Title: EVALUATION OF THE…………………………… …………………………..………………………..
INCEPTION REPORT

Date/evaluator(s)name

Note: The structure and content suggested in this template can be adapted to suit the particular evaluation in question. Please adapt the Inception Report as you see fit.The Report should not exceed six pages (excluding annexes).

INTRODUCTION

1BACKGROUND AND PURPOSE OF EVALUATION

Brief overview of the overall concept and design of the project or programme, including the project background, project objective, expected project outcomes...

The purpose and objective of the evaluation, in line with the Terms of Reference, and its scope - geographical coverage/time period covered.

2COMPLETED BEFORE INCEPTION REPORT

Brief description of what work has already been carried out, for example Document Review, Interviews with Steering Committee, Interviews with Evaluation Owner and Focal Points, etc.

EVALUATION FRAMEWORK

3ELABORATION / RE-FRAMING OF EVALUATION QUESTIONS

Description of how you as the evaluator will interpret the evaluation questions.

The Evaluation Matrix (annex 1) can be used to elaborate the evaluation questions in more depth.

4DIVERGENCE FROM TERMS OF REFERENCE

If needed, use this section to describe any areas in which you foresee that the evaluation will deviate from the ToR and explain why.

EVALUATION METHODOLOGY

5KEY INFORMANTS AND HOW WILL THEY BE INVOLVED?

Key informant person/groups

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Proposed means of involvement

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Outline issues to be explored

Examples: Face-to-face interview
Telephone/Skype interviews
On-line survey
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6KEY DOCUMENTS TO BE REVIEWED

The ToRmight provide a set of key documents to be reviewed but they are not to be regarded as exhaustive. Consequently, it can be further elaborated here.

7INTERVIEWS/OTHER DATA-COLLECTION METHODS (e.g. survey, etc)

What existing / secondary data will be used?

Where collection of primary data is needed: what Methodology (type of interviews) – tools (e.g. topic guide, questionnaire, etc) –comments

Note: Evaluators are encouraged to propose additional (non-standard/innovative methods for showing and triangulating impact, effectiveness, etc.)

8FIELD VISIT (if applicable)

Preliminary itinerary for the field visit

9LIMITATIONS

Presentation and explanation of the risks and limitations of the evaluation based on the methodology and the information obtained and analysed so far (if applicable).

Consider outlining the consequences of these limitations for the final Evaluation Report and how these shortcomings might be overcome (e.g. with more resources, more time in the field, changing evaluation team composition).

WORK PLAN

10TIMELINE

Timeline showing the evaluation phases (data collection, data analysis, and reporting)

What / By when / Number of days
Document review
Details if possible
Interviews/other data-collection
Details if possible
Field visits
Activity Plan
First analysis and results
Initial Findings Presentation (at field level)
Preparation of report
1st draft complete
Comments on 1st draft
Final draft complete
Evaluation presentation & handover workshop
*Depending on the evaluation, this can be before the draft report

ORGANISATIONAL ISSUES

11STRUCTURE OF THE FINAL REPORT OF THE EVALUATION (review and/or complete)

*Note, the final report should follow the SEU final report template

Table of contents

Acronyms

Executive Summary

Introduction

Project Background

Evaluation Scope

Methodology

Limitations

Findings

Conclusions

Recommendations

Annexes

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ANNEX 1: EVALUATION MATRIX

Note: If the matrix is used, this template is indicative only andshould be elaborated according to theToR and requires more detail, especially regarding indicators and data sources. Delete rows as appropriate.

Evaluation issue / Evaluation question / Judgement criteria / Indicators / Data sources
Relevance / EQ 1: Do the objectives of the project correspond with identified needs? / Extent to which the project and its objectives are aligned with identified needs / Stakeholders’ perceptions of the alignment between identified needs and the project and its objectives / Document review;
Stakeholder interviews
Appropriateness / EQ2: Are the strategies and activities appropriate for the project objectives? / Extent to which the strategies and activities adopted are aligned with the objectives / Stakeholders’ perceptions of the alignment between the strategies/ activities and the objectives / Document review;
Stakeholder interviews
EQ3: Are the project’s strategies/ activities contextually appropriate? / Extent to which the strategies and activities adopted are contextually appropriate over time / Stakeholders’ perceptions of whether strategies and activities adopted are contextually appropriate over time / Document review;
Stakeholder interviews
Effectiveness / EQ4: To what extent have the defined objectives been achieved? What were reasons for achievement or non-achievement of objectives? / Extent to which the activities have achieved the project objectives to date / Evidence demonstrating outputs / results of the project to date are contributing to / in line with the project objectives / Project reports, other reports
Stakeholders’ perceptions of the results achieved or not achieved so far of the activities implemented in achieving the project objectives to date / Stakeholder interviews
EQ5: Were the activities carried out as originally planned? / Extent to which the activities were carried out as planned / Evidence linking actual activities to planned activities / Project reports, other reports
Stakeholder interviews
EQ6: What can be done to make the project more effective? / Extent to which strategies/ activities have changed based on changing contexts or lessons learnt / Evidence linking changed strategies/ activities to contextual changes / Project reports, other reports
Stakeholder interviews
Impact / EQ7: What difference has the project made in terms of policy/practice both nationally and internationally? / Extent to which the project has influenced policy/practice nationally and internationally / Evidence showing policy or practice changes / Project reports, other reports
Stakeholder interviews
EQ8: What is the proportion of the target population reached? / Extent to which the target audience has been reached / Evidence of the target population being defined and the percentage been reached / Project reports, other reports
Stakeholder interviews
Efficiency / EQ11: Were activities/strategies implemented with the best use of available financial resources and time? / Extent to which efficient use of resources was made / Evidence of best use of resources (financial, human, time) / Project reports, other reports
Stakeholder interviews
Replicability / EQ12: What activities/processes are necessary for transferring the project to other geographical and functional areas? / Extent to which core activities/processes have been identified? / Evidence of the core activities/ processes been identified/ documented / Project reports, other reports
Stakeholder interviews
Continuity / EQ13: Will the project be sustainable? / Extent of transferring the project to a more permanent home or base / Evidence that suggests the project is embedded within existing structures and will continue? / Project reports, other reports
Stakeholder interviews

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ANNEX 2: INTERVIEW QUESTIONS

HISTORY/BACKGROUND OF THE PROJECT

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RELEVANCE AND APPROPRIATENESS

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EFFECTIVENESS AND IMPACT

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EFFICIENCY

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REPLICABILITY

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SUSTAINABILITY

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