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Why an indicator library saves time on every new project

By the EMPOBase team · · 4 min read

Short answer

An indicator library is a shared list of ready-made indicators with definitions, sources and disaggregation. It saves time because teams adapt a tested entry instead of writing one from nothing. It also keeps definitions consistent across projects, so results can be compared and combined. Its limit is that every entry still needs review and adaptation.

Key points

  • A library gives teams a starting definition, so they adapt instead of invent.
  • Shared definitions make results comparable across projects and sites.
  • A library does not replace judgement; each indicator needs review for the donor and context.
  • Someone must own the library and keep it tidy.

What problem does an indicator library solve?

When a new project starts, someone has to write indicators. If every team starts from a blank page, three things happen. It takes a long time. Similar projects end up with slightly different definitions of the same thing. And later, nobody can add up or compare results.

A library gives a shared starting point. A team opens it, finds an entry close to what they need and adapts it. The thinking time goes into fit, not into drafting from scratch.

What does a good library entry contain?

A usable entry holds more than a title:

  1. Indicator wording. The text as you would write it in a results framework.
  2. Definition. What counts, what does not, and who is counted.
  3. Unit. People, households, facilities, sessions.
  4. Means of verification. The record or tool that proves the number.
  5. Disaggregation. Suggested splits, such as sex, age group and disability.
  6. Notes. Common pitfalls, frequency and links to related indicators.

If an entry lacks a definition and a source, it is only a label. See our guide to the indicator reference sheet for the full set of fields.

How does a library save time?

  • Faster design. Writing the indicator table for a new proposal becomes a selection and editing task.
  • Fewer disputes. A shared definition ends arguments about what to count.
  • Easier training. Staff who learn one definition can use it on every project.
  • Simpler reporting. When projects use the same definitions, you can combine results across projects, subject to double-counting checks.
  • Better handover. A new MEAL officer can see how an indicator was meant to work.

What are the risks of using a library?

A library helps, but it can mislead if used carelessly.

  • Copy and paste. An entry fits a typical project; yours may not be typical.
  • Donor mismatch. A donor may ask for specific wording. Use the donor’s text and map it to your entry.
  • Too many indicators. A big list tempts teams to pick more than they can measure.
  • Stale entries. Definitions change. Review the library on a schedule.
  • False comfort. An entry being in a library does not make it right for your project.

How do you keep a library useful?

  1. Name an owner. One role keeps entries tidy and approves changes.
  2. Tag entries. By sector, by result level and by donor where relevant.
  3. Keep notes on adaptations. When a team changes an entry, record why.
  4. Retire duplicates. Merge entries that mean the same thing.
  5. Review each year. Check definitions against current practice and donor needs.

How do you start using one?

For your next project, try this routine:

  1. Draft the results framework first. See what a results framework is.
  2. For each outcome and output, search the library for close matches.
  3. Adapt wording, unit and period to your project.
  4. Check each indicator against your data sources and your team’s capacity.
  5. Record the final list in your MEAL plan.

What does adapting an entry look like?

Suppose a library entry reads “Number of households with access to a safe water source”. Your project serves a camp, so you change the wording to “households in the camp with a working water point within a set distance”. You define the distance, choose a monthly visit as the source, and add a split by households headed by women.

Then record the change in a note: what you altered and why. When a donor or an auditor asks later, the note shows that the indicator was chosen on purpose, not copied by chance. If two teams make the same change, that is a sign to update the library entry itself, so the next project starts from the better version.

Where EMPOBase fits

EMPOBase includes an indicator library of 235 indicators in eight sectors: WASH, Health, Education, Protection, Food Security, Livelihoods, Shelter and Nutrition. Entries include definitions, means of verification and disaggregation guidance, and you review and adapt them to your donor and program. Selecting library text helps you define a logframe row, but it does not create an automatic live link to results. Indicator actuals are tracked in Monitoring. Browse entries on the indicators page.

Questions people ask

Is it better to build our own library or use an existing one?

Most teams do both: start from an existing library, then add organization-specific indicators and notes. Building from zero takes long and often misses sector basics.

Will donors accept library indicators?

Donors usually accept indicators that match their requirements and are clearly defined. Check the grant agreement; where the donor gives its own wording, use it.

How big should an organization's library be?

Big enough to cover your sectors, small enough that people can find things. A few hundred well-defined entries is workable if they are searchable.