Instructions for "Preparing Evaluation Reports"

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NUMBER 1

VERSION 1.0

NOV 2012

HOW-TO NOTE

Preparing Evaluation Reports

Monitoring and Evaluation Series

INTRODUCTION

Create

This Note supplements USAID Automated Directives System (ADS)

evaluation

Chapter 203 and provides current good practice in preparing evaluation

reports that

reports, the main deliverable for most evaluations. Following these

practices will help to establish clear expectations for evaluation reports

are clear,

during the preparation of evaluation statements of work and the in-briefing

credible, and

of the evaluation team. These practices also serve as a guide for reviewing

the quality of draft evaluation reports submitted by the evaluation team.

useful.

This Note is also a resource for USAID partners and independent

evaluators of USAID programs and projects. An

evaluation report template

and

sample evaluation report covers

are available as additional resources.

BACKGROUND

The most important outcome of an evaluation is that it is used to inform

decisions and improve USAID projects and programs. A key factor in using

evaluation findings is having a well-written, succinct report that clearly and

quickly communicates credible findings and conclusions, including easy-to-

understand graphics and consistent formatting.

How-To Notes

REQUIREMENTS

are published by the

USAID’s Evaluation Policy and ADS 203 provide guidance on evaluation

Bureau of Policy,

report structure and content, and steps in the process of creating a report.

Planning and Learning

These are listed in Table 1. The report must present a well-researched,

and provide guidelines

thoughtful and organized effort to objectively evaluate a USAID activity,

and practical advice to

project or program. Findings, conclusions and recommendations must be

USAID staff and

based in evidence derived from the best methods available given the

partners related to the

evaluation questions and resources available. The evaluation methods,

Program Cycle. This

limitations, and information sources must be documented, including by

How-To Note

providing data collection tools and the original evaluation statement of work

supplements USAID

as annexes to the main report. Finally, the findings should be shared

ADS Chapter 203

transparently and widely, to ensure accountability and to promote learning

from USAID’s experience.

www.usaid.gov

NUMBER 1

VERSION 1.0

NOV 2012

HOW-TO NOTE

Preparing Evaluation Reports

Monitoring and Evaluation Series

INTRODUCTION

Create

This Note supplements USAID Automated Directives System (ADS)

evaluation

Chapter 203 and provides current good practice in preparing evaluation

reports that

reports, the main deliverable for most evaluations. Following these

practices will help to establish clear expectations for evaluation reports

are clear,

during the preparation of evaluation statements of work and the in-briefing

credible, and

of the evaluation team. These practices also serve as a guide for reviewing

the quality of draft evaluation reports submitted by the evaluation team.

useful.

This Note is also a resource for USAID partners and independent

evaluators of USAID programs and projects. An

evaluation report template

and

sample evaluation report covers

are available as additional resources.

BACKGROUND

The most important outcome of an evaluation is that it is used to inform

decisions and improve USAID projects and programs. A key factor in using

evaluation findings is having a well-written, succinct report that clearly and

quickly communicates credible findings and conclusions, including easy-to-

understand graphics and consistent formatting.

How-To Notes

REQUIREMENTS

are published by the

USAID’s Evaluation Policy and ADS 203 provide guidance on evaluation

Bureau of Policy,

report structure and content, and steps in the process of creating a report.

Planning and Learning

These are listed in Table 1. The report must present a well-researched,

and provide guidelines

thoughtful and organized effort to objectively evaluate a USAID activity,

and practical advice to

project or program. Findings, conclusions and recommendations must be

USAID staff and

based in evidence derived from the best methods available given the

partners related to the

evaluation questions and resources available. The evaluation methods,

Program Cycle. This

limitations, and information sources must be documented, including by

How-To Note

providing data collection tools and the original evaluation statement of work

supplements USAID

as annexes to the main report. Finally, the findings should be shared

ADS Chapter 203

transparently and widely, to ensure accountability and to promote learning

from USAID’s experience.

www.usaid.gov

HOW-TO NOTE

Preparing Evaluation Reports

TABLE 1: EVALUATION REPORT REQIREMENT

(from the USAID Evaluation Policy and ADS 203)

Report should be…

A thoughtful, well-researched, well-organized, and objectively evaluate what worked, what

did not, and why.

Executive

Include a 3 to 5 page Executive Summary that provides a brief overview of the evaluation

purpose, project background, evaluation questions, methods, findings, and conclusions.

Summary

Evaluation

Address all evaluation questions in the statement of work.

Questions

Methods

Explain evaluation methodology in detail.

▪

Disclose evaluation limitations, especially those associated with the evaluation

▪

methodology (e.g. selection bias, recall bias, unobservable differences between

comparator groups, etc.).

NOTE: A summary of methodology can be included in the body of the report, with the full

description provided as an annex.

Findings

▪

Present findings as analyzed facts, evidence and data supported by strong quantitative or

qualitative evidence and not anecdotes, hearsay or people’s opinions.

▪

Include findings that assess outcomes and impacts on males and females.

Recommendations

Support recommendations with specific findings.

▪

Provide recommendations that are action-oriented, practical, specific, and define who is

▪

responsible for the action.

Annexes

Include the following as annexes, at minimum:

Statement of Work.

▪

Full description of evaluation methods.

All evaluation tools (questionnaires, checklists, discussion guides, surveys, etc.).

▪

A list of sources of information (key informants, documents reviewed, other data

sources).

Only if applicable, include as an annex Statement(s) of Differences regarding any significant

unresolved differences of opinion on the part of funders, implementers, and/or members of

the evaluation team.

Quality Control

Assess reports for quality by including an in-house peer technical review with comments

provided to evaluation teams.

Transparency

Submit the report to the Development Experience Clearinghouse (DEC) within three

▪

months of completion.

Share the findings from evaluation reports as widely as possible with a commitment to full

▪

and active disclosure.

Use

Integrate findings from evaluation reports into decision-making about strategies, program

priorities, and project design.

HOW-TO NOTE

Preparing Evaluation Reports

STEPS IN THE PROCESS

4. Submit to DEC and Share Findings Widely

1. Define Report Requirements in the

USAID Program Offices must ensure that

Evaluation Statement of Work and Final

evaluation final reports (or reports submitted by

Work Plan

evaluators to USAID as their final drafts) are

All evaluation statements of work (SOW) should

submitted within three months of completion to

clearly define requirements and expectations for

the Development Experience Clearinghouse at

the final evaluation report. All of the items in

http://dec.usaid.gov. The actual submission can

Table 1 must be included as requirements for

be done by USAID staff or by the evaluation

the final report. Ensure that all requirements in

team with USAID concurrence (once an

the SOW are also included in the final evaluation

opportunity has been provided for USAID or

work plan that is put in place once the

others to include a Statement of Differences, if

evaluation team is on board. Adjustments can be

appropriate). In addition to submission to the

made at this time, as long as the minimum

DEC, USAID should also consider how to share

requirements are met, and additions can be

the evaluation report widely to facilitate broader

included such as defining when the first draft will

learning. This could include posting the report

be due, how many days USAID will have to

on the USAID mission website, translating a

review and provide comments, and when the

summary into local language, and hosting

final report will be submitted.

presentations of the evaluation findings.

2. Review First Draft

5. Use Evaluation Findings to Inform

Program Offices must ensure that evaluation

Decisions

draft reports are assessed for quality by

USAID must integrate evaluation findings into

management and through an in-house peer

decision making about strategies, program

technical review and comments provided to the

priorities, and project design. While the Program

evaluation teams. USAID staff may consider

Office in a mission should ensure this happens, it

including implementing partners and other direct

is the responsibility of all USAID staff.

stakeholders in the review process. Tools such

as the USAID Evaluation Report Checklist can

be used.

3. Final Draft and Statement of Differences

Evaluation reports are independent products and

therefore the evaluation team leader reviews the

comments and determines which to incorporate

into the final draft. Once the final draft is

submitted to the USAID mission or office, the

content should not be changed without the

permission of the evaluation team leader.

USAID, other funders, implementing partners,

and other members of the evaluation team can

decide to include a Statement of Differences as an

annex to the report, if there are differences

related to the evaluation findings or

recommendations.

HOW-TO NOTE

Preparing Evaluation Reports

the project was started, a description of the

CONTENT AND STRUCTURE

beneficiary population, geographic area of the

General Style

project, and the underlying development

When writing a report, the evaluation team must

hypothesis, or causal logic, of the project or the

always remember the primary audience: project and

broader program of which the project is a part.

program managers, policymakers, and direct

If a results framework (for strategies, objectives

stakeholders. The style of writing should be easy to

or programs) or logical framework (for projects)

understand and concise while making sure to

is available, this should be included here. For

address the evaluation questions and issues with

projects designed under the

project design

accurate and data-driven findings, justifiable

guidance

released in 2011, the evaluation team

conclusions, and practical recommendations.

should have access to the final Project Appraisal

Document and related annexes (which includes a

Report Sections and Content

logical framework and original monitoring and

At a minimum, all reports should include the

evaluation plans, among other things). This

following sections: Executive Summary (3 to 4

information provides important context for

pages); Evaluation Purpose and Questions (1 to 2

understanding the evaluation purpose, questions,

pages); Project Background (1to 3 pages); Evaluation

methods, findings and conclusions.

Methods and Limitations (1 to 3 pages, with full

version provided in an annex); Findings, Conclusions

 Methods and Limitations

and Recommendations (15 to 25 pages); and,

This section should provide a detailed

Annexes. Reports may include additional content,

description within one to three pages of the

split the sections up differently, or present the

evaluation methods and why they were chosen.

sections in a different order.

If more space is needed, additional detailed

information on the methods should be provided

 Executive Summary

in an annex. The reader needs to understand

The Executive Summary, between three to four

what the evaluation team did and why to make

pages in length, should stand alone as an

an informed judgment about the credibility of

abbreviated version of the report. All content of

the findings and conclusions and the underlying

the full report should be summarized, and the

evaluation design including the data collection

Executive Summary should contain no new

and analysis methods.

information.

 Evaluation Purpose and Questions

Evaluation methods should correspond directly

The evaluation purpose should be clearly defined

to the questions being asked and should

at the beginning of the report. It should describe

generate the highest quality and most credible

in about one page or less why the evaluation is

evidence possible, taking into consideration time,

being conducted now, how the findings are

budget and other practical considerations.

expected to be used, what specific decisions will

be informed by the evaluation, and who the main

This section should provide information on all

audiences are for the evaluation report. The

aspects of the evaluation design and methods,

evaluation questions are linked to the purpose,

including tradeoffs that led to selection of

and should be listed here. Good practice is to

specific data collection and analysis methods, a

limit the questions to three to five that are clear,

description of data availability and quality, and

focused, and that will directly inform specific

sampling strategies (purposive, random, etc.),

decisions.

including how interview subjects or site visits

were selected. Just as important as describing

 Project Background

the evaluation methods is describing any

This section should summarize the project being

limitations in data collection and analysis, data

evaluated in one to three pages, including the

quality, access to data sources, or any other

original problem the project is designed to

factors that may result in bias. To show the

address, any changes that have occurred since

HOW-TO NOTE

Preparing Evaluation Reports

relationship between the evaluation questions

 Annexes

and methods, it is useful to include a chart that

All evaluation reports must include the following

lists each evaluation question, the corresponding

as annexes: 1) the Evaluation Statement of

evaluation method to be used for data collection

Work, 2) Detailed description of the evaluation

and analysis, data sources, sample sizes, and

design and methods, 3) copies of the actual data

limitations.

collection tools such as survey or interview

questions, 4) a list of information sources

 Findings, Conclusions and

(including documents reviewed, sites visited, and

Recommendations

key informants, assuming they gave permission

Findings, conclusions, and (if requested in the

to be identified)., and 5) disclosure of any

evaluation statement of work)

conflict of interest by including a signed

recommendations, make up the main body of

statement by evaluation team members that

the report, synthesizing what was learned during

attests to a lack of conflict of interest or

the evaluation and presenting it in an easy to

describes an existing conflict of interest relative

understand and logical fashion. Findings are

to the project being evaluated. Additional

empirical facts based on data collected during

annexes can be included at the discretion of the

the evaluation and should not rely only on

evaluation team and USAID, and in some cases

opinion, even of experts. Conclusions synthesize

implementing partners, including, if applicable,

and interpret findings and make judgments

any Statements of Differences with the evaluation

supported by one or more specific findings.

conclusions.

Recommendations, if applicable, are specific

actions the evaluation team proposes be taken

by program management that are based on

findings and conclusions. The reader should be

able to discern what evidence supports the

conclusions and recommendations. Whenever

possible, data should be presented visually in

easy to read charts, tables, graphs, and maps to

demonstrate the evidence that supports

conclusions and recommendations. All graphics

must have a title, be clearly labeled, and include

a caption.

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