External evaluation of a WAGE-funded project
Evaluations measure and assess a project’s impact. Some Women and Gender Equality Canada- (WAGE) funded projects must include an external project evaluation, as outlined in the organization’s funding agreement or in the original Call for Proposals. Please see below for details on how to establish an external project evaluation and key considerations.
A project evaluation aims to:
understand how well a project achieved its objectives
make sure the project is efficient and effective
consider the project’s impact and sustainability
track project progress
When an evaluation is required, an organization must submit:
- an evaluation plan at the start of the project
- a final external evaluation report at the end of the project
There are no official templates for the evaluation plan nor the final evaluation report.
External evaluator
An external evaluator or researcher must do the project evaluation. To keep the evaluation impartial, this is an expert who is not involved in the project or organization. WAGE cannot provide referrals to project evaluators. There are many experts that perform evaluations.
Organizations may want to contact evaluators before applying for funding. This would help determine timelines for the workplan and budget costs for the evaluation. An external evaluation could cost about 10% of the project budget.
Evaluator’s responsibilities:
- Create the evaluation plan
- Collect data
- Develop the final report
Organization’s responsibilities:
- Provide key project data and documents to the evaluator
After a funding agreement is in place, an external evaluator should be hired at the start of the project to create the evaluation plan. The funding agreement will list the deliverables.
Evaluation plan
The evaluation plan should include:
1. Project overview
Outline the project description, including timelines, activities, and partners. Also describe the expected results of the project.
2. Project objectives
Explain the project objectives and how they align with the objectives of the Women and Gender Equality Canada funding opportunity.
3. Project context
Describe the sociocultural and economic factors that affect the project. These can be internal or external.
4. Evaluation questions
Provide a focus and a structure (or a framework) for the evaluation. These are broad questions that help define what the evaluation will assess.
5. Indicators
Determine a way of measuring the expected outcomes of the project. Indicators have a unit of measurement, a unit of analysis, and a context. The indicators are neutral. In other words, they do not indicate a direction of change and do not include a target.
There are two types of indicators:
- qualitative: uses words to describe – for example, level of satisfaction for participants
- quantitative: uses numbers to measure – for example, number of partnerships established
The evaluator sets project indicators at the start of the project. Data collection can occur throughout the project’s implementation and during the final evaluation.
6. Evaluation methodology
Describe how the evaluator will collect data and measure results. For example, interviews, focus groups, and surveys could be used. Also list the sources of data, such as partners, service providers, and advisory groups.
7. References
Provide a bibliography, if applicable.
Gender-Based Analysis Plus (GBA Plus) is an analytical tool that aims to assess how diverse groups may experience policies, programs, and initiatives. It must be:
- applied at an early stage of the project design and during implementation
- assessed during the final external evaluation report
8. Questions to consider when developing the evaluation plan:
- How will the evaluation include GBA Plus considerations?
- What are key learnings that the organization wants to gain from the project?
Final evaluation report
The final evaluation report should include:
1. Executive summary
Outline the project overview and evaluation methodology. Also provide a summary of the findings and recommendations.
2. Findings and analysis
Determine the findings, which are the key results of the evaluation. An analysis explains what the findings mean for the project and how the evaluator determined each finding.
3. Recommendations, limitations, and lessons learned
Recommend ways to address key issues. Limitations and lessons learned describe positive or negative experiences with a project. These can improve an organization’s future projects and activities. An evaluation can also help the organization decide if they should continue, improve, or scale the project.
4. References
Provide a bibliography, if applicable.
5. Questions to consider when developing the final evaluation report:
- What factors influenced the project, including the evaluation? These could be positive or negative.
- To what extent has the project met its expected outcomes?
- Was the project adjusted to better advance objectives? If so, how?
- Can the project be adapted and repeated?
- To what extent were partnerships a success? If not, why?
- Can the project results be maintained? (For example, does the organization have the capacity to continue the project once funding ends?)
- What lessons learned are important to consider?
- How can the results be improved for a future project?
Extra tips
Develop a logic model
It is a good practice to develop a logic model while planning the evaluation. A logic model is a graphic that shows the project’s intended results (short-, medium-, and long-term outcomes). It also lists key activities, and the outputs needed to achieve the results.
Apply a trauma-informed approach
The consent, safety, and wellbeing of participants are priorities. Evaluators should use a trauma-informed approach to understand the effects of trauma on survivors. The evaluator should recognize when participants are upset or uncomfortable and adapt their methods. This supports the safety, respect, and empowerment of survivors.
Evaluators should explain to participants:
- the purpose of the evaluation
- the risks and benefits of their participation
- that their participation is confidential, anonymous, and voluntary
- that they can stop participating at any time
Participants may need specific tools or approaches. Evaluators can work with organizations to understand the needs of participants. For example, focus groups with Indigenous people could include an Elder for support. An Elder could also have traditional protocols (for example, a land acknowledgment, smudging , or feast and giveaway protocol).
Protect participants’ privacy and confidentiality
The organization and the external evaluator must respect the privacy and confidentiality of participants. Evaluators must understand the organization’s policies and provincial and federal laws about these rights. Information must be collected, stored, and used in ways that maintain these rights.
Adopt a culturally safe and sensitive approach
It is important to adopt a culturally safe and sensitive approach. One example is respecting the First Nations principles of ownership, control, access, and possession (OCAP®). Evaluators should clarify if OCAP or any other culturally safe and sensitive research principles apply.
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