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Project Evaluation Process: Definition, Methods & Steps

Managing a project with copious moving parts can be challenging to say the least, but project evaluation is designed to make the process that much easier. Every project starts with careful planning —t his sets the stage for the execution phase of the project while estimations, plans and schedules guide the project team as they complete tasks and deliverables.

But even with the project evaluation process in place, managing a project successfully is not as simple as it sounds. Project managers need to keep track of costs , tasks and time during the entire project life cycle to make sure everything goes as planned. To do so, they utilize the project evaluation process and make use of project management software to help manage their team’s work in addition to planning and evaluating project performance.

What Is Project Evaluation?

Project evaluation is the process of measuring the success of a project, program or portfolio . This is done by gathering data about the project and using an evaluation method that allows evaluators to find performance improvement opportunities. Project evaluation is also critical to keep stakeholders updated on the project status and any changes that might be required to the budget or schedule.

Every aspect of the project such as costs, scope, risks or return on investment (ROI) is measured to determine if it’s proceeding as planned. If there are road bumps, this data can inform how projects can improve. Basically, you’re asking the project a series of questions designed to discover what is working, what can be improved and whether the project is useful. Tools such as project dashboards and trackers help in the evaluation process by making key data readily available.

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Project Review Template

Use this free Project Review Template for Word to manage your projects better.

The project evaluation process has been around as long as projects themselves. But when it comes to the science of project management , project evaluation can be broken down into three main types or methods: pre-project evaluation, ongoing evaluation and post-project evaluation. Let’s look at the project evaluation process, what it entails and how you can improve your technique.

Project Evaluation Criteria

The specific details of the project evaluation criteria vary from one project or one organization to another. In general terms, a project evaluation process goes over the project constraints including time, cost, scope, resources, risk and quality. In addition, organizations may add their own business goals, strategic objectives and other project metrics .

Project Evaluation Methods

There are three points in a project where evaluation is most needed. While you can evaluate your project at any time, these are points where you should have the process officially scheduled.

1. Pre-Project Evaluation

In a sense, you’re pre-evaluating your project when you write your project charter to pitch to the stakeholders. You cannot effectively plan, staff and control a new project if you’ve first not evaluated it. Pre-project evaluation is the only sure way you can determine the effectiveness of the project before executing it.

2. Ongoing Project Evaluation

To make sure your project is proceeding as planned and hitting all of the scheduling and budget milestones you’ve set, it’s crucial that you constantly monitor and report on your work in real-time. Only by using project metrics can you measure the success of your project and whether or not you’re meeting the project’s goals and objectives. It’s strongly recommended that you use project management dashboards and tracking tools for ongoing evaluation.

Related: Free Project Dashboard Template for Excel

3. Post-Project Evaluation

Think of this as a postmortem. Post-project evaluation is when you go through the project’s paperwork, interview the project team and principles and analyze all relevant data so you can understand what worked and what went wrong. Only by developing this clear picture can you resolve issues in upcoming projects.

Free Project Review Template for Word

The project review template for Word is the perfect way to evaluate your project, whether it’s an ongoing project evaluation or post-project. It takes a holistic approach to project evaluation and covers such areas as goals, risks, staffing, resources and more. Download yours today.

Project Evaluation Steps

Regardless of when you choose to run a project evaluation, the process always has four phases: planning, implementation, completion and dissemination of reports.

1. Planning

The ultimate goal of this step is to create a project evaluation plan, a document that explains all details of your organization’s project evaluation process. When planning for a project evaluation, it’s important to identify the stakeholders and what their short-and-long-term goals are. You must make sure that your goals and objectives for the project are clear, and it’s critical to have settled on criteria that will tell you whether these goals and objects are being met.

So, you’ll want to write a series of questions to pose to the stakeholders. These queries should include subjects such as the project framework, best practices and metrics that determine success.

By including the stakeholders in your project evaluation plan, you’ll receive direction during the course of the project while simultaneously developing a relationship with the stakeholders. They will get progress reports from you throughout the project life cycle , and by building this initial relationship, you’ll likely earn their belief that you can manage the project to their satisfaction.

2. Implementation

While the project is running, you must monitor all aspects to make sure you’re meeting the schedule and budget. One of the things you should monitor during the project is the percentage completed. This is something you should do when creating status reports and meeting with your team. To make sure you’re on track, hold the team accountable for delivering timely tasks and maintain baseline dates to know when tasks are due.

Don’t forget to keep an eye on quality. It doesn’t matter if you deliver the project within the allotted time frame if the product is poor. Maintain quality reviews, and don’t delegate that responsibility. Instead, take it on yourself.

Maintaining a close relationship with the project budget is just as important as tracking the schedule and quality. Keep an eye on costs. They will fluctuate throughout the project, so don’t panic. However, be transparent if you notice a need growing for more funds. Let your steering committee know as soon as possible, so there are no surprises.

3. Completion

When you’re done with your project, you still have work to do. You’ll want to take the data you gathered in the evaluation and learn from it so you can fix problems that you discovered in the process. Figure out the short- and long-term impacts of what you learned in the evaluation.

4. Reporting and Disseminating

Once the evaluation is complete, you need to record the results. To do so, you’ll create a project evaluation report, a document that provides lessons for the future. Deliver your report to your stakeholders to keep them updated on the project’s progress.

How are you going to disseminate the report? There might be a protocol for this already established in your organization. Perhaps the stakeholders prefer a meeting to get the results face-to-face. Or maybe they prefer PDFs with easy-to-read charts and graphs. Make sure that you know your audience and tailor your report to them.

Benefits of Project Evaluation

Project evaluation is always advisable and it can bring a wide array of benefits to your organization. As noted above, there are many aspects that can be measured through the project evaluation process. It’s up to you and your stakeholders to decide the most critical factors to consider. Here are some of the main benefits of implementing a project evaluation process.

• Better Project Management: Project evaluation helps you easily find areas of improvement when it comes to managing your costs , tasks, resources and time.
• Improves Team performance: Project evaluation allows you to keep track of your team’s performance and increases accountability.
• Better Project Planning: Helps you compare your project baseline against actual project performance for better planning and estimating.
• Helps with Stakeholder Management: Having a good relationship with stakeholders is key to success as a project manager. Creating a project evaluation report is very important to keep them updated.

How ProjectManager Improves the Project Evaluation Process

To take your project evaluation to the next level, you’ll want ProjectManager , an online work management tool with live dashboards that deliver real-time data so you can monitor what’s happening now as opposed to what happened yesterday.

With ProjectManager’s real-time dashboard, project evaluation is measured in real-time to keep you updated. The numbers are then displayed in colorful graphs and charts. Filter the data to show the data you want or to drill down to get a deeper picture. These graphs and charts can also be shared with a keystroke. You can track workload and tasks, because your team is updating their status in real-time, wherever they are and at whatever time they complete their work.

Project evaluation with ProjectManager’s real-time dashboard makes it simple to go through the evaluation process during the evolution of the project. It also provides valuable data afterward. The project evaluation process can even be fun, given the right tools. Feel free to use our automated reporting tools to quickly build traditional project reports, allowing you to improve both the accuracy and efficiency of your evaluation process.

ProjectManager is a cloud-based project management software that has a suite of powerful tools for every phase of your project, including live dashboards and reporting tools. Our software collects project data in real-time and is constantly being fed information by your team as they progress through their tasks. See how monitoring, evaluation and reporting can be streamlined by taking a free 30-day trial today!

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What is Project Evaluation? The Complete Guide with Templates

Project evaluation is an important part of determining the success or failure of a project. Properly evaluating a project helps you understand what worked well and what could be improved for future projects. This blog post will provide an overview of key components of project evaluation and how to conduct effective evaluations.

What is Project Evaluation?

Project evaluation is a key part of assessing the success, progress and areas for improvement of a project. It involves determining how well a project is meeting its goals and objectives. Evaluation helps determine if a project is worth continuing, needs adjustments, or should be discontinued.

A good evaluation plan is developed at the start of a project. It outlines the criteria that will be used to judge the project’s performance and success. Evaluation criteria can include things like:

• Meeting timelines and budgets - Were milestones and deadlines met? Was the project completed within budget?
• Delivering expected outputs and outcomes - Were the intended products, results and benefits achieved?
• Satisfying stakeholder needs - Were customers, users and other stakeholders satisfied with the project results?
• Achieving quality standards - Were quality metrics and standards defined and met?
• Demonstrating effectiveness - Did the project accomplish its intended purpose?

Project evaluation provides valuable insights that can be applied to the current project and future projects. It helps organizations learn from their projects and continuously improve their processes and outcomes.

Project Evaluation Templates

These templates will help you evaluate your project by providing a clear structure to assess how it was planned, carried out, and what it achieved. Whether you’re managing the project, part of the team, or a stakeholder, these template assist in gathering information systematically for a thorough evaluation.

Project Evaluation Template 1

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Project Evaluation Template 2

Project Evaluation Methods

Project evaluation involves using various methods to assess the performance and impact of a project. The choice of methods depends on the nature of the project, its objectives, and the available resources. Here are some common project evaluation methods:

Pre-project evaluation

Pre-project evaluations are done before a project begins. This involves evaluating the project plan, scope, objectives, resources, and budget. This helps determine if the project is feasible and identifies any potential issues or risks upfront. It establishes a baseline for later evaluations.

Ongoing evaluation

Ongoing evaluations happen during the project lifecycle. Regular status reports track progress against the project plan, budget, and deadlines. Any deviations or issues are identified and corrective actions can be taken promptly. This allows projects to stay on track and make adjustments as needed.

Post-project evaluation

Post-project evaluations occur after a project is complete. This final assessment determines if the project objectives were achieved and customer requirements were met. Key metrics like timeliness, budget, and quality are examined. Lessons learned are documented to improve processes for future projects. Stakeholder feedback is gathered through surveys, interviews, or focus groups .

Project Evaluation Steps

When evaluating a project, there are several key steps you should follow. These steps will help you determine if the project was successful and identify areas for improvement in future initiatives.

Step 1: Set clear goals

The first step is establishing clear goals and objectives for the project before it begins. Make sure these objectives are SMART: specific, measurable, achievable, relevant and time-bound. Having clear goals from the outset provides a benchmark for measuring success later on.

Step 2: Monitor progress

Once the project is underway, the next step is monitoring progress. Check in regularly with your team to see if you’re on track to meet your objectives and deadlines. Identify and address any issues as early as possible before they become major roadblocks. Monitoring progress also allows you to course correct if needed.

Step 3: Collect data

After the project is complete, collect all relevant data and metrics. This includes both quantitative data like budget information, timelines and deliverables, as well customer feedback and qualitative data from surveys or interviews. Analyzing this data will show you how well the project performed against your original objectives.

Step 4: Analyze and interpret

Identify what worked well and what didn’t during the project. Highlight best practices to replicate and lessons learned to improve future initiatives. Get feedback from all stakeholders involved, including project team members, customers and management.

Step 5: Develop an action plan

Develop an action plan to apply what you’ve learned for the next project. Update processes, procedures and resource allocations based on your evaluation. Communicate changes across your organization and train employees on any new best practices. Implementing these changes will help you avoid similar issues the next time around.

Benefits of Project Evaluation

Project evaluation is a valuable tool for organizations, helping them learn, adapt, and improve their project outcomes over time. Here are some benefits of project evaluation.

• Helps in making informed decisions by providing a clear understanding of the project’s strengths, weaknesses, and areas for improvement.
• Holds the project team accountable for meeting goals and using resources effectively, fostering a sense of responsibility.
• Facilitates organizational learning by capturing valuable insights and lessons from both successful and challenging aspects of the project.
• Allows for the efficient allocation of resources by identifying areas where adjustments or reallocations may be needed.
• Provides evidence of the project’s value by assessing its impact, cost-effectiveness, and alignment with organizational objectives.
• Involves stakeholders in the evaluation process, fostering collaboration, and ensuring that diverse perspectives are considered.

Project Evaluation Best Practices

Follow these best practices to do a more effective and meaningful project evaluation, leading to better project outcomes and organizational learning.

• Clear objectives : Clearly define the goals and questions you want the evaluation to answer.
• Involve stakeholders : Include the perspectives of key stakeholders to ensure a comprehensive evaluation.
• Use appropriate methods : Choose evaluation methods that suit your objectives and available resources.
• Timely data collection : Collect data at relevant points in the project timeline to ensure accuracy and relevance.
• Thorough analysis : Analyze the collected data thoroughly to draw meaningful conclusions and insights.
• Actionable recommendations : Provide practical recommendations that can lead to tangible improvements in future projects.
• Learn and adapt : Use evaluation findings to learn from both successes and challenges, adapting practices for continuous improvement.
• Document lessons : Document lessons learned from the evaluation process for organizational knowledge and future reference.

How to Use Creately to Evaluate Your Projects

Use Creately’s visual collaboration platform to evaluate your project and improve communication, streamline collaboration, and provide a visual representation of project data effectively.

Task tracking and assignment

Use the built-in project management tools to create, assign, and track tasks right on the canvas. Assign responsibilities, set due dates, and monitor progress with Agile Kanban boards, Gantt charts, timelines and more. Create task cards containing detailed information, descriptions, due dates, and assigned responsibilities.

Notes and attachments

Record additional details and attach documents, files, and screenshots related to your tasks and projects with per item integrated notes panel and custom data fields. Or easily embed files and attachments right on the workspace to centralize project information. Work together on project evaluation with teammates with full multiplayer text and visual collaboration.

Real-time collaboration

Get any number of participants on the same workspace and track their additions to the progress report in real-time. Collaborate with others in the project seamlessly with true multi-user collaboration features including synced previews and comments and discussion threads. Use Creately’s Microsoft Teams integration to brainstorm, plan, run projects during meetings.

Pre-made templates

Get a head start with ready-to-use progress evaluation templates and other project documentation templates available right inside the app. Explore 1000s more templates and examples for various scenarios in the community.

In summary, project evaluation is like a compass for projects, helping teams understand what worked well and what can be improved. It’s a tool that guides organizations to make better decisions and succeed in future projects. By learning from the past and continuously improving, project evaluation becomes a key factor in the ongoing journey of project management, ensuring teams stay on the path of excellence and growth.

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Join over thousands of organizations that use Creately to brainstorm, plan, analyze, and execute their projects successfully.

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Amanda Athuraliya is the communication specialist/content writer at Creately, online diagramming and collaboration tool. She is an avid reader, a budding writer and a passionate researcher who loves to write about all kinds of topics.

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Project Management

From good to great: everything you need to know about effective project evaluation.

December 30, 2023

For project managers, each project is like nurturing a baby—it needs constant attention to grow strong and reach its full potential. That’s why monitoring your project’s real-time progress and performance is the secret to consistent success. 

Project evaluation is your best ally in assessing how effectively your project aligns with its objectives and delivers value to stakeholders. Uncovering these evaluation insights will empower you to make smart decisions that significantly improve your business outcomes. 

Eager to discover the secrets of successful project evaluation? You’re in for a treat! 🍬

In this article, we’ll guide you through the five crucial steps to master your project evaluation process . Plus, we’ll delve into the perks and pitfalls of project evaluation and explore its primary types. Buckle up, and let’s begin!

What is Project Evaluation?

What are the main types of project evaluation, what are the benefits of performing a project evaluation, step 1: identify project goals and objectives, step 2: define the scope of the evaluation, step 3: develop a data collection plan, step 4: analyze data, step 5: report your findings, step 6: discuss the next project evaluation steps , common project evaluation mistakes to avoid.

Assessing a project’s success involves project evaluation—a meticulous process that involves gathering detailed project data and using project evaluation methods to uncover areas for performance improvement. 

Project evaluation isn’t just a routine check—it keeps stakeholders informed about project status, opportunities for enhancement, and potential budget or schedule adjustments. ✅

Every part of the project, from expenses and scope to risks and ROI, undergoes analysis to ensure alignment with the initial plan. Any hurdles or deviations encountered along the way become valuable insights that guide future improvements.

Tools like project dashboards and trackers are crucial in facilitating the evaluation process. They streamline access to crucial project data, making it readily available for informed decision-making and strategic adjustments.

In any project’s lifecycle, there are three pivotal moments demanding evaluation . While project evaluation can happen at any time, these particular points deserve official scheduling for a more structured approach.

Pre-project evaluation

Before starting a project, assessing its feasibility for successful completion is essential. This evaluation typically aligns with the development stage the project is currently in, and it’s a cornerstone for its effective execution. In this type of evaluation, you must establish a shared understanding of objectives and goals among all stakeholders before giving the project the thumbs up.

Ongoing project evaluation

Using metrics throughout the project’s lifecycle is important for confirming that completed tasks align with benchmarks. This includes staying within budget, meeting task completion rates, and ensuring overall work quality . Keeping the team focused on the initial objectives helps them stay on course as the project evolves.

Post-project evaluation

After project completion, analyzing impacts and outcomes is your number one priority. Outcomes provide a yardstick for measuring the project’s effectiveness in meeting predefined objectives and goals so you can see what worked and what didn’t. Evaluating impacts helps you effectively address and resolve issues in future projects .

The advantages of conducting a project evaluation span from internal team growth to external triumphs. Here’s a rundown of the main benefits:

• Tracking the project’s progress: It helps track team performance across projects, providing a record of improvements or setbacks over time
• Identifying improvement areas: By recognizing trends and patterns, evaluations pinpoint areas for improvement within the project or team processes
• Measuring impact: Project evaluation quantifies the impact of your project, providing concrete metrics and feedback to measure the success of your endeavors
• Engaging stakeholders: If you involve stakeholders in the evaluation process, you’ll reassure them of project quality, fostering trust and collaboration
• Encouraging accountability: Project evaluation promotes accountability and reflection among team members, motivating them to work hard for continuous improvement
• Informing future planning: Insights you gather from evaluations influence future project plans , allowing for adjustments based on past project performance and lessons learned 👨‍🏫

How to Conduct a Project Evaluation in 6 Steps

Unlocking the path to a successful project evaluation isn’t just about following a checklist —it’s about leveraging the right project management tools to streamline the journey! 

We’re here to provide you with the six essential steps to take during a project evaluation process and equip you with top-notch tools that’ll help you elevate your evaluation game. Let’s explore! 🧐

Crafting solid goals and objectives during your project’s development is like drawing a map for your team— it sets the course and direction .

Goals also play a crucial role in shaping the evaluation process tailored to your objectives. For instance, if your goal is to enhance customer satisfaction, your evaluation might focus on customer feedback , experience metrics, and service quality.

Luckily, the super important step of setting project goals is a piece of cake with an all-in-one project management solution like ClickUp . This powerful tool streamlines your project endeavors and kickstarts your project journey by helping you define clear goals and objectives—all in one place! 🌟

With ClickUp Goals , nailing your targets becomes effortless. Set precise timelines and measurable goals, and let automatic progress tracking do the heavy lifting. Dive in by adding key details—name your goal, set the due date, assign a team member—and you’re ready to roll!

ClickUp equips you to:

• Establish numerical targets for precise tracking
• Mark Milestones as done or pending to track progress
• Keep an eye on financial goals for better budget management
• List individual tasks as targets to tackle complex objectives

Highlight pivotal moments by tagging them as Milestones and transform large goals into manageable chunks for your team to conquer effortlessly.

The cherry on top? You can group related goals into Folders to track progress across multiple objectives at a glance, leading to simpler decision-making. 🍒

Ready to dive into the evaluation process? First, let’s clarify why you’re doing it, what you’re aiming for, and what exactly you’re measuring. Remember to define the evaluation’s scope, including objectives, timeframe, key stakeholders, evaluation metrics, and methods or tools you plan to use for data collection and analysis.

This clarity in purpose and scope is your secret weapon—it sets the stage for a well-organized and effective evaluation, making your project planning and execution as easy as pie. 🥧

ClickUp has the perfect solution for documenting your scope of work without breaking a sweat. With the ClickUp Scope of Work Template , you get a ready-made framework to plug in all the essentials—covering everything from project background and goals to timelines and budget details.

Customize its handy tables to document the ins and outs of your evaluation process. Imagine your evaluation goal is to boost customer satisfaction. Here’s a sneak peek at how you’d document the scope:

• Objectives: To enhance customer satisfaction by 20% within the next six months
• Timeframe: Evaluation will be conducted quarterly over the next year
• Stakeholders: Customer service team, marketing department, and selected customers for feedback
• Criteria: Metrics include Net Promoter Score (NPS), customer feedback surveys, and resolution time for customer inquiries
• Methods: Use surveys, feedback forms , focus groups, and analysis of complaint resolutions to gather data and insights on customer satisfaction

In ClickUp Docs , flexibility is the name of the game. You can add or remove sections and dive into real-time collaboration by inviting your team to modify the document through edits and comments. 💬

Each section comes preloaded with sample content, so personalizing your template will be a breeze whether you’re a seasoned pro or a newcomer to using Docs.

Now, it’s time to roll up your sleeves and gather the data that answers your evaluation queries. Get creative—there are plenty of ways to collect information: 

• Create and distribute surveys 
• Schedule interviews  
• Organize focus group observations
• Dig into documents and reports

Variety is key here, so use quantitative and qualitative data to capture every angle of your project. 

For invaluable insights on areas for improvement , we recommend heading straight to the source—your loyal customers! 🛒

With the ClickUp Feedback Form Template , you get a customizable form that centralizes all your feedback. It’s ready to capture feedback on everything from product features to customer support and pricing.

The template has a tailor-made feedback Form you can easily distribute to your customers. Once the forms are filled in, turn to the Service Rating List view—your personal feedback command center showcasing scores, reasons behind the ratings, and invaluable improvement suggestions.

Plus, you can delve into provider ratings in a dedicated list and explore the Overall Recommendations board to identify areas that need enhancement at a glance.

Once the data’s in your hands, it’s analysis time! Pick the right tools from your kit—descriptive statistics, thematic analysis, or a SWOT analysis —to unlock insights and make sense of what you’ve gathered.

Tap into ClickUp Whiteboards to orchestrate a dynamic SWOT analysis , perfect for companies with remote or hybrid teams . 

Simply create color-coded squares (or any shape you fancy) representing S trengths, W eaknesses, O pportunities, and T hreats. Then, organize your data effortlessly by creating sticky notes and dragging them to the right square, and behold! Your shareable SWOT analysis Whiteboard is ready to roll! 🎲

ClickUp’s digital Whiteboards are like physical whiteboards but better! You can use them to:

• Conduct collaborative brainstorming sessions
• Leverage Mind Maps to break down big ideas into bite-sized portions
• Create dedicated sections for OKRs , KPIs, and internal data as quick references
• Share ideas with your team through sticky notes, comments, documents, and media files
• Solve problems creatively with color-coded shapes, charts, and graphs 📊

ClickUp Dashboards are ideal for visualizing data and making data-driven decisions. Dive into a treasure trove of over 50 Cards, crafting your ideal Dashboard that mirrors your vision. Want to see your progress in a pie chart, line graph, or bar graph ? Take your pick and make it yours!

This panoramic view is excellent for monitoring goals, extracting crucial insights, and effortlessly tweaking your strategies. Rely on Burnup and Burndown charts to track performance against set goals and forecast the road. 🛣️

Whether sharing the Dashboard within your workspace or projecting it full screen in the office, it’s the perfect catalyst for team discussions on key project evaluation points.

Once you’ve delved into the data, it’s time to bring those insights to light! Crafting a report is your next move—a clear, concise summary showcasing your evaluation’s key findings, conclusions, and recommendations. 📝

Reporting is all about delivering the right information to the right people, so customize your project evaluation report to suit your audience’s needs. Whether it’s your project team, sponsors, clients, or beneficiaries, tailor your report to meet their expectations and address their interests directly. 

Eliminate the need to start your report from square one using the ClickUp Data Analysis Report Template . This powerful tool provides separate subpages for:

• Overview: Dive into the analysis backstory, covering objectives, scope, methodology, and data collection methods
• Findings: Present your study’s results and use graphs and charts to illustrate the findings
• Recommendations and conclusions: Outline your conclusions and provide actionable steps post-evaluation

The template is fully customizable, so you can tailor it to suit your business needs and audience preferences. Tweak tables or create new ones, adding rows and columns for flawless data presentation. ✨

Sharing evaluation findings isn’t just a formality—it’s a catalyst for stronger connections and brighter ideas. It sparks discussions, invites innovative suggestions for team enhancements, and nurtures stronger bonds with your stakeholders. Plus, it’s a roadmap for future projects , guiding the way to improvements based on the project’s outcomes and impact. 

With ClickUp, you can say goodbye to toggling between project management dashboards and messaging platforms. Dive into the Chat view —your gateway to real-time conversations and task-specific discussions, all in one convenient thread. It’s the ultimate connection hub, keeping everyone in the loop and engaged. 🕹️

ClickUp Docs ramps up collaboration with team edits, comment tagging, and action item assignments—all in one place. Plus, you can effortlessly turn text into actionable tasks, ensuring organization and efficiency at every turn.

On top of this, ClickUp’s integrations include numerous messaging tools like Slack and Microsoft Teams, so you can communicate easily, whether directly in ClickUp or through your favorite messaging platforms! 💌

Identifying potential hurdles in your project evaluation journey is your first stride toward navigating this path more successfully. Relying on ClickUp’s project management tools and pre-built templates for project evaluation can act as your compass, steering you clear of these missteps. 🧭

Here’s a glimpse into some prevalent project evaluation blunders you should avoid:

• Undefined goals and objectives: If you fail to establish clear, specific, and measurable goals, you can hinder the evaluation process because you won’t know where to place your focus
• Misaligned focus: Evaluating irrelevant aspects or neglecting elements crucial for project success can lead to incomplete assessments
• Neglecting data collection and analysis: Inadequate data gathering that lacks crucial information, coupled with superficial analysis, can result in incomplete insights and failure to evaluate the most critical project points
• Misuse of data: If you use incorrect or irrelevant data or misinterpret the collected information, you’ll likely come to false conclusions, defeating the whole purpose of a project evaluation
• Reactivity over responsiveness: Reacting emotionally instead of responding methodically to project challenges can cloud judgment and lead to ineffective evaluation
• Lack of documentation: Failing to document the evaluation process thoroughly can cause inconsistency and lead to missed learning opportunities
• Limited stakeholder involvement: Not engaging stakeholders for diverse perspectives and insights can limit the evaluation’s depth and relevance

Simplify Project Evaluation with ClickUp

To ensure your evaluation hits the bullseye, rely on our six-step project evaluation guide that guarantees a thorough dive into data collection, effective analysis, and collaborative problem-solving. Once you share all the findings with your stakeholders, we guarantee you’ll be cooking up the best solutions in no time.

Sign up for ClickUp for free today to keep your project evaluation centralized. This powerful tool isn’t just your ally in project evaluation—it’s your ultimate sidekick throughout the whole project lifecycle! 💖

Tap into its collaboration tools , save time with over 1,000 templates , and buckle up for turbocharged productivity with ClickUp AI , achieving success faster than ever! ⚡

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How to Do a Project Evaluation (With Tools)

You can evaluate a project to determine if it achieved its objectives, impacts, and overall goals. Here are the steps to do it.

Project managers evaluate their projects to see if the projects meet the company and team's goals and objectives. Evaluating projects after completion can help you better understand the impact and identify areas that need improvement.

Project evaluation is vital to any project since it can provide insights and lessons for future projects. Once you complete the project evaluation process, sharing your findings with stakeholders and your team members is essential. While there are many methods to evaluate a project, here are the basic steps that you need to take, regardless of the way you choose.

1. Develop an Evaluation Plan

As you create your project, you should consider the objectives and goals you want to achieve and share them with your team, providing them with a clear path forward. The goals and objectives you determine can help you choose the project evaluation method you want to use.

For example, if the project goal is to increase team productivity, you may want to review data regarding task completion as a tool to evaluate productivity rates. You might be interested in learning how to set project milestones for increased productivity .

2. Select Source of Evaluation & Prepare for Implementation

The first step is to choose how you want to collect the data for the evaluation. You can decide to use interviews, focus groups, surveys, case studies, or observation. Choose an evaluation tool that will suit the people you're looking to get info from, which means identifying the people you want to include.

Whether you plan on interviewing or surveying people, you must prepare the questions ahead. If you use a focus group, you must send invitations, select a date, and list questions.

After you choose your source of evaluation and are ready for implementation, you should share a detailed schedule and delegate duties, so your team is prepared for the next step. If you're uncertain about establishing who does what, you may be interested in learning the best tips for defining team roles and responsibilities .

3. Implement Project Evaluation

While the project is in progress, monitoring all the elements is critical to ensure it is within budget and running on schedule. It is helpful to create status reports you share with the team, so everyone is clear on the project status.

The implementation process differs based on the evaluation tools and methods you choose. It would help if you focused on:

• Pre-project evaluation : This is where you develop project goals and objectives that you will use to determine the project's viability.
• Ongoing evaluation : Monitor details like the budget, quality of work, and schedule.
• Post-project evaluation : Measure the project's success based on outcomes and impact.

4. Review the Data

Once you gather the data for evaluation, it's time to analyze it for weaknesses, strengths, and trends. It's also an opportunity to verify if the project came close to meeting the objectives and goals set out at the start. You can use the team's objectives and goals to translate the data received for the next step.

5. Create a Report for Your Team

After you complete your data analysis, it's necessary to summarize the evaluation results. You should choose a format that meets the needs of the reader, which are your stakeholders and team members.

After completing every project, providing a report on your project evaluation is a valuable habit. It can bring attention to areas that need improvement, feature intentional and unintentional impacts, and determine whether or not the team met its goals and objectives. Before writing your report, you might be interested in learning the best types of project management reports you should know .

6. Discuss Next Steps

The final step in the project evaluation process is discussing the next steps based on the findings. It's essential to initiate a discussion about the results of the evaluation.

A discussion can inspire innovative ideas to improve the team, strengthen communication, and prompt suggestions on improving future projects. If you want your report to stand out to stakeholders and get your team's attention, you may want to see how you can incorporate the best tips to make your project reports stand out .

Tools You Can Use for Project Evaluation

The following are tools that you can use for your project evaluation. You may find that some of more suitable for your project than others.

Surveys are an evaluation tool that allows you to determine how a group of people feel before a project starts and then survey them afterward. This evaluation process can measure various things, including self-esteem, preferences, achievements, and attitudes.

It would be best if you surveyed members of your target audience. You get to see if people's feelings shift positively after the completion of the project, and if that was the project goal, then you know you achieved it. You can survey in numerous ways, including by phone, paper, or electronically.

2. Observation

Observation allows you to assess or monitor a situation or process while documenting what the observer sees and hears. Seeing behaviors and actions in a natural context can provide insight and understanding about the object you are evaluating. When using observation, it's critical to use a consistent and systemic approach as you gather data.

3. Case Studies

Case studies can provide more depth than other evaluation tools. When you do a case study, you focus on a particular group within a community, village, person, or a subset of a broader group. You can use case studies to illustrate trends or show stark differences.

A case study analysis requires pulling critical themes and results to help predict future trends, highlight hidden issues, or provide an understanding of an essential issue with greater clarity.

4. Interviews

Interviews can be a qualitative or quantitative evaluation tool, depending on how you use them. The process involves a conversation between an interviewer and the person answering the questions.

You can use interviews to collect narrative information and data to comprehend better a respondent's unique worldview, perspectives, and opinions. There are different types of interview techniques and approaches, including:

• Structured interviews : These are quantitative investigations, often survey-based research with standardized questions in a questionnaire format. The responses are usually in the structure of a multiple choice list and are not open-ended.
• Semi-structured : As the name implies, this is a mixed framework of general themes and pre-established questions adaptable to the interview session context. The interviewer is free to omit questions and play with the order of the questions they ask, and the questions are a variety of open and close-ended.
• Unstructured : This format is informal or conversational, where all the questions are open-ended.

5. Focus Groups

Focus groups are group interviews you design to explore people's attitudes about a particular subject. They are an excellent way to discover the most common issues for the group or community when information is limited.

To do a focus group, you must ensure you have a capable facilitator and that you've planned it well. Focus groups can deliver detailed information on issues that concern a community or a specific demographic.

Are You Ready for Your Next Project Evaluation?

Evaluations are a vital part of any project, and they help you confirm if you've met your project goals and objectives and can help you establish best practices for future projects. If you don't review what's working and what isn't after each project, you leave yourself open to repeating costly mistakes.

If you're looking for a way to streamline your future projects, you may consider using project management software if you don't already. You may want to read some information on how to get started if trying new software feels intimidating.

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Project Evaluation 101: Benefits, Methods, & Steps

Richi Gupta

Lead Product Analyst

Review Board Member

Richi Gupta, a Lead Product Analyst, excels in systems integration and translating complex business needs into actionable tech strategies. Her attention to detail, coupled with exemplary project management skills, drive ... Read more

Richi Gupta, a Lead Product Analyst, excels in systems integration and translating complex business needs into actionable tech strategies. Her attention to detail, coupled with exemplary project management skills, drive her success in product feedback management, competitive analysis, strategic planning, and budget management. As a valued member of the ProProfs Survey Maker Advisory Board, Richi's primary objective is to deliver precise and coherent content, ensuring alignment with the company's strategic vision and objectives. Read less

Project Management Expert

David Miller, a seasoned Senior Project Manager at ProProfs with over two decades of diverse expertise, shares impactful insights on project management, leadership, and personal development through his writing.

Whether you’re a startup owner or a seasoned entrepreneur, keeping track of your project’s real-time progress and performance is crucial for consistent success.

This is where project evaluation comes in. It assesses how well your project meets its objectives and delivers value to your stakeholders.

Project evaluation not only helps identify potential roadblocks but also enables you to optimize workflows promptly. By leveraging evaluation insights, you can make informed decisions that significantly enhance your business outcomes.

Curious about the various types of project evaluation methods and how each can benefit your business? And how project management software can assist in conducting evaluations effectively?

In this blog, we’ll address these and many more questions.  We’ll explore the different evaluation types, delve into their benefits, and highlight how project management software can help you successfully deliver projects.

What Is Project Evaluation ?

Project evaluation refers to assessing an ongoing or completed project based on the inputs gathered at each stage. The project assessment is carried out with the aim to track the progress of a project and identify opportunities for improvement. 

Throughout the evaluation, you address some key questions like:

• Is the project on track to achieve its defined aims and objectives?
• How many goals have been achieved?
• What are the challenges being faced by the team?
• How is each team member contributing to the project’s overall performance

Addressing these questions offers a comprehensive picture of the status of a project. This helps in identifying roadblocks, if any, and taking timely steps to address them.

Unlocking the 5 Key Benefits of Comprehensive Project Evaluation

Here are some proven benefits of project evaluation. Take a look.

1. Identify Strengths & Weaknesses of Team Members

While going through the different stages of project evaluation, you understand the potential of each team member.

For example, some team members might have good logical skills and may be more suitable in the coding arena. While others might possess good creative skills and are more suited for the design stage of the project.

So, you can evaluate an individual’s key skills and delegate them to the most relevant task or project.

Project evaluation helps you allocate the right job for the right person based on their skills and knowledge level. With this manpower optimization, you can prevent redundancies and cost overruns in your projects.

2. Understand Budget Utilization Better

Project evaluation gives you a first-hand analysis of your project’s budget utilization.

Imagine this. You plan and allocate a specific budget for your project. But, on project completion, you realize that the budget was overutilized.

On the other hand, had you analyzed each stage for budget utilization, you could have gained a better understanding of your project’s real costs and steered the project in the right direction to keep costs under control.

This evaluation also helps you improve cost distribution for your future projects. 

For example, the evaluation process will enable you to identify which project stage is more expensive and which stage can be managed with a minimal budget.

Also, you can effortlessly extract financial summaries with a simple tool like ProProfs Project . Most tools offer project profitability reports that let you track project expenses versus budget and adjust resources or timelines accordingly. This way, you can always stay in control of costs and deliver projects within budget.

3. Identify Additional Training Requirements

Project evaluation will help you spot loopholes in project execution. This, in turn, will help you identify where the team lacks and arrange for their training needs.

On-the-job learning and development opportunities not only help in enhancing the capabilities of your human resources but also helps improve project deliverability.

For example, suppose a team member faces minor challenges while coding in a particular software language. In that case, you can arrange for a 2-3 day workshop or online training course to enhance their coding skills.

4. Understand the Real Requirements of Your Clients

Evaluation throughout the entire project lifecycle allows you to prioritize even the smallest requirements of your clients.

Ignoring these seemingly insignificant details can adversely affect the project outcome.

Suppose you are developing a website for a client who wants a simple and elegant design. You may think that adding some animations and graphics will make the website more attractive and engaging. 

But if you don’t evaluate your project regularly and communicate with your clients, you may end up with a website that doesn’t match their expectations and preferences.

This can lead to wasted time, money, and a dissatisfied client.

Thus, by identifying your clients’ key requirements, you can ensure that no aspect is overlooked, leading to the successful delivery of the project as expected.

5. Enhances Stakeholder Relationship

Project evaluation goes beyond assessing project progress. It also helps foster collaboration and communication among stakeholders.

By being transparent about project progress and requirements, you enhance the potential for establishing trust and credibility. This not only helps strengthen stakeholder relationships but also ensures smoother coordination of project activities.

Remember, effective project evaluation is not just about metrics and numbers; it’s about building connections and developing a shared understanding of project goals.

Now, let’s dive into the various project evaluation methods and see which one can be the right fit for you.

Elevate Your Evaluation Game With These Project Assessment Techniques

Here are the top project evaluation techniques that you can deploy to gain optimum results: 

Return on Investment (ROI)

Return on Investment measures the actual profitability of an investment by calculating the ratio of net profit to the initial investment. It helps assess the efficiency of a project and its potential for generating financial gains.

A higher ROI indicates a better investment opportunity, while a lower ROI may warrant closer scrutiny or alternative options.

Tip : Consider both short-term and long-term ROI to gain a comprehensive understanding of the project’s potential.

Cost-Benefit Analysis (CBA)

This technique compares the total costs with the expected benefits of your project over its life cycle. It helps you decide whether your project is worth undertaking and how to allocate your resources efficiently.

To conduct a CBA, you need to identify and quantify all the costs and benefits of your project and discount them to their present values. 

Then you can compare the total discounted costs with benefits and choose the option with the highest net benefit or benefit-cost ratio.

Tip : Take into account both tangible and intangible costs and benefits to ensure a comprehensive evaluation.

Net Present Value (NPV)

Net Present Value calculates the difference between the present value of all the cash inflows and outflows of your project. A positive NPV suggests that the project will generate more value than the initial investment, making it a potentially attractive opportunity.

To calculate the NPV, adjust project cash flows using a discount rate to account for the time value of money.

Then you take away the money you spend from the money you earn, and you get the NPV. 

This helps you decide if the project is worth doing or not because it shows you how much money you will gain or lose over time.

Tip : Use a suitable discount rate that aligns with the project’s risk and opportunity cost of capital for accurate NPV calculations.

The Payback Period

The Payback period estimates the time required to recover the initial investment through cash inflows. It helps you assess the liquidity and risk of your project and prioritize projects with shorter payback periods. 

A shorter payback period indicates a quicker recovery of investment.

To calculate the PP, you need to divide the initial investment by the annual cash inflow of your project. For example, if your project has an initial investment of $10,000 and an annual cash inflow of $2,000, then your PP is $10,000 / $2,000 = 5 years.

Tip : Consider the project’s lifespan and potential cash flow variability to accurately determine the payback period.

Benefit-Cost Ratio

Benefit-Cost Ratio compares the total expected benefits of a project to its total costs. This ratio helps gauge the economic feasibility of investment by determining whether the benefits outweigh the costs. 

A ratio greater than 1 signifies a potentially worthwhile investment.

To calculate BCR, you need to divide the total discounted benefits by the total discounted costs of your project.

Tip : Include both direct and indirect benefits when calculating the benefit-cost ratio for a comprehensive assessment.

Evaluation Through Surveys

This method is used to gather data from a vast group of individuals. The data is then analyzed to uncover hidden strengths, pinpoint weaknesses, and discover crucial areas for improvement. This helps find out what works well, what needs improvement, and what opportunities you have to meet customer and market expectations.

Surveys provide a cost-effective means to gather valuable information, offering a window into customer satisfaction and market needs. This can help you gain invaluable insights that drive growth and enhance decision-making.

Tip : When designing surveys, ensure clarity and simplicity to maximize response rates and collect accurate data.

Interview Evaluation

This method is a personal approach that delves into individuals’ perspectives, unearthing profound insights. By asking targeted questions and gathering qualitative data, you gain a rich understanding of your team’s progress, enabling you to guide them along the right path.

Interviews provide a unique opportunity to connect, probe, and explore beyond surface-level information. Leverage this method to gain invaluable insights, fuel growth, and foster meaningful development.

Tip : Create a comfortable and open environment during interviews to encourage honest and detailed responses, facilitating a deeper understanding of individuals’ viewpoints.

Focus Group Evaluation

If you want to assess how a specific group of people reacts to your project, you can use focus groups to collect and analyze their feedback.

Focus groups can help you gather feedback from a group of individuals who share common characteristics or interests. This gives you qualitative data, helping you understand group needs, opinions, and behaviors.

Tip : Foster an inclusive environment during focus group sessions, encouraging active participation and honest sharing of opinions to maximize the richness of qualitative data.

Incorporate these powerful project assessment techniques into your evaluation process to enhance your decision-making and increase the chances of project success. 

You can also tailor the evaluation techniques to the specific project and consider combining multiple techniques for a comprehensive analysis.

Project Evaluation Stages: From Vision to Victory

Project evaluation is carried out at different stages of a project’s life cycle, right from the commencement of the project to its completion.

Here are the different project evaluation stages that you should be aware of: 

1. Pre-Project Evaluation

Pre-project evaluation happens before you start working on a project.

This stage of evaluation constitutes the planning part of your project. Here, you brainstorm and put forth your project’s main requirements in collaboration with your clients. 

It’s a good idea to create a project charter , defining all the essential aspects of your project, such as resources, milestones, and potential risks. 

Once the first draft is ready, your project’s basic framework is all set.

You then provide valuable feedback and inputs to further finetune the project. This pre-evaluation process ensures that all stakeholders gain a comprehensive understanding of the project roadmap, which helps foster clarity and alignment between teams. 

2. Ongoing Project Evaluation

The next stage for evaluation of a project is when the project is going on.

It involves closely monitoring the implementation of changes suggested in the previous stage, ensuring they are reflected in project charters and briefs.

Also, keep an eye on key project metrics such as project budget, team productivity, and performance analysis among others. This helps keep the project on track, ensuring it progresses in the intended direction.

3. Post-Project Evaluation

Once your team is done with all the project stages, you must do a complete assessment of the project.

This can be accomplished through a team meeting, which provides a valuable opportunity to identify and evaluate your team’s strengths and weaknesses.

By directly engaging with your team members, you can gather insights and formulate strategies to address any shortcomings observed, ensuring enhanced performance in future projects.

Such assessments facilitate learning, growth, and the continuous improvement of your team’s capabilities, enabling you to tackle future projects more effectively.

Now, with a thorough understanding of project evaluation stages, let’s decode the project evaluation process.

Step-by-Step Guide to Effective Project Evaluation: Pathway to Project Success

Project evaluation consists of a series of steps that can be performed independently. Let’s understand the steps one by one.

1. Planning

The initial project evaluation step involves detailed planning regarding the questions to be presented to all stakeholders.

It is important to seek opinions and insights from team members and other involved parties to gather a comprehensive understanding of the project experience. 

When you take inputs from your team, a holistic picture of the project’s intricacies emerges. Each individual has a different perspective and goal, which helps in figuring out the right approach toward project completion.

To facilitate this process, maintain a checklist of interview and survey questions. Additionally, conduct group discussions to identify common issues and challenges encountered throughout the project’s duration.

2. Outcome Analysis

This project evaluation step focuses on assessing the outcomes resulting from project implementation.

These outcomes are measured using metrics, such as the ease of project completion, the skill enhancement of team members, and the time taken to finish the project.

Evaluating these outcomes provides a clear understanding of how well the project has achieved its smaller goals and objectives. It helps determine the efficiency of the project, identifying whether it was completed successfully or if it experienced issues related to time and cost overruns. This helps facilitate improved decision-making for future projects.

3. Impact Analysis

Impact analysis takes into account the long-term impact of the project on business prospects.

This analysis considers the project’s contribution to the overall growth of the business, customer retention, customer acquisition, and other relevant factors.

By conducting a business impact analysis, you adopt a forward-thinking approach that aligns with the company’s vision and objectives. 

This enables you to plan strategically, taking into account the potential impact of the project on your company’s future prospects and ensuring that the project’s outcomes are in line with your goals.

4. Benchmarking

It is also crucial to consider the industry’s average accepted benchmark as the next step in project evaluation.

Analyze the project evaluation processes deployed by various companies, particularly your competitors. Assess how your performance compares to theirs and identify their key areas of success. 

This way, you can draw inspiration and apply similar ideas to benefit your own business. Learning from successful competitors is crucial for continued growth and improvement.

5. Course Correction

Once you have identified your project’s strong and weak areas, it is time to develop a corrective course strategy.

Start by prioritizing the weak spots and devising solutions to address them effectively. 

For instance, if a shortage of manpower significantly impacts the project execution process , explore the techniques to resolve this issue. Consider sourcing additional manpower both from within and outside the organization, ensuring sufficient resources are available to meet project demands.

This strategic approach enables you to adapt and overcome obstacles, ensuring successful project outcomes.

Now that you are aware of the project evaluation process, it is important to understand how project evaluation tools can help you plan and evaluate better.

Let’s see how it works!

To start with, you can leverage the tool’s custom templates to get started easily. All you have to do is select a template, tweak its settings according to your needs, and kickstart your project immediately.

However, if you don’t wish to use a template, you can also build your project dashboard from scratch .

To learn how to build a dashboard by adding tasks and other project details, watch this quick video.

Once you have created your project dashboard, you can start project execution and track progress effectively via Gantt Charts , Kanban Boards , and Calendar views .

You can also monitor your progress and keep an eye on team performance via data-driven project reports .

Some of the reports that you can create include Summary reports , Project profitability reports , Timeline reports , etc.

Here is an example of how a Summary report looks like.

Apart from these, using a project management software also enables you to share files and discuss work via task comments . With these features, you can collaborate with your team and clientele, evaluate progress, and give feedback effortlessly.

Overall, the best project management tools offer you all the essential features you need to keep work on track right from the start.

Maximize Project Performance Through Effective Evaluation 

Project evaluation is an indispensable part of the project management process , essential to be conducted at each stage. 

A thorough evaluation enhances understanding of project requirements and minimizes the risk of errors.

It is crucial to evaluate the project during pre, ongoing, and post-stages to identify errors and ensure alignment with requirements. Additionally, after each project, develop a course corrective strategy to establish a benchmark for future endeavors.

Develop a robust project evaluation strategy and pave your way to project consistency and success!

Frequently Asked Questions

Q. why is project evaluation important.

Project evaluation is the analysis of different stages of project planning and implementation.

Q. What information does a project evaluation plan have? 

The project evaluation plan scrutinizes the outcomes and impacts to create a benchmark and a robust course corrective action plan for your business.

Q. In general, what is the purpose of a project evaluation?

Project evaluation is the means to analyze the project’s efficacy: has the project met its objectives? What are the short-term and long-term impacts of the project?

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About the author

David miller.

David is a Project Management expert. He has been published in elearningindustry.com , simpleprogrammer.com . As a project planning and execution expert at ProProfs, he has offered a unique outlook on improving workflows and team efficiency. Connect with David for more engaging conversations on Twitter , LinkedIn , and Facebook .

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Evaluation in project management: what you need to consider

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Evaluation has a pivotal role in project management. Good evaluation maximises learning from projects and facilitates the effective communication of project benefits and successes. It serves as the compass, guiding projects toward successful completion and it should be woven into the very fabric of your project. In our experience, launching a project without evaluation embedded into its design is like embarking on an expedition without a map. However, not all project managers are aware of how evaluation relates to their project, nor the skills and practice needed to ensure a high-quality evaluation.

The UK Government Magenta Book defines evaluation as: 'a systematic assessment of the design, implementation and outcomes of an intervention. It involves understanding how an intervention is being, or has been, implemented and what effects it has, for whom and why. It identifies what can be improved and estimates its overall impacts and cost-effectiveness.'

Evaluation ensures you are on the right track from day one. It helps ensure your project meets its goals and objectives, and importantly, to demonstrate this to stakeholders. Early evaluation allows you to make informed decisions and adapt your project as needed; you can change your route if you identify early that you're heading in the wrong direction. Knowing what your stakeholders want and monitoring their satisfaction is also vital. When you integrate evaluation into your project from the start, you ensure that expectations are set, needs are met, and you build trust and confidence in your team's abilities.

How is evaluation linked to project management?

Evaluation should form part of any results driven project management approach. Evaluation doesn't just happen at the end; it’s an ongoing process throughout the project's lifecycle. Ideally, evaluation starts at the planning stage, when the project work plan is being developed. This is where you set the parameters for your evaluation — what will you measure, how and when.

As you launch and deliver your project (implementation and monitoring), you will be collecting data and assessing progress. Are you hitting your milestones? Are you staying on budget? Are you continuing to meet your goals and objectives? Evaluation helps you answer these questions, giving you real-time insights to adjust your project as needed.

Finally, when your project is complete ( benefits realisation , closure and reporting stage), an evaluation closes the project down. You should assess if you achieved what you set out to do and report your findings and lessons learnt. This is not just for internal purposes, it's also about transparency and accountability to your stakeholders.

What key steps can you take for evaluation?

Evaluation scoping: this is an important stage to demonstrate co-design/production by bringing your stakeholders together to clearly outline what you want to achieve through your project and establish what success looks like to all stakeholders. At this early stage, you will also set stakeholders expectations and get their buy-in. A logic model, and a story of change, can help everyone collectively work through this and communicate what success looks like, how you will get there and the data that will tell you if you are on the right track.

Evaluation planning: determine what evaluation questions you will ask and what evaluation approaches will be more suitable to answer those questions. You should plan what data you need to collect, how you'll collect it and when you'll do it. It can be helpful to identify an appropriate evaluation approach or model , depending on your project and what you are aiming to achieve and for whom. and for whom.

Data collection and analysis: throughout your project, you should gather data that pertains to your objectives and key performance indicators (KPIs) as agreed during the evaluation scoping stage — in evaluation terms these are your process metrics. After this has been completed, evaluate the information you've collected to see if you’re on track, identify when you achieve your project outcomes and capture learning. Remember that data can be both quantitative and qualitative — and qualitative data can be a rich source of insights on what your project is achieving and how.

What to do with your evaluation data

Make decisions: based on your analysis, you can decide whether you need to adjust your project plan or continue as planned — interim evaluation findings can be incorporated into project decision gates.

Report and share: you should communicate your findings with stakeholders and your team. Remember, transparency is key!

Learn and improve: you should use your evaluation findings to improve your future projects. It's a continuous learning process.

Things to consider and skills needed

While it’s essential to consider evaluation as part of any project, it's not a one-size-fits-all process. Below are some things to consider and ensure you have the right skillset to design and deliver effective evaluation for your projects.

Tailored approach and flexibility: your evaluation methods should be tailored to your project's unique characteristics. What works for an education and training project may not be suitable for a communications and marketing campaign. Be prepared to adapt your evaluation methods and objectives as the project evolves.

Logic modelling: learn to use logic models for your project and evaluation design and how to use this logical method to refine your project outcomes and design your effective evaluations while keeping stakeholders in the loop.

Data collection and analysis: a good evaluation demands a multi-methods approach. Skills in both qualitative and quantitative data collection, analysis and interpretation are highly valuable.

Critical thinking: evaluation is about assessing and making judgements. You will need to have critical thinking to provide effective analysis and interpretation of data and findings.

Report writing: learn to hone the skills of effective evaluation report writing. Effective communication skills are crucial for sharing your findings and insights with stakeholders and team members. Having a good structure to your report, identifying and sharing key messages, and knowing what not to include all help with effective communication of your findings, achievements and learning.

You may also be interested in:

• What is project planning?
• Information sheet: Life cycles
• APM Corporate Partners discuss the future of project data analytics

Dr Shehla Khalid is a Senior Research and Evaluation Manager

Sian Kitchen is Senior Programme Lead for Evaluation and Insights

Ejemen Asuelimen is a Senior Project Manager at NHS England. They currently lead the evaluation of NHS staff retention and health and wellbeing programmes.

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• Project evaluation
• Learning Center

Learn about project evaluation and its importance for monitoring and evaluation practice. Discover how project evaluation can help you make informed decisions, improve project performance, and demonstrate accountability to stakeholders. Start optimizing your project evaluation skills today!

Table of Contents

What is a project?

What is project evaluation, principles of project evaluation.

• Importance of project evaluation for the monitoring and evaluation practice
• Types of project evaluation
• Elements of project evaluation
• Designing a project evaluation plan

Tools you can use for project evaluation

Examples of project evaluations, the key steps in conducting a project evaluation, benefits of project evaluation, using project evaluation results, conclusion: investing in project evaluation for better outcomes.

A project is a temporary endeavor undertaken to create a unique product, service, or result. It is a planned and organized effort to achieve a specific goal within a defined time frame, budget, and scope.

A project typically has a set of defined objectives, a timeline, and a budget. It may involve multiple people with different skills and expertise working together towards a common goal. Projects can vary in size and complexity, ranging from small tasks to large-scale initiatives that may span multiple years and involve significant resources.

Project management is the process of planning, organizing, and managing resources to achieve specific goals and objectives within the constraints of time, budget, and scope. Effective project management involves defining the project goals and objectives, identifying the tasks and resources required to achieve them, and monitoring progress to ensure that the project is completed on time, within budget, and to the required quality standards.

Project evaluation is a process that is used in monitoring and evaluation practice to assess the effectiveness and efficiency of a project. It involves systematically collecting and analyzing data on project activities, outputs, outcomes, and impacts in order to determine the extent to which project objectives have been achieved and identify areas for improvement.

Project evaluation typically involves the following steps:

• Planning the evaluation : This involves defining the evaluation questions, identifying the data sources and methods, and developing a plan for data collection and analysis.
• Collecting data : This involves gathering data on project activities, outputs, outcomes, and impacts using various methods such as surveys, interviews, and focus groups.
• Analyzing data : This involves organizing and examining the data collected during the evaluation, to identify patterns, trends, and relationships, and to determine the degree to which project objectives have been met.
• Drawing conclusions and making recommendations : Based on the analysis of the data, conclusions are drawn about the effectiveness and efficiency of the project, and recommendations are made for improving future project implementation.
• Reporting the findings : The evaluation findings are communicated to stakeholders in a clear and concise manner, highlighting the strengths and weaknesses of the project and providing recommendations for improvement.

Project evaluation is an important part of monitoring and evaluation practice, as it helps to ensure that projects are achieving their intended outcomes and that resources are being used efficiently and effectively. It provides valuable information that can be used to inform decision-making and improve future project design and implementation.

There are several guiding principles that serve as the basis for M&E project evaluation (Monitoring and Evaluation). The following are some of the fundamental concepts:

• Relevance: The evaluation should be relevant to the project and the needs of the stakeholders. It should be designed to address the key questions and concerns of the stakeholders.
• Credibility: The evaluation should be based on sound and credible evidence. The methods used to collect and analyze data should be rigorous and appropriate for the project.
• Validity: The evaluation should be valid, meaning that it accurately measures what it is intended to measure. The evaluation should use reliable and valid data collection methods and should be designed to minimize bias.
• Reliability: The evaluation should be reliable, meaning that the results can be replicated. The methods used to collect and analyze data should be consistent and transparent.
• Utility: The evaluation should be useful to the stakeholders. The results should be presented in a clear and concise manner and should provide practical recommendations for improving the project.
• Ethical considerations: The evaluation should be conducted in an ethical and responsible manner.
• Evaluate continually :  Building an organizational habit of evaluation serves to equip and improve teams and project outcomes. The rights and dignity of participants should be respected, and confidentiality should be maintained.
• Cost-effectiveness: The evaluation should be cost-effective, meaning that it should provide value for the resources invested. The costs of the evaluation should be balanced against the potential benefits.

When these guiding principles are adhered to during project evaluation in M&E, it is possible to gain valuable insights into the success of a project as well as offer recommendations for its further development. It helps to build trust and transparency while also ensuring that project managers and stakeholders are accountable for the outcomes of the project.

Importance of the project evaluation for the monitoring and evaluation practice

Project evaluation is a critical component of monitoring and evaluation (M&E) practice, and it plays a vital role in ensuring the success of projects. The following are some of the key reasons why project evaluation is important:

• Accountability: Project evaluation helps to ensure that project stakeholders are accountable for the use of resources and the achievement of project objectives. Accountability provides a mechanism for measuring and reporting on project performance, which can help to build trust and credibility with stakeholders.
• Learning: Project evaluation provides an opportunity for learning and improvement. M&E for Learning helps to identify what worked well, what did not work, and what could be done differently in future projects. This information can be used to improve project design, implementation, and management.
• Decision-making : Project evaluation provides important information that can be used to inform decision-making. It helps to identify project strengths and weaknesses, and can provide insights into how best to allocate resources, adjust project strategies, and make decisions about project continuation or termination.
• Communication : Project evaluation provides a mechanism for communicating project progress and performance to stakeholders. This helps to build trust and transparency and can help to mobilize support for the project.
• Continuous improvement : Project evaluation is an ongoing process that allows for continuous improvement of project performance. By monitoring progress and making adjustments as needed, project managers can ensure that projects stay on track and are achieving their intended outcomes.

In summary, project evaluation is essential for ensuring the success of projects. It provides valuable information for decision-making, accountability, learning, communication, and continuous improvement. By conducting project evaluations regularly and using the information generated to improve project performance, project managers can ensure that their projects are effective, efficient, and sustainable.

Types of Project Evaluation

Project evaluation is the process of assessing the effectiveness, efficiency, and relevance of a project. There are several types of project evaluation that can be conducted depending on the goals and objectives of the project. Here are some of the most common types of project evaluation:

Formative project evaluation

Formative project evaluation is conducted during the development and implementation of a project to provide ongoing feedback and identify areas for improvement. By evaluating the project as it progresses, project managers can identify strengths and weaknesses in their strategies and activities and make adjustments to improve outcomes. This type of evaluation can help ensure that the project stays on track and achieves its intended goals and objectives. Formative evaluation can involve collecting and analyzing data on project processes, outputs, and outcomes, as well as conducting surveys, focus groups, or interviews with project stakeholders to gather feedback on their experiences with the project.

Summative project evaluation

Summative project evaluation is conducted at the end of a project to assess its overall effectiveness and impact. The main goal of summative evaluation is to measure the extent to which project goals and objectives have been achieved. This type of evaluation typically involves collecting and analyzing data on project outputs and outcomes to determine the extent to which they align with project goals and objectives. Summative evaluation can involve various methods, such as surveys, focus groups, interviews, and statistical analysis of project data. By conducting summative evaluation, project managers can determine the overall success of the project and identify lessons learned that can be applied to future projects.

Process project evaluation

Process project evaluation assesses the processes and activities involved in implementing a project. The main goal of process evaluation is to examine the efficiency of project management and identify areas for improvement. This type of evaluation typically involves collecting and analyzing data on project processes, such as the use of resources, adherence to timelines, and stakeholder engagement. The focus of process evaluation is on evaluating the quality of project management and identifying areas where improvements can be made to enhance the effectiveness of project implementation. By conducting process evaluation, project managers can identify areas for improvement in project management and make data-driven decisions to improve project performance.

Impact project evaluation

Impact project evaluation measures the changes or outcomes that result from a project. The main goal of impact evaluation is to assess the extent to which the project has achieved its intended outcomes and to identify the factors that contribute to success or failure. This type of evaluation typically involves collecting and analyzing data on project outcomes, such as changes in knowledge, behavior, or social conditions. Impact evaluation may also involve assessing the sustainability of project outcomes over time. By conducting impact evaluation, project managers can determine the overall success of the project and identify the factors that contribute to its success or failure. This information can be used to improve project design and implementation in future projects.

Outcome project evaluation

Outcome project evaluation actually measures the short- or intermediate-term results of a project, rather than just the outputs. The main goal of outcome evaluation is to assess whether a project is achieving its intended outcomes or not. This type of evaluation typically involves collecting and analyzing data on the short-term results of the project, such as changes in knowledge, attitudes, behaviors, or conditions. Outcome evaluation may also involve assessing the quality or relevance of the project outputs in achieving the intended outcomes. By conducting outcome evaluation, project managers can determine the effectiveness of their project and make data-driven decisions to improve project performance. In contrast, output evaluation focuses on measuring the quantity and quality of the project outputs, such as the number of people reached, the amount of resources used, or the number of services provided.

Cost-benefit analysis project evaluation

Cost-benefit analysis is a type of evaluation that assesses the costs and benefits of a project. The main goal of cost-benefit analysis is to measure the economic value of a project and to compare it to the costs of implementation. This type of evaluation typically involves identifying and quantifying the costs and benefits of the project, and then calculating a net value or benefit-cost ratio to determine whether the project is economically feasible. By conducting cost-benefit analysis, project managers can determine the financial viability of their project and make data-driven decisions about project implementation. Cost-benefit analysis can also help to identify areas where project costs can be reduced or benefits can be increased to enhance the overall economic value of the project.

The type of project evaluation that is conducted should align with the specific goals and objectives of the project. For example, if the project is in the early stages of development, a formative evaluation would be more appropriate to provide feedback and identify areas for improvement. On the other hand, if the project has been implemented and is nearing completion, a summative evaluation would be more appropriate to assess its overall effectiveness and impact. By conducting the appropriate type of project evaluation, project managers can gather meaningful insights that can inform decision-making and improve project performance.

Elements of Project Evaluation

Project evaluation typically involves several key elements or steps. These may include:

Setting evaluation goals and objectives

The first element of project evaluation involves setting evaluation goals and objectives, which includes identifying what aspects of the project will be evaluated, what data will be collected, and how the data will be analyzed. This step is critical to ensure that the evaluation is focused and effective.

Evaluation goals and objectives should be specific, measurable, achievable, relevant, and time-bound ( SMART ). This means that they should be clearly defined and measurable, realistic, aligned with the project’s goals and objectives, and have a clear timeframe for completion.

Once the evaluation goals and objectives are established, project managers can determine what data will be needed to assess project performance and impact. This might include data on project outputs, outcomes, costs, stakeholder satisfaction, or other metrics.

Finally, project managers must determine how the data will be analyzed to draw conclusions about the effectiveness of the project. This might involve using statistical analysis, qualitative methods, or a combination of both. The analysis should be designed to answer the evaluation questions and assess whether the project has achieved its intended goals and objectives.

Developing evaluation criteria

Developing evaluation criteria is an important step in any project or program management process as it helps in assessing the project’s success and identifying areas of improvement. Here are some steps that can be followed to develop evaluation criteria:

• Identify the project objectives : To develop relevant evaluation criteria, you need to have a clear understanding of the project’s objectives. These objectives should be SMART (specific, measurable, achievable, realistic, and time-bound).
• Identify the stakeholders : Identify the stakeholder s who will be impacted by the project, including beneficiaries , sponsors, funders, and others who may have an interest in the project.
• Define the criteria: Based on the project objectives, stakeholders, and other relevant factors, define the criteria that will be used to evaluate the project. Common criteria include efficiency , effectiveness , impact , sustainability , and stakeholder satisfaction.
• Develop indicators : Once you have identified the criteria, develop specific indicators that will be used to measure each criterion. Indicators in monitoring and evaluation should be measurable, and there should be clear definitions of what constitutes success or failure.
• Assign weights : Assign weights to each criterion to reflect its importance relative to the others. The weights should reflect the project’s overall goals and objectives.
• Establish benchmarks : Establish benchmarks for each criterion, which will serve as the standard against which project performance will be evaluated.
• Develop data collection methods : Develop data collection methods to gather the data needed to evaluate the project against the established criteria. This may include surveys, interviews, observation, or other methods.
• Analyze data and report result s: Analyze the dat a collected and report the results, highlighting successes and areas for improvement. The evaluation report should be shared with all stakeholders engaged in M&E activities to ensure that they are aware of the project’s performance and can provide feedback.

Developing evaluation criteria is an essential part of any project or program management process. It ensures that project goals and objectives are met, and stakeholders’ needs are considered. By following these steps, you can develop effective evaluation criteria and gather the data needed to assess project performance.

Collecting data

Collecting data is an essential step in any project, and it involves gathering information and data about various aspects of the project. This information can include things such as outputs, outcomes, costs, and stakeholder feedback.

There are many different data collection methods that can be used to collect data, including surveys, interviews, observations, and more. Each method has its own strengths and weaknesses, and the choice of method will depend on the nature of the project and the type of data that needs to be collected.

Once the data has been collected, it can be analyzed and used to inform decision-making and improve the project’s overall performance. Effective data collection and analysis are critical to the success of any project, as they provide valuable insights and help to ensure that the project stays on track and meets its objectives.

Analyzing data

Analyzing data is a crucial step in the data collection process. Once data has been collected, it needs to be reviewed and analyzed to identify patterns, trends, and areas for improvement.

Data analysis can involve a range of different methods, including statistical methods, data visualization, and other forms of data processing. Statistical methods can help to identify relationships between variables and can be used to make predictions or draw conclusions from the data. Data visualization, such as charts and graphs, can be used to make the data more easily understandable and to identify patterns and trends.

The goal of data analysis is to gain insights from the data that can inform decision-making and improve the project’s overall performance. By identifying areas for improvement, the project team can take action to address these issues and ensure that the project stays on track and meets its objectives. Effective data analysis is therefore critical to the success of any project, as it enables the project team to make informed decisions based on the data they have collected.

Drawing conclusions

Drawing conclusions is an important step in data analysis as it helps to determine the effectiveness and impact of a project. When drawing conclusions, it is important to consider the data collected and the objectives of the project. Conclusions may be drawn about the following:

• Effectiveness of the project : The effectiveness of the project can be determined by evaluating whether the project achieved its intended goals and objectives. If the project was successful in achieving its goals, then it can be considered effective.
• Impact of the project : The impact of the project can be determined by evaluating the extent to which it has made a positive difference in the lives of the beneficiaries. For example, if the project was aimed at improving health outcomes, then the impact can be measured by evaluating changes in health indicators such as mortality rates, disease incidence, and morbidity.
• Efficiency of the project: The efficiency of the project can be determined by evaluating the cost-effectiveness of the project. This can be done by comparing the cost of the project to the benefits it has provided. If the benefits of the project outweigh its costs, then it can be considered efficient.
• Whether the project achieved its intended goals and objectives : This can be determined by evaluating the extent to which the project has achieved its stated goals and objectives. If the project has achieved its goals, then it can be considered successful.

Making recommendations

Once conclusions are drawn from the evaluation of a project, the next step is to make recommendations for improving the project. The recommendations should be based on the conclusions drawn from the evaluation and should aim to address any shortcomings or challenges that were identified during the evaluation.

Some examples of recommendations that could be made include:

• Changes to the project design : Based on the evaluation, recommendations may be made to revise the project design to make it more effective. For example, if the project was aimed at improving access to education, the design could be revised to include additional resources or support for students who are struggling.
• Implementation strategies: Recommendations may be made to change the implementation strategies to make them more effective. For example, if the project was aimed at improving healthcare outcomes, the implementation strategy could be revised to include additional training for healthcare workers or community health workers.
• Management approaches : Recommendations may be made to improve the management of the project. For example, if the project was facing challenges with coordination or communication, recommendations could be made to improve these aspects of the project management.
• Additional resource s: Based on the evaluation, recommendations may be made to provide additional resources to the project. For example, if the project was facing resource constraints, recommendations could be made to secure additional funding or resources to support the project.

Communicating findings

Communicating findings is the final step in the evaluation process. It involves sharing the results of the evaluation with stakeholders such as project sponsors, funders, and participants. Communication of the evaluation findings is important as it helps to ensure that the project achieves its intended goals and objectives and that lessons learned can be applied to future projects.

Effective communication of the evaluation findings involves presenting the results in a clear and concise manner that is easily understandable by all stakeholders. The communication may involve preparing reports, presentations, or other forms of communication such as newsletters, press releases, or social media updates. The communication should also be tailored to the specific needs of the stakeholders, taking into account their level of understanding and interest in the project.

Some of the key elements that should be included in the communication of the evaluation findings are:

• Key findings : The communication should include a summary of the key findings from the evaluation, including the project’s strengths, weaknesses, successes, and challenges.
• Recommendations : The communication should include a summary of the recommendations for improving the project based on the evaluation findings.
• Lessons learned: The communication should highlight any lessons learned from the project that could be applied to future projects.
• Impact: The communication should highlight the impact of the project and how it has made a difference in the lives of the beneficiaries.

Effective communication of the evaluation findings is critical to ensuring that the project achieves its intended goals and objectives and that lessons learned can be applied to future projects. The communication should be tailored to the specific needs of the stakeholders and should include a summary of the key findings, recommendations, lessons learned, and the impact of the project.

Designing a Project Evaluation Plan

Designing a project evaluation plan is a critical step in ensuring that the project is successful and meets its intended goals and objectives. The following are steps that can be taken to design a project evaluation plan:

• Define the project goals and objectives : The first step is to define the project goals and objectives. This will help to determine what needs to be evaluated and what success looks like.
• Determine the evaluation questions : Based on the project goals and objectives, determine the evaluation questions that need to be answered. These questions should be specific, measurable, and relevant to the project goals and objectives.
• Identify the evaluation methods : Next, identify the evaluation methods that will be used to answer the evaluation questions. These may include surveys, interviews, focus groups, document reviews, or observations.
• Determine the data collection tools : Based on the evaluation methods, determine the data collection tools that will be used to collect the necessary data. These may include questionnaires, interview guides, or observation checklists.
• Develop a data analysis plan : Once the data has been collected, develop a data analysis plan. This will involve identifying the data analysis techniques that will be used to analyze the data and answer the evaluation questions.
• Create a timeline : Create a timeline for the evaluation, including the data collection and analysis phases. This will help to ensure that the evaluation is completed in a timely manner and that the results are available when needed.
• Determine the roles and responsibilities : Determine the roles and responsibilities of the individuals involved in the evaluation, including who will be responsible for data collection, analysis, and reporting.
• Develop a reporting plan : Finally, develop a reporting plan that outlines how the evaluation results will be reported and to whom. This may include written reports, presentations, or other forms of communication.

Designing a project evaluation plan is critical to the success of the project. By defining project goals and objectives, determining evaluation questions, identifying evaluation methods, creating a timeline, and developing a reporting plan, you can ensure that the evaluation is completed in a timely and effective manner, and that the results are communicated to stakeholders.

There are several tools that can be used for project evaluation. Here are some of the most commonly used tools:

• Surveys: Surveys are a useful tool for gathering data from project stakeholders, such as clients, partners, and staff. They can be used to collect quantitative data on the project’s performance, as well as qualitative data on stakeholders’ perceptions and experiences.
• Interviews: Interviews are a useful tool for collecting in-depth qualitative data from project stakeholders. They can be used to gather information on stakeholders’ experiences, perceptions, and opinions.
• Focus groups: Focus groups are a useful tool for collecting data from groups of stakeholders. They can be used to gather feedback on specific aspects of the project and to identify areas for improvement.
• Observation: Observation is a useful tool for collecting data on the project’s activities and outcomes. It can be used to identify areas where the project is succeeding and areas where it needs improvement.
• Case studies: Case studies are a useful tool for providing in-depth analysis of specific aspects of the project. They can be used to highlight successes and challenges and to identify areas for improvement.
• Performance indicators: Performance indicators are a useful tool for measuring the project’s progress and success. They can be used to track specific outcomes, such as the number of clients served or the amount of funding raised.
• Cost-benefit analysis: Cost-benefit analysis is a useful tool for assessing the financial impact of the project. It can be used to determine whether the benefits of the project outweigh the costs.

Project managers are able to collect valuable data on the performance of the project and use that data to make informed decisions about the future of the project when they use the tools that are available to them.

There are various types of project evaluations, including stakeholder evaluation, outcome evaluation, process evaluation, environmental evaluation, implementation evaluation, efficiency evaluation, sustainability evaluation, and social return on investment (SROI) evaluation. Each type of evaluation is tailored to specific projects and objectives and can provide valuable insights into the strengths and weaknesses of a project, as well as opportunities for improvement.

Here are some examples of project evaluations across various sectors and contexts to better understand the importance and application of project evaluation.

• Impact evaluation of a public health campaign: This type of evaluation would assess the effectiveness of a public health campaign in achieving its objectives, such as increasing awareness of a particular disease or encouraging behavior change.
• Process evaluation of a community development project: This type of evaluation would assess the effectiveness of a community development project, such as a program aimed at reducing poverty, by examining the planning, management, and execution of the project.
• Financial evaluation of an infrastructure project: This type of evaluation would assess the cost-benefit analysis of an infrastructure project, such as a road or bridge, by examining the project costs, expected benefits, and potential financial risks.
• Stakeholder evaluation of a social program: This type of evaluation would assess the satisfaction levels of stakeholders involved in a social program, such as a program aimed at reducing crime, by examining whether stakeholders are satisfied with the project outcomes, communication, and level of involvement.
• Outcome evaluation of an educational program: This type of evaluation would assess the effectiveness of an educational program, such as a literacy program for children, by examining whether the program has met its objectives and whether it has made a difference in the lives of the target beneficiaries.
• Environmental evaluation of a construction project: This type of evaluation would assess the environmental impact of a construction project, such as a building or highway, by examining the potential impact on air quality, water quality, and wildlife habitat.
• Implementation evaluation of a social service program: This type of evaluation would assess the implementation process of a social service program, such as a program providing assistance to individuals with disabilities, by examining the program’s planning, management, and execution.
• Sustainability evaluation of an energy project: This type of evaluation would assess the sustainability of an energy project, such as a renewable energy project or energy efficiency program, by examining the long-term economic, social, and environmental impacts.
• Social return on investment (SROI) evaluation of a social enterprise: This type of evaluation would assess the social return on investment of a social enterprise, such as a nonprofit organization or community development corporation, by examining the organization’s social impact and financial performance.

Conducting a project evaluation is an important process that can help organizations to assess the success of their projects and identify areas for improvement. Here are the key steps involved in conducting a project evaluation:

• Define the evaluation purpose and scope: The first step in conducting a project evaluation is to define the purpose and scope of the evaluation. This includes identifying the key questions the evaluation is intended to answer, the stakeholders involved, and the timeline for completion.
• Develop an evaluation plan: The evaluation plan should include the methods that will be used to collect and analyze data, as well as the roles and responsibilities of everyone involved in the evaluation. The plan should also include a timeline for completion and a budget.
• Collect data: Data collection can involve a variety of methods, including surveys, interviews, focus groups, and observation. The data collected should be relevant to the evaluation questions and should be gathered in a way that is ethical and responsible.
• Analyze data: Once the data has been collected, it should be analyzed to identify patterns, trends, and relationships. This analysis should be guided by the evaluation questions and should be conducted using appropriate statistical methods.
• Draw conclusions and make recommendations: Based on the data analysis, conclusions should be drawn about the success of the project and its impact on the target population. Recommendations for project improvement should also be made based on the evaluation findings.
• Share results: The results of the evaluation should be shared with stakeholders, including project staff, funders, and the target population. This can be done through written reports, presentations, or other means.
• Use results for project improvement: Finally, the results of the evaluation should be used to improve the project. This may involve making changes to project design, implementation, or evaluation methods.

Project evaluation is a useful tool that can assist organisations in determining the level of success achieved by their projects and pinpointing areas in which improvements are needed. It offers insightful information that can be put to use for the purposes of making decisions based on data, gaining the support of stakeholders, and ensuring accountability.

Project evaluation is an important process that offers a number of benefits. Firstly, it helps to identify areas that could be improved or that didn’t go as planned. This information is essential as it allows project managers to make adjustments to the project plan, ensuring that future projects are more successful.

Project evaluation also measures the outcomes of the project, providing valuable insights into whether the project was successful and whether it met its objectives. This information is useful for project managers and stakeholders who need to make informed decisions about the project, such as whether to continue with it or make changes.

Project evaluation provides accountability by ensuring that project managers and stakeholders are responsible for the project’s outcomes. This transparency can help to build trust among stakeholders, which is critical for ongoing success.

Additionally, project evaluation supports learning by offering an opportunity to reflect on what worked and what didn’t work. This reflection helps project managers to improve their project management skills, which can enhance future projects.

Overall, project evaluation is a valuable process that offers many benefits, including the identification of areas for improvement, the measurement of project outcomes, accountability, and ongoing learning and improvement.

The results of project evaluation can be used in a number of ways to improve project performance and outcomes. Here are some examples:

• Adjust project design : Evaluation results can help identify areas where the project design may need to be adjusted or improved to better meet its objectives. For example, if the evaluation reveals that a project is not effectively reaching its target audience, adjustments to the communication strategy may be necessary.
• Allocate resources more effectively : Evaluation results can help identify areas where resources are being used inefficiently, and allow for reallocation to areas that are more effective in achieving project outcomes.
• Improve project management : Evaluation results can help identify areas where project management can be improved. For example, if the evaluation reveals that there are communication breakdowns between team members, improvements to communication protocols can be implemented.
• Report to stakeholders : Evaluation results can be used to report project outcomes and progress to stakeholders, such as funders, partners, and community members. This can help demonstrate accountability and transparency, and can help secure continued support for the project.
• Inform future projects : Evaluation results can be used to inform the design and implementation of future projects. Lessons learned from the evaluation can be used to improve future projects and ensure that they are more effective in achieving their intended outcomes.

Overall, the results of project evaluation can be a powerful tool for improving project performance, maximizing impact, and ensuring that resources are being used effectively.

Investing in project evaluation is a critical process that can help organizations to assess the success of their projects and identify areas for improvement. By following the key steps involved in conducting a project evaluation, organizations can make data-driven decisions, build stakeholder buy-in, and ensure accountability.

The benefits of project evaluation include assessing program effectiveness, improving program outcomes, increasing stakeholder buy-in, ensuring accountability, identifying best practices, and demonstrating impact.

By investing in project evaluation, organizations can achieve better outcomes and make a greater impact on their target population. It is an investment that can pay off in the long term by ensuring that programs are effective, evidence-based, and accountable.

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Project Evaluation: Definition, Types and How to Do it

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What is project evaluation, what are the principles of project evaluation, types of project evaluation, what are the benefits of performing a project evaluation, how to complete a project evaluation.

Implementing project evaluation is crucial for project managers who want to evaluate goals, objectives, and outcomes as well as gauge the efficacy of their initiatives. Different project evaluation methods provide insightful information and draw attention to areas that could need improvement. You may get a number of organisational benefits by including project assessment procedures in your workflow. In order to increase performance and ensure the success of your projects, this article covers the idea of project assessment and offers helpful tips on how to do it. Project evaluation in project management is an important aspect in order to check efficiency.

An approach for assessing the success and effects of projects, programmes, or policies is project assessment. To evaluate the project's process and results, it is necessary for the evaluator to gather relevant data. Implementing project assessment enables organisations to make internal adjustments, spot trends within the project's target audience, organise the next efforts and convince external stakeholders of the project's worth.

It is crucial to abide by a number of fundamental guidelines that contribute to the organization's overall performance in order to guarantee the validity and efficacy of project assessments. These guiding principles offer a structure for carrying out assessments from beginning to end. The following are the main tenets of project evaluation:

• Aim to increase performance: Each evaluation provides insightful information that might assist your team in constantly strengthening its procedures.
• Promote organisational learning: You may promote a culture of continuous learning and development by setting up a feedback loop through frequent assessments.
• Share project engagement: By informing stakeholders of the findings of project assessments, you may promote their active involvement and increase transparency and dependability.
• Concentrate on getting results: Regular reviews guarantee that your initiatives stay on pace for quantifiable and attainable results.
• Develop connections with stakeholders: Including stakeholders in the project assessment process fosters teamwork and increases faith in your team's skills.
• Use trustworthy procedures : When conducting project assessments, it's important to use techniques that can be verified and relied upon.
• Conduct assessments ethically: Respect the sensitivity of the project and your workers' well-being by carefully considering ethical issues while choosing and executing evaluation methodologies.
• Accept continuing evaluation: Fostering a culture of continuous assessment empowers teams and promotes ongoing improvement in project results.

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There are numerous types of project evaluation which can be used in your projects to check the effectiveness.

Pre-project evaluation

A feasibility analysis is a step in the development of a project that must be finished before any work on it starts. By ensuring that all stakeholders are aware of the project's objectives, this evaluation ensures that it is carried out successfully. By emphasising challenges including resource availability, budgetary constraints, and technology requirements, early feasibility assessments facilitate early decision-making and efficient resource allocation. To increase overall efficiency and the likelihood of successful outcomes, this review process may be incorporated into project planning .

Ongoing evaluation

For a project to be successful, metrics that verify completed work are essential. These indicators include keeping an eye on the budget, assessing the proportion of tasks completed, and rating the overall calibre of the job. You may accurately assess project progress and guarantee conformity with the original objectives and goals by using these indicators. The team stays on track and constantly works towards intended results when it focuses its attention on the original project vision. It is possible to make educated decisions, resolve any aberrations, and take preventative action to ensure project success by routinely evaluating and monitoring these indicators.

Post-project evaluation

A thorough examination of a project's results and effects must be done when it is finished. This evaluation involves assessing how successfully the project met its original aims and objectives. Assessing the results provide information on whether the intended outcomes were achieved and if the project's deliverables were effectively met. Aside from that, evaluating the impacts enables one to determine the real changes that have been made for the intended audience or beneficiaries, including both intentional and unintended consequences on particular people, communities, or organisations. Project managers may discover areas of success and pinpoint areas that need development by performing a thorough analysis and drawing helpful conclusions for subsequent endeavours. This study also helps stakeholders understand the project's value and efficacy, promoting accountability, openness, and confidence.

Self-evaluation

People have the chance to perform self-evaluations at any time over the course of a project. Examining how their job contributes to the bigger aims and goals is a part of these evaluations. Individuals may enhance their capacity to cooperate successfully inside the team by recognising their talents and shortcomings, quantifying their successes, and comprehending the extent of their impact.

External evaluation

Engaging outside organisations to evaluate your work is an alternate strategy. As they have no past ties to or engagement in the project, these organisations contribute objectivity to the appraisal process. This objectivity raises the evaluation's and its results' credibility. Projects with multiple stakeholders or complicated components that call for a thorough analysis benefit especially from external reviews.

After project evaluation the next step is to present the proper project report. Get the overview of project report  & how to write project report through our blog

Performing a project assessment has a number of advantages that help the organisation grow and succeed both internally and internationally. The following are the main benefits of project evaluation.

• Tracks team performance: You may monitor the growth and development of your team across a number of projects by keeping a record of prior assessments. This enables you to recognise your team's strengths and areas for development, empowering you to make decisions that will improve team performance.
• Project evaluations assist in identifying trends and patterns that appear during the assessment process, highlighting areas that may be improved. Understanding these patterns offers helpful insights into how the team may improve performance, fix problems, and put improvement plans into practise.
• Project assessments provide your team with the chance to gauge the practical effects of their efforts. You may objectively evaluate the outcomes and achievements obtained using real measurements and feedback, giving important proof of the project's success in the public eye.
• Participates stakeholders: Involving significant stakeholders in the project assessment process encourages openness and cooperation. Involving stakeholders fosters a sense of ownership and shared responsibility while assuring them of the high quality of the finished and assessed projects. It also boosts their trust in the organisation.
• Project evaluations offer a place for team reflection by enabling members to critically evaluate their own performance and contributions. This promotes team reflection and accountability. As team members hold themselves and one another accountable for their actions, results, and continual growth, this technique encourages accountability.
• It also sharpens the planning process based on previous evaluations: Project assessment insights offer a plethora of information and lessons learnt. In order to make sure that future endeavours are founded upon experience and understanding of how the team performs and what methods lead to success, this information may be leveraged to improve and sharpen the planning process for subsequent initiatives.

Also read: Performance reporting in project management

A planned and executed organised methodology is required for project evaluation. The following stages will help you perform an evaluation for your project:

1. Create an evaluation plan

Setting goals and objectives before you start your project is crucial because they provide your team structure and direction. Along with directing your project, these aims and objectives will also have an impact on the kind of assessment you decide to carry out. Consider using a variety of tools and techniques that complement the selected assessment methodology when creating your evaluation plan. For instance, analysing task completion metrics may be a useful assessment tool to track improvements in productivity rates if your goal is to increase staff output.

2. Identify the source of evaluation and get organized

Once your evaluation plan is complete, it's crucial to pinpoint reliable information sources. Select the people you want to interview if interviews are a component of your strategy. Collect all the resources required for each evaluation technique, such as interview questions and a strategy for classifying and archiving answers. Consider assigning work to others and developing an extensive preparation schedule to guarantee the successful implementation of your evaluation strategy.

3. Implement the project evaluation

Depending on the precise assessment type and the techniques or instruments you have chosen, your evaluation plan will be implemented differently. The following are the main aspects to pay attention to when conducting various sorts of evaluations:

• Pre-project evaluation : Focus on setting specific objectives and goals at this phase, as well as doing an in-depth analysis of the project's viability.
• Evaluation that is continuous: If you are doing an evaluation that is continuing, pay particular attention to important elements including the project timeline, budget adherence, and the calibre of the work being produced.
• Post-project evaluation: After the project is over, do a thorough post-project evaluation to determine its overall success based on the results and impacts that were attained. This assessment analyses the project's observable effects and assesses how well it achieves the desired objectives.

4. Analyze the data

It is essential to carry out a thorough analysis after collecting the necessary data for your review in order to spot trends, weaknesses, and how closely the project adheres to its objectives and aims. Use a tracking system to effectively organise and store the data depending on its specific properties. Then, apply the aims and objectives established by your team to analyse the data gathered and derive insightful conclusions.

5. Develop a report for your team

It is critical to put up a detailed report that gives a succinct overview of the assessment findings when the examination of the gathered data is finished. To meet the specific requirements of your team and stakeholders, modify the report's structure. This report is highly helpful since it can be used to pinpoint areas that need improvement, highlight both planned and unintentional project outcomes, and assess how well your team is doing in terms of achieving goals and objectives.

6. Discuss next steps

Sharing the finished project evaluation report with the team and stakeholders promotes effective communication, inspires creative team improvement ideas, cultivates stronger stakeholder relationships, and offers direction for future project improvement based on the evaluation results and impact.

Project evaluationa and project tracking runs side by side, learn how to do project tracking through our blog

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Project Evaluation Planning: The General Guidelines

by MyMG Team · Published December 28, 2011 · Updated June 26, 2023

The project evaluation process involves an analysis of different components or indicators that characterize the project’s progress towards the achievement of its goals and objectives. These components/indicators are Outcomes and Impacts .

These are any measurable and auditable changes that can be obtained as a result of the project’s successful accomplishment. They determine the extent to which the identified problems have been mitigated, resolved, or eliminated.

In terms of project evaluation and management, outcomes define the measurable results and benefits that are observable within the targeted environment once the project is done. They serve as the general indicator of project progress towards successful implementation of project goals and objectives. Outcomes describe short-term and medium-term effects generated by the project.

Several examples of project outcomes are:

• New skills and competencies obtained by personnel
• Improved knowledge
• Increased understanding of business environment
• Proactive participation in decision making

These are the indicator of changes that can be specifically linked to the project’s implementation activity. Impacts determine and measure the extent to which goals and objectives of the project are achieved.

In terms of project evaluation and management, impacts define the tangible and intangible effects (consequences) of the project upon the environment in which this project is implemented. They measure the change made by the project and show how close the goals and objectives are achieved.

Some examples of project impacts are as follows:

• Increased quality of a product/service
• Decreased incidence of diseases in the targeted region
• Higher number of students wishing to obtain master degree
• Enhanced productivity of personnel

The key difference between impacts and outcomes is that impacts produce a long-term, lasting effect that is observable for months and years after project completion.

The project implementation process is carried out in a step-by-step and consistent manner, which means there is a series of actions or stages that can describe the project from a strategic point of view. Project implementation can be presented as a series of the following consistent stages:

The series is dependent on time, which is the key constraint that defines the sequence of the implementation process. In this context, the purpose of project evaluation is to disclose the relationships between outcomes and impacts of a project and to find out whether the project is completed on time.

Evaluation Plan

Exploration and analyzing of the relationships between project outcomes, impacts, goals, objectives, and activities can be managed under a project evaluation plan . Such a plan provides a set of tools to measure progress in implementing the project and its key components, such as goals, objectives, and activities. A project evaluation plan also focuses on assessing project effectiveness and efficiency through exploring and analyzing the outcomes and impacts.

A Project Evaluation Plan is a detailed document that defines and sets forth practices and sequence of activities for analyzing and examining the project by certain evaluation criteria. This document aims to determine project effectiveness and efficiency through tracking progress on each objective, completion of activities, and dates of completion.

There is no exact number of indicators or evaluation criteria that must be used in evaluating projects. There is also no predefined set of activities for running the evaluation, because every project is unique and has certain goals and objectives.

In designing a project evaluation plan, we recommend the following general guidelines for project evaluation:

Step #1. Identify outcome and impact

You can use status of the goals and objectives of your project as the framework for project evaluation. Achievement of a goal or objective is achieved creates certain short- or middle-term results and benefits, which are outcomes. Through measuring outcomes you can understand the extent of goal achievement.

Outcomes generate certain long-term effects which are impacts. Through evaluating project impacts you can identify the project overall effect on the environment it’s targeted to.

Step #2. Choose evaluation method

What project evaluation method will be used to measure outcomes and impacts? In your evaluation plan you need to include a method that helps determine whether the goals and objectives are completed and whether the project generates desired change. Your evaluation method will focus on results and benefits (outcomes) as well as effects (impacts).

Here’re several examples of methods you can include in your project evaluation plan template:

• Implementation reviews
• Questionnaires
• Focus groups
• Records analysis

Step #3. Report on the evaluation

The final item in our guidelines for project evaluation is about reviewing the work done and creating a project evaluation report. Such a report includes your conclusions about the project’s ability to produce desired change and accomplishing preset goals and objectives.

Using evaluation criteria, you must explore whether your project was undertaken in a manner consistent with the original plan and whether project activities contributed to project success. In other words, you need to confirm whether goals and objectives are fully achieved during the course of the project and whether desired outcomes and impacts have been reached. Once developed, your evaluation report should be submitted to the management team for review and further decision making.

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We are a small group of professionals specializing in project management. We wish you success in your career, business, studies, or whatever else you think is worth your time and effort—we are pleased to know that our advice is helpful.

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Free Project Evaluation Templates

By Kate Eby | March 11, 2022

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We’ve compiled a collection of the most effective, free project evaluation templates for project managers, product managers, project sponsors, team members, and other stakeholders. 

Included on this page, you’ll find a simple project evaluation template , a project evaluation checklist template , a project evaluation report template , a project evaluation presentation template , and an IT project evaluation template , as well as a list of project evaluation template components .

Project Evaluation Template

Download Project Evaluation Template Microsoft Excel | Microsoft Word | Adobe PDF | Google Docs

Use this simple project evaluation template to ensure that you’ve completed all project requirements and addressed all outstanding issues. The template includes sections to detail the project overview, project highlights, project challenges, post-project tasks, lessons learned, human factors, and additional comments. Project managers and project sponsors can also use the Project Close Acceptance section to obtain approval signatures.

Project Performance Evaluation Template

Download Project Performance Evaluation Template  Microsoft Excel | Microsoft Word | Adobe PDF

Use this project performance evaluation template to facilitate a productive project post-mortem  with your team. The template includes space for you to set a post-project meeting date and time, designate a facilitator, and make a list of attendees. 

This tool also includes sections for you to document the criteria for meeting objectives, team discussions (e.g., “Did we get our desired results?” or “What went well?”), and any action items concerning future projects. Use the Wrap Up section to recap the meeting and thank the team members for their participation. 

To perform more effectively when evaluating your projects, read this guide on the five phases of project management .

Project Evaluation Report Template

Download Project Evaluation Report Template Microsoft Word | Adobe PDF | Google Docs

Designed specifically for recording and communicating project results, this project evaluation report template enables you to share the details of your project retrospective in a highly structured format. The template includes sections for you to list the details of your post-project overview, project highlights, project challenges, future considerations, and lessons learned. The template also includes space for team members to note how they can improve their team efforts on future projects.

Pilot Project Evaluation Template

Download Pilot Project Evaluation Template Microsoft Excel | Google Sheets  

Use this comprehensive pilot project evaluation template to ensure that your pilot project meets requirements and anticipates risks. This template prompts you to enter the project name, participants, anticipated failures, and any potential risks. Then, formulate steps to respond to the risks you identify and assign action items to ensure the success of your release.

Project Monitoring and Evaluation Plan Template

Download Project Monitoring and Evaluation Plan Template Microsoft Excel | Adobe PDF | Google Sheets

Use key performance indicators (KPIs) to quantify and assess your project’s specific objectives and keep your venture on track. In the Key Metric column, enter the name of each KPI (e.g., output indicator). Then, for each KPI, list the person responsible and monthly vs. actual goals, and the template will display the difference between the two, as well as a comparison of this and the previous period’s performances. 

To learn more, visit our guide to project planning solutions and tools .

Project Evaluation Incident Matrix Template

Download Project Evaluation Incident Matrix Template Microsoft Excel | Google Sheets

Use this incident priority matrix template to track all project-related incidents to guarantee successful project execution. The template includes three columns to help you categorize your project’s incidents: a color-coded Impact column to describe the severity level of each incident ; an Urgency column for you to identify the urgency level of each incident; and a Priority column to prioritize each project incident. 

The template also enables you to specify the department or location of the project incident and describe any warnings regarding high-severity issues, to ensure that you address and remedy them quickly.

Project Team Evaluation Template

Download Project Team Evaluation Template Microsoft Excel | Microsoft Word | Adobe PDF

Use this project team evaluation template to survey your team members on how well they thought you defined and communicated the project plan and goals, whether they felt the expectations were realistic, and how well they worked together and with the client. The template prompts team members to rate their level of agreement with each statement, and to offer additional comments in the final section.

IT Project Evaluation Template

Download IT Project Evaluation Template Microsoft Word | Adobe PDF | Google Docs

Whether you’re safeguarding data, troubleshooting hardware or software problems, or building, maintaining, and servicing networks, you need a failsafe system for evaluating your IT efforts. This IT project evaluation template prompts IT groups to assess the quality of their project delivery by enumerating the criteria for success, listing project highlights and challenges, and recording post-project lessons learned.

Check out this comprehensive article on vendor assessment and evaluation for more helpful information on evaluating project vendors

Project Evaluation Questions Template

Download Project Evaluation Questions Template Microsoft Excel | Microsoft Word | Adobe PDF

Use this project evaluation questions template to evaluate your completed projects. This survey allows all project team members to appraise the project’s achievements and challenges, and includes a rating system for assessing each project component. It also includes ample space for team members to convey what went well on the project, what was most frustrating and satisfying, and which particular issues they would like to discuss further.

Sample Project Evaluation Template

Download Sample Project Evaluation Template Microsoft Word | Adobe PDF | Google Docs

This sample project evaluation template includes example text to guide you and your team through the post-project appraisal process. First, the template prompts you to describe the project overview (e.g., “What were the original goals and objectives of the project?” and “What were the original criteria for project success?”). It then asks you to list project highlights and challenges (e.g., “What elements of the project went well/wrong?” and “What specific processes need improvement?”), and to create a list of post-project tasks to ensure that you and your team show improvement on future projects.

Project Evaluation Checklist Template

Download Project Evaluation Checklist Template Microsoft Excel | Microsoft Word | Adobe PDF

Use this dynamic project evaluation checklist template to ensure that you optimize the lessons learned on your most recent project. The template walks you through the process of confirming that you have accounted for and scheduled all post-project tasks appropriately. The Completed ? column allows you to keep tabs on completed or to-do items, and also helps you determine your plan of action once you’ve completed your post-project assessment.

Project Evaluation Presentation Template

Download Project Evaluation Presentation Template  Microsoft PowerPoint | Google Slides  

Project managers, product managers, Scrum masters, project sponsors, and other team members can use this presentation-friendly project evaluation presentation template to share a project’s successes and lessons learned, and to locate room for improvement on successive projects. 

The template enables you to upload your logo, compare your project’s performance with its initial goals, and evaluate the quality of individual performances.  It also prompts you to assess your project plan and gather details about what went well, areas for improvement, and any big-picture takeaways you can use to refine future projects.

What Is a Project Evaluation Template?

A project evaluation template is a fillable form that provides you with a framework for retroactively and proactively assessing your project’s effectiveness. Use the form to capture your project’s highlights, challenges, lessons learned, and post-project tasks. 

It’s crucial to have a method in place for assessing the effectiveness of your projects, so you can ensure that you’ve met the project deliverables, outlined the post-project tasks, and enumerated lessons learned. By following this process, you can deliver future projects successfully. Without having this evaluative structure in place, you risk losing valuable time, siloing teams, and implementing nothing but one-off projects. 

By using a project evaluation template, you can increase your productivity, proactivity, and project success rate. 

You can modify project evaluation templates to meet your specific project’s needs. Though project evaluation templates may vary, they typically include the following components:

• Project Title: Enter the name of the project you are evaluating. 
• Project Overview: Provide a high-level overview of the project’s original goals and objectives, criteria for success, and a comparison of the planned expectations vs. actual execution.  
• Project Highlights: List project highlights, including major accomplishments, what went well, what could use improvement, and what would work for future projects.  
• Project Challenges: Capture the project’s challenges, including areas for improvement, key problem areas, and any technical challenges.  
• Post-Project Tasks: Write down any post-project tasks that you should perform in order to improve the project or ensure that you’ve accounted for all the objectives.  
• Lessons Learned: List the lessons learned, including what you discovered during the planning, execution, and delivery phases. 

Additionally, some project evaluation templates frequently include the following post-project evaluative components: 

• Moderator: If you have a post-project discussion about the project, enter the name of the meeting’s moderator.  
• Date Prepared: Set the date for the project meeting or for the delivery of the project-evaluation report. 
• Participants: Enter the names of the team members who are attending the post-project evaluation. 
• Future Considerations: Based on lessons learned from the launch of this particular project, write down things to consider regarding future projects. 
• Action Plan: Provide an action plan (or a list of action items) that identifies the project deliverables and any outstanding tasks. 
• Key Performance Indicators: List any KPIs that you used, or plan to use, to evaluate the project’s success (e.g., output KPIs, input KPIs, process KPIs, qualitative KPIs, etc.).
• Key Takeaways: Write a summary of the project’s key takeaways and how they relate to the success of future projects.

Improve Collaboration and Increase Work Velocity with Project Evaluation Templates from Smartsheet

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The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed.

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.

Discover a better way to streamline workflows and eliminate silos for good.

• Get involved

CSOs invited to apply for the monitoring and evaluation of small grants projects in Eswatini

May 8, 2024.

UNDP Eswatini is looking for a civil society organization (CSO), including research institutions, proficient in monitoring and evaluation (M&E) to offer support in M&E.  The CSO, which should be based in Eswatini, will assess 15 projects within the GEF Small Grants Programme in Eswatini. This support aims to ensure projects are progressing towards their goals, meeting compliance standards, and mitigating risks to achieve desired outcomes.

2. DUTIES AND RESPONSIBILITIES

The civil society organization will be expected to perform the following duties and responsibilities: 

Develop a procedure for monitoring and evaluation of 15 projects up to December 2025. This must include a field visit schedule that reflects that the monitoring will be conducted systematically and continuously. 

Conducting needs-finding to understand the range of barriers that grantees face to reach success in their endeavours.

Report on emerging trends and/or obstacles relevant to the project implementation for each granted project.

Establishing sufficient controls over awarded grantees to ensure that they are on track towards the achievement of objectives and results. Assess if project objectives are being reached.

Document the impact of activities on beneficiaries and the feedback of beneficiaries about the activities. 

Conduct joint field visits with the National Steering Committee and the National Coordinator.

Conduct quality control of grantee progress reporting. Assist grantees in completing the progress narrative report and provide individualized assistance to the grantees. Each grantee will submit 3 narrative reports during the project. 

Report on the monitoring activities for each grantee visited, monthly. Attend monthly virtual meetings with the National Coordinator. 

Inform the National Coordinator of issues observed during field visits and proposed corrective measures. 

Attend the National Steering Committee meeting to present on progress on the ground, if invited by the Steering Committee. 

Conduct quality monitoring against the project timeframe and GEF SGP Project Indicators provided in Annex A of the grantees' project proposal.

Conducting data collection and storage in a responsible manner and with due sensitivity and care.

Design and conduct performance evaluations.

Recommend changes needed for greater impact of granted projects.

Assess the impact of the project on the local community, the environmental and the livelihoods of direct beneficiaries. 

Document the beneficiaries’ assessment of the positive impact in their individual lives as a result of participation in the project.

Assess beneficiaries’ expression of continued interest in the project after participation in the implementation. 

Achievements of each granted project concerning the set project milestones and at the end of the project

Conclusions/results documented through monitoring and evaluation.

For more information, download the Terms of Reference (TORs) . 

Submit applications to [email protected]  by 21 May 2024.

For more information, contact Ms. Simphiwe Dlamini, GEF Small Grants Programme, Eswatini, at [email protected]  

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Gef project to enhance regional water management, strengthening early warning systems and climate services in eswatini, bokashi composters receive protective clothing, youth programme yields positive results, equipping youth with green skills.

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Evaluation consultant (draft the future project).

• International Organization for Migration

Call for Curricula for a position as Consultant

(Draft the Future)

CFCV 2024 24

• INFORMATION on the assignment

Title of Assignment

Migration and Development Unit

from 1 August 2024 to 28 February 2025

CFCV Closing Date

May 24, 2024

1 August 2024

• ORGANIZATIONAL CONTEXT AND SCOPE

The Italian Government has recognized the role of migrants and diasporas as agents of development in Law 125/2014 to foster their participation in development cooperation processes. In this policy framework, the project Draft the Future! Towards a Diaspora Forum in Italy (hereby Draft!) constitutes the third phase of a process initiated in 2016 by the Italian Agency for Development Cooperation (AICS) aimed at materializing this recognition through the creation of a National Diaspora Forum. Draft! builds on the results of two previous phases (led by AICS and implemented in collaboration with the organization Le Réseau between 2017 and 2020) with the aim to respond to the needs of Italy-based Diaspora Organizations (DOs) by supporting the creation of a formal space for their representation, dialogue, and empowerment. From previous phases, it clearly emerged the need for a more structured and inclusive representation of DOs at the national level, as well as the need for continuous capacity building and technical assistance to empower them as development cooperation actors. Difficulties in accessing development cooperation funding also emerged as a significant challenge hampering DOs’ potential as key actors in international development.

In this context, IOM has been implementing the AICS-funded Draft! project since 2022, in collaboration with the implementing partner Le Réseau, with the aim of contributing to organizing and formalizing the engagement of DOs in the Italian development cooperation system. To date, Draft! has supported the establishment of the Italian Coordination of Diasporas for International Cooperation (Coordinamento Italiano delle Diaspore per la Cooperazione Internazionale – hereby CIDCI), formally constituted on 6 December 2023 and composed of 9 regional networks (for a total of more than 100 DOs), provided funding to 10 DOs-led development projects between Italy and countries of affiliation, as well as accompanied 10 DOs in the registration process to the official AICS list of fundable Italy-based CSOs.

Draft! is currently in its third and final year of project implementation and, as foreseen by the project document, IOM sets out to carry out an external evaluation to capitalize on this experience.

• RESPONSIBILITIES AND ACCOUNTABILITIES

Nature of Consultancy

Category B Consultancy - Evaluation of the Project “Draft The Future! Towards a Diaspora Forum in Italy”

Deliverable Number

Deliverable

Delivery Method

Inception report

First instalment payment (10%)

Deliverable by email

By 31st of August 2024

Presentation of initial findings

By 30th of November 2024

First draft of the Report

Second instalment payment (30%)

By 31st of December 2024

Final Report, Evaluation Brief, and IOM Evaluation Management Response Matrix

Third instalment payment (35%)

Deliverable by e-mail

By 31st of January 2025

Presentation of the Evaluation

Fourth and Final instalment payment (25%)

Deliverable via online/live meeting

By 28th of February 2025

Performance indicators for the evaluation of results:

• One inception report delivered by the established date;
• One draft report delivered by the established date compliant with IOM quality standards and editorial guidelines;
• One final report delivered by the established date compliant with IOM quality standards and editorial guidelines.

Travel required

The selected consultant may be required to travel in Italy.

• DESIRABLE QUALIFICATIONS AND EXPERIENCE

Education/ Professional experience and other requirements:

• A completed university degree from an accredited academic institution in fields of study relevant for the assignment (Evaluation, Social Sciences, Politics, International Development or similar fields);
• Have a minimum of 7 years of practical experience in designing and conducting project evaluations;
• Demonstrated experience and knowledge in the field of diaspora engagement and/or working with diaspora organizations.
• Good track record in the field of evaluation preferably for international organizations;
• Hold a valid work permit for Italy for the duration of the assignment.
• Fluency in Italian and English (oral and written).
• COMPETENCIES
• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy : Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action-oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

How to apply

You can find the detailed ToRs CFCV here.

Interested candidates shall submit their application to the following e-mail address: [email protected] within 24.05.2024 , specifying as subject: CFCV 2024 24 Consultant - SURNAME Name.

Any offer made to the candidate in relation to this Call for Curricula is subject to funding

confirmation.

Candidates who do not possess the above requested qualifications will not be taken into consideration.

Only pre-selected candidates will be further contacted for the interview.

Posting period: From 03.05.2024 to 24.05.2024.

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Quick Start for deployment/evaluation

Quick start for deployment/evaluation ¶.

This guide provides step by step instructions to deploy OpenStack using Kolla Ansible on bare metal servers or virtual machines. For developers we have the developer quickstart .

Recommended reading ¶

It’s beneficial to learn basics of both Ansible and Docker before running Kolla Ansible.

Host machine requirements ¶

The host machine must satisfy the following minimum requirements:

2 network interfaces

8GB main memory

40GB disk space

See the support matrix for details of supported host Operating Systems. Kolla Ansible supports the default Python 3.x versions provided by the supported Operating Systems. For more information see tested runtimes .

Install dependencies ¶

Typically commands that use the system package manager in this section must be run with root privileges.

It is generally recommended to use a virtual environment to install Kolla Ansible and its dependencies, to avoid conflicts with the system site packages. Note that this is independent from the use of a virtual environment for remote execution, which is described in Virtual Environments .

For Debian or Ubuntu, update the package index.

Install Python build dependencies:

For CentOS, Rocky or openEuler, run:

For Debian or Ubuntu, run:

Install dependencies for the virtual environment ¶

Install the virtual environment dependencies.

For CentOS, Rocky or openEuler, you don’t need to do anything.

Create a virtual environment and activate it:

The virtual environment should be activated before running any commands that depend on packages installed in it.

Ensure the latest version of pip is installed:

Install Ansible . Kolla Ansible requires at least Ansible |ANSIBLE_VERSION_MIN| (or ansible-core |ANSIBLE_CORE_VERSION_MIN| ) and supports up to |ANSIBLE_VERSION_MAX| (or ansible-core |ANSIBLE_CORE_VERSION_MAX| ).

Install Kolla-ansible ¶

Install kolla-ansible and its dependencies using pip .

Create the /etc/kolla directory.

Copy globals.yml and passwords.yml to /etc/kolla directory.

Copy all-in-one inventory file to the current directory.

Install Ansible Galaxy requirements ¶

Install Ansible Galaxy dependencies:

Prepare initial configuration ¶

Inventory ¶.

The next step is to prepare our inventory file. An inventory is an Ansible file where we specify hosts and the groups that they belong to. We can use this to define node roles and access credentials.

Kolla Ansible comes with all-in-one and multinode example inventory files. The difference between them is that the former is ready for deploying single node OpenStack on localhost. In this guide we will show the all-in-one installation.

Kolla passwords ¶

Passwords used in our deployment are stored in /etc/kolla/passwords.yml file. All passwords are blank in this file and have to be filled either manually or by running random password generator:

Kolla globals.yml ¶

globals.yml is the main configuration file for Kolla Ansible and per default stored in /etc/kolla/globals.yml file. There are a few options that are required to deploy Kolla Ansible:

Image options

User has to specify images that are going to be used for our deployment. In this guide Quay.io -provided, pre-built images are going to be used. To learn more about building mechanism, please refer Building Container Images .

Kolla provides choice of several Linux distributions in containers:

CentOS Stream ( centos )

Debian ( debian )

Rocky ( rocky )

Ubuntu ( ubuntu )

For newcomers, we recommend to use Rocky Linux 9 or Ubuntu 22.04.

AArch64 options

Kolla provides images for both x86-64 and aarch64 architectures. They are not “multiarch” so users of aarch64 need to define “openstack_tag_suffix” setting:

This way images built for aarch64 architecture will be used.

Kolla Ansible requires a few networking options to be set. We need to set network interfaces used by OpenStack.

First interface to set is “network_interface”. This is the default interface for multiple management-type networks.

Second interface required is dedicated for Neutron external (or public) networks, can be vlan or flat, depends on how the networks are created. This interface should be active without IP address. If not, instances won’t be able to access to the external networks.

To learn more about network configuration, refer Network overview .

Next we need to provide floating IP for management traffic. This IP will be managed by keepalived to provide high availability, and should be set to be not used address in management network that is connected to our network_interface . If you use an existing OpenStack installation for your deployment, make sure the IP is allowed in the configuration of your VM.

Enable additional services

By default Kolla Ansible provides a bare compute kit, however it does provide support for a vast selection of additional services. To enable them, set enable_* to “yes”.

Kolla now supports many OpenStack services, there is a list of available services . For more information about service configuration, Please refer to the Services Reference Guide .

Multiple globals files

For a more granular control, enabling any option from the main globals.yml file can now be done using multiple yml files. Simply, create a directory called globals.d under /etc/kolla/ and place all the relevant *.yml files in there. The kolla-ansible script will, automatically, add all of them as arguments to the ansible-playbook command.

An example use case for this would be if an operator wants to enable cinder and all its options, at a later stage than the initial deployment, without tampering with the existing globals.yml file. That can be achieved, using a separate cinder.yml file, placed under the /etc/kolla/globals.d/ directory and adding all the relevant options in there.

Virtual environment

It is recommended to use a virtual environment to execute tasks on the remote hosts. This is covered Virtual Environments .

Deployment ¶

After configuration is set, we can proceed to the deployment phase. First we need to setup basic host-level dependencies, like docker.

Kolla Ansible provides a playbook that will install all required services in the correct versions.

The following assumes the use of the all-in-one inventory. If using a different inventory, such as multinode , replace the -i argument accordingly.

Bootstrap servers with kolla deploy dependencies:

Do pre-deployment checks for hosts:

Finally proceed to actual OpenStack deployment:

When this playbook finishes, OpenStack should be up, running and functional! If error occurs during execution, refer to troubleshooting guide .

Using OpenStack ¶

Install the OpenStack CLI client:

OpenStack requires a clouds.yaml file where credentials for the admin user are set. To generate this file:

The file will be generated in /etc/kolla/clouds.yaml , you can use it by copying it to /etc/openstack or ~/.config/openstack , or by setting the OS_CLIENT_CONFIG_FILE environment variable.

Depending on how you installed Kolla Ansible, there is a script that will create example networks, images, and so on.

You are free to use the following init-runonce script for demo purposes but note it does not have to be run in order to use your cloud. Depending on your customisations, it may not work, or it may conflict with the resources you want to create. You have been warned.

Except where otherwise noted, this document is licensed under Creative Commons Attribution 3.0 License . See all OpenStack Legal Documents .

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kolla-ansible 18.0.0.0rc2.dev2

• Recommended reading
• Host machine requirements
• Install dependencies
• Install Kolla-ansible
• Install Ansible Galaxy requirements
• Prepare initial configuration
• Using OpenStack
• Multinode Deployment of Kolla

Page Contents

• Install dependencies for the virtual environment
• Kolla passwords
• Kolla globals.yml