Guidance on the Indicator Tracking Table

The Indicator Tracking Table

The Indicator Tracking Table (ITT) is a report that tracks progress on the indicators included in a country’s M&E Plan. It is part of the Quarterly Disbursement Request and Reporting Package (QDRP). This guidance document explains the roles of both MCC and MCAs in completing the ITT each quarter, and sets forth standards for consistent reporting across countries. If revisions need to be made to this guidance document, those revisions must be approved by the Managing Director for Monitoring & Evaluation.

The ITT will be created upon the approval of the initial M&E Plan in MCC MIS. Any approved changes to the M&E Plan will be reflected in the ITT. No changes to indicators, baselines or targets can be made directly in the ITT. Those changes must be made first in the M&E Plan and then the ITT will be updated automatically in MCC MIS and by MCC in the Excel file. Changes to historical actual data that was already reported by an MCA and approved by MCC may be made through an out of cycle ITT. The ITT is formatted so that each project and activity has its own tab, and each sub-activity, when applicable, is separated within that tab. Please be sure to review and enter data in all relevant tabs when submitting the ITT to MCC.

After September 2013, all MCAs will be required to submit the ITT with the QDRP through MCC MIS. Training materials for how to use the system are available to MCAs in both French and English on the MCA One Training website. Countries that are in compact year 5 as of March 2013 are permitted to continue submitting the ITT as an Excel file. Instructions below detail how to submit the ITT in both formats.

Additionally, as part of the Open Data Initiative, MCC will post Indicator Tracking Tables to the public website. The ITTs will be posted in a machine readable format.

This guidance will first describe the types of indicators that appear in the ITT. Next, it will cover instructions for submitting the ITT in both MCC MIS and Excel. Lastly, Annexes I and II contain standard indicator units and directions for specific types of calculations, respectively.

Indicators

Once an M&E Plan is approved, all indicators in Annexes I and II will be used to populate the ITT. Indicators will appear in the ITT by their assigned project, activity or sub-activity. They will be ordered by indicator level: goal, outcome, output, process. For detailed definitions of these levels, please see the M&E Policy. Within MCC MIS, it is not currently possible to manually assign the order of indicators within the ITT.

While most indicators will be unique or tailored to a specific country and project context, MCC requires the use of standard common indicators when applicable. Please refer to the Common Indicator Guidance for specific instructions regarding common indicators.

Indicator Classifications

Indicators will be limited to the following classifications: Level, Level (cumulative), Level (average), Cumulative, or Date.

Level Indicators

These indicators track trends over time, and may fluctuate up or down depending on performance. Example: Percentage of households with electricity in Zone 1. Each quarter, the value could go up or down depending on the number of households in Zone 1 and the number of households with electricity connections. Therefore, the reported values may be 50% for Quarter 1, 48% for Quarter 2 and then 52% for Quarter 3.

Level (Average): This indicator tracks an average value during each compact year. The average then resets at the beginning of the next year. Each quarter reports progress made in that quarter, like a basic level indicator. The difference between Level and Level (average) indicators is in the calculation of the Actual to Date. For Level (average) indicators, the Actual to Date is the average of the current compact year’s quarters that have data. Example: Collection rates are captured every quarter and averaged. The Actual to Date in Q2 is the average of Q1 and Q2. The Actual to Date for Q4 is the average of Q1, Q2, Q3, and Q4. The Actual to Date then resets at the beginning of compact year 2, and the value is now the reported actual for Q5.

Level (Cumulative): This indicator tracks a cumulative value over the compact year. It resets at the beginning of each year. Example: “Annual flight arrivals” tracks the number of flights at an airport each quarter and sums them. If there are 100 flights in Q1 and 200 additional flights in Q2, then the actual for Q1 is 100 and the actual for Q2 is 300. The indicator starts from zero in Q5. The Yearly and Compact Total Percent Completes are only reported in Q4, Q8, Q12, Q16 and Q20 (each completed year).

Cumulative Indicators

These indicators report a running total, so that each reported actual includes the previously reported actual and adds any progress made since the last reporting period. Example: if there are 1,000 farmers trained through Quarter 9 and 200 are trained in Quarter 10, the cumulative value for Quarter 10 is 1,200.

Date Indicators

These indicators use calendar dates instead of numbers as targets and actual values. Example: Based on the implementation plan, MCAs may set a target date for a construction contract to be signed. The date that the contract was actually signed would be reported as an actual.

Inputs and Disaggregations

Each MCC M&E Lead will decide with their MCA counterparts which indicator inputs should be reported in the ITT. At the very least, the numerators and denominators of all ratio and percentage indicators must be reported as inputs.

The Common Indicator Guidance requires that the M&E Plan and ITT include certain disaggregations (male/female, urban/rural, etc.). Disaggregations in the ITT will be limited. At a minimum, indicators that measure the number of participants or beneficiaries should be disaggregated by sex.

Units

Units will be limited to those on the standard list established by MCC included in this document as Annex I. Countries may request to add additional types of units to the list, if necessary.

Completing the ITT for Submission

As part of the QDRP, an updated ITT must be submitted quarterly. In an ITT, data can be entered in the current or most recent previous quarter. In other words, there are two columns in which data can be entered each quarter. Rules to enter data will vary based on the classification of the indicator and between MCC MIS and Excel. Data should be reported in the ITT once it becomes available. Occasionally, data for a specific quarter will only become available after that quarter is locked. In these instances, an out of cycle ITT must be used.

Current Quarter: In the Current Quarter column, include the latest actuals available for the current quarter, even though the quarter has not yet concluded. Updates may be made in the next quarter’s ITT if new data is available.

Previous Quarter: If updates are available, overwrite the previous quarter’s data with finalized actuals.

Timing of data: Data should be reported in the ITT in the quarter that it represents rather than the quarter in which MCAs attain the data. For example, if a contract for works was signed in Q5 but data was not made available to the MCA until Q8, the value of the contract should be entered in Q5. If this requires entering data into a cell that is locked, an out of cycle ITT must be submitted.

Out of cycle reporting: To correct an actual that has already been submitted by MCA and approved by MCC (in a locked cell), an out of cycle ITT must be requested and submitted. A cell will be locked in any quarter besides the current and most recently completed quarters. For example, if an ITT is currently in Q8, any cell in Q7 and Q8 will be unlocked. All cells in quarters 1-6 will be locked and can only be changed through an out of cycle ITT. MCAs should communicate and agree upon the necessary change with the MCC M&E lead. Within MCC MIS, there is a formal workflow dedicated to submitting an OOC ITT change. With an Excel ITT, once the change is approved, MCC will send a version of the ITT with specific cells unlocked for MCA editing. Justification for changing actuals must be included with any OOC ITT.

Requirements for Source Documents

MCAs must utilize the indicator notes section of the ITT to describe the data source used to report the current actual and any updates made to the previous actuals. Information on the data source that should be entered includes the title, author, and page or table number where the data reported in the ITT can be found.

Requirements for notes: Detailed data source documentation must be entered for each indicator each quarter. Notes will be saved to each indicator for each quarter’s ITT and will be cleared at the beginning of the next quarter. Additionally, notes may be added to the ITT as a whole. These notes will also be saved to each quarter’s submission and will not carry over into the next QDRP.

Completing the ITT in MCC MIS

The ITT will be available to update in MCC MIS as soon as the prior quarter’s QDRP has been approved. Once available, MCA M&E members may access the system to input data for the current quarter and edit or add data for the prior quarter. The system will correctly and automatically format edited cells, calculate the Yearly and End of Compact Percent Completes, calculate any indicators for which inputs and/or disaggregations have been added, and update the Actual to Date column. To ease data collection and input time, MCAs may export the ITT into an Excel file. The Excel file may then be used as a worksheet for collecting ITT actuals from implementers before they are entered into the system. At this time, it is not possible to import the Excel ITT into MCC MIS and all actuals must be manually entered into the ITT.

While MCC MIS was carefully designed to replicate the Excel ITT as much as possible, some differences remain. Please see the MCC MIS training website for detailed videos and guidance for completing the ITT.

Below are specific examples of how to enter data correctly into the system by indicator classification:

Level indicators: Actuals should be entered into the system exactly as they are collected by the MCA. The system will use the most recent actual reported to populate the Actual to Date and progress to date cells in the ITT. The system will use the most recent actual of a given year to populate that year’s Percent Complete.

Cumulative indicators: Actuals for cumulative indicators must be entered incrementally into the MCC MIS ITT. The system will automatically calculate the cumulative total. This total will be represented on the grey bar below the indicator. The Actual to Date and Percent Complete cells will also use the cumulative value, rather than the incremental. Table 1 below shows how cumulative indicators are entered in MCC MIS. The MCA will enter the incremental values shown in the white row. MCC MIS will then automatically generate the cumulative totals shown in the grey bar. For further clarification, an example of what cumulative indicators look like in MCC MIS is also provided as Figure 1.

Table 1. Cumulative Indicators in MCC MIS
Indicator Name Classification Q1 Q2 Q3 Actual to Date
Farmers trained, Incremental, as entered by MCA Cumulative 130 10 15 155
Cumulative total, Calculated by MIS   130 140 155 155
Cumulative Indicators in MCC MIS

Figure 1. Cumulative Indicators in MCC MIS

Date indicators: Dates should be in the standard format DAY-MONTH-YEAR (01-Aug-11). There may only be one date target and actual per indicator. If the M&E Plan seeks to track a yearly date indicator, government budget allocations or submissions, for example, individual indicators must be created for each yearly target.

Parent and child indicators: In order to track inputs and disaggregations, MCC MIS allows for groups of indicators to be linked together, either to show their relationship or to execute an automatic calculation. The terms “parent” and “child” are used to describe the relationship between linked indicators. A parent indicator is the calculated value, or the main indicator. A child indicator provides an input/disaggregation to the parent indicator. MCC MIS will not allow direct data entry for parent indicators when children disaggregations or inputs are established. Inputs and disaggregations will appear in the ITT and may be hidden in the M&E Plan and/or reporting, as chosen by the M&E lead and the MCA.

The children assigned to parents will typically be grouped together like the table below. MCC MIS will compute the parent value using the calculation type associated with its children. In Table 2 below the number of students participating in School A is being summed with the number of students participating in School B to yield the parent indicator value for the Students participating indicator in a given quarter. Figure 2 provides an example from MCC MIS.

Table 2. Parent and child indicators in MCC MIS
Relationship Classification Calculation Indicator Q1 Q2
Parent Cumulative   Students participating 420 650
Child Level Sum (Value 2) School A 300 400
Child Level Sum (Value 1) School B 120 250
Parent and child indicators in MCC MIS

Figure 2. Parent and child indicators in MCC MIS

“Unspecified” children: If disaggregated data is not readily available, MCAs should enter the actual into the “unspecified” child. Once disaggregated data becomes available, it should be reported in the current and all future quarters. In addition, MCAs should check if disaggregated data can be obtained for past quarters. If it can, an out of cycle ITT should be submitted with actuals reported in the “unspecified” child removed and historic disaggregated actuals added. If disaggregated data is not obtainable for previous quarters, the unspecified data must be zeroed out to avoid double counting. To do this: in the quarter where disaggregates are first reported, enter a negative value for the “unspecified” child that totals the previous quarter’s cumulative total. In Table 3 below, there are 125 Farmers trained through Q2. Once sex disaggregated data becomes available in Q3, the 125 is zeroed out. Figure 3 provides an example.

Table 3. “Unspecified” children in MCC MIS
Farmers Trained Q1 Q2 Q3 Q4 Actual to Date
Female 0 0 75 37 112
Male 0 0 93 22 115
Unspecified 100 25 -125 0 0
Total 100 125 168 227 227
Unspecified children in MCC MIS

Figure 3. “Unspecified” children in MCC MIS

No calculation: This type of relationship is meant to group like indicators together. In Table 4 below, no calculation is being performed, but the indicators grouped together are all reporting Roughness. The last child is a weighted average (calculated outside the system) of the different road segments, which is what is reported as the total Roughness. In the example below Road segment A is 30 miles long and Road segment B is 70 miles. Figure 4 shows how no calculation indicators are represented in MCC MIS.

Table 4. No calculation in MCC MIS
Relationship Calculation Indicator Q1 Q2
Parent   Roughness 9.61 6.1
Child Sum (Value 1) Roughness, weighted average 9.61 6.1
Child None (Info) Road segment A 8.0 5.4
Child None (Info) Road segment B 10.3 6.4
No calculation in MCC MIS

Figure 4. No calculation in MCC MIS

Entering zeroes: In MCC MIS, level and date indicators with no data reported should be left blank and a comment should be included in the notes field that explains when data is expected. TBD entries are not permitted. A zero should only be entered for a level indicator if the actual recorded is a zero. A zero should be entered, however, for cumulative indicators in each quarter for which no additional progress has been made.

Completing the ITT in Excel

The Excel version of the ITT follows many of the same rules as MCC MIS submission. With the Excel version, most of the automated features are not available and must be done manually by the MCA.

Each quarter, MCAs will only update five columns in the ITT: (1) Current Quarter, (2) Previous Quarter (if updates are available), (3) Yearly Percent Complete, (4) Actual to Date and (5) End of Compact Percent Complete. All other cells will be locked to prevent unauthorized editing. Guidelines for entering Current and Previous Quarter data have been given above.

Yearly Percent Complete: Calculated if a target and actual is available for an indicator in a given year. The way the Yearly Percent Complete is calculated varies and depends on the classification of the indicator and whether the indicator is increasing or decreasing. Please refer to Annex II for a detailed guidance.

Actual to Date: Update the Actual to Date with the most recent data available, even if the data is from older quarters. For level (average) indicators, the Actual to Date is the average of all actuals in the current year for which data is present.

End of Compact Percent Complete: Updated similarly to Yearly Percent Complete, using the Actual to Date and End of Compact Target. Update the End of Compact Percent Complete column per the detailed guidance in Annex II.

Level indicators: Actuals should be entered as they are collected by MCAs.

Cumulative indicators: Actuals should be reported as a running total. If no progress has been made in a quarter, the actual from the previous quarter must be used.

Date indicators: Dates should be in the standard format DAY-MONTH-YEAR (01-Aug-11). There may only be one date target and actual per indicator. If the M&E Plan seeks to track a yearly date indicator, government budget allocations or submissions, for example, individual indicators must be created for each yearly target. The Percent Complete columns should read “Pending” until there is an actual. After an actual has been reported, the Percent Complete columns for the current and all future compact years should read “Complete.”

Common indicators: The column titled “common indicator” should contain only the common indicator code assigned to that indicator. If the indicator is not common, the cell should be left blank. If the common indicator is disaggregated, the common indicator code for the disaggregations should be added if available. If no codes are available for the disaggregations, the common indicator code should only be used for the main indicator. Common indicator codes can be found in the Common Indicator Guidance.

Entering zeroes: In Excel, for level and date indicators without data, the cell should be shaded and a comment should be included in the notes field that explains when data is expected. TBD entries are not permitted. For cumulative indicators, the previous quarter’s actual should be repeated. For example, Q14 is 115 farmers trained. The MCA is now in Q15, but there is nothing new to report, either because no additional farmers were trained or no data is available. In this case, the 15 from Q14 should be repeated in Q15. Numerically, the Actual to Date and Percent Completes will not change, although if any formulas are used to calculate the Actual to Date and Percent Completes, they should be updated to use the most recent quarter. In the case of the example above, Q15 should be used.

Percentages: Indicators with the unit “percent” should be entered as numbers with up to two decimal points. The percentage symbol should not be entered into the cell, nor should the data be reported as a decimal.

Correct 95.4
Incorrect .954
Incorrect 95.4%

Indicator Input Worksheets: Indicator input worksheets were used in Excel when there was useful data that needed to be tracked but was not an official indicator and, therefore should not have been included in the ITT. It was necessary to record indicator inputs in some situations, such as when an indicator was made up of several different segments, or when an indicator was a ratio or percentage.

Annex I: Standard List of Indicator Units

This annex provides a list of all units available to be used in M&E Plans and the ITT. Any additions to this list must be approved by MCC.

Unit Notes

Cubic meters

 
Cubic meters per day  
Cubic meters per month  
Date  
Days  
Foreign currencies Ariary (MDG), Cedi (GHA), Cordoba (NIC), CFA Francs (BEN, BFA, MLI, NER, SEN), Dinar (JOR), Dirham (MAR), Escudos (CPV), Drams (ARM), Kwacha (MWI, ZMB), Lari (GEO), Lempira (HON), Leu (MDA), Liberian Dollar (LBR), Maloti (LSO), Meticais (MOZ), Namibian Dollars (NAM), Peso (PHL), Rupee (NPL), Rupia (IDN), Tanzanian Shillings (TZA), Tugrik (MNG), Vatu (VUT)
Gigawatt hours  

Hectares

 
Hours  

Hours per day

 
Index Base year is 100, measures change in real income
Kilograms  
Kilometers  
Liters  
Liters per capita per day  
Mega liters  
Mega volt ampere MVA (electricity)
Megawatts  
Megawatt hours MWh
Meters per kilometer For International Roughness Index, should be a decreasing single number
Metric tons  
Minutes  
Months  
Number  
Parcels  
Percentage Includes ratios, i.e. numerator and denominator are the same unit
Percentage Point  

Rate

Numerator and denominator are different units

Ratio  
Square meters  
Tons  
US dollars Fully written out, not reported as decimals. Ex. 1,250,000 rather than 1.25 million

For units that combine two different units in the numerator and denominator please use the following convention: take the numerator as the unit, and include a description of the denominator in the indicator title. For example, “Dollars/kilogram” becomes “US Dollars” for the unit or “Cubic meters/hectare” becomes only “Cubic meters.” Then you would adjust the title of the indicator to include the denominator. For example, if the original indicator is “Cost of production,” and the original unit is “Dollars/kilogram,” the new indicator title would be “Cost of production per kilogram” and the unit would simply be “US Dollars.”

Annex II: ITT Percent Complete and Progress to Date Calculations

This annex provides detailed examples of how the Percent Complete and Progress to Date columns are calculated in MCC MIS. It also serves as a guide for entering equations in Excel.

No Actuals: The Percent Complete column will remain blank for any indicator with no actuals—the exception being Date indicators. If the compact is in or past the target completion year, and the target is not met, the Percent Complete will read “Pending” for the compact year containing the target, as will the Progress to Date column.

Actuals: The variety of indicator classifications and target/baseline statuses require specific corresponding calculations for Percent Complete and Progress to Date figures. The table below indicates the calculation type by indicator classification, taking into account baselines/targets and assuming actuals and increasing indicators. If an indicator is decreasing i.e., the goal of the indicator is to decline over time, as in Road Roughness, the absolute value of the formulas given below should be taken.

Indicator Classification Baseline Target % Complete To Date
Level or Level (cumulative)
No Target = R    
Baseline = TBD or blank Target non-zero TBD or blank ≠ 0 = Actual ÷ Target
Baseline = Target = Target = Baseline  
Baseline non-zero
Target non-zero
= R ≠ 0 = (Actual − Baseline) ÷ (Target − Baseline)

 

Level (average)
No Target

 

= R    
Baseline = TBD or blank
Target non-zero
TBD or blank ≠ 0 = Average of all current year's actuals ÷ Target
Baseline = Target = Target = Baseline  
Baseline non-zero
Target non-zero
= R ≠ 0 = (Average of all current year's actuals − Baseline) ÷ (Target − Baseline)
Cumulative
No Target = R    
Baseline = TBD or blank
Target non-zero
TBD or blank ≠ 0 = Actual ÷ Target
Baseline = Target = Target = Baseline  
Baseline non-zero
Target non-zero
= R ≠ 0 = (Actual − Baseline) ÷ (Target − Baseline)
Date
No Target     Pending or Complete
Baseline = 0, TBD or blank
Target non-zero
0 or TBD or blank Day-Month-Year Pending or Complete

Level Cumulative nuances

  • The Yearly and Compact Total Percent Completes are only reported in Q4, Q8, Q12, Q16 and Q20 (each completed year)

Progress to Date nuances

  • For Level (cumulative) indicators Percent Complete and Progress to Date calculations use whatever data is available in the current compact year for the calculation.
  • For Dates, if the target has been met, the Percent Complete will read “Complete” in the year of completion and all ensuing years.