Preparing Evaluation Reports (Page 3 of 7) in pdf

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

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.

Preparing Evaluation Reports Page 3

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