How do you plan and conduct a program review and evaluation?

1 Define the purpose and scope

The first step in planning a program review and evaluation is to define the purpose and scope of the process. What are the main questions you want to answer? Who are the intended users and audiences of the findings? How will the results inform decision-making and improvement? How comprehensive and in-depth do you want the review and evaluation to be? The answers to these questions will help you determine the focus, criteria, and standards of the review and evaluation, as well as the resources, timeline, and roles and responsibilities of the involved parties.

2 Select the methods and tools

The next step is to select the methods and tools that will help you collect, analyze, and report the data and evidence for the review and evaluation. Depending on the purpose and scope, you may use a combination of quantitative and qualitative methods, such as surveys, interviews, focus groups, observations, document reviews, case studies, or logic models. You may also use tools such as frameworks, indicators, rubrics, or checklists to guide the data collection and analysis. You should ensure that the methods and tools are appropriate, reliable, valid, and ethical, and that they address the key aspects of the program, such as inputs, activities, outputs, outcomes, impacts, context, and assumptions.

3 Implement the data collection and analysis

The third step is to implement the data collection and analysis according to the selected methods and tools. You should follow a clear and consistent protocol for collecting and storing the data, ensuring the quality and integrity of the data, and protecting the confidentiality and privacy of the participants. You should also apply appropriate techniques and software for analyzing the data, such as descriptive or inferential statistics, thematic or content analysis, or synthesis or meta-analysis. You should interpret the data in relation to the purpose and scope of the review and evaluation, as well as the existing literature and best practices.

4 Report the findings and recommendations

The fourth step is to report the findings and recommendations based on the data collection and analysis. You should use a format and style that suits the intended users and audiences of the review and evaluation, such as a written report, a presentation, a dashboard, or a infographic. You should present the findings in a clear, concise, and coherent manner, highlighting the main strengths, weaknesses, opportunities, and threats of the program. You should also provide recommendations for improving or scaling the program, addressing the gaps or challenges, or informing future planning or policy. You should support your findings and recommendations with evidence and examples, and acknowledge the limitations and assumptions of the review and evaluation.

5 Communicate and disseminate the results

The fifth step is to communicate and disseminate the results of the review and evaluation to the relevant stakeholders and audiences. You should tailor your communication and dissemination strategies to the needs and preferences of the different groups, such as program staff, funders, partners, beneficiaries, or policymakers. You should use appropriate channels and platforms, such as meetings, webinars, newsletters, blogs, or social media. You should also solicit feedback and input from the stakeholders and audiences, and address any questions or concerns they may have. You should aim to increase the awareness, understanding, and use of the review and evaluation results, and to foster a culture of learning and improvement.

6 Monitor and follow up the actions

The final step is to monitor and follow up the actions that are taken based on the review and evaluation results. You should establish a mechanism and a process for tracking and reporting the progress and outcomes of the actions, such as a action plan, a logic model, or a dashboard. You should also involve the stakeholders and audiences in the monitoring and follow-up process, and provide them with regular updates and feedback. You should evaluate the effectiveness and impact of the actions, and identify any challenges or barriers that may hinder the implementation or sustainability of the actions. You should also celebrate and share the successes and achievements of the actions, and acknowledge the contributions and efforts of the involved parties.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?