Addis Ababa University School of Commerce

Project Monitoring & Evaluation

Training
 “ Everything begins with project
and ends with another project….”

… now let us finalize our

project…..with the monitoring &
evaluation ….
 SESSION V

REPORTING & IMPLEMENTING

EVALUATION FINDINGS
Session Objectives
By the end of the session, participants will be able to:
 Write and disseminate the evaluation report (how to structure and write

the report)

 Use the evaluation results (how to promote utilization of the results)

 Translate findings into action (how to apply what you have learned from

the evaluation to your project and organization)

Guidelines for Evaluation (Phases)
 REPORTING & IMPLEMENTING
EVALUATION FINDINGS

Discussion Question
i. What are the common types of reports generated
based on project evaluation findings?
ii.Identify the key components of a standard project
evaluation report.
iii.What are the major activities included in the
process of implementing project evaluation
findings?
Reporting & Implementing Evaluation Findings
1. Reporting Evaluation Findings
Reporting Findings
Write the evaluation report.

Decide on the method of sharing the evaluation

results and on communication strategies.

Share the draft report with stakeholders and revise as

needed to be followed by follow up.

Disseminate evaluation report.

Definition
Report is a document in which certain issues are examined for the
purpose of:
 conveying information,
 communicating findings/results,
 putting forward ideas or proposals and,
 sometimes, making recommendations.

Reporting is a systematic activity of processing and distributing

information to partners and stakeholders depending on the type of
information they require
 enables the assessment of progress and achievements and helps focus
audiences on the results of activities, enabling the improvement of
subsequent work plans.
 helps form the basis for decision-making and learning at the
project/program level.
 helps to communicates how effectively and efficiently an organization is
meeting its targets & objectives.
Structure of M & E Reports
The following points could be useful in preparing M&E reports.
 Define the objective of the report
 Identify your audience
 Know what the audience wants to know
 Determine the time frame for reporting
 Design appropriate data collection tools
 Use good formats for reporting
 Carefully select useful information for your target users.
 State conclusions and recommendations (as necessary)
 Circulate the draft report to get comments Review as
necessary and prepare summary of main findings,
conclusions & recommendation (if your report is big)
 Distribute to those concerned
Progress monitoring report outline
The following is used as a generic outline for writing
progress report.
1. Introduction
2. Comparison of planned versus actual events
3. Administrative review
4. Financial expenditure report (cost share report)
5. Performance of the Project (Indicator data)
6. Notable lessons, innovations, or quotes
7. Issues requiring immediate support/attention by the
donor
Types of Monitoring and Evaluation Report
1. Narrative Report
 Introduction. Significant developments in the reporting
period.
 Objectives and planned activities for the period.
 Were the objectives and the activities of the project achieved?
 Did you meet any bottlenecks and/or problems? (If Yes,
why? What was done to deal with them?)
 Were you able to carry out the activities according to
schedule? (If not, why? What was done to adapt the
activities?)
 Has the target group been reached?
 Copies or samples of every material produced during the
project implementation, like posters, leaflets, study reports,
newspaper articles, publications, training lessons and
programs, etc.
 Specific recommendations for any action necessary to ensure
that the project achieves its objectives.
 Objectives and planned activities for the next period.
Monitoring and Evaluation Report…
2. Financial Reports
 An account of the progress made towards the
achievement of the project objective.
 An overview of expenditures during the reporting
period.
 An explanation of any deviation from the budget
and links to actual progress.
 An overview of the budget required for financial
activities and expected output over the next 12
months.
ANY QUESTION?

15
Example of suggested outline
for an evaluation report
Example of
suggested outline
for an evaluation
report
ANY QUESTION?

19
2. Implementing & Following Up Evaluation
Findings
Implementing Evaluation Recommendations

Develop a new/revised implementation plan in

partnership with stakeholders.
Monitor the implementation of evaluation
recommendations and report regularly on the
implementation progress.
Plan the next evaluation
 Implementing Evaluation Findings - process
i. Disseminating the report
ii. Promoting the use of evaluation findings
iii. Developing the strategy
a. Promoting acceptance of the evaluation
b. Reacting to evaluation findings
c. Disseminating evaluation findings
d. Producing a discussion note
e. Agreeing on follow-up actions
iv. Translating evaluation findings into action
i. Force-field analysis
ii. Brainstorming
iii. Applying the force-field analysis and brainstorming tools
Conclusion
In this session, we have seen
 How to design the monitoring and evaluation system
 How to develop monitoring and evaluation reports
 PROJECT CLOSURE
Project closeout includes the following key elements:
Turn over of project deliverables to operations;

Redistributing resources—staff, facilities,

equipment, and automated systems;

Closing out financial accounts;

Completing, collecting, and archiving project

records;
Documenting the successes of the project;

Documenting lessons learned; and

Conduct Post Implementation Review.

ANY QUESTION?

24
 Session end

The End!!!
Thank You for
Listening &
Participating!!

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