|CARE Food Manual (CARE , 1998, 355 p.)|
|Chapter 12 - Monitoring Project Sites|
|I. Site Monitoring|
Aggregate information collected from the regular site reports is compared with information drawn from the monitoring sample. If the sample is reliable, discrepancies between the two could indicate serious control problems at the site level. For example, every month 95% of the sites may report that they distribute the full authorized ration to the precise number of authorized beneficiaries. Monitoring reports, however, show that 85% of the sites visited are serving an average of 50% more beneficiaries than authorized or reported. There is clearly a widespread distortion between the site reports and the monitoring reports.
Comparative analysis has both programmatic and administrative implications; the under-reporting or over-reporting of beneficiaries may require a change in the number of sites, better targeting and registration, change in planning of allocations , different types of foods, or adjustments in distribution mode to insure that the target population receives the intended ration.
If the center reports do not match the monitoring reports, possible causes of the discrepancies include:
· Lack of training
· Poorly designed reporting formats
· Fear of site personnel to report honestly and freely on distribution activities/problems
· Collusion involving transporters and individual(s) responsible for receipt at the center
· Receipt of short-weight deliveries from CARE warehouses or transporters.
Project managers, Food and Logistics staff and others in country offices must regularly review and compare distribution site reports with information received during visits by field monitors to determine whether there are discrepancies.