As part of its ongoing efforts to strengthen Monitoring, Evaluation, Accountability, and Learning (MEAL) under the DRC DANIDA civil society engagement programming supporting the sustainability of equitable and strategic Partner’s project being implemented by Merti Integrated Development Programme (MID-P) has made strides in enhancing its internal systems to support effective communication, collaboration, and data management. With the help of an external consultant, MID-P transitioned to Microsoft 365 Office, which included a shift from web-based email to Outlook, and the introduction of SharePoint for enhanced document management and collaboration. The transformation has streamlined processes across departments and improved reporting and data verification, particularly for the MEAL team.
The integration of Microsoft 365 Office has brought about several key improvements in MID-P’s operations that includes; the migration from a web-based email system to Microsoft Outlook has simplified communication at MID-P. The Outlook platform offers better organization, faster communication, and seamless integration with other tools in the Microsoft suite. As a result, email management has become efficient, allowing staff to communicate effectively with both internal and external stakeholders. SharePoint has been set up with five specific folders (Program Reports, Proposal, Audit Reports, MID-P Policies, Communications with Photos, and Success Stories). This organizational structure has made it easier for MID-P staff to store, access, and share important documents, ensuring that information is always available to the relevant team members. The easy sharing of documents improves coordination and transparency within the organization. The Finance team, in collaboration with key partners such as DRC, Oxfam and Millennium Water Alliance (MWA), now use SharePoint for reporting purposes. SharePoint has facilitated better coordination and real-time access to reports, which has streamlined the reporting process. This collaborative platform allows the finance team and partners to work together on reporting tasks more efficiently, reducing delays and ensuring accuracy in financial documentation.
The MEAL team has benefited from the new system, as SharePoint is now integrated with the Kobo tool for data management. Participants’ lists are uploaded to SharePoint, and the link is then used in Kobo as a means of verification. This integration has streamlined the data verification process, ensuring that data entered in Kobo matches the information stored in SharePoint. The result is accurate, reliable, and accessible data for monitoring and evaluation purposes.
The transition to Microsoft 365 Office has been met with positive feedback from MID-P staff, particularly in terms of how the new system has made their work easier and efficient. Ms. Mercy Mukami, MID-P, Program Officer shared, “The shift to Outlook and SharePoint has completely transformed the way we communicate and collaborate. It’s much easier to share documents and track emails. I no longer have to search through endless email threads to find what I need.”
Mr. Abdirizack Golicha, MID-P Finance and Administration Officer, remarked, “Using SharePoint with Oxfam, DRC and MWA has made our reporting process smoother. We can now access the documents we need in real-time, collaborate effectively with partners, and ensure that everything is up to date. It has greatly improved our workflow.”
The MEAL team has found value in the new system. Ms. Sahara Ahmed, MID-P MEAL Officer stated, “Linking SharePoint with Kobo has made data management easier. We can now verify participants’ information quickly and accurately. This has reduced the time spent on data checks and improved our overall data quality.”
Ms. Milki Abdullahi shared ‘’ SharePoint has been efficient in space utilization for document sharing, multimedia storage, and backups which has fostered collaboration, ensuring easy access, and protecting important information across the team’’.
While the implementation of Microsoft 365 Office has already led to considerable improvements, MID-P remains committed to optimizing its use and ensuring long term sustainability. MID-P plans to continue providing training for staff to ensure they maximize the potential of the Microsoft 365 suite. As more advanced features of Outlook and SharePoint become available, ongoing capacity strengthening will be key to ensuring that all team members are fully equipped to use the system effectively. MID-P is committed to improving data security, particularly as sensitive information is stored on SharePoint. In 2025, efforts will focus on ensuring that security protocols are robust, protecting the organization’s and its partners’ data.
The implementation of Microsoft 365 Office has been a milestone in MID-P’s efforts to strengthen its MEAL, communication, and collaboration processes. As MID-P continues to optimize use of Microsoft 365 Office, the organization is better positioned to meet the evolving needs of its staff, partners, and stakeholders, ultimately contributing to efficient and effective programming.
MID-P MEAL Officer, Ms. Sahara Ahmed, shared “The transition to Microsoft 365 has made a difference in our daily operations. Communication is faster, collaboration is smoother, and our data management is more reliable. It’s a significant step forward for MID-P, and we’re excited for what’s to come.”
