In short
The monitoring and evaluation section explains how you will track progress during the project and judge its results at the end: which indicators you will measure, how, how often and by whom, how you will compare results with the baseline, how you will use the data to improve, and how you will report to the funder.
Monitoring checks progress against the plan while the project runs. Evaluation assesses whether it achieved its intended results and why. Together they show the funder that you will know, and be able to prove, whether the grant made a difference.
What to include
- The indicators for each output and outcome, with baseline and target values.
- Data sources and methods: registers, tests, surveys, interviews, observation.
- How often data is collected and who is responsible.
- How the data will be disaggregated, for example by sex, age and disability.
- How you will use findings to improve the project during implementation.
- Any mid-term review and final evaluation, internal or independent, and its cost.
- What you will report to the funder, and when.
Evaluation questions funders recognise
Many evaluations use the OECD-DAC criteria: relevance, coherence, effectiveness, efficiency, impact and sustainability. Framing your evaluation questions around them shows reviewers that your approach follows recognised practice.
Indicator: percentage of students passing the end-of-course digital skills test. Baseline: 4 per cent. Target: 80 per cent. Source: practical test given to every student at the start and end of the course. Frequency: twice. Responsible: instructors, checked by the project manager.
Common mistakes
- Too many indicators to measure with the budget available.
- No baseline, so change cannot be shown.
- No budget for data collection or evaluation.
- Counting activities (sessions held) instead of results (skills gained).
Frequently asked questions
What is the difference between monitoring and evaluation?
Monitoring is the regular tracking of progress during a project. Evaluation is a periodic assessment of whether the project achieved its results and why, usually at mid-term and at the end.
How much should a project spend on monitoring and evaluation?
It varies by funder and project size. Include enough to collect your indicators and, if required, an independent evaluation, and follow any guidance the funder gives.
Written by Gachi Foundation, a non-profit in Jharkhand, India. All proposal-writing resources.