Monitoring data should satisfy management information needs covering receipt, storage and distribution of food. Monitoring should:

· Verify that registered beneficiaries are receiving the intended quantity and quality of food.

· Determine if distribution staff are following procedures as stipulated in agreements.

· Determine if control procedures are adequate at each stage of the distribution to prevent corruption and misappropriation.

· Determine losses and actions taken on a timely basis to pursue claims against responsible parties.

· Provide project management with suggestions to improve procedures.

· Verify amounts of food in possession of counterparts by reconciling stock records and physical inventories.

CARE often provides support to on-going government or other counterpart programs by procuring food, arranging for transport and delivery of food, and providing advisory or technical support to the counterpart’s program activities. Counterparts often manage all other aspects of project implementation, including food handling and distribution activities.

Whether or not CARE directly implements a program, effective monitoring systems and procedures must be in place for any program using food resources.

In developing monitoring systems, refer to the CARE Program Manual Chapter Five - Monitoring and Evaluation and the Data Collection Handbook: Tools for Evaluation, March 1991, and more specifically to the Food Security Unit’s (formerly Food Program Unit) Evaluation Module, March 1993.