What goes into a MEAL plan, section by section

What is a MEAL plan?

MEAL stands for monitoring, evaluation, accountability and learning. A MEAL plan is the project document that explains how the team will do all four. Catholic Relief Services (CRS) describes it as documenting the structures and processes used for monitoring, analysis, evaluation and reporting of progress, adding indicator definitions, data sources and the people responsible for collecting data.

A plan helps in three ways. It tells staff and partners what to collect and when. It helps you avoid collecting data nobody uses. It also shows donors that you can track results. If you are new to the field, start with our introduction to what MEAL is.

What sections should a MEAL plan have?

Donors and agencies use different formats. The LIFT fund, which supported projects in Myanmar, listed seven main components for its MEAL plans. The CRS guide adds a learning plan, feedback and complaints planning, and a data management plan. A practical outline for a small NGO is:

How do you write each section?

1. Project description. Give a brief summary of the project, its background and goals. One page is enough.
2. Theory of change. Describe, in words or a diagram, how your activities are expected to lead to results. Our guide on writing a theory of change shows how.
3. Measurement framework. LIFT's guidance describes this as a data collection plan. Pick indicators for the major pieces of the theory of change. LIFT noted that it is important to measure the major parts, but not necessary to track everything. For each indicator, state the baseline, the annual targets, the method and tools, who collects the data and how often. Define each indicator in an indicator reference sheet and make sure indicators are SMART.
4. Evaluation and learning questions. Write a small number of questions about how and why the project works, not only whether targets were met. LIFT advised not to propose more questions than the project can manage and report properly. CRS suggests that learning questions evolve during the project as early questions are answered and new needs arise.
5. Data collection, quality and analysis. Describe baseline and endline surveys, interviews, field visits and activity tracking. Add steps to keep data accurate, reliable, precise, complete and timely. Say when and how data will be analysed, and who will interpret the results with programme staff and communities. See our guide on data quality checks.
6. Accountability. Describe how people can give feedback and complaints, how you will respond, and how you will tell communities what you found. CRS builds feedback, complaints and response mechanisms into MEAL planning, and links them to safeguarding policies.
7. Use of results. LIFT lists several ways to use MEAL results: reporting, improving project design and implementation, and influencing policy. Plan real events, such as monthly team meetings and quarterly reviews, because they only happen if planned and budgeted.
8. Resources. List MEAL staff, partner roles, tools, training and the budget. CRS asks teams to ensure MEAL is supported by an appropriate budget and staffing before the plan is built. Our guide on how much of a project budget should go to MEAL can help.

What does a measurement framework look like?

A simple table works. Here is one row as an example:

Keep the table to what you need. A long table of unused indicators wastes staff time.

How do you keep the plan useful?

• Build it with the team. CRS recommends designing MEAL systems in participatory workshops with MEAL, programme and partner staff. People use plans they helped to make.
• Link everything to decisions. For each data item, write the decision it supports.
• Set a review date. Review the plan after the first quarter and at least once a year.
• Test tools. Pilot data collection forms before the full roll-out.
• Train. Train staff and partners on the tools, consent and data protection.

Common mistakes to avoid

• Copying the logframe and calling it a MEAL plan. A plan needs methods, roles and timing.
• Too many indicators. More data does not mean more learning.
• No learning plan. Without questions, reports only repeat numbers.
• Ignoring partners. If partners do the data collection, include their capacity and their reporting load.
• Forgetting the budget. MEAL needs staff time, transport, training and tools.

How EMPO can help

EMPO is a reliable, 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. We offer MEAL training and intensive support, including organisational systems support, in English and Burmese, online and in person across Myanmar. See our services or contact us to plan MEAL support for your project.

Sources

• Developing project monitoring and evaluation for learning and accountability (MEAL) plans: guidelines for implementing partners — LIFT Fund, Yangon, 2016
• SMILER+ Guide: MEAL system development — Catholic Relief Services, 2020