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Project Evaluation, Recycling and Closing
1. Project Evaluation and
Recycling
Prepared by: Michael John D. Sison
MDM student
Presented to: Josefina B. Bitonio, DPA
Professor
DM 211 Project
Development and
Management
4. Monitoring is defined as the
routine collection and use
of data to assess progress
in achieving programmed
objectives. These data are
generally derived from
program records
What is
monitoring?
5. What is a project?
Project
Manager
A project is a
package of:
Objectives
Outputs
Activities
inputs
Project
Staff
Project
Beneficiaries
Mercado: 2005
6.
7. What is the
origin of
evaluation?
Evaluation has its
origin in the Latin
word “Valupure”
which means the
value of a particular
thing, idea or action
(Rengasamy, 2008).
8. Evaluation is the process of
analyzing program and
project inputs,
transformation processes ,
and the effect and impact
of outputs and outcomes
against explicitly stated
goals and objectives
(Mathur and Inayatullah as
cited by Miclat, 2005).
What is
evaluation?
10. Project evaluation assesses
activities that are designed to
perform a specified task in a
specific period of time. For
example, a three-day workshop
on volunteerism, a one-year
fundraising program, a three-year
HIV prevention intervention, a
five-year career development
innovation, or an ongoing
newcomer youth orientation and
integration training program are
all projects that you can evaluate
(Zarinpoush, 2006).
What is
Project
Evaluation?
11. • To assess project results
• To improve project management
and process planning
• To promote learning
• To understand different
stakeholders’ perspectives
• To ensure accountability
In general, the purpose of
monitoring & evaluation based in
Rengasamy (2008) can be:
12. 1. Efficiency refers to the amount of
time and resources put into the project
relative to the outputs and outcomes. A
project evaluation may be designed to
find out if there was a less expensive,
more appropriate, less time-consuming
approach for reaching the same
objectives.
2. Effectiveness describes whether or
not the research process was useful in
reaching project goals and objectives, or
resulted in positive outcomes.
3. Relevance or appropriateness
describes the usefulness, ethics, and
flexibility of a project within the
particular context.
Underlying reasons (Rengasamy, 2008) for monitoring and
evaluating are frequently framed in terms of:
13. What will
happen if
we mix the
three?
It will enable judgment about
whether the outputs and
outcomes of the project are
worth the costs of the inputs.
Effectiveness, efficiency and
appropriateness can be
considered for the different
methods, tools and approaches
rather than questioning the
value of the research approach
as a whole (Rengasamy,
2008).
14. What to Monitor and
Evaluate (Rengsamy,
2008)?
Outputs
• describe the concrete and tangible
products of the research as well as the
occurrence of the research activities
themselves.
Processes
• describe the methods and approaches
used for the project.
Impact
• describes overall changes that occur in
the community to which the project is
one of many contributing factors.
Reach
• describes who is influenced by the
project and who acts because of this
influence.
Outcomes
• describe the changes that occur within
the community or with the project
managers that can be attributed, at
least in part, to the project process
and outputs.
Understanding the
condition of the
community/target group
before the project was
initiated is useful in order
to provide a point of
comparison for monitor
and evaluating changes
that occur during the
project. Baseline survey
conducted at the
beginning of the project
can provide a point of
reference for comparison
and for understanding
change in the
community/target group.
15. Program Project Logmap
Mercado:2005
User
(Community)
Effects
Personal
Outcomes
Organization
Impacts
Social
Improved:
1. Capacity
2. Efficiency
3. Effectiveness
4. Performance
5. Productivity
6. Quality
7. Profitability
8. Empowerment
9. Access
10. Availability
Increased:
1. Per capita
income
2. Employment
raised
3. Life expectancy
4. Literacy rate
Decreased
1. Mortality rate
2. (In)fertility rate
Consumers
Objectives
Improved:
1. Awareness
2. Knowledge
3. Attitude
4. Skills
5. Practice
16. Purpose of Evaluation (Rengasamy, 2008)
From an
accountability
perspective:
It is to make the best
possible use of funds by
the program managers
who are accountable for
the worth of their
programs.
Measuring
accomplishment in
order to avoid
weaknesses and
future mistakes.
VERSUS From a knowledge
perspective:
Understanding
people’s participation
& reasons for the
same.
It is to establish new knowledge
about social problems and the
effectiveness of policies and
programs designed to alleviate
them.
Evaluation
helps to make
plans for future
work.
17. Examples of Evaluation Purpose Statements
(Zarinpoush, 2006)
• To assess the degree to which project objectives were
achieved.
• To document the lessons learned.
• To provide recommendations for project development and
improvement.
• To examine the changes that resulted from doing the
project.
• To provide input to guide decision making for the
upcoming renewal and extension of project funding.
18. Principles of Evaluation (Rengasamy,
2008):
It has a
sense of
continuity.
It has a
sense of
continuity.
It is
inexpensive
It has a
minimum
hindrance
to day-to-
day work.
It has a
total
participation,
thus,
shows
program
totality.
It can be
shared.
19. Preparing the Evaluation Study Proposal (Miclat, 2005)
Theoretical
Framework
• The launching pad of the study from the abstract into the
empirical world.
Methodology
• It discusses the methods and procedures to be used in
the study.
Research Designs
• The blueprint of
procedures that
enable a
researcher to
arrive at valid and
reliable findings
and conclusions.
Sampling
Technique
• Involves the
population or
universe to
guarantee the
validity of the
study.
Research
Instrument
• The data
gathering device a
researcher uses
to gather data
relevant to the
study.
Treatment of
Data
• The procedures
on how the data
would be
analyzed taking
into
consideration
the objectives of
the study.
20. Additional two items on Methodology (Miclat, 2005)
The
preparation
of a
research
budget to
carry out
the study
successfully
should be
stipulated.
Funding
Requirements
The preparation of
a time schedule in
the conduct of the
various activities
of the evaluation
study to maximally
use time, money
and manpower
should also be
included.
Timetable
21. ●Impact
evaluation
●Ex- post
evaluation or
(Summative /
Terminal /
Final)
●Final
evaluation
3. PROGRAM
COMPLETION
STAGE
●Monitorin
g Evaluation
or Ongoing
/ interim.
●Concurren
t evaluation
2. PROGRAM
MONITORING STAGE1. PROGRAM PLANNING
STAGE
STAGES IN PROJECT EVALUATION (RENGASAMY, 2008)
●Pre – investment
evaluation
●Formative evaluation
●Ex – ante evaluation or
Early / Formulation
●Pre-project evaluation
●Exploratory evaluation
●Need assessment
●Formative evaluation
●Ex – ante evaluation or
Early / Formulation
●Pre-project evaluation
●Exploratory evaluation
●Need assessment
23. STEPS IN EVALUATION (RANGESAMY, 2008)
Learning about the
program
Creating on
evaluation plan and
evaluation indicators
Briefing the
concerned people
about the evaluation
plan and indicators
Revising and
elaborating the
evaluation plan
Initiating evaluation
Utilizing/Sharing
information
24. Implementing the Evaluation Study (Miclat, 2005)
Data
Gathering
and
Processes
Writing the
Research
Report
Presentation
and Analysis
of Data
Finding and
Conclusions
25. Types of
Evaluation:
Evaluation can be categorized under different
headings (Rangesamy, 2008):
A) By timing (when to evaluate)
●Formative Evaluation
●Summative Evaluation
B) By Agency. Who is evaluating?
●Internal Evaluation
●External Evaluation
C) By Stages
●On going
●Terminal
●Ex – post
26. Internal or External Evaluation (based on Rangesamy, 2008)
Internal
Evaluation
It is also known as
Enterprise Self
Audit.
It is a continuous process
which is done at various
points and in respect of
various aspects of the
working of an agency by
the agency staff itself i.e.
staff board members and
beneficiaries.
VERSUS
Internal
Evaluation
This is done by
outsiders
/Certified
Management
Audit.
Some donors may send
consultants in order to see
how far the standards laid
down are put into practice.
Inter agency evaluation. In
this type two agencies
mutually agree to evaluate
their program by the other
agency.
Inter agency tours.
27. Desired Situation
Sustained benefits
and impact
Present Situation
Mid-Term review End-of project or
final evaluation
Ex-post or impact
evaluation
Time
Source: Rangesamy, 2008
28. Tools/
Techniques
based on
Rangesamy,
2008:
● First Hand Information
● Formal/Informal Periodic Reports
● Evaluation is also carried out through
formal/informal reports
*Formal Reports consist of:
-Project Status Report
-Project Schedule Chart
-Project Financial Status
*Informal reports such as:
● Anonymous Letters, Press Reports,
Complaints by Beneficiaries & Petitions, etc.
● Graphic Presentations
● Standing evaluation review committees
● Project Profiles
Methods of Evaluation
29. Areas of
Evaluation
(Rangesamy,
2008):
Purpose:
The review the objectives of the agency / project and how far
these are being fulfilled.
Programs:
Aspects like number of beneficiaries, nature of services
rendered to them, their reaction to the services, effectiveness
and adequacy of services etc. may be evaluated.
Staff:
The success of any welfare program / agency depends upon
the type of the staff an agency employs. Their attitude,
qualifications, recruitment policy, pay and other benefits and
organizational environment. These are the areas which help to
understand the effectiveness of the project / agency.
Financial Administration:
The flow of resources and its consumption is a crucial factor in any project / agency. Whether
the project money is rightly consumed any over spending in some headings, appropriation and
misappropriation. These are some of the indicators that reveal the reasons for the success or
failures of any project.
General:
Factors like public relations strategies employed by the project /agency, the constitution of the
agency board or project advisory committee and their contribution future plans of the agency
are important to understand the success or failures of any project.
30. PROJECT EVALUATION (RANGESAMY, 2008)
Analysis on how successful the project has been in
Transforming the means (i.e. the resources and
inputs allocated to the project) through project
activities into concrete project results Provides
the stakeholders with information on
inputs/costs per unit produced
Overall Objectives
Efficiency
Means +
Preconditions
Activities+
Assumptions
Results +
Assumptions
Project Purpose
+ Assumptions
Change
utilization
action
allocation
Analysis on how well the production of project
results Contributes to the achievement of the
project purpose,
i.e.: Are there clear Indications of changes and
improvements that benefit the beneficiaries of the
project?
Uses base-line information on the pre project
situation as a starting point
Effectiveness
Impact
Analysis of the overall effects of the project
Analysis of the contribution of the project purpose to
the overall objectives
Focus on long-term changes in the environment of the
project “Collection” and analysis of information at
the levels of communities and society at large
focusing on the final beneficiaries of the project
Also analysis of unintended impacts (negative
and positive)
31. Views About
Evaluation
(Rangesamy,
2008):
● Evaluation as an analysis – determining
the merits or deficiencies of a program,
methods and processes.
● Evaluation as an audit – systematic and
continuous enquiry to measure the
efficiency of means to reach their particular
preconceived ends.
In the Agency Context:
● Evaluation of administration means
appraisal or judgment of the worth and
effectiveness of all the processes (e.g.
planning, organizing, staffing, etc.) designed
to ensure the agency to accomplish its
objectives.
32. What is
Project
Recycling?
Definition of Project Recycling
This is a process of iterations and
reiteration. This is a post project activity
wherein a separate planning based on
results will have to be prepared. Depending
upon the results of the project
reports/analyses a project may be replicated
or modified to suit the time, place,
beneficiaries of the intended project
(CLSU).
The results of outputs and outcomes in
terms effects and impacts are eventually
recycled and feed-backed as inputs in the
planning process (Miclat, 2005).
33. Is there a
need for
publication
and
dissemination
of the
evaluation?
Publication and
dissemination of the
evaluation
34. Project Evaluation and Recycling Model (Sison, 2014)
Data
Gathering
and
Processes
Writing the
Research
Report
Presentation
and Analysis
of Data
Finding and
Conclusions
Publication and
Dissemination of
the Evaluation
Plan Update
Project Recycling,
Re-modification
or Removal?
Embark on ‘new’
Project
Evaluation
Evaluation Study
Implementation
by Miclat, 2005
35. Stages of Project Life (Bitonio, 2014)
Project
Initiation
Project
Planning
Project
Execution
Project
Closure
Communication
36. What are your answers?
• What went right?
• What went wrong?
• How do you make the next project process
better?
• Best Practices?
37.
38. At the end of the Project
Project
Initiation
Project
Planning
Project
Execution
Project
Closure
Post
Implement
Review
Monitor
and Control Plan the
Project
Define the
Project
Communication
• Client Satisfaction input/report
• Formal acceptance
• Project Schedule (Actual vs.
Estimated)
• Lessons Learned
39. Project Life with Recycling Cycle (Sison, 2014)
Communication
Publication and
Dissemination
of the
Evaluation
Plan Update
Project
Recycling, Re-
modification or
Removal?
Embark on
another Project
with ‘new’
criteria for
Project
Evaluation
Project
Initiation
Project
Planning
Project
Execution
Project
Closure
Post
Implement
Review
Monitor
and Control
Plan the
Project
Define the
Project
42. Closing the Project
• Closing projects involves gaining stakeholder and
customer acceptance of the final products and services,
and bringing the project to an orderly end.
• Closing includes verifying that all of the deliverables are
complete, planning for transition of products and
services into the organization, and preparing a final
presentation and report.
• It is also important to reflect on what can be learned to
improve future projects. As philosopher George
Santayana said, “Those who cannot remember the past
are condemned to repeat it.”
Source: sbuweb.tcu.edu/mackay/INSC%2040813/Lectures
43. Closing a project involves
creating:
–Administrative closure procedures
–Contract closure procedures
–Final products, services, or results
–Updates to organizational process
assets
Source: sbuweb.tcu.edu/mackay/INSC%2040813/Lectures
44. • In closing out a project, you must prepare:
– A customer acceptance/project completion
form
– A final report and presentation
– A transition plan (provided as part of the final
report)
– A lessons-learned report (after a “sticky note”
party)
• Organizing an event/celebration/luncheon, etc.
for the project team to celebrate a job well done.
Source: sbuweb.tcu.edu/mackay/INSC%2040813/Lectures
51. References:
BOOK
Miclat, Jr. Eusebio F. Strategic Planning in Education: Making Change Happen.
Rex Book Store, Inc. 2005.
WEB
Rengasamy, Srinivasan. There is No Management without Monitoring.
slideshare http://www.slideshare.net/srengasamy/project-monitoring-
evaluation-s-
presentation?utm_source=slideshow&utm_medium=ssemail&utm_campaign=
download_notification Posted Oct. 11, 2008 Accessed March 10, 2014
Bitonio, Josefina B. Project Development and Management 2014
________________. Project Recycling. Chapter7.doc syllabus clsu
Zarinpoush, Fataneh Project Evaluation Guide for Nonprofit Organizations.
Imagine Canada. 2006
________________________. Toolkit to Combat Trafficking in Persons.
United Nations Evaluation Group. 08-58296_tool_10-1.pdf
buweb.tcu.edu/mackay/INSC%2040813/Lectures
