This document provides an overview of key components for developing an outcomes-based evaluation plan, including the evaluation process and examples. It discusses that an outcomes-based evaluation determines if a program achieved desired results by examining impacts and changes in clients. The evaluation process involves planning desired outcomes, implementing program activities, and measuring outcomes and outputs to determine success. An example evaluation plan is then provided, outlining the need, target population, program description, activities, and predicted short-term outcomes for a literacy afterschool program.

1. American Library Association
Grant Writing for Federal and Foundation
Proposals Part II

2. Questions?

3.  Understand the cost centers of a Federal budget (e.g. personnel,
fringe, indirect costs, etc.)
 Understand the budget narrative and associated detail
 Understand the concepts of allowable, allocable, and reasonable as
applied to budget costs
 Be able to draft a staffing plan and ensure it aligns with the budget
and work plan
 Identify key concepts in a logic model
 Identify key components in an outcomes based evaluation plan
Learning Objectives

4. Budget

5. Not a Budget

6. Not a Budget

7. Also Not a Budget
Large flat screen TV
Books and printed materials - approx. $125 per participant
Librarian - Approx. $55k annual salary
Incentives for participation - $25
Computer, monitor and keyboard for each participant

8. Narrative
Year
One
Year
Two
Year
Three
Three Year
Total
Personnel
List staff individually here. Total aggregate goes to
Federal form. Consider COLA or merit increases. List
general duties in description and basis for pay (e.g. 5
FTE *$48,000 annual salary)
Project Director- Librarian
Works with students and teachers to facilitate access to
information in a wide variety of formats, instructs students
and teachers how to acquire, evaluate and use
information and the technology needed in this process,
and introduces children and young adults to literature and
other resources to broaden their horizons. 1 FTE *
$59,684 annual salary with 5% merit increase annually. $59,684 $62,668 $65,802 $188,154
Media Specialist
Provide leadership and expertise needed to ensure that
the library and technology programs are an integral part
of the instructional program. 3 FTE * $55,489 annual
salary with 5% merit increase annually. $166,467 $174,790 $183,530 $524,787
Janitor
To provide cleaning for after school hours. 10 hrs./wk. *
52 wks.* $18/hr. $9,360 $9,828 $10,319 $29,507
Total Salaries $235,511 $247,287 $259,651 $742,448
This is a Budget!
Budget & Budget Narrative – Personnel

9. Narrative
Year
One
Year
Two
Year
Three
Three Year
Total
Fringe
Need % breakdown of each line. Some may
not apply.
Health Insurance 12% $28,261.32 $29,674.39 $31,158.10 $89,093.81
Taxes 4% $9,420.44 $9,891.46 $10,386.03 $29,697.94
Workers Compensation 5% $11,775.55 $12,364.33 $12,982.54 $37,122.42
Unemployment Insurance 2% $4,710.22 $4,945.73 $5,193.02 $14,848.97
Life Insurance 1% $2,355.11 $2,472.87 $2,596.51 $7,424.48
Retirement 4% $9,420.44 $9,891.46 $10,386.03 $29,697.94
Total Fringe 28% $65,943.08 $69,240.23 $72,702.24 $207,885.56
Budget & Budget Narrative
Fringe Rate

10. Narrative
Year
One
Year
Two
Year
Three
Three Year
Total
Travel
Travel to required American Library Association
Conference in Chicago, IL June 22-27, 2017 for 3 staff
Airfare $300 x 3 staff $900 $900 $900 $2,700
Hotel $140 (including 12% tax) x 3 staff x 6 nights $2,520 $2,520 $2,520 $7,560
Per Diem
Per GSA $69*3 staff * 7 days
http://www.gsa.gov/portal/category/26429 $1,449 $1,449 $1,449 $4,347
Mileage
Local Travel between school required for staff meetings,
student and family events, and trainings. 3 staff x 150
mi/mo. x 12 months x .54/mile $2,916 $2,916 $2,916 $8,748
Total Travel $7,785 $7,785 $7,785 $23,355
Budget & Budget Narrative
Travel

11. Narrative
Year
One
Year
Two
Year
Three
Three Year
Total
Equipment
Anything over $5,000 and a useful life of more than 1
year
Edu Cart 500
Mobile video conferencing solution that brings educators,
experts, students or locations into the classroom no
matter where they are located. Polycom RealPresence
Edu Cart 500 with 3-yr Support $16,150 x 3 sites $48,450 $- $- $48,450
Total Equipment $48,450 $- $- $48,450
Budget & Budget Narrative
Equipment

12. Narrative
Year
One
Year
Two
Year
Three
Three Year
Total
Supplies
Books
Provides a balanced and current collection of at least 12,000 books, audiovisual software, and multi-
media or 20 items per student at elementary level. Each site needs an additional 525 books and
multi media materials to meet the requirements of the state.
525 items x 3 sites x $35 (average cost). 10% replacement for lost/damaged resources in years two
and three. $55,125 $5,513 $5,513 $66,150
Nooks
Individual readers for each student for home and school use
$129.99 each. Year one - roll out Nook program to 5th - 8th graders (750 students) Year two - roll out
program to 1st - 4th graders (750 students + 10% (75) replacement for lost/damaged units). Year
three - 10% replacement for lost/damaged units. $97,493 $107,242 $19,499 $224,233
Incentives
Incentives to motivate and encourage participation for students and parents. $10 incentive x 3000
students and parents $30,000 $30,000 $30,000 $90,000
Shelving
Shelving for book storage so that students may easily access materials in the library. Atlantis™
Wood Library Shelving - (1) 72"H x 12"D Single-Face Starter, (4) Adders @ $3435.95 x 4 units x 3
sites
http://www.thelibrarystore.com/product/ad92-40172/atlantis-quickship-shelving $41,231 $- $- $41,231
Seating
Seating for libraries. HABA® Rebello® Casual Seating - Angular Corner Chair @ $1550.95 x 15 x 3
sites
http://www.thelibrarystore.com/product/ad19-00189/s $69,793 $- $- $69,793
Classroom Carts
Mobile book carts to share books between classrooms. Copernicus Teacher's Value Book Cart @
$198.95 x 10 classrooms x 3 sites
http://www.thelibrarystore.com/product/ad88-0797/s $5,969 $- $- $5,969
iMac
1.5-inch iMac with Retina 4K display
$1499 Apple school rate x 4 computers x 3 sites $17,988 $- $- $ 17,988
Budget & Budget Narrative – Supplies

13. Narrative
Year
One
Year
Two
Year
Three
Three Year
Total
Contractual
Literacy Consultant
Literacy training for staff. 1 full day of training with local
consultant $5,000 $- $- $5,000
Evaluation 10% of program budget (excluding equipment) $86,200 $66,000 $59,000 $211,200
Consultants
Security to keep the library open after school. Joe's
Protection, Inc.
20 hrs./wk. x 52 wks. x 3 security officers x $50/hr. $156,000 $156,000 $156,000 $468,000
Total Contractual $247,200 $222,000 $215,000 $684,200
Budget & Budget Narrative
Contractual

14. Narrative
Year
One
Year
Two
Year
Three
Three Year
Total
Other
Registration $425 x 3 staff $1,275 $1,275 $1,275 $3,825
Total Other $1,275 $1,275 $1,275 $3,825
Budget & Budget Narrative
Other

15. Narrative
Year
One
Year
Two
Year
Three
Three Year
Total
Total Direct Costs $923,762 $690,341 $611,424 $2,225,527
Total Indirect Costs 10% (excluding equipment, subawards over $25,000) $87,531.22 $69,034.10 $61,142.41 $217,707.74
Total Costs $1,011,293 $759,375 $672,567 $2,443,235
Budget & Budget Narrative
Direct & Indirect Costs

16.  Sub-grants vs. Contracts to Partners
 Being the fiscal agent comes at a price
 Make sure items are both allowable and allocable per both the RFP
and appropriate Circular
(http://www.whitehouse.gov/omb/circulars_default)
 Leverage vs. match
Budget Considerations

17.  Check that all items are BOTH allowable and allocable.
 Do your budget while you develop your program.
 Make sure that each budget item is directly associated with a
program piece.
 Be sure to check if the RFP requires travel to mandatory meetings.
 High level external evaluations can cost between 10% and 20% with
data collection activities.
 Quote or price everything possible.
Budget Considerations

18. Questions?

19. Key Concepts in a Logic Model

20. “A logic model is a systematic and visual way to present and share your
understanding of the relationships among the resources you have to
operate your program, the activities you plan, and the changes or
results you hope to achieve.” (W.K. Kellogg Foundation 2004)
A Logic Model is…

21. A Logic Model is…
 A series of “if-then” relationships that, if implemented as intended,
lead to the desired outcomes
 The foundation of the program
 It is the outcome based evaluation

22. What Does a Logic Model Look
Like?

23. Why a Logic Model?
 Provides a framework of the program
 Assists us with planning “what we do” and “intended results” ---
outcomes
 Assists with planning and distribution of resources
 Identifies what to measure
 Required by funders

24. Simplest Form
INPUTS OUTPUTS OUTCOMES
Inputs (also
sometimes called
resources) are all
of the resources
needed to
operate a
program.
Outputs are the
products that will
directly result
from your
activities.
Outcomes are
the changes
you want to
occur as a
result of the
program.

25. Everyday Example
Curb
HungerGet food Eat food
SITUATION INPUTS OUTPUTS OUTCOMES
Hungry

26. More Detail
INPUTS OUTPUTS OUTCOMES
Program
investments
Activities Participation Short Medium
What we
invest
What we
do
Target
Population
Intended results
Long-Term

27. Literacy After School Program Logic Model
Situation:
Three elementary schools, located in minority underserved communities, 1) have low standardized literacy test scores; 2) lack library materials to
improve literacy levels, e.g., . reading materials, storage capacity, distance learning equipment and books; 3) do not have the capacity to staff the
library after school; and 4) do not have parent training and education.
Goal(s): To improve the literacy rates of students and their families.
Input Outputs Outcomes -- Impact
Activities Participants Short Medium Long
Facilities
Staff
Students
Existing collections
Budget items
Researched-based
literature
*Interview and hire staff
*Purchase equipment and
materials
*Train staff on all
equipment
*Expand library hours
during afterschool activities
*Connect classrooms to
share book reports
*Host parent nights with
book giveaways, parent
development, etc.
*Connect with local public
library and Adult Ed for
parent literacy promotion
*Purchase shelving, seating,
and desktops for library
usage
*Purchase classroom carts
for reading centers in
classrooms
*Provide students with
Nooks (or books) and create
weekly reading incentives
with parents signing off on
time spent
Students
Parents
Siblings
Library staff
School staff
Increase student
scores in classroom
testing
Increase parent
knowledge of
strategies to bolster
literacy
Increase ability of
library to meet the
needs of the after
school program
Increase teacher
knowledge and skill
sets in improving
literacy amongst their
students
Increase student
standardized test
scores in reading and
comprehension
Expand student and
family exposure to
the world and literacy
Increase literacy
rates of students
Increase adult
participation in
reading
Library will meet
the needs of the
community

28.  If required, check if the funder site has recommended models.
 The Kellogg Foundation has a free guide with examples -
http://www.wkkf.org/
 If not required, do one anyway!
 Work backwards and then forwards.
More Detail

29. Questions?

30. Components in an Outcomes Based
Evaluation Plan
Implementing
ReportingUsing
Planning
EVALUATION CYCLE

31.  Outcomes evaluation looks at impacts/benefits/changes to your
clients (as a result of your program(s) efforts) during and/or after their
participation in your program(s). Outcomes evaluation can examine
these changes in the short-term, intermediate term, and long-term.
 Determines if a program has achieved the desired results.
 Answers the questions:
 Was the program successful?
 What impact did it have?
What is Outcome Based Evaluation?

32.  Remember the differences between:
 Outputs (which indicate hardly anything about the changes in clients --
they're usually just numbers)
 Outcomes (which indicate true changes in your clients)
 Outcome targets (which specify how much of your outcome you hope to
achieve)
 Outcome indicators (which you can see, hear, read, etc. and suggest that
you're making progress toward your outcome target or not)
Outcome based Evaluation – Outcomes versus
Ouputs

33. Plan
• Determine need,
design
program/activities,
and predict outcomes
• What are the desired
results?
Implement
• Implement
program
Measure
• Measure outcomes and
outputs
• Was the program a
success?
• What impact did it have?
Outcome Based Evaluation Process

34.  Need: Three elementary schools located in minority underserved
communities 1) have low standardized literacy test scores; 2) lack
library materials to improve literacy levels e.g. reading materials,
storage capacity, distance learning equipment, and books; 3) do not
have the capacity to staff the library after school; and 4) do not have
parent training and education.
 Target Population: 1,500 total high needs students and their parents
in A, B, C elementary schools.
Outcome Based Evaluation – Example

35.  Program: The goal of the Literacy After School Program is to improve
the literacy rates of students and their families. The Literacy After
School Program will provide 1) extended library hours during the after
school program and on Saturday mornings; 2) Nooks and books to
encourage student reading; 3) distance learning literacy opportunities
in order to expand the students’ world and opportunities; and 4)
parent education and trainings that will expand the families’ literacy
as well as encourage reading in the home.
Outcome Based Evaluation – Example

36.  Activities:
 Interview and hire staff
 Purchase equipment and materials
 Train staff on all equipment
 Expand library hours during after school activities
 Connect classrooms to share book reports
 Host parent nights with book giveaways, parent development, etc.
 Connect with local public library and Adult Ed for parent literacy
promotion
 Purchase shelving, seating, and desktops for library usage
 Purchase classroom carts for reading centers in classrooms
 Provide students with Nooks (or books) and create weekly reading
incentives with parents signing off on time spent reading
Outcome Based Evaluation – Example

37.  Predicted outcomes (What are the desired results?)
 Remember outcomes must be SMART – Specific, Measurable,
Attainable, Realistic and Time-related
Outcome Based Evaluation – Example

38.  Predicted outcomes:
 60 days after grant award:
 Three literacy specialists will be hired, as demonstrated by human
resource records.
 The library will expand its hours of operation by 4 hours each day and will
open on Saturdays, as demonstrated by library hours and human
resource records.
 Teachers will increase their knowledge and ability to teach
reading/reading comprehension as demonstrated through pre and post
tests administered with training.
Outcome Based Evaluation – Example

39.  Within 6 months of grant award:
 65% of students will demonstrate an increase in classroom testing
scores, as demonstrated by i.ready and Accelerated Reader tests and
quizzes.
 35% of parents will increase their knowledge of the importance of literacy,
as demonstrated by pre/post-test and survey.
Outcome Based Evaluation – Example

40.  By June 30, 2017:
 75% of students will increase standardized test scores in reading and
comprehension by the end of each academic year, as demonstrated by
standardized tests.
 40% of parents who participate in Adult Literacy programs will have
improved literacy after six months of participation, as demonstrated by
pre/post-test.
 80% Students and parents will report using literacy skills to gain
increased exposure to the world, as documented by survey.
Outcome Based Evaluation – Example

41.  Data collection methods:
 Questionnaires
 Interviews
 Surveys
 Document review
 Other(s)?
 Pretest your data collection methods (e.g. have a few staff quickly
answer the questionnaires to ensure that the questions are
understandable)
Outcome Based Evaluation – Measurement
Tools

42.  Training outcomes via pre- and post-test
 Hours of library staffed via HR records
 Usage of distance learning system via unit log
 Student reading hours via parent sign off
 Standardized testing
 Interim testing (i.ready, Accelerated Reader, etc.)
 Surveys of students, parents, and staff
 Formative in-classroom assessments
Outcome Based Evaluation – Measurement
Tools

43.  Get evaluation consultant/expertise?
 Grants below $100,000
 Grants above $100,000
 When the RFP requires it
Do I Need an Evaluator?

44.  Outcome Based Evaluation will demonstrate the library’s
 Impact
 Program effectiveness
 Achievements
Outcome Based Evaluation

45. Questions?

46. Grant Writing for Federal and Foundation
Proposals Parts I & II – Wrap-Up