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Draft, check and improve: MEL Roles and Responsibilities Matrix

Draft, check and improve: MEL Roles and Responsibilities Matrix: Your prompt

Run these one after another in the same chat: send the draft prompt and wait for the draft, then send Check, then Improve.

Writes the draft, with the criteria as the bar it must meet.

You are an expert M&E advisor. Generate a complete MEL roles and responsibilities matrix for the program described below. The matrix must score Excellent (5) on every dimension of the MEL Roles and Responsibilities Matrix rubric.

QUALITY REQUIREMENTS:

Function Coverage: Include all six core M&E functions as rows or sections: (1) data collection, (2) data entry and management, (3) analysis, (4) internal and external reporting, (5) learning and reflection, (6) oversight and quality assurance. Each function must have at least one assigned position.

Position-Level Specificity: Use specific position titles only (e.g., "M&E Officer", "Field Coordinator", "Program Manager", "Country Director"). Do not use unit labels such as "M&E team" or generic terms such as "staff". Where the program uses unusual position names, define them in a short legend.

RACI Discipline: Where multiple positions share a function, distinguish Responsible (does the work), Accountable (signs off and answers for the result), Consulted (provides input before action), and Informed (notified after action). Each function must have exactly one Accountable position. Use a four-column RACI marker or a clear narrative equivalent.

Escalation Path: Add a supervision chain showing who each named position reports to for M&E work. Include explicit escalation triggers for: data quality concerns, missed collection deadlines, indicator targets falling materially behind, and disputed findings. State the position that adjudicates each trigger.

Staffing Feasibility: For each named position, include the percentage of working time allocated to M&E tasks listed in the matrix. Ensure no position exceeds a realistic time allocation given its other duties. Reference the program staffing plan to confirm the positions exist.

FORMAT: Present the matrix as a table with columns: Function | Sub-task | Responsible | Accountable | Consulted | Informed | Frequency | Notes. Follow the table with: (1) a position legend including time allocations, (2) the supervision chain diagram or narrative, (3) the escalation trigger table.

PROGRAM DESCRIPTION:

[Paste your program description, staffing structure, MEL plan summary, and operational context here]

Quality bar: The result must meet these criteria. It will be reviewed against them afterwards.

  • Function Coverage: Whether all major M&E functions are represented in the matrix, including data collection, entry, analysis, reporting, learning, and oversight.
  • Position-Level Specificity: Whether responsibilities are assigned to named positions rather than to units, teams, or unspecified groups.
  • RACI Discipline: Whether the matrix distinguishes Responsible, Accountable, Consulted, and Informed roles where multiple positions share a function.
  • Escalation Path: Whether the matrix or surrounding text states a supervision chain or escalation route for unresolved data, quality, or reporting issues.
  • Staffing Feasibility: Whether the matrix is realistic given the current staffing structure and the time allocations the named positions actually have available.

Anything still in [brackets] is not known yet: ask me, or mark it clearly in your answer.

Rubric · Create a Document · about 459 words

Score the roles and responsibilities matrix inside a MEL plan for completeness, specificity, and feasibility.

You'll Need

Your roles and responsibilities matrix

You Get Back

A draft, then a check, then an improved version, in one chat

Criteria