Monitoring, Evaluation and Learning (MEL) Policy

1. Purpose

AFEX-TD believes that strong monitoring, evaluation and learning (MEL) is essential to effective programme delivery; it is the heart of the services we offer. Strong MEL connects programme design, implementation and results by ensuring that progress towards intended outcomes is systematically monitored, that performance is assessed using credible evidence, and that learning informs decision-making throughout the programme cycle.

When implemented well, MEL strengthens equity, efficiency and effectiveness, enables timely adaptation and continuous improvement and, combined with feedback and accountability mechanisms, reinforces accountability to communities, programme participants, partners, clients and donors. It also reduces the need for costly corrective action by enabling early identification of risks, gaps and opportunities for improvement.

This policy defines the minimum standards and expectations for MEL in the work AFEX-TD leads or supports. Adhering to it ensures that progress and performance are measured consistently through accurate, reliable and timely data, that high-quality evidence is generated, and that this evidence is used to inform decisions, support adaptation and improvement, and contribute to lasting impact.

The policy sets out six MEL minimum standards, with their expected outputs, that AFEX-TD applies and continuously strengthens to ensure quality, consistency and accountability.

2. Scope and application

This policy applies to AFEX-TD as a whole, including its offices in Chad and Kenya, and to the partners, managers, staff, interns, enumerators and associate experts working on its behalf (together, "team members").

It sets the standards AFEX-TD is accountable for in every programme, project and assignment it delivers, whether AFEX-TD leads the work or contributes as a sub-contractor or consortium member, and in the MEL systems it designs for clients.

• When AFEX-TD leads an assignment, it agrees with its partners and sub-contractors the arrangements that allow these standards to be met.

• When AFEX-TD contributes as a sub-contractor or consortium member, it applies this policy unless the agreement documents which standards do not apply and why.

• When AFEX-TD supports a partner or client organisation to strengthen its own MEL, the standards apply to AFEX-TD's contribution and are recommended to the organisation as good practice.

• In acute humanitarian or emergency settings, all the standards still apply, with a level of rigour and tools adapted to the context and to the requirements of humanitarian donors.

Where a client or donor has specific requirements, templates or standards that conflict with this policy, those requirements take precedence. Where there are none, or where they are less demanding, this policy applies.

3. Exemptions

The default is that the minimum standards of this policy are followed; how a standard is met depends on each assignment and its operating context. Where an exemption from a specific standard is justified, it is requested in writing from AFEX-TD management, decided case by case and recorded in the assignment file.

4. MEL minimum standards

The standards below establish a foundation for effective MEL. Combined with strong technical capacity, clear roles, cross-functional collaboration and engaged leadership, they ensure that data and evidence are routinely analysed, interpreted and used to inform decisions and adaptation. Where a standard template is not fully suitable, it is adapted thoughtfully while still meeting the minimum requirement.

a. Programme design

MEL 1 — Theory of change. Every programme or assignment design that AFEX-TD leads or supports includes a theory of change with at least one logic model (such as a results framework or logframe). It sets out the rationale, logical pathways and key assumptions for achieving the intended outcomes, and is informed by context-appropriate analysis, including gender equality and social inclusion, needs, risks, safeguarding, conflict dynamics and organisational capacity.

Output: a theory of change with at least one logic model, informed by assessments and analysis.

MEL 2 — Resourcing MEL. Every proposal and budget identifies the full cost of MEL: MEL staffing, the technology platforms required and all MEL deliverables (such as data collection, assessments and evaluations).

Output: a budget in which MEL costs are identified, approved by the assignment lead and AFEX-TD management.

b. Planning

MEL 3 — MEL plan. Every programme or assignment has a comprehensive MEL plan covering indicators, data sources, methods, frequency, responsibilities, data management, learning and reporting. It is reviewed at least quarterly and adapted to changes in the design, logic model, theory of change, context, emerging evidence and learning, or client requirements.

Output: a MEL plan approved by the MEL lead and the assignment lead.

c. Implementation

MEL 4 — Progress and performance reviews. Regular reviews, monthly or quarterly depending on the duration of the work, track progress (scope, schedule, budget and quality), manage risks, ensure accountability and adapt plans as needed. Decisions and actions are documented, and the learning products and evidence they generate are filed and shared.

Output: documented minutes and action plans, approved by the assignment lead.

MEL 5 — Data quality and responsible data. Data are standardised and disaggregated as set out in the MEL plan. They are collected, stored, shared and destroyed in line with AFEX-TD's Data Protection and Responsible Data Management Policy and with client requirements, including voluntary informed consent and the safe handling of personal data. Data quality is checked regularly, through controls built into collection tools and periodic data quality assessments.

Output: data quality assessment reports and the corrective actions taken.

MEL 6 — Evaluation and learning. Every programme or assignment ends with an evaluative exercise, proportionate to its size (final evaluation, after-action review or lessons-learned exercise), that captures key lessons at strategic and contextual level, drawing on the evidence available.

Output: a report of the evaluative exercise, shared with the client and used to improve future work.

d. Closure

At closure, MEL data, evidence and deliverables are handed over, archived or destroyed as agreed with the client and in line with the Data Protection Policy, and the lessons learned are recorded.

5. Quality control and assurance

Assignment and MEL leads track how each standard is met throughout the work. Deliverables (tools, plans, datasets, reports) go through an internal quality review before they are submitted to the client. AFEX-TD management periodically reviews compliance across all assignments to identify where support is needed, where guidance or tools should be updated and where delivery risks exist.

6. Roles and responsibilities

Implementing this policy requires the engagement of both MEL and programme team members.

• Accountable: those who ensure that a standard is upheld. Because MEL is part of programme management, assignment leads (team leaders and project managers) are ultimately accountable for the standards in their assignment; this accountability extends to AFEX-TD management.

• Responsible: those who carry out the work of implementing a standard, usually the MEL lead, data managers and the Data and Digital Innovation team, who design the MEL systems and assure their quality.

7. Approval and review

This policy is approved by AFEX-TD management, which oversees its application. It is reviewed periodically, and earlier in the event of significant changes in client and donor standards, in information systems or in AFEX-TD's activities. Any change is approved by management and communicated to all team members.