Results-based monitoring often means a growing number of key performance indicators (KPIs) and data collection tools, and thus more and more data being generated.

Reframe Monitor helps you to collect, analyse and report your data, and turn it into actionable insights – truly digitally.

The Reframe Monitor Starter version provides essential features for monitoring your indicators. It allows you to create one log frame for your project and collaborate with up to five colleagues. You can create indicators with disaggregations and monitor progress through out-of-the-box dashboards.

Advanced licenses offer additional features that even enhance your project monitoring capabilities. Such as multi-project setups, the ability to create additional log frames, and the capability to collect and manage raw data directly from your source in Reframe Monitor, connecting them to your indicators.

Did you just get access to your Reframe Monitor Starter account? And are you curious about what to expect? This onboarding guide provides answers to your questions. Let's explore and and see how to set up your project in Reframe Monitor.

Getting started

Once you've logged into Reframe Monitor, you'll find yourself on the project overview dashboard (1). It will provide you will a summary of your project and all your personal information.

On the left, you'll see the navigation (2) where you can easily access all the important sections of the tool.

If you want to change any settings to your account, you will find the personal settings (3) in the top right corner.

Setup your project

The dashboard will guide you step by step through the process of creating a project. Simply click on "Setup Project," and it will open the project settings, allowing you to input your project information.

The Application display name serves as the title displayed on the login page, representing the entire application.
Enter the complete Project name and, for shortness, the Project abbreviation.
The start and end date of the project is used as the basis for creating the reporting periods for your logframe in the further process.
Both the Short project summary and Project locations provide context to your project and are visible on the overview dashboard.

Create your log frame

Following the successful setup of your project, proceed to create your initial logframe by clicking on "Create Logframe."

Specify the logframe name, such as the donor's name.
The start and end dates are derived from the project setup. If your logframe dates differ from the project dates, feel free to adjust them.
Choose from three reporting frequency options: Quarterly, semi-annually, and annually. The reporting periods will be automatically calculated based on the start and end date, reporting frequency and the end of the first reporting period. Example:
- Start and end date: 01.01.2022-31.12.2022
- Reporting frequency: Annualy
- End of first reporting period: 31.12.2022
- Calculated reporting periods:
  - (1) 01.01.2022 - 31.12.2022
  - (2) 01.01.2023 - 31.12.2023
  - (3) 01.01.2024 - 31.12.2024
  - (4) 01.01.2025 - 31.12.2025
  - (5) 01.01.2026 - 31.12.2026
To assist in structuring your indicators, you can opt for a results structure. For instance, selecting "Outputs - Outcome - Impact" will create these three levels to categorize your results and indicators. If this is not relevant for you, simply select “None”.

Create result levels, results and indicators

Result Level:

Result levels represent the hierarchical structure of outcomes within a logical framework. Level 1 typically corresponds to the overall goal of the project, while subsequent levels (e.g., Level 2, Level 3) break down the goal into more specific and measurable results. This structured approach helps in systematically tracking and assessing the project's progress and impact.

Result:

A result refers to a specific change or outcome that a project or program aims to achieve. It represents a key achievement contributing to the overall goal. Results are often organized hierarchically to facilitate a clear understanding of the intended impact and outcomes.ve.

Indicator:

An indicator is a specific, observable, and measurable variable used to assess progress toward achieving a result or outcome. Indicators provide quantitative or qualitative data that enable the evaluation of project performance. They serve as benchmarks or signals, helping to gauge whether activities are on track and contributing to the desired changes outlined in the logframe.

Result level

If you wish to make modifications to the result structure or haven't selected one during the creation of a log frame, you can add a new results level by clicking on the "Add" button and selecting "Level."

A drawer will appear, allowing you to input the name of the new level; click "Save" to confirm. Repeat this process until all required levels have been entered.

To edit the name of a result level, click on the respective result level, and make the necessary changes.

Result

In a manner similar to adding a result level, to add a new result within a level, click the "Add" button and choose "Result." Input the result name, provide an optional description, assign the result to a specific level (e.g., Impact, Outcome, Output), and add any optional assumptions about the result.

Indicator

In Reframe Monitor, you have the option to choose from three types of indicators:

Numeric Indicator:

Numeric indicators are chosen when there is a need to assess progress by measuring numerical values over time. This type is appropriate for tracking and quantifying changes in absolute quantities or counts. Depending on your data availability this indicator can be stored in two data formats:

Latest change (since last reporting): Here data entries are totaled cumulatively over time. This option is suitable when you need to track incremental chnages and continously add to the existing total
Total value (since project start): Here each data entry for this indicator is the current total. This option is ideal when each entry directly reflects the comprehensive, up-to-date value without any need for additional summation.

Percentage Indicator:

Percentage indicators are selected when the focus is on measuring progress in terms of percentages over time. This type is suitable for evaluating relative changes or proportions within a given context.

Process Indicator:

Process indicators are preferred when measuring activities, steps, or processes essential for implementing an activity. This type is particularly useful for assessing the progression through sequential stages required for successful implementation of a process.

To include an indicator in a result, click on "Add" and then choose "Indicator." A dialog will open, leading you through the step-by-step creation of the indicator.

Step 1: General

Step 2: Baseline, Target and Disaggregations

Only for numeric and percentage indicators

Specify the unit of measure, representing the specific quantity used to express the output of the indicator.

Enter the baseline and target for this indicator

If your indicator requires disaggregation, click on "Add Disaggregation." A menu will appear with common disaggregations already available by default.
- Once a disaggregation is selected, enter the baseline and target values. Ensure that the baseline and target values for the disaggregation sum up to the overall values entered in the total above.

Managing disaggregations

If one of the default disaggregations does not completely suit your needs, you can modify it without creating an entirely new one from scratch. Simply alter the name of the dimension or categories, or add and delete as necessary. Note that changing a default disaggregation creates a copy.
If the required disaggregation for your indicator is not available by default, click on the "Create" button to customize one to meet the indicator's requirements.
- Enter the name of the dimension covered by this disaggregation, along with the categories you need to report on (e.g., country with the categories Ghana, Senegal, and Tanzania).
If you use a disaggregation in multiple indicators and want to change it for all indicators, you can do so in the settings. Navigate to the disaggregations tab and modify any disaggregation as needed.

Step 3: Milestones

In the final step, you have the opportunity to define individual milestones for your indicator. The system generates milestones automatically based on the project information you entered (start and end date) and the reporting frequency.

For the process indicator, this step is mandatory, and you are required to create process milestones that should be achieved throughout your project. The system will offer some example milestones to guide you through this process.

Managing your reporting periods

To manage reporting periods for a logframe, navigate to the logframe you wish to modify. In the second tab labeled "Reporting Periods," you'll find a list containing all reporting periods created based on your input during logframe creation. Click on any reporting period to modify it.

If necessary, assign a specific name to the reporting period, such as "2024" or "Reporting Period 1."
Specifiy the start and end date of a reporting period.
Choose a status for the reporting period:
- New: Indicates a reporting period that has not yet started.
- Open: Represents a reporting period that is currently ongoing.
- Closed: Designates a reporting period that has concluded.

Please note that data entry is only permitted for reporting periods marked as "Open."

Add your team

When you click on the "User" section in the navigation, you'll be directed to an overview screen listing all existing users.

If you haven't added any team members yet, click on the "Add" button. In the opening window, provide the user's email address, first and last name, and assign a user group. After saving, a confirmation email is sent to the provided email address for account activation.

Viewers: Viewers can view all data and indicators but can not enter or edit any data

Reporters: Reporters can view, add, edit and delete data for all indicators.

Managers: Managers can view, add, edit and delete data for all indicators. Additionally, they can create result models and indicators, manage disaggregations as well as create status updates for indicators.

Within the table, you have additional actions at your disposal:

Send a Confirmation Email: An activation email will be automatically sent to the user's connected email account upon creation, containing an activation link. This link remains valid for 12 hours. If it expires, you can effortlessly resend it to them until they activate their account.
Edit User Information: User information, such as their names, email, and user group, can be modified directly in this section.
Delete User Account: Utilizing this button allows you to delete accounts that are either no longer required or should no longer have access to your Reframe Monitor.

Add data and get actionable insights

Log frame overview

On the results and indicators screen you will find an overview of your log frame.

In the table, you'll find your (1) result levels, results, and indicators structured systematically to maintain clarity.
For each indicator, the (2) responsible is displayed, (3) progress is indicated in percentage, and the (4) status is visualized.
Use the (5) actions to manage each element within your logframe.
To add a result level, result, or indicator, simply click on the (6) "Add" button.
(7) Download a project report to extract all the entered data, streamlining your reporting process.
Efficiently filter your indicators using the available (8) filters based on responsibility or status.
The basic information about your logframe can be change in the (9) settings.

Once you've set up all your indicators and your team is onboard, you can start to collection information. In Reframe Monitor there are two distinct types of information that can be added to your indicators:

Data: This involves the measurable progress over time that you can input during a reporting period. For a numeric indicator, for instance, it could be the number of students who have participated in your training sessions. Additionally, you can add a description of your performed activities.

Assessment: The assessment is a qualitative evaluation of the actual results against planned or expected results. Here, you can provide a status and offer a qualitative assessment of your indicator. Typically, this is done at the end of a reporting period or at fixed intervals (e.g., quarterly monitoring meetings).

Data

To add data to any indicator, you can click on any indicator and click on “Add data”. Depending on the type of indicator that you have selected the data to entered differs.

For the process indicator, it is not possible to add data; instead, you can only input an assessment.

	Numeric	Percentage
Reporting period	Choose the reporting period for which you want to report data. The latest reporting period is pre-selected based on the current date, but you can of course opt for a different one.
Data collection date	Specify the date for data reporting. It can be the current date or the date when you received the data.
Value:	Enter the value for your indicator. As described in the indicator section above, data can be either collected as the latest change (since last reporting) or as the total value (since project start).	Not applicable
New total value	View the new total value of your indicator, calculated based on the previous and the newly reported value.	Not applicable
New Percentage:	Not applicable	Enter the latest percentage for your indicator. This value represents the updated status of your indicator.
Reference Value (Optional):	Not applicable	If required by the indicator, you can input the reference value that corresponds to the percentage, e.g 75% out of 200 students.
Disaggregations	If disaggregations are defined for your indicator, enter the data or click on "N/A" if the numbers are not available. Ensure that disaggregations sum up to either the entered value (numeric) or 100% (percentage).
What activities were implemented to achieve this value? (optional):	Optionally, provide a qualitative description of the activities implemented to achieve the entered value. This information becomes part of the downloadable progress documentation.
Document of proof (optional):	If necessary, upload a document that serves as proof for the provided information.
External link to document(s) (optional):	If your proof document is stored in an external file management system, you provide a link to the document.

Assessments

To add an assesment to any indicator, you can click on any indicator and click on “Add assessment”. Depending on the type of indicator that you have selected the data to entered differs.

	Numeric / Percentage	Process
Date	Specify the specific date for your indicator assessment. It can be the current date or the date when you assessed the data.
Reporting period	Choose the reporting period for which you want to assess the indicator. The latest reporting period is pre-selected based on the current date, but you can of course opt for a different one.
Status	Select a status to indicate the current conditions or progress of the specific indicator. Options include "Off Track," "At Risk," "On Track," and "Completed."
Which milestones have you reached so far:	Not applicable	Find the list of milestones that you have created for your indicator. Select a milestone to indicate the progress achieved thus far in the process.
What is the assessment of the target achievement?	Offer a qualitative description of the assessment and provide a rationale for the chosen status. This information is integrated into the downloadable progress documentation, contributing valuable insights and context to the overall evaluation of the indicator's status.
Document of proof (optional):	If necessary, upload a document that serves as proof for the provided information.
External link to document(s) (optional):	If your proof document is stored in an external file management system, you provide a link to the document.

Analyse your data

to deep dive into your indicators, simply click on any indicator in the logframe overview. A drawer will open with all information organized in tabs about that indicator.

On the dashboard, you'll find pre-configured analytics related to your indicator. Explore the progress of your indicator over time or its disaggregation into different dimensions.
The "Data" tab displays a table containing all the entered data for this indicator. Refer to this section if you wish to monitor the detailed data collection for this specific indicator.
For more qualitative insights into your indicator, see the timeline view of the indicators milestones and assessments.
All basic information, including definitions and sources, can be found in the details section..
Automation allows you to automatically calculate your indicator on the basis of a data frame. Please note that this is an advanced feature not included in the Starter Version.

Onboarding Guide