The session explored how Monitoring, Evaluation, and Learning (MEL) systems can move beyond compliance and reporting to foster shared reflection, adaptation, and collaboration across research programmes. Drawing on examples from CLARE, AQUADAPT, and KIX – three initiatives supported by the International Development Research Centre (IDRC) – we discussed what it takes to design MEL systems that are both practical and learning-oriented.

The presentation highlighted several key considerations that guided the development of MEL systems alongside investment in KM platforms:

• Every programme is unique – systems must fit their specific context. 
• Use outcome-focused and actor-centred approaches – and provide the support needed to make them work.
• Start from MEL users’ needs – including both donors and grantees.
• Facilitate learning loops and collective sense-making, not just data reporting.
• Encourage openness, shared ownership, and responsibility in how data is managed and used.
• Set up integrated, bespoke systems that automate routine processes while staying adaptable to change.

Together, the AQUADAPT, KIX, and CLARE experiences illustrated how tailored, integrated MEL systems can help bridge the gap between research and practice – turning data into dialogue and learning into action.

Key requirements, commonalities, and unique needs

The scoping and consultation phases were critical to understand each project’s priorities and MEL system requirements. While some needs were universal, others were specific to the project contexts. Additionally, trade-offs meant that certain features deemed essential for one project were categorized as desirable for the other.

Commonalities across projects

Both initiatives required MEL systems that were not only accessible from within the KM platforms but also seamlessly integrated as key components. Shared requirements included:

• Calendars or reporting schedules to ensure timely tracking and planning.
• Access to key documents and support materials for guidance.
• Interactive spaces to facilitate collaboration among stakeholders.
• Tools for submitting, reviewing, and approving monitoring data.
• Flexibility for editing and managing data post-submission.
• Ability to aggregate data across projects, stakeholders, and other fields.
• Dashboards and visualization tools for clear, actionable data presentation.
• Options for data export for offline analysis.
• Role-based access control with one user per account and multiple user roles.
• Single sign-on (SSO) for streamlined access and accountability.
• Robust data security and privacy protocols to safeguard sensitive information.

Unique requirements for each project

The MEL systems also needed to be user-friendly, minimizing reliance on external consultants for updates, reports, or maintenance, while remaining scalable and adaptable to evolving project needs.

CLARE

• Advanced features for target setting and executing complex queries for granular analysis.
• Support for sophisticated data collection tools, including follow-up forms and beneficiary-linked reporting.

AQUADAPT

• Integration of selected MEL entries into an internal ‘library’ of research and knowledge products.
• Automated generation of downloadable documents from Outcome Cases for dissemination and documentation.

Solutions implemented

For each project, we adopted a tailored approach to ensure that each system met its unique requirements while leveraging tools that were robust, user-friendly, and scalable. Below, we outline the solutions implemented for each project, highlighting the rationale behind the chosen tools and the functionalities they enable.

CLARE: Leveraging ODK and Power BI

For CLARE, we developed the MEL system using Open Data Kit (ODK) for data collection and review, paired with Power BI for analysis and visualization.

Why ODK? ODK is an open-source suite of tools tailored for environments with limited resources or connectivity. Its key strengths include:

• Diverse question types and conditional logic for dynamic data collection.
• Built-in calculations, checks, and controls to minimize errors during data submission.
• Capability to save incomplete entries as drafts for later submission.
• Integration with external datasets for pre-populating forms, reducing manual input and errors.
• Support for creating ‘entities‘ that dynamically populate follow-up forms, linking entries for consistency in reporting.

Integration with Power BI: Data from ODK forms is aggregated and displayed in tabular format within Power BI, providing:

• A quick overview of all data available.
• A KPI dashboard to track progress on impact, outcome, and output indicators against milestones and targets.

Using Google Workspace for AQUADAPT

For AQUADAPT, we initially considered ODK but encountered a limitation: the inability for users to reopen and edit form entries—a feature not yet available without custom development.

Instead, we opted for a reliable and familiar solution using Google Workspace tools such as Forms and Sheets. To avoid the complexity and cost of creating individual Google Workspace accounts for each MEL system user, we leveraged the Google Sheets API to display submitted entries as tables within WordPress. Additionally, we utilized WordPress user roles and custom fields to enable granular access to MEL data and tools, tailored to the needs of different projects and user groups. This approach ensured a cost-effective, user-friendly solution while maintaining flexibility and security. (Note: This solution is currently in testing and not yet live—updates will follow.)

Lessons and considerations for future work

Each project’s MEL system reflects a balance of universal requirements and bespoke solutions. While CLARE benefitted from the advanced capabilities of ODK and Power BI, AQUADAPT leveraged the simplicity and flexibility of Google Workspace tools.

These experiences underscore the importance of tailoring MEL systems to the unique needs of each initiative while maintaining scalability, security, and ease of use – and looking to build integrated platforms where users can plan, report, share, interact and learn.

Working closely with the AQUADAPT team and programme partners, the Foundation is designing an internal knowledge management platform to meet the initiative’s needs. The platform will enable:

• The collection and analysis of monitoring data across projects.
• Cross-programme peer learning, collaboration, and knowledge sharing.

After completing a comprehensive and inclusive consultation and scoping phase, we are now developing the platform’s alpha version. Building on insights from our work on the CLARE KM Platform, we are refining the integration between WordPress (as a content management system) and groups.io to enhance collaboration and interaction.

The beta version of the platform is expected later this year, with the full release in early 2025.

Stay tuned for updates as we continue to support AQUADAPT in addressing these critical challenges through innovation and collaboration.

The KM platform was conceptualized with three core objectives:

• Monitoring and Evaluation: To collect and consolidate M&E data across projects.
• Internal Collaboration: To foster peer learning and collaboration among CLARE projects.
• Outreach and Communications: To showcase information and evidence from CLARE projects to external audiences.

To bring this vision to life, the Dgroups Foundation assembled an international team of experts in project management, consultation, facilitation, design and branding, web development, M&E, knowledge sharing (KS), and online collaboration.

Guided by the Principles for Digital Development

Adhering to the Principles for Digital Development — a framework for sustainable and inclusive digital innovation — was fundamental to the platform’s creation. Central to these principles is “Design with people.”

To ensure the platform aligned with user needs, the Dgroups Foundation undertook an extensive consultation and research process:

• A digital persona workshop to identify and understand the platform’s primary user groups. 
• Three focus group discussions involving 76 participants to define user needs and platform requirements. 
• Eight interviews to gather in-depth insights into specific platform features.
• A technical review to evaluate existing platforms and identify suitable solutions.
• Two surveys to shape the design of the public website and understand the existing project ecosystems. 

Insights from these activities informed the platform’s final design, which leveraged existing tools and technologies rather than building a singlec system from scratch.

Showcasing CLARE’s work

The public-facing website of the KM platform serves as a hub for CLARE’s outreach and impact. It allows stakeholders to explore programme outputs, follow project developments, and engage with cross-cutting initiatives like Capacity Strengthening (CS) and Research for Impact (R4I).

WordPress was chosen as the content management system due to its open-source nature, robust ecosystem of developers and plugins, and its ability to support multi-site configurations.

Integrating research outputs

A critical feature of the public website is its integration with IDRC’s institutional repository on DSpace, which houses programme materials and project outputs for long-term discovery and reuse. Using the DSpace API, outputs are programmatically imported into WordPress, enriched with metadata, and organized using a robust taxonomy.

This approach enhances discoverability and ensures outputs are searchable, shareable, and integrable into other repositories like FCDO/R4D. The outputs also feed into the M&E system, providing evidence of project progress.

Facilitating collaboration and interaction

For internal users, the CLARE Base website provides a secure, members-only space that shares the same WordPress instance as the public site. 

The CLARE Base website serves as an interface and aggregator for the collaboration and interaction activities across the programme. These are enabled by groups.io, which combines website and email features – a powerful pairing. Although other options were considered, many participants preferred email because it works well for asynchronous communication and doesn’t require continuous internet access. Users from different programme and project groups can add internally-directed content, interact, find resources, seek assistance, and collaborate on content and activities.

M&E Center

From CLARE Base, users can also access the M&E Center, a dedicated hub for monitoring and reporting. It provides:

• Tools for data input and review.
• Key MEL documents.
• Dashboards and visualizations.
• Support resources for users at various levels.

Empowering Users for Success

Following the platform’s development, comprehensive user testing and training sessions ensured the KM platform met CLARE’s objectives. By enhancing collaboration and streamlining M&E processes, the platform keeps CLARE’s diverse community aligned, informed, and focused on building resilience to climate change.

This platform reflects a thoughtful approach to design, aiming to facilitate collaboration, knowledge sharing, and the generation of insights to support climate adaptation and resilience.

CLARE is a flagship research programme on climate adaptation and resilience, funded mostly (about 90%) by UK Aid through the Foreign Commonwealth and Development Office (FCDO), and co-funded by the International Development Research Centre (IDRC), Canada. CLARE is bridging critical gaps between science and action by championing Southern leadership to enable socially inclusive and sustainable action to build resilience to climate change and natural hazards.