Evaluation Planning – 3.08 Evaluation Reporting and Utilization Plan
A reporting plan should be consistent with the stakeholder analysis done earlier. For each evaluation question, examine the key stakeholders and determine whether they would be interested in this question and its results. Similar to an evaluation plan, an evaluation report should also be concise and understandable, and illustrate a clear “throughline” that starts from the evaluation questions and continues through the measures, sample, design and analysis.
Most programs currently have basic reporting requirements both internally and externally. A good evaluation plan contains a clear plan for how the results of the evaluation will be reported and utilized. The working group could start the reporting plan section by listing the required reporting for the program, and then continue by asking:
- Have evaluation questions been answered or addressed? If so what form should “answers” take?
- Does the reporting section indicate all audiences the organization will be reporting to? (Include internal and external audiences.)
- Are both frequency and type of reporting identified? (Frequency: Monthly? Quarterly? End of fiscal year? Type: An evaluation summary? Informal ongoing reports to be generated and distributed at every staff meeting?)
Reporting needs are likely to change depending upon the program lifecycle. For instance, Phase I program reporting tends to be more internally focused and more private, whereas later phase reporting moves toward becoming more public. Also, earlier lifecycle phase reporting tends to be less formal while later lifecycle phase reporting tends to be more formal.
It is worth keeping in mind that good evaluation opens up lots of opportunities for communication. “Reporting” tends to sound and feel obligatory, but “communication” suggests inclusion and a positive constructive response to feedback. As Evaluation Champion you may want to encourage the working group to think about what their communication opportunities may be, beyond the mandated reporting. This positive perspective can help reinforce an understanding of the value of evaluation.
When writing the reporting plan section of the evaluation plan, be sure the plan addresses each of the evaluation questions, fits the purpose of the current evaluation, and clearly describes how the evaluation results will be utilized. It is also important to make sure that the plans for utilizing evaluation results are appropriate given the evaluation purpose (you may want to revisit/revise the evaluation purpose statement at this point) and that the plans for utilization are appropriate given the program’s current lifecycle phase.