Evaluation Handbook

III. A. Schedule an Evaluation

 

Bearing in mind that an evaluation ought to provide information in a timely manner, so that it becomes available when the programme or project needs it most, Project Managers should determine a schedule for when to carry out a mid-term or final Independent Project Evaluation in order to plan well in advance

1. Planning for an Independent Project Evaluation

Project Managers take into account:

-    
The time needed for the Project Manager to draft the evaluation ToR;
-
The time needed for IEU to review the ToR;
-
The time needed to identify, interview and contract external international and national evaluators.

Time needed for the evaluation team to conduct the desk review and to work out the sampling strategy and overall evaluation methodology

-    
Travel days and national holidays;
-
The time needed for data analysis and preparation of the draft report;
-
The time needed for stakeholders (including IEU) to comment on the draft report;
- The time needed for evaluators to accommodate those comments;
- The time needed for IEU to clear the final report.

2. Considering the Independent Project Evaluation Process

In other words, when scheduling an evaluation, Project Managers consider the time needed to complete each steps of the evaluation process.

Steps in an Evaluation

I. 
Background data collection
II.
Evaluation ToR
III.
Logistics
IV. 
Recruitment of the evaluation team
V.
Desk review
VI.
Evaluation team briefing and possible interviews at UNODC HQ
VII.
Inception report
VIII.  
In-country evaluation mission(s) (visits to the field, briefings, interviews etc.)
IX.
Data analysis
X. 
Draft evaluation report
XI.
Quality assurance of the draft evaluation report: factual verification and collection of comments
XII.
Inclusion of comments received
XIII.
Final evaluation report
XIV.
Final presentation of findings, e.g. at UNODC Headquarters and/or in the field

Indicative Duration of an Independent Project Evaluation Process:

Evaluation Steps Responsible Person Tentative working Days
Background data collection PM 10 days
Evaluation ToR PM 10 days
Logistics PM/IEU 5 days
Recruitment of the evaluation team PM/IEU 10 days
Desk review Evaluation team 5 days
Evaluation team briefing and possible interviews at UNODC HQ PM/ Evaluation team 2 days
Inception report Evaluation team/ IEU 2 days
Field mission, including briefings from Ministries and interviews Evaluation team 7 days
Data analysis Evaluation team 7 days
Presentation of evaluation findings with key stakeholders Evaluation team 0,5 day
Draft evaluation report Evaluation team/IEU 15 days
Factual verification and collection of comments PM 7 days
Inclusion of comments received Evaluation team 3 days
Final evaluation report Evaluation team/ IEU 7 days
Final presentation of findings at HQ Evaluation team 1 day
TOTAL 91,5 days

Timing for In-depth Evaluations takes significantly longer.

3. Developing a Timetable for an Independent Project Evaluation

A detailed timetable with breakdown of days worked by consultants against their tasks and deliverables should be included by Project Managers in the ToR of the evaluation.

For further information on the evaluation ToR please see Chapter III, Section C.

Example

Please find hereafter a timetable with an approximate breakdown of days worked for an international and a national evaluator. Please note that the below working days are not prescriptive and vary depending on the project size and travel time required.

International Consultant Timetable

Duties

Duration

(working days)

 Location Results
Desk review 5 days Home based

List of evaluation questions developed

Evaluation tools developed

Draft inception report
Briefing and interviews with staff at UNODC HQ. 2 days UNODC HQ Inception report
Evaluation mission: briefing, interviews etc. 7 days Cities/Countries Notes
Presentation of findings at UNODC HQ 2 days UNODC HQ Notes
Drafting of the evaluation report based on UNODC template; submission to stakeholders for comments; and finalization of report 14 days Home base

Draft report

Final Report
Total 30 days

National Consultant Timetable

Duties

Duration

(working days)

 Location Results
Desk review and collection of additional information as required

5 days

 Home base

List of evaluation questions

Evaluation tools developed

Draft inception report
Establishment of the mission's programme; Interview guidelines in collaboration with the international consultant
Evaluation mission: briefing and interviews 5 days Cities/Countries Notes
Drafting of chapters of the evaluation report in collaboration with the international consultant 5 days Home base Draft chapters of the report
Total 15 days

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

Chapter II: Planning an Evaluation at the Design Stage

Chapter III: Managing an Independent Project Evaluation

Chapter III Tools:
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 III: Managing an Independent Project Evaluation
A. Schedule an Evaluation
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