Mobile data collection
Digital forms on Android phones with KoboToolbox or ODK. Work offline in the field, sync when back in network. GPS, photos and signatures built in.
MONITORING, EVALUATION & REPORTING
M&E systems that turn
field data into donor-ready reports.
Mobile data collection, beneficiary databases, indicator tracking and dashboards for NGOs, development projects and research teams in Ghana. Less time compiling reports, more time on the work.
IN SHORT
Aoenix sets up monitoring and evaluation (M&E) systems for NGOs and projects in Ghana. We configure mobile data collection with KoboToolbox or ODK, build beneficiary and activity databases, map your logframe indicators, and create live dashboards in Power BI or Google Looker Studio for donor reporting. A KoboToolbox setup with trained enumerators starts from about GHS 6,000; a full M&E system with database and dashboards from about GHS 15,000. We work with USAID, EU, GIZ, UNICEF and foundation reporting formats.
WHO IT’S FOR
Who this is for
- Local and international NGOs with field programmes in Ghana
- Project teams reporting to donors on a logframe or results framework
- Research teams and consultants running surveys and baseline studies
- Foundations and CSR programmes that need to show impact to boards
- District assemblies, health and education programmes tracking service delivery
MADE FOR GHANA
Built for field realities in Ghana
- Offline first: enumerators collect data in communities without network and sync when they reach town.
- Low-cost phones: forms are tested on the budget Android phones field teams actually carry.
- Local languages: form labels can be shown in Twi, Ewe, Ga, Dagbani or other languages alongside English.
- District and region coding: location lists follow Ghana’s 16 regions and 261 districts, so reports roll up correctly.
- Donor formats: we have worked with reporting templates from USAID, EU, GIZ, UNICEF, Global Fund and private foundations.
WHAT YOU GET
What an Aoenix M&E system includes
Beneficiary database
Unique IDs for every person, household or group, so you can track who received what, avoid double counting and report disaggregated by sex, age, district and disability.
Indicator tracking
Your logframe or results framework indicators set up with baselines, targets and actuals, calculated automatically from the data collected.
Live dashboards
Power BI or Google Looker Studio dashboards for programme managers and donors. Progress against targets, by region and by quarter, updated as data comes in.
Donor report templates
Quarterly and annual report tables that match the format your donor asks for, exported in one click rather than rebuilt in Excel each time.
Data quality checks
Validation rules in forms, duplicate detection, and a review step so bad data is caught before it reaches a report.
Enumerator training
Hands-on training for field staff, with picture-based guides in plain English, and supervisor training on checking submissions.
Data protection
Consent wording, access controls and retention guidance aligned with the Ghana Data Protection Act, 2012 (Act 843).
PRICING
How much does it cost?
Indicative prices in Ghana cedis. M&E work is scoped around your project size, number of indicators and reporting cycles. These ranges cover typical single-country projects.
| Service | Typical price | Timeline | What’s included |
|---|---|---|---|
| KoboToolbox or ODK setup | GHS 6,000 – 12,000 | 2 – 3 weeks | Forms, skip logic, validation, server setup, enumerator training |
| Baseline or endline survey support | GHS 8,000 – 20,000 | 3 – 6 weeks | Tool design, sampling advice, data collection setup, cleaning, analysis tables |
| Full M&E system | GHS 15,000 – 40,000 | 6 – 10 weeks | Data collection, beneficiary database, indicator tracking, dashboards, reports |
| Dashboard only (existing data) | GHS 4,000 – 10,000 | 1 – 3 weeks | Power BI or Looker Studio dashboard from your Excel or Kobo data |
| M&E framework and plan | GHS 5,000 – 12,000 | 2 – 4 weeks | Indicator definitions, data flow, tools, roles, reporting calendar |
| Ongoing M&E support | GHS 800 – 2,500 / month | Ongoing | Data checks, dashboard updates, quarterly report preparation |
Prices are indicative starting ranges as of 15 October 2026, exclusive of third-party costs such as domains, hosting, SMS credits and software licences. You receive a fixed written quote before any work starts.
HOW IT WORKS
From first conversation to handover
- 01
Review your framework
We go through your logframe, donor requirements and current tools, and agree what must be measured.
- 02
Design the data flow
Who collects what, on which device, how often, who checks it, and where it ends up. Written down in two pages.
- 03
Build forms and database
Digital forms tested in the field by your own staff, and a database that gives every beneficiary a unique ID.
- 04
Build dashboards and reports
Indicators calculated automatically, dashboards for managers, and report tables in your donor format.
- 05
Train and hand over
Enumerator and supervisor training, written guides, and support through your first reporting cycle.
TOOLS & PLATFORMS
Tools we work with
- KoboToolbox
- ODK (Open Data Kit)
- SurveyCTO
- CommCare
- Google Looker Studio
- Power BI
- Excel and Google Sheets
- PostgreSQL
- DHIS2 (health programmes)
- QGIS maps
KoboToolbox is free for most humanitarian and development organisations and is the tool we recommend first. We only suggest paid tools when a project needs features Kobo cannot provide.
FAQ
Frequently asked questions
What is an M&E system?
A monitoring and evaluation system is the set of tools, data flows and routines an organisation uses to collect data on its activities, track progress against indicators, and report results to managers and donors. In practice it usually means digital data collection forms, a database of beneficiaries and activities, and dashboards or report templates. A good M&E system reduces the time spent compiling reports and improves the accuracy of what is reported.
How much does an M&E system cost in Ghana?
A KoboToolbox setup with trained enumerators costs about GHS 6,000 to 12,000. A dashboard from existing data costs about GHS 4,000 to 10,000. A full M&E system with data collection, beneficiary database, indicator tracking and donor dashboards costs about GHS 15,000 to 40,000, depending on the number of indicators and reporting cycles. Ongoing support is typically GHS 800 to 2,500 a month. Many donors allow M&E system costs as a direct project expense.
KoboToolbox or ODK: which should we use?
They are closely related. KoboToolbox is built on ODK and adds a free hosted server, a form builder and a reporting interface, which makes it the easiest choice for most NGOs. ODK is better when you want to host your own server for data sovereignty or need advanced features. SurveyCTO and CommCare are paid options with more support and case management. We recommend KoboToolbox unless your project needs something specific.
Can field staff collect data without internet?
Yes. KoboToolbox and ODK forms work fully offline on Android phones. Enumerators fill forms in the community, and submissions upload automatically when the phone finds a network. We also set up a review step so supervisors can check submissions before they count.
Can you build dashboards for our donor reports?
Yes. We build dashboards in Google Looker Studio (free) or Power BI that show progress against each indicator by quarter, region and target group. We also set up report tables in the exact format your donor requires so quarterly reporting becomes an export rather than a week of Excel work.
Do you help with the M&E framework itself, not just the software?
Yes. We can help define indicators, write indicator reference sheets, design the data flow and set a reporting calendar. For complex evaluation designs we work alongside your M&E specialist or an external evaluator rather than replacing them.
How do you handle personal data and consent?
We include consent wording in forms, restrict who can see personal details through access controls, and advise on retention and anonymisation in line with Ghana’s Data Protection Act, 2012 (Act 843). We help you register with the Data Protection Commission if your programme requires it.
Can you train our staff to manage the system ourselves?
That is the goal. Every project includes enumerator and supervisor training and written guides. Most organisations run the system independently after the first reporting cycle, with us on call for changes.
LET’S MAKE IT HAPPEN
Spending weeks on every donor report?
Send us your logframe or describe your project. We will suggest a setup and a price within two working days.