Indicator reference sheets: what to include and why
An indicator reference sheet fixes the definition, formula, source and owner of each indicator, so every officer reports the same number the same way.
Short answer
An indicator reference sheet, also called a PIRS, is a one-to-two-page protocol for a single indicator. It states the definition, unit and formula, disaggregation, data source and method, responsible role, frequency, baseline, targets and known limits. It makes sure that different people, and new staff, collect and calculate the indicator in the same way.
Key points
- One sheet per indicator, one to two pages.
- The definition and formula are the most important fields.
- Name a specific data source, not just 'monitoring system'.
- Assign a role, not a person, as the owner.
- Start with a short version if your team is small, then add detail.
What is an indicator reference sheet?
An indicator reference sheet is a short document for one indicator. Some donors call it a Performance Indicator Reference Sheet, or PIRS. M&E Studio describes it as the one-to-two-page protocol that specifies everything needed to collect, calculate and report an indicator consistently. It is the difference between an indicator table and a working measurement system.
Without one, the meaning of an indicator lives in people's heads. Two officers may count "households reached" differently, one counting households and the other counting people. A sheet removes that guesswork.
What goes in a reference sheet?
M&E Studio lists ten components as a starting checklist. Adapt them to your indicator and your donor's template.
| # | Field | What to write |
|---|---|---|
| 1 | Title and code | The full indicator name and a stable code used in all documents |
| 2 | Definition | What counts, what does not, and any limits by place, group or time |
| 3 | Unit and formula | Number, percentage or ratio, with numerator and denominator |
| 4 | Disaggregation | Every group the indicator must be reported by, such as sex, age, disability or location |
| 5 | Data source and method | The specific source and how data is collected |
| 6 | Responsible party | A role, not a person's name |
| 7 | Frequency and deadline | How often data is collected and when it is due |
| 8 | Baseline | The starting value, date and method |
| 9 | Targets | Targets for each reporting period, with the reasoning |
| 10 | Data quality and limits | Checks, and honest limits such as recall bias or gaps in coverage |
How do you fill in the key fields well?
Definition. Write what a new officer needs. Example: "Household: a group of people who live together and share meals. Reached: received at least one full distribution item set in the reporting period."
Formula. For a percentage, write both parts. Numerator: number of surveyed households with a handwashing station with soap and water. Denominator: number of surveyed households in the target villages.
Data source. M&E Studio notes that "monitoring system" is not a data source. Name the actual register, form or survey, for example "Distribution list, form D1, signed by the community focal point".
Owner. Use a role such as "MEAL Officer, Township office". The sheet then survives staff changes.
Limits. State weaknesses plainly. Self-reported data may be biased. Records may miss people. A short note helps the donor trust the number.
How do you create the sheets in five steps?
- List your final indicators from the logframe.
- Copy one template to a shared folder. Use your donor's template if it has one.
- Draft each sheet with the person who collects the data. Field staff know what is practical.
- Test on a small sample. Collect five records using the sheet. Fix unclear fields.
- Approve and save. Give each sheet a version and date. When you change a definition, record when it starts and why.
What does a short version look like?
A small team may not need all ten fields at first. Start with six: definition, unit and formula, disaggregation, data source, frequency and owner. This is our suggested minimum, not a donor rule. Add the baseline, targets and limits once the project is running.
| Field | Example |
|---|---|
| Indicator | Percentage of trained volunteers who pass the post-test |
| Definition | Volunteers who attended all three sessions and scored 70% or more |
| Formula | Passed ÷ attended all sessions × 100 |
| Disaggregation | Sex, township |
| Source | Test score sheets, filed by trainer |
| Frequency | After each training round |
| Owner | Training Officer |
This is an illustration only.
How do the sheets help with data quality?
Reference sheets make data quality checks easier because the checker knows the rule. They also help when you collect with tools like KoboToolbox: the form questions should match the definition. See SMART indicators for how to write the indicator itself, and the MEAL plan template for where the sheets fit.
What mistakes should you avoid?
- Writing the sheet after the data is collected. Write it first.
- Copying donor definitions without checking them against your project. Adapt carefully, and ask the donor if a term is unclear.
- Leaving fields empty. An empty field means a decision was not made.
- Never updating. Review the sheets at each quarterly review.
How EMPO can help
EMPO is a trusted, Yangon-based training and consultancy provider and one of Myanmar's leading names in practical NGO training, with 1,200+ people trained and 15 partner organisations. Our MEAL and intensive support training covers indicators, MEAL plans and data tools, in English and Burmese, online or in person across Myanmar. See our services, the KoboToolbox XLS forms package, or contact us.
Sources
- Indicator Reference Sheet (PIRS) — M&E Studio
Questions people ask
Do small NGOs need reference sheets?
Yes, in a short form. At minimum write the definition, unit and formula, disaggregation, data source, frequency and owner. This keeps numbers consistent when staff change.
When should we write the sheets?
Write them when you finalise the indicators, before the baseline. Then the baseline team collects data in the same way the project will use later.
Is a reference sheet the same as an indicator table?
No. A table lists indicators, targets and results. A reference sheet explains how to collect, calculate and report one indicator.