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Sample Evaluation Plan
Evaluation design. Describe the program (goals/objectives) and then identify
measures or indicators to determine whether and to what extent the program met
its goals and objectives. Process evaluation can be used to describe key players,
activities, accomplishments, and lessons learned from implementing the program.
Outcome evaluation can be used to assess the effects of the program on the target
population (clients) using a preprogram, postprogram, and followup design (6
months to 12 months after program completion).
Data collection. Identify data sources and instruments for collecting information.
Primary sources include the people you’ll interview or mail a form to (surveys or in-
person interviews) or talk to in a focus group. Secondary sources include written
materials, such as client records and reports.
Data management and analysis. Enter data into a database and perform
quantitative analysis and qualitative (content) analysis.
Reporting. For the process evaluation, use case studies—stories or histories of the
program that describe key players, activities, accomplishments, major assets and
challenges, and important lessons learned. These stories will highlight volunteer
involvement and achievements. For the outcome evaluation, use tables to present
results and highlight the most important findings. Interim reports (e.g., every 6
months or year of the program) and a final report would be helpful for both the
program director and staff and any funding organization.
Indicators are specific, observable, and measurable changes that show the progress a
program is making toward an outcome. Common indicators include participation rates,
attitudes, and behavior. You also might look at community norms, policies, and health status,
although these may be difficult to attribute to your program given all the factors that can
influence community change. However, you might be able to show that your program played a
part in affecting these indicators.
After identifying the type of data you want to collect, identify data sources, including
clients, program participants, staff, volunteers, funders, policymakers, and other stakeholders
or interested parties. Written sources include grant proposals, newsletters, meeting minutes,
registration forms, quarterly reports, journal articles, previous evaluations, database records,
and photos and videotapes. You also can observe meetings, events, and service encounters.
Develop data collection instruments, such as survey or interview forms, to ensure
uniformity in your data collection. Also develop procedures for collecting written materials,
such as participant sign-in sheets or registration forms. You may want to create a database of
participant information that you can use to generate evaluation data (e.g., number of mentors,
number of people attending training sessions). In addition, it’s a good idea to collect data on the
number of hours volunteers work. By calculating the amount of money your organization saves
through its volunteer program (volunteer hours multiplied by the market rate per hour), you
can show funders that your volunteers are offsetting costs.
Create a log to document contacts. Tracking the process of each contact from beginning to
end will help you determine the cost and time involved in collecting data. If you use volunteers
to analyze data, you should include their time in the total cost of the evaluation.