Evaluation Handbook

II. E. Evaluation Budget

 

Project Managers must include the evaluation budget under budget line 5700 and in the programme or project documents.

It is understood that evaluation costs vary depending on the complexity and the scope of the project; therefore it is the Project Manager's responsibility to properly budget for the evaluation. Indicative evaluation budgets by type of evaluation are provided in the paragraphs below.

1. Evaluation Budget Elements

The following elements need to be taken into account when calculating the costs of an evaluation:

The number of external consultants who are part of the evaluation team;
-   The fees to be paid; Fees depend on the experience of the consultant and can be obtained from the Human Resources Management Service;
- The number of UNODC and IEU staff (from Headquarters and Field Offices) who need to travel with the team;
- The number of people involved with the evaluation team in the initial briefing, the location of this briefing and whether getting there implied any additional travel costs;
- The number of days required for reading the background documentation ( desk study) and finalizing the details of the evaluation (methodology and evaluation matrix);
- The number of countries and locations in each country to be visited, the kind of international and local travel arrangements required and the cost of such travel;
- The number of people staying away from their home bases, and the location and the length of their stay as well as the daily subsistence rates in the different locations to be visited. The relevant daily subsistence allowance rates for various countries and cities are available on ProFi;
- The kind of linguistic support (for example interpretation) required in the different locations, the number of days for which such support is needed and the related cost;
- Whether the evaluators need to meet with particular groups during stakeholders' workshops and debriefing sessions and whether it is necessary to book accommodation for the meeting and cover the cost of refreshments and meals;
- The number of days needed by the consultants to write the first draft, respond to comments from stakeholders and amend the final report (as they may write from home, no daily subsistence allowance will be required, but fees will need to be covered);
- Whether the team leader will have to present the final report in person and, if so, whether travelling costs and fees need to be included;
- The cost of the publication and dissemination of the evaluation report, including translation costs if needed.

The cost of fulfilling the ToR for the evaluation should not exceed the evaluation budget earmarked in the initial project document or in the ToR.

When drafting the ToR for an evaluation, a more detailed evaluation budget ought to be prepared, which will also help to remain realistic when describing the focus and scope of the evaluation. A budgetary shortfall towards the end of the evaluation (resulting, for example, in the impossibility of gathering all the data needed or in the cancellation of field visits) can be avoided right from the outset, if the components of the evaluation budget are made explicit.

2. Indicative Budgets by Type of Evaluation

Independent Project Evaluation

UNODC Independent Project Evaluations is financed from project budgets.

A minimum of US$30,000 [10] (including transport, DSA and fees) should be reserved from the project budget and allocated under budget line 5700 at the design stage of the project.

An amount below US$30,000 would require IEU consultation and approval.

Participatory Self-Evaluation

UNODC Participatory Self-Evaluations are financed from project budgets.

Although Participatory Self-Evaluations may not entail extra staff costs, they also need to be scheduled and budgeted, as they may involve additional travel costs or workshop costs for consulting with stakeholders.

-    In the case of Participatory Self-Evaluations take the form of participatory workshops, a minimum of US$20,000 [11] have to be allocated under budget line 5700 at the design stage of the project;
- As regards the other form of Participatory Self-Evaluation, namely stakeholders' response, no budget is required.

In-depth Evaluation

In-depth Evaluations are financed from the budget of the entity under evaluation (e.g. Regional Programme budget).

When In-depth Evaluations look at a UNODC global project or encompasses Independent Project Evaluations that were due as per the project schedule. In that case, the Unit and the relevant units or sections at Headquarters and Field Offices could consider sharing the costs, using the money that was set aside for evaluation in the initial project budget.

IEU recommends allocating a minimum of US$50,000 for In-depth Evaluations.

3. The Case of Joint Evaluation

A number of funding modalities are available for Joint Evaluations:

-     The preferred approach should be for individual partner(s) to finance certain components of the evaluation while UNODC covers others (akin to parallel financing). However, this may increases transaction and coordination costs;
- The second option is where partners pool their financial support into a fund (akin to a trust fund) that is administered by one agency and covers all costs related to the exercise.

TIP

Please refer to UNIDO-UNODC Joint Evaluation: Independent External Evaluation Post-Opium Surpass Poverty Project Oudomxay Province, Lao PDR.

http://www.unodc.org/documents/evaluation/ProEvals-2009/ProEvals-2010/final_report_psp_lao_rev.pdf

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[10] This is an indicative amount.

[11] This amount is an indicative amount. As projects vary in size and scope, it is the Project Manager's responsibility to properly budget for and reserve sufficient funds for this exercise.

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Evaluation Handbook Home
Table of Contents
Acronyms
Foreword
Introduction
Chapter I: Defining Core Concepts

Chapter II: Planning an Evaluation at the Design Stage

Chapter II Tools:
Chapter III Managing an Independent Project Evaluation
Chapter IV: Undertaking an In-depth Evaluation
Chapter V: Undertaking a Participatory Self-Evaluation
Chapter VI Using the Evaluation
Annexes
Annex I: Evaluation Glossary
Annex II: UNEG Norms
Annex III: UNEG Standards
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Chapter II: Planning an Evaluation at the Design Stage  
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