Evaluation Step by Step

See below the key steps of an evaluation at UNODC, including roles and responsibilities of IES, project/programme managers and the evaluation team. 

See further the website with all IES guidelines and templates, also included on this page.

Read also about IES evaluation management tool, Unite Evaluations.

For additional information, see the Toolkit for Evaluating Interventions on Preventing and Countering Crime and Terrorism; Brief (2-pager) as well as the Evaluation HandbookChapter 1-3 (Overall Context of Evaluation)Chapter 4-6 (Guide for Project Managers and Evaluators) and Chapter 7 (Practical Guidance for Evaluations).

STEP 1: PLANNING FOR AN EVALUATION

DESIGN STAGE OF A PROJECT

Projects and programmes need to be designed with evaluation in mind as evaluation is an essential part of their life cycle. 

When formulating a new project/programme or a revision, Managers should: 1) Use prior evaluation results and recommendations for continuous improvement and learning to inform the design of the project/programme; 2) Review existing evaluation plans to ensure coordination and coherence; 3) Carefully plan the timing of future evaluations; and, 4) Ensure sufficient funding for evaluation is reserved (calculated with the Evaluation Budget Matrix). The planning stage further includes consultation with stakeholders.

APPROVAL OF A PROJECT 

Project/programme documents or revisions are required to include a tentative evaluation plan. IES reviews and clears submissions for IPMR and the Programme Review Committee (PRC). To avoid last minute changes, pre-consultation with IES is recommended.

There is a Template for the Evaluation Plan part in IPMR and the project document (English; Spanish), requiring the following details: 1) Type of evaluation (mid-term or final); 2) Quarter and year to initiate the evaluation(s); 3) Budget for the evaluation(s) (calculated with the Evaluation Budget Matrix). 4) Planned use of evaluation results; and, 6) Prior evaluations that have informed the design of the project/programme. 

STEP 2: PREPARATION FOR AN EVALUATION

INITIATION

Preparatory work starts 8 months before the planned completion of an Independent Project Evaluation (IPE) and 10-12 months of an In-depth Evaluation (IDE). See the Flowchart for an IPE (English; Spanish) and an IDE.

The Manager 1) informs IES and key stakeholders of the evaluation; 2) discusses exact modality and timing with IES; 3) confirms available funding as calculated with the Evaluation Budget Matrix) and, 3) initiates the IPE in Unite Evaluations (IES initiates an IDE).

See Unite Evaluations User Manual.

TERMS OF REFERENCE

After consultation with IES on the modality and timing, the Manager drafts the ToR, using the Evaluation ToR Template (English; Spanish) and submits through Unite Evaluations for IES review and clearance. The ToR are further reviewed by the key stakeholders.

The ToR outline the purpose, key questions, time frame, deliverables, stakeholders and use of evaluation results. 

All evaluations are guided by the principles of human rights, gender equality and leaving no one behind. See Human Rights and Gender Equality

RECRUITMENT

The Manager discusses the outfit of the evaluation team with IES and identifies and assesses qualified candidates, further providing their CVs to IES for review and clearance.

Please note: IES clearance of the evaluation team is required before the HR recruitment process may be initiated.

Minimum number for an IPE: One lead Evaluation Expert and one Expert in the subject area of the project to be evaluated. At least one in the evaluation team should have expertise in human rights and gender equality. An IDE requires additional experts. 

STEP 3: CONDUCT OF AN EVALUATION

INCEPTION REPORT

Once the evaluation team is recruited, the desk review starts, with the Manager providing all materials. 

The evaluation team reviews the materials and elaborates on the evaluation methodology, data collection instruments and tools and includes all in an inception report, using the Evaluation Inception Report Template (English; Spanish).

The Inception Report is submitted through Unite Evaluations for IES review and clearance. Please note: IES clearance is required before the field mission may be initiated.

DATA COLLECTION

The evaluation team conducts interviews with all key stakeholders and uses various tools and methods to collect data, often remotely, ensuring a mixed-methods and inclusive, gender-responsive approach. The field mission is followed by an analysis and triangulation of all available information.

See COVID-19 Guidance Note for Managers and Evaluators 

The Manager provides logistical support for this so-called field mission phase, including travel, arrangements of interviews, and additional contact details of stakeholders and background materials as required.

EVALUATION REPORT

The evaluation team drafts the evaluation report, using the Evaluation Report Template IPE (English; Spanish); IDE and submits through Unite Evaluations.

After review and pre-clearance by IES, the Manager reviews the revised draft report for any factual errors, followed by the key stakeholders.

The Final Evaluation Report, the 2-page Brief using the Evaluation Brief Template IPE (English; Spanish); IDE and slides on the final results are reviewed by IES. After IES' clearance, the lead evaluator presents the results to relevant stakeholders. 

STEP 4: FOLLOW-UP AND USE OF RESULTS

As a final step of an evaluation, the Manager discusses and liaises with relevant internal and external stakeholders (Senior Management, UNODC Offices/Sections/Units, donors etc.) in order to develop an Evaluation Follow-up Plan (EFP) and a Management Response (MR).  

Please note: Completing the EFP and MR is mandatory and a pre-requisite for finalization of the evaluation process and clearance of the Final Evaluation Report by IES. For more information see Evaluation Follow-up and Use of Results, as well as Evaluation Follow-up Plan and Management Response Guidelines and Evaluation Follow-up Plan Template (English; Spanish). 

The Manager disseminates the Final Evaluation Report for learning and improved UNODC programming. IES shares evaluation results with Member States and UNODC's Executive Director, as well as publishes Evaluation Reports and Evaluation Briefs on its website. IES further commissions independent external quality assessments (EQAs) of all UNODC evaluation reports to ensure they provide credible information for evidence-based programming. See all EQA Reports and 2-page Summaries.