How to Write the Evaluation Plan in Your Proposal

In our previous article Monitoring and Evaluation (M&E): A Step by Step Guide we learned that the evaluation plan is an integral part of a proposal that provides information on how and when you will test the project and how you will report your result. A donor will want to know if monitoring and evaluation is a part of your project plan. The proposal should always focus on guarantying to donors that the money invested will be accounted for.

There are two types of evaluations

1. Formative Evaluation and
2. Summative Evaluation

Formative evaluation is information on different phases of the project and Summative evaluation is the impact of the project. Your evaluation plan should include both.

Components of Evaluation Plan

The components of a good evaluation plan in a proposal are:

Conceptual Note

Give a brief introduction of the project and expected outcomes. Rewrite the message about why the donors should invest in your project. Highlight the main elements that will be monitored for the evaluation report.

Evaluator

Who will be involved in the evaluation?

Evaluation is usually done by the organization itself. Sometimes the donors may want an outsider like a consultant to evaluate for neutrality.

Data Type

There are two types of data- Qualitative and Quantitative.

Qualitative Data is a non-statistical collection of people’s feedback on the impact of the project and quantitative data are figures representing the project. Both types of data are indicators of measuring the project’s success or failure. Describe the data you plan to concentrate on and why.

Data Source

Data are collected using two sources- Primary and Secondary.

Primary data are accurate but time-consuming. You could use methods like meetings, surveys, interviews to collect primary data to get direct feedback from the target audience and use secondary data for the quantitative data. Explain in a line or two if you will conduct first-hand data collection process or use secondary resources and why your approach is more suitable.

Monitoring Frequency

Monitoring is the first phase of evaluation. It refers to the process of measuring and documenting progress. It is an ongoing process. Define how often monitoring will be done and how are you going to analyze the finding and bring changes if needed. It is the most challenging part of the evaluation plan. Do not overestimate nor undermine the number of monitoring phases. Plan and set up a standard timeline for monitoring the project performance.

Budget

Normally, foundations allow NGOs to designate 5-10% of the budget for their evaluation process. This may not be the case if you are applying for a small grant. In the evaluation plan, you may revisit the budgetary part of the proposal and emphasizes the need for an additional budget for the evaluation process.

Analysis and Dissemination

An analysis is defined as a presentation, usually in writing, of the results. The evaluation plan should include the detailed action plan of analyzing the findings. The dissemination process is an account of what, when, and how the findings of the evaluation will be shared.

The evaluation plan is always defined at the end of the proposal. Designing a good project evaluation plan is essential, and it does not have to belong. Always check if the funder’s proposal guideline has stated the need to include your evaluation plan.