Evaluation Step by Step

STEP 1: PLANNING
PLANNING For AN EVALUATION AT THE DESIGN STAGE

Programmes and projects need to be designed with evaluation in mind as evaluation is an essential part of their life cycle. See Evaluation in the Project/Programme Cycle

When formulating a new project/programme or a revision, Project/Programme Managers should: 1) Review prior evaluation results to inform the design; 2) Review evaluation plans to ensure coordination and coherence; 3) Carefully plan the timing of the evaluation; and, 4) Ensure sufficient funding (calculated with the Evaluation Budget Matrix). 

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

Evaluation Handbook (Overall context of evaluation)

APPROVING PROCESS OF EVALUATION IN A PROJECT

All programme/project documents and revisions thereof are required to include a tentative evaluation plan. IES reviews and clears such in the Direct Approval process and for the UNODC Programme Review Committee (PRC). To avoid last minute changes, pre-consultation with IES is recommended.

There is a Template for the evaluation paragraph in the project document, (Spanish) and the project revision(Spanish). Required details include 1) Type of evaluation; 2) Quarter and year to initiate the evaluation; 3) Budget (calculated with the Evaluation Budget Matrix) 4) Use of evaluation results; 6) Prior evaluations; and, 7) whether a Cluster evaluation is planned. See Guidelines for Cluster Evaluation

Evaluation Handbook (Overall context of evaluation)

STEP 2: PREPARATION
INITIATION

The administrative process starts 8 months before the planned completion of an Independent Project Evaluation (IPE) (Flowchart) and 10-12 months of an In-depth Evaluation (IDE) (Flowchart). 

The Manager 1) informs IES and key stakeholders of the evaluation; 2) confirms modality, timing and sufficient funding; and, 3) initiates the IPE (IES initiates an IDE). See Unite Evaluations User Manual for Programme Managers. 

See also Evaluation during Covid-19 Crisis 

TERMS OF REFERENCE

After consultation with IES, the Manager drafts the ToR (Template) and submits through Unite Evaluations

The ToR outline the purpose and the key questions to be answered; time frame and deliverables; as well as stakeholders and the use of the evaluation results. 

Evaluation Handbook (Guide for project/programme managers and evaluators)

Evaluation Handbook (Practical guide to carry out high quality evaluations)

RECRUITMENT

The Manager identifies qualified candidates for the evaluation team in line with guidance by IES. IES further reviews and clears proposed candidates before the recruitment may be initiated.

Minimum number for an IPE is one lead evaluator with extensive evaluation expertise and one substantive expert in the subject area of the programme/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: IMPLEMENTATION
INCEPTION REPORT

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

The evaluation team reviews and analyses the materials and elaborates on e.g. the evaluation methodology and tools and includes all in an inception report (Template Inception ReportGuidelines) through Unite Evaluations for IES review and clearance. 

DATA COLLECTION

The evaluation team collects data, using various tools and methods, often remotely, ensuring a mixed-methods and inclusive, gender-responsive approach. 

See also Evaluation during Covid-19 Crisis 

The Manager provides logistical support to facilitate data collection, including interview schedules, as well as any additional background materials as required.

EVALUATION REPORT

The evaluation team drafts the evaluation report (Template Evaluation Report (IPE); (IDE)) and submits through Unite Evaluations to IES, followed by a review by the Manager and key stakeholders for any factual errors.

After clearance of the Final Report and 2-page Brief (Template Evaluation Brief (IPE)(IDE)), the lead evaluator presents the evaluation results to key stakeholders. 

STEP 4: FOLLOW-UP & USING THE EVALUATION

The evaluation process does not end with the final evaluation report. In the light of the evaluation recommendations, Programme/Project Managers discuss and liaise with relevant parties, including senior management, other UNODC sections, donors, etc. and prepare a Management Response (MR). The MR is included in a table in the final evaluation report, indicating whether each recommendation is accepted/partially accepted or rejected, together with action to be taken to implement. For an IDE, a written narrative (approximately 1–2 pages) is further added to the final report. 

Managers are also responsible for the development of an Evaluation Follow-up Plan (EFP) on the implementation of the evaluation recommendations. The EFP is prepared  in the on-line evaluation management application Unite Evaluations and is reviewed and cleared by IES. See Guidance for the drafting and monitoring of the Follow-up Plan. The Manager is required to update the Follow-up Plan once a year. IES further reports on the implementation of recommendations to the Executive Director and Member States on an annual basis.

The evaluation report is further disseminated by Programme/Project Manager 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. All UNODC Evaluation Reports further undergo an external quality assessment (Quality Assessment of Independent Project and In-Depth Evaluation Reports). See the Evaluation Quality Assessment Report 2019 and the 2-page Summary.