Creating a Grant Evaluation Plan
Most grants require an evaluation for determining whether the goals and objectives of a grant-funded program or initiative have been achieved. This is true whether the grant is from a foundation, a government entity, or any other organization. Grant evaluations provide critical information to both funders and grantees. For funders, grant evaluations help explain how funds are being used and whether they are leading to the outcomes intended by the program. They also help funders decide which programs or initiatives are worthy of continued investment. For grantees, an evaluation can help ensure grant-related activities are being carried out as intended. They also help grantees determine whether their programs or initiatives are working and if there are any adjustments needed to enhance their effectiveness.
A grant evaluation plan outlines the goals and objectives of the initiative and provides detailed steps for tracking progress and measuring impact.
To ensure a grant evaluation is providing both funders and grantees with all the information they need, it can be helpful to develop a detailed evaluation plan. A grant evaluation plan outlines the goals and objectives of the initiative and provides detailed steps for tracking progress and measuring impact. Most funders require that some sort of evaluation take place as a condition for receiving grant funds, and applicants should submit a grant evaluation plan to show they are serious about using awarded funds in a responsible and effective manner. Although the specifics will vary depending on the initiative or program being funded, it is important to include the following key components when creating an evaluation plan.
Resources, Activities, and Outcomes. To plan a grant evaluation, it is important to first document the resources and activities of an initiative as well as its intended outcomes or goals. Resources include everything being invested into the program such as funding, staff time or expertise, equipment, volunteers, etc. Activities are the specific actions carried out as part of the program, and outcomes are the specific goals the program hopes to achieve as a result of those activities. It’s important for the program’s outcomes or goals to be specific, measurable, attainable, relevant, and time-based (SMART). Once identified, the program’s resources, activities, and outcomes should be illustrated in a logic model that shows how activities lead to short-term, intermediate, and long-term outcomes.
Research Questions. The evaluation plan should also identify the research questions that will be answered as part of the evaluation study. In most cases there will be questions related to the implementation of the initiative (e.g., Are activities being carried out as intended?) as well as its impact (e.g., Are activities leading to the intended outcomes of the initiative?). There may also be other more specific research questions depending on the grant or program being evaluated (e.g., Is the initiative reaching its target population?).
Data Sources & Participants. A grant evaluation plan also describes how and from whom data will be collected. Data sources may include surveys, interviews, focus groups, or archival data that is already being collected as part of the initiative or for other purposes (e.g., education data from school districts). A good evaluation study should be based on both quantitative and qualitative data whenever possible. Evaluation participants or the people from whom data is being collected may include individuals being served by the initiative, the initiative’s staff, or other initiative stakeholders (e.g., community members, funders).
Evaluation Timeline. The evaluation plan should also include a detailed timeline that outlines when all evaluation activities will take place including measure development, data collection, analysis, and reporting. The timeline should be developed to align with grant reporting cycles and provide initiative stakeholders with timely information to guide program improvements. The evaluation timeline is also a key tool for ensuring all evaluation-related activities are being completed as scheduled.
Evaluation Responsibilities. Finally, the grant evaluation plan should identify who will be responsible for various evaluation activities. Carrying out a grant evaluation often requires the involvement of a third-party evaluation consultant, either because the funder requires it or because grantee staff lack the capacity or skills to conduct the evaluation themselves. The evaluation plan should clearly outline the responsibilities of initiative staff and other stakeholders in carrying out the evaluation as well as those of the evaluation consultant. It is often helpful to involve the evaluation consultant in the development of the grant evaluation plan if possible.
I hope you find this information useful if you are in the process of applying for a grant or putting together a grant evaluation plan. If you have any questions or need support related to planning or conducting a grant evaluation, please feel free to reach out!