Monitoring and Evaluation
Monitoring is the process of tracking or recording actual project activity, for example, the number of beneficiaries, beneficiaryi attendance, costs incurred, expenditurei. Monitoring collects raw data that allows you to keep track of where you are with a project in relation to where you planned to be. Good monitoring systems will also ensure that you have the correct records in place to be able to prove that project activity and expenditure is eligible and actual.
Evaluation uses the data that is collected through monitoring and allows for a comparison to be made between proposed and actual activity and an analysis of reasons for any change that may have occurred to the project. Evaluation is a structured process by which a project’s activities and achievements are understood and assessed. Evaluation will identify areas for improvement and allow you to provide a better service in future activity.
To evaluate a project you must have measurable factors as the best way of assessing the success or failure of aspects of your project. These may either be qualitative or quantitative.
Quantitative indicators can be readily available in numerical form. They allow for easy comparison but may be insufficient as the basis for a comprehensive assessment of the project.
Qualitative indicators are often concerned with ‘soft outcomesi’. They may be highly relevant to your project’s objectives but may be difficult to measurei. Qualitative indicators are more likely to reveal unexpected problems and extra benefits. They can be monitored through using techniques such as diaries, interviews, feedback sessions and observation. Their value can be increased if they can be designed to yield quantitative results. For more information on soft outcomes please refer to the relevant article in the Useful Documents page.
Evaluation should answer the following questions,
- Why was the activity carried out?
- Did the project achieve its objectives and if not then why not?
- What was learned from the process of delivering the project (as distinct from its outcomes)?
- What lessons can you learn from delivering your particular project activity and indeed any future project activity?
Who is Evaluation For?
Evaluation is intended as a tool for project practitioners who will want to identify new opportunities, operational or administrative problems and to record and validate achievements.
Evaluation can be used for different audiences,
Funders will generally focus on value for moneyi and whether the project has achieved its objectives, evaluation will also satisfy their desire for accountabilityi
Local Partners will be interested in the project's benefit to the local community and its contribution to their own objectives
Peer Organisations who may be looking to replicate the project elsewhere or using it as an example of good practice
North West Network has produced a monitoring and evaluation guidance pack. This is available to download below. Please note that the information and template forms have been designed for guidance only and may need to be amended for individual project requirements. The information within the pack is accurate at the time of publishing.
Record Keeping Checklist
Introduction & Glossary
Beneficiary Enrolment Form - Employed
Beneficiary Enrolment Form - Unemployed
Company Enrolment Form
Individual Training Needs Analysis
Monitoring Info - Timetables
Timesheets - Accounts & Admin
Timesheets - Trainers
Staff Travel Expenses Form
Individual Training Record (1)
Individual Training Record (2)
Beneficiary Destination & Evaluation Form
Advance Claim Form
Project Progress Report & Interim Claim Form
ERWS with Sample Figures for Non CFOs
ERWS - Blank Form for Non CFOs
GONW Project Profiling Form - Example
GONW Additional Guidance Notes