Generic Project Monitoring Plan

DIRECTIONS: Use this template as a guide. Copy and customize to fit your needs. Select indicators that fit your expected outcomes/goals and list here. Remember to discuss options for research designs with Data, Research, and Accountability (DRA) department staff before you start programs that are being piloted for possible expansion or large expensive initiatives.

Evaluation Questions / Information Sources /

How do we accomplish this?

/ Date Collected in School Year / Who is Responsible? /
PLAN:
What need does this initiative address?
What are the expected outcomes of the program?
What are the program’s objectives or smart goals?
What resources are needed to implement the program (e.g., budget, staff time)? / Data inventory/
indicator list, student rosters
Bone diagram, Interviews/focus groups
Same as above
Budget records/ technical support / Create a Logic model that specifies time frame for accomplishment of general outcomes
Same as above
Enlist Instructional Services/ Academics or DRA for Technical Support
Determine cost of the initiative and the source of funding / Within two months, the preliminary evaluation plan should be drafted, discussed, and revised.
Determine timeframe during year in which data be collected annually to continue study and reflection / PLTs/Data Team
PLTs
PLTs
PLTs/Leader-ship Team/ Admins
DO:
Has the project been implemented as planned? If not, why not?
What type and level of services were provided through the program?
How many staff and students were to be served and were actually served? / Project records Interviews, Surveys,
Walk-throughs or other observations
Same as above
Enrollment/ budget, Participation records / Put data into spreadsheets and look at percentages, counts, means, etc.
Categorize areas of success and concern from interviews, surveys, etc. / Year 1:
Some data should be collected
Year 2 and thereafter:
More formal data collections / PLTs/Leader-ship Team
Data Team/ coaches, mentors
Data Team
Leadership team, Admins
STUDY:
Has the project met its short and long-term outcomes/ goals?
Has it met its objectives?
If not, why not?
Are adjustments planned? / Project records
(Formative and summative),
indicator of learning and behavior (indicators such as
suspensions, grades,
credits, dropout,
graduation rates)
Same as above
Budget / Review information received and recorded
Determine if efforts
were well evaluated
Look at cost of program related to effectiveness. / Year 1:
Short-term
Year 2 and thereafter:
Intermediate and long-term depending on project (see logic model) / Data Team
PLTs
Admins
Leadership Team
Same as above
Admin/PTLs/ Leadership Team
STUDY and REFLECT:
Has the project been effective in terms of outcomes for students?
Overall?
By student subgroup?
For staff?
For others? / Data inventories, indicators
Student Rosters, walk-throughs
Surveys, interviews
Same as above / Continue to add data to spreadsheets of to look for trends, ranges, growth. Create pivot tables
Continue to put the survey and interview responses in a format that can be easily reviewed and studied / Timeline specified in logic model / Data Team
PLTs
Administration
School and parent focus groups reflecting on results thus far
STUDY and REFLECT:
How did the students in the program progress compared to similar students not served (overall and by appropriate subgroups)?
Compared to students in programs designed for similar purpose?
Compared to the district overall?
Compared to the nation? / Data indicators of learning or behavior, Student Rosters
Same as above
Same as above
Same as above / Same as above / Usually this occurs in year 2 or 3 or beyond / Data Team
PLTs
Leadership Team
Coaches
School and parent focus groups reflecting on results thus far.
STUDY and REFLECT:
What facets of the project are viewed as most effective?
Least effective? / Teachers, parents, students
Test results
Same as above / Surveys, interviews, focus groups / Annual cycle of data collection / Data Team
PLTs
Leadership Team
Academics &
DRA
STUDY and REFLECT: How could the project be improved? / All sources / Look carefully at data across data sources / Annual cycle of data collection / DRA and Data Team, PLTs
Administration
ACT:
What changes were planned?
Were changes carried out? / These must be addressed per the change/changes that were to be implemented
Project records / Make adjustments to spreadsheets and revise survey information
Continue to put the survey and interview responses in a format that can be easily reviewed and studied
Look across data sources for trends, growth, success / Year 2 and beyond / Data Team technical assistance from DRA, PLTs
Leadership Team
Administrative Team

August 2016