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 and finalize the evaluation ToR;
- The time needed for IEU to clear the finalized 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 to comment on the draft report;
- The time needed for evaluators to accommodate those comments;
- The time needed to finalize and assess 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. Finalization of evaluation report and assessment of the quality using the Quality Checklist for Evaluation Reports
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 5 days
Recruitment of the evaluation team PM 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/ PM 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 15 days
Factual verification and collection of comments PM 7 days
Inclusion of comments received Evaluation team 3 days
Finalization and assessment of the quality of the evaluation report Evaluation team/ PM 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 breakdown of tasks for consultants against their 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.

Please note that consultants will be issued consultancy contracts and paid in accordance with UNODC rules and regulations. The contract is a legally binding document in which the consultant agrees to complete the deliverables by the set deadlines. There is no template or formula to calculate the number of days needed. It is however the responsibility of the requesting office to carefully consider and determine the estimated number of days that the consultant would need, to be able to produce quality work and fully complete all the expected deliverables on time. It is particularly essential that sufficient time is planned for the drafting and finalizing of the report, including the process of consultation and incorporation of comments and changes.

A minimum of 30 days may be recommended, but it is understood that the number of days may vary depending on the complexity and scope of the project. Payment is correlated to deliverables and three installments are typically planned for: upon delivery of the Inception Report, of the Draft Evaluation Report and of the Final Evaluation Report, including the final presentation.

International Consultant Tasks

Duties   Location Results
Desk review   Home based

List of evaluation questions developed

Evaluation tools developed

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

Draft report

Final Report

National Consultant Tasks




Location Results
Desk review and collection of additional information as required


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   Cities/Countries Notes
Drafting of chapters of the evaluation report in collaboration with the international consultant   Home base Draft chapters of the report



IEU Home
Evaluation Handbook Home
Table of Contents
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
Annex I: Evaluation Glossary
Annex II: UNEG Norms
Annex III: UNEG Standards
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Chapter III: Managing an Independent Project Evaluation