PROJECT EVALUATION

by Fataneh Zarinpoush, Imagine Canada

What is Project Evaluation? What is Process Evaluation?

Project evaluation is a process of collecting and analyzing Process evaluation (also called Formative or
information in order to understand the progress, success, Implementation Evaluation) examines the ongoing
and effectiveness of a project. Evaluation is an important operations of the project. It focuses on what staff
aspect of project management It can facilitate the successful and participants do, whether the target population is
completion of the project, and inform decisions about the being served, what parts of the project are working as
future of both the project at hand and other projects. expected, and what parts are not working. The results
of a process evaluation can help the project manager
How Can the Results of a Project improve the operation or implementation of the project.
Evaluation Be Used?
What is Outcome Evaluation?
The purpose of any evaluation is to provide information for
Outcome evaluation (also called Impact Evaluation) as-
action (e.g., decision-making, strategic planning, program
sesses the extent to which a project has affected partici-
modification). Once evaluation information is available,
pants or environment. It focuses on immediate, intermedi-
it should be distributed among the project stakeholders
ate, or ultimate outcomes¹ that are attained as a result of
and integrated into management practices. If this is not
completing the project. The results of outcome evaluation
done, evaluation is a waste of organization resources. The
should identify or anticipate both the desirable and unde-
results of project evaluation can be used to:
• identify ways to improve or shift project activities, sirable impacts of the project. Outcome evaluation can
also determine how the needs that gave rise to the project
• facilitate changes in the project plan,
were satisfied, or whether these needs still exist.
• prepare project reports (e.g., mid-term
reports, final reports),
How to Choose an Evaluation Type?
• Inform internal and external stakeholders
about the project, The evaluation type can be selected based on:
• plan for the sustainability of the project, • the objectives and priorities of the project,
• learn more about the environment in which • the purpose of the project evaluation,
the project is being or has been carried out, • the nature of the project (e.g., whether it is process-
• learn more about the target population of the oriented or outcome-oriented),
project, • the time frame for conducting the evaluation
• present the worth and value of the project to (i.e., during or after the project),
stakeholders and the public, • how, and by whom, the results of the evaluation will
• plan for other projects, be used, and
• compare among projects to plan for their future, and • the time frame and budget for completing the evaluation.
• make evidence-based organizational decisions.
¹ Outcomes of a project are different from outputs. Outputs are the
direct results or products of project activities (e.g., the number of
services provided, the tools developed). Outcomes are the impacts or
changes that can be attributed to the project activities (e.g., changes
in participants’ knowledge and attitudes, changes in organizational
conditions and services). Outputs are relatively immediate and easy
to observe or measure, while outcomes are usually gradual and
challenging to observe or measure.

Tip Sheet #4
 Project Evaluation Tip Sheet #4

Steps in Conducting a Project Evaluation

Step One – Develop an evaluation plan:
Checklist for Completing a Project Evaluation
1. Review the project goals and objectives.
2. Identify the stakeholders of the project and
Have you identified clear and achievable
their roles.
objectives for your project?
3. Identify the project activities and how they are related
Have you developed an evaluation plan that
to the objectives of the project.
presents logical relationships between project
4. Identify key evaluation questions (the answers to these
objectives and project activities?
questions should show the progress and success of
Have you identified one or two evaluation
the project.
questions for each project objective?
5. Identify indicators (i.e., measurable factors) that can
Have you identified indicators and tools for
reflect the success of each step of the project.
gathering information?
6. Identify measurement tools needed to gather Have you used both formal and informal ways of
information. Try to use both formal tools (e.g., surveys, gathering information?
focus groups) and informal tools (e.g., meetings, Have you reviewed and analyzed all available
checklists). data?
7. Identify sources for collecting data (i.e., who Have you revisited the project objectives and
and where to get the information from). evaluation questions when interpreting the
findings?
Step Two – Conduct evaluation:
Have you explained both the actual project
1. Develop a system to keep track of all
activities and results, and evaluation activities
information and observations.
and results, in your evaluation report?
2. Develop rapport with the project stake Have you suggested how the evaluation report
holders, communicate the importance should be used?
of project evaluation, and encourage them to
participate in information collection.
3. Develop the planned evaluation tools and apply them. For More Information
Step Three – Analyze data and develop report: Zarinpoush, F. (2006, forthcoming). Project Evaluation
1. Enter data into data analysis program Tool for Nonprofit Organizations Imagine Canada
(e.g., Excel or SPSS for quantitative data; N6 Public Health Agency of Canada. (1996). Guide to Project
or NVivo for qualitative data) and analyze. Evaluation: A Participatory Approach.
2. Create tables and graphs for presenting the results. www.phac-aspc.gc.ca/ph-sp/phdd/resources/
3. Interpret the findings and compare them against guide/index.htm - CONTENTS
the project objectives and evaluation questions. Patton, M., (1999), Utilization-Focused Evaluation in Africa.
4. Develop answers to the evaluation questions. www.preval.org/documentos/00552.pdf
5. Identify strengths, weaknesses, lessons learned, and McNamara, C., (2002), Basic Guide to Program
changes that should be implemented. Evaluation. www.mapnp.org/library/
6. Write the evaluation report and explain how it can be used. evaluatn/fnl_eval.htm#anchor1575679

© 2006 Imagine Canada Funded through the Community

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Heritage.

Tip Sheet #4