Project

1

This evaluation plan template was developed by Capacity 4 Health at APIAHF, www.capacity4health.org.

Evaluation Plan Template This template is intended to provide a starting point or outline for your organization’s evaluation plan. You may use it as is or modify it to best suit your needs. The template contains six major sections:

1. Introduction: a brief description of why and what you are evaluating.

2. Program Description: a few paragraphs about your program to set the context for readers.

3. Evaluation Activities―“Who, What, Why, and How”: all the details of your planned

evaluation.

4. Using Evaluation Results: a description of how you will use the evaluation to improve the

program.

5. Work plan: a chart of concrete evaluation activities, person(s) responsible, and timeframes.

6. Appendix: supporting documents.

Each section is described in more detail below.

Introduction This is an overview of your intended evaluation. Write 1–2 paragraphs that include:

• Your evaluation goal —what your program is striving to achieve by evaluating

• Your evaluation team—names of coordinator and other team members

Program Description Write 2−3 paragraphs that describe your program and its background. This helps people unfamiliar with your program to contextualize your planned evaluation. Include:

• The history of your program

• The problem or need your program addresses

• A description of the program’s target population

• The goals of your program and how your program arrived at these goals, such as through formative or needs assessments.

• SMART objectives your program has set for itself (SMART = Specific, Measurable, Achievable, Realistic, and Time-bound)

• Resources available to help the program run (number of staff, sites, etc.)

• Activities being conducted

• The intended long-term outcomes or effects of the program Hint: You may be able to use existing materials from past grant applications or presentations! Consider attaching documents, including your program logic model, in your evaluation plan appendix.

2

This evaluation plan template was developed by Capacity 4 Health at APIAHF, www.capacity4health.org.

Evaluation Activities This is the “heart” of the Evaluation Plan and describes the who, what, why and how of your evaluation activities. This section should be as long as necessary to thoroughly cover the following areas.

The “Who”: Engaging Stakeholders Write at least one paragraph answering the following questions:

• Who are the stakeholders in your program?

• What role will they play in the evaluation?

• How will you engage stakeholders as participants in the evaluation process?

The “What” and “Why”: Focusing the Evaluation Write at least two to three paragraphs answering the following questions:

• What type(s) of evaluation1 (process evaluation, outcome evaluation, cost-benefit analysis, etc.) will you use to answer your evaluation questions? Why did you choose this type of evaluation?

• Which evaluation approach (participatory, conventional, empowerment) will you use and why?

• What type of evaluation design (experimental, quasi-experimental, or non-experimental) will you use and why?

• What are your specific evaluation questions?

The “How”: Gathering Credible Evidence and Justifying Conclusions Write at least two to three paragraphs answering the following questions:

• How will you collect data (qualitative or quantitative methods; surveys, focus groups, observation, document review, etc.)?

• What specific data sources or instruments will you use (e.g., pre/post tests, standardized forms).

• How will you analyze the data that is collected? (timeline included in the work plan)

• Who will be involved in analysis?

• How will you contextualize the data to better understand it?

• How will you ensure data accuracy and quality-who will check the data, and how frequently?

• How will you ensure that that the data will be stored confidentially and securely?

Using Evaluation Results Write at least two to three paragraphs describing how you intend you use what you learn through the evaluation process to improve your program. Include the following:

• Who within your organization will be involved in the conversation about evaluation results?

• When, and how often, will results be shared internally?

• Who will decide how programs should be changed as a result of the evaluation?

• With which stakeholders (e.g., clients, community, funders) will you share results?

• Which setting and method (e.g., written report, focus group, community presentation, video, etc.) will be the most appropriate forum in which to share results with each stakeholder group?

• How will stakeholder feedback be incorporated into decisions about changes to the program?

1 See the Evaluation Glossary for definitions of terms included in this section.

3

This evaluation plan template was developed by Capacity 4 Health at APIAHF, www.capacity4health.org.

Evaluation Work Plan The work plan section of your evaluation plan specifies concrete evaluation activities and identifies person(s) responsible for each activity and a timeframe for implementation.

Evaluation Task Person(s) Responsible Timeframe

Staffing Example: Hire Evaluation Coordinator Program Manager Month 1

Engaging Stakeholders Example: Hold meetings with various key stakeholders (e.g., Executive Director, Program Manager, program facilitators, and clients) to discuss the evaluation and ask for their input on what should be evaluated.

Evaluation Coordinator & Program Manager

Month 2

Focusing the Evaluation Example: Develop evaluation questions and get feedback from management team.

Evaluation Coordinator with feedback from Executive Director and Program Manager

Month 2

Gathering Credible Evidence Example: Develop client satisfaction survey, end of year interview tool, and staff survey.

Evaluation Coordinator with review by Program Manager

Month 3

Justifying Conclusions Example: Program Manager solicits staff and client interpretation on data. Evaluation coordinator compares to local data and standards.

Evaluation Coordinator with Program Manager

Month 10

Using Evaluation Results Example: Plan activities to share results and solicit feedback from clients. Prepare presentation and share results at Board Meeting. Incorporate client and Board feedback into evaluation report for funders.

Evaluation Coordinator Month 12

Appendix For the very last section, attach copies of actual forms used (for example surveys, interview guides, etc.) any tables, diagrams, and your program logic model.