The influence of results-based monitoring and evaluation system on the performance of non-profit organizations in Mombasa county, Kenya

Abstract

This study examines the effectiveness of monitoring and evaluation (M&E) practices within development organizations, focusing on information system accessibility, staff satisfaction, and capacity-building initiatives. The research aims to assess how M&E practices enhance organizational effectiveness, the alignment of information systems with Utilization-Focused Evaluation (UFE) principles, the role of training in strengthening M&E capacity, and the impact of these factors on decision-making. Using a mixed-methods approach, data were collected through surveys, interviews with project staff, and reviews of organizational documents across various development organizations in Mombasa. This provided a comprehensive understanding of how different M&E structures influence operational efficiency. Findings reveal that while staff generally view M&E practices positively and recognize the value of information systems in decision-making, significant challenges persist. Key barriers include limited accessibility to information systems and gaps in staff training, which hinder effective evaluation and learning. The study highlights that aligning M&E frameworks with UFE principles and prioritizing continuous capacity-building efforts significantly enhance M&E effectiveness and staff engagement. To address these challenges, the study recommends investing in structured training programs tailored to M&E personnel, improving access to information systems, and integrating advanced data analytics tools to enhance evaluation accuracy. Additionally, fostering a culture of data-driven decision-making and encouraging collaboration between NGOs, donors, and the government is crucial for establishing standardized M&E frameworks. Future research should explore the integration of emerging technologies, such as artificial intelligence, to streamline data collection and analysis. Additionally, examining the influence of cross-cultural factors on evaluation practices can provide deeper insights for organizations operating in diverse contexts. These findings offer a strategic roadmap for NGOs in Mombasa to strengthen their M&E systems, improve service delivery, and maximize project impact.