III. B. Background Documentation Collection
An initial list of background documentation, which can be refined during the evaluation process, is to be jointly prepared by the Project Manager and the Core Learning Partnership (Please see Chapter I, Section E. for further information on the CLP).
While preparing this list and collecting the documents, Project Managers make an assessment as regards to the documentation that the Evaluator(s) have to review. The purpose of such a review is to have a clear understanding and a good overview of the project/programme achievements.
Please note that this process takes time depending on the availability of the sources from which the background documentation can be obtained. It is therefore recommended that the Project Manager initiates the collection well in advance of the evaluation.
Once the evaluation has started, the evaluator can request additional and complementary information based on the initial review of the background documentation. The collection of documentation is a continuous task during the evaluation process. It is the Project Manager's responsibility to provide the additional information requested by the evaluator during the evaluation.
In an Independent Project Evaluation Project Managers assemble the background documents as early as possible, (usually a shared folder is created), and send them to the evaluation team in advance so that the team can start with the desk review as soon as possible (please see Chapter IV, Section A).
This list of background documentation is part of the evaluation Terms of Reference (please see Chapter III, Section C).