From application to execution, evaluation is a key ingredient in the grant process. Good planning and asking the right questions early in the process will pay off in terms of generating an evaluation plan that is manageable and likely to produce outcomes that will benefit your organization, the funding agency, and the community.
Designing the Evaluation
The evaluation plan is based on the project plan and can serve as a guide to measure your project, help promote the project to your stakeholders, and help you monitor the progress of project activities. More information on the purpose and nature of an evaluation is available in the eCivis KnowledgeBase publication “Evaluating Your Project.”
Ideally, evaluation planning and project planning should occur simultaneously for two reasons. Some aspects of your project will need to be evaluated during the project period. Evaluating mid-project will allow you to observe whether the project is being conducted as planned and progressing as expected. The data collected will enable you to make any mid-course decisions and adjustments needed to ensure a successful result. Secondly, considering what will be evaluated will help you form clearly defined project goals and objectives, which are primary criteria on which evaluations should be based.
There are four key questions you should ask when developing your evaluation plan:
- WHAT do you want to know about the project? In other words, what are you looking to measure? The answer to this question is often obvious or easy to articulate. However, if you are having difficulty formulating an answer, list five things you would like to know, things that you are not certain about, and/or things that would make a difference to your project’s operation.
- WHO has the information? Information can be generated internally from your organization (e.g., program staff) and/or externally (e.g., clients, other agencies).
- WHEN will the information be collected? Information can be collected at various points in time: at the beginning and/or completion of the project, quarterly, semi-annually, annually, and so forth.
- HOW can we get the information? What method will you use to get the information you need? Common methods of data collection include surveys, interviews, observations, and focus groups.
For example, if your city’s project objective is to install recycling bins every three miles along new hiking trails to encourage recycling, your answers to the above questions could be as follows:
- WHAT: We will determine whether the recycling bins have successfully been installed in the appropriate locations at the designated intervals.
- WHO: This information will be gathered by an independent monitor who is hired by the city.
- WHEN: The information will be collected during the last three days of trail construction, before the opening of each trail.
- HOW: The independent monitor will conduct visual observation and inspection of the recycling bin installation and communicate the results to the city in a written report.
Ultimately, your evaluation should be able to show that your project has achieved its objectives and made a difference. By planning early and answering these key questions, you will be better equipped to design the evaluation and establish a baseline for your project so you can clearly demonstrate its impact.
