What is a project Evaluation?

Project Evaluation is a step-by-step process of collecting, recording and organising information about project results, including short-term outputs (immediate results of activities, or project deliverables), and immediate and longer-term project outcomes (changes in behaviour, practice or policy resulting from the project). .

Common rationales for conducting an evaluation are:

• response to demands for accountability;
• demonstration of effective, efficient and equitable use of financial and other resources
• recognition of actual changes and progress made.
• identification of success factors, need for improvement or where expected outcomes are unrealistic;
   
• validation for project staff and partners that desired outcomes are being achieved.

The project planning stage is the best time to identify desired outcomes and how they will be measured. This will guide future planning, as well as ensure that the data required to measure success is available when the time comes to evaluate the project.

Why is Project Evaluation important?

Evaluating project results is helpful in providing answers to key questions like:

• What progress has been made?
• Were the desired outcomes achieved? Why?
• Are there ways that project activities can be refined to achieve better outcomes?
• Do the project results justify the project inputs?

HOWEVER, note the following which are key factors for undertaking an evaluation and are so often missed out!

Access more funding through a credible and comprehensive evaluation report. The report must in part be a 'selling document' to demonstrate that a) you have done well and need further funds to continue the great work b) you have not done well and need extra support to get you the resources to do well to fill an identified need.  This is why we will also write 3 FREE funding bids for you with every evaluation we undertake.  

Make your organisation sustainable. An evaluation, if done properly, is an excellent tool to help identify issues and make your organisation become robust and sustainable. This is why with every evaluation we do, we also prepare a FREE Business Plan for your project or organisation.

Most case studies we have looked at concerning project evaluations have been left on the shelf with project managers and management bodies having little know how and guidance as to how the evaluation findings should be implemented. Did you know that actually showing that you have implemented the findings of an evaluation can quadruple your chances of accessing further funding? This is why with every evaluation report we undertake, we will prepare a free report and support you in helping you implement the findings of the report.

What are the Challenges in Monitoring and Evaluation?

• getting the commitment to do it;
• establishing base lines at the beginning of the project;
• identifying realistic quantitative and qualitative indicators;
• finding the time to do it and sticking to it;
• getting feedback from your stakeholders;
• reporting back to your stakeholders.