Most people starting off in business have never written a report. It's therefore really daunting when you are confronted with a task that involves report writing. This article provides a a step-by-step guide to report writing via a simple format that's short and easy to understand.
Writing Evaluation Report of a Project A clear, concise, brief and yet complete guide on writing mid-term or final evaluation report for a Project of any kind.
The format is also available in MS Word format and can be downloaded from here: Evaluation Report Writing Template. Executive Summary The executive summary of an evaluation report is a shortened version of the full report.
It highlights the purpose of the evaluation, key questions, research methodology, evaluation findings, conclusions and recommendations.
This summary provides a condensed version of the different sections — usually one to four pages — and is placed at the start of the report.
To write an effective summary, the original document must be fully read with key ideas and important points highlighted. Re-write the highlighted sentences briefly, skipping the unimportant details. The executive summary should contain the following details in brief form: Recommendations that can be generalized beyond the specific case to apply to programs globally Recommendations: Introduction to the Project It is a brief summary of the background of the project, its objectives, planned outputs, outcomes, impacts and stakeholders of the project.
Introduction to the project states what the project aims to achieve and what measures are to be taken for this purpose.
Here information about the project team, target area and donors can also be provided briefly. In this section the evaluator should state the purpose of this practice that may be to assess the degree of achievements of the objectives and results of the project, as outlined in the proposal.
The purpose of the evaluation is usually mentioned in the Request for Proposal RFP too, so that document can also be used as reference here.
Objectives of the Evaluation Objectives of the evaluation include assessing the relevance, effectiveness, efficiency, impacts and sustainability of the project and its activities. These should be realistic, in line with the RFP and the given resources time and money.
Objectives of the evaluation can also include what challenges were faced during implementation of the project, important lessons learned and recommendations for the future project implementation. Sometimes the main purpose of the evaluation can be to focus on the process of implementation rather than on its impact, since this would be minimal if the project has started short time ago or was a short duration project.
Problems and Needs Relevance Is the overall project design relevant to the specific needs of the target population? Achievement of Purpose Effectiveness To what extent does the intended outputs and outcomes level indicators achieved in relation to targets set up in the project document; How effective and appropriate is the project approach?
Sound management and value for money Efficiency How far funding, staff, time and other resources contributing to or hindering the achievement of the results.
Achievement of wider effects Impact Will the project activities be helpful in impacting the lives of the people? If the project is a short-term, care should be taken about committing for long term impacts. What difference is expected in the lives of those targeted in the project as compare the project baseline initial bench marks?
Likely continuation of achieved results Sustainability What were the prospects for the benefits of the project being sustained after the funding will be over?
How was the exit strategy defined, and how this will be managed at the end of the funding period? In short, the evaluator should mention all of the sources of data collection, sampling techniques used, methods of data collection e.
Impact on beneficiaries and the community Community participation Selection and processing of beneficiaries Project management and overall implementation process It would also be necessary to include the limitations of the methodology, if any.
Evaluation Findings Here the evaluator can discuss whether the project has adequate number of qualified and experienced staff and whether they are performing their duties to the required performance level or not.
Details about individual staff members involved in the project can be included either as part of this section or in the appendix, depending on the length and importance of this information.A clear, concise, brief and yet complete guide on writing mid-term or final evaluation report for a Project of any kind.
The format is also available in MS Word format and can be downloaded from here: Evaluation Report Writing Template.
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• Number all the remaining pages of your report with Arabic numerals (1,2,3,4,). Thus your report begins on page 1 with your Introduction.
• Provide a title in your table of contents to describe the contents of each appendix (Note: one Appendix, two or more Appendices).
Don’t just call them Appendix 1 or Appendix 2. Harvard Referencing Guide. Harvard is a referencing style which is used widely across a range of disciplines; it could arguably be deemed the "most commonly used" style.
An appendix is a collection of supplementary materials, usually appearing at the end of a report, academic paper, proposal (such as a bid or a grant), or book.
The word appendix comes from the Latin appendere, meaning "hang upon.".