Monitoring and Evaluation The Nuts and Bolts of Monitoring and Evaluation How the scheme is monitored and evaluated How your project contributes towards this
Monitoring and Evaluation Tools and Techniques Telling your project story Resources, tools and techniques Creativity
Heritage Lottery Fund requirements ‘’Evaluation is about proving and improving’’ Quarterly Partner Yearly Quarterly partner activity evaluation progress progress records report (OWLP reports to HLF reports central team) Individual OWLP central Individual project & team submit project partners quarterly partners End of record report to HLF submit programme activities and reporting on quarterly evaluation progress scheme progress report towards outputs and report to (external outcomes and outcomes OWLP central consultant) outputs team based on activity records
Heritage Lottery Fund requirements Jargon (terminology??) What are we going to do? (The activity) Output What has changed? (The point of it all) Outcome How can we prove it? ( The way of knowing) Indicator
Heritage Lottery Fund requirements Example project: Volunteering Training and Marketplace Promotion of volunteering throughout the lifespan of the OWLP scheme. 2014 2015 2016 Key documents: your project Outputs /15 /16 /17 Development of online volunteering hub: 1 cross proposal and your funding partnership hub to centralise all volunteering opportunities, X (X) (X) agreement part of Ouse Washes web site 3 short films created by volunteers X Media campaign to promote volunteering: Cross partnership articles in local papers X4; Radio interviews X1; Articles in X X Your funding agreement gives a Parish magazines X5 summary of your project, your 3 feedback meetings with designated partners’ volunteers X X X Displays created for partner sites/organisations: 2 displays to project proposal goes into more X X promote volunteering 1 Family Fun day involving volunteers, partners and local detail. X communities 2 volunteer skills training workshops (some volunteer led) X 2 partner training workshops (some partner led) X
Heritage Lottery Fund requirements Example project: Volunteering Training and Marketplace 2014/ 2015/ 2016/ Outcomes 15 16 17 Raised greater awareness of volunteering opportunities across partner X X X organisations and OWLP landscape More cohesive approach to volunteering promotion across partnership X X X Increased number and type of volunteers actively taking part in X X X heritage/conservation activities in the landscape area Increased retention of volunteers and involvement in local decision X X X making Increased level of heritage/conservation related skills in local volunteers X X X Increased partner confidence in volunteer recruitment and X X management
Heritage Lottery Fund requirements Monitoring: what do we have to record? Your start point (baseline) Your outputs plus your community involvement Your evidence (indicators)
Heritage Lottery Fund requirements Example project: Volunteering Training and Marketplace Baseline : How many people are already volunteering, volunteers experiences, partners experiences, what is already in place Outputs: active volunteer hub, films, media campaigns, fun days, networking events Community Involvement: total numbers, ages, gender, ethnicity, disability, socio-economic profile Indicators : I haven’t decided yet.........
Heritage Lottery Fund requirements Monitoring: how will I set about it? Warning: this method may not suit you at all.... • Use the project proposal form to create a plan for each quarters delivery. • Have I got the baseline data? - decide how to collect it. • Establish how to record output indicators; session records, feedback, (all types) photos, quotes, surveys, invoices of work completed, emails, social media, film, attendance sheet, website visits. • Establish how to record outcome indicators , decide what needs collecting and how, decide how to record them. • Create the necessary recording sheet/files
Media improvements or comments, survey data, TV or radio interviews, articles, presentations, field work data, reports, or quotes of experiences taken from part Heritage Lottery Fund requirements The quarterly reporting form Evidence to attach with this report: Please provide copies of (or evidence for) all visual and written information, evidence and data created and gathered (‘the project record’) during the last quarter that tell ‘ the story of the project’ , to show what has happened and achieved as part of the delivery of your project. The OWLP’s central team needs to collate these outputs on an ongoing basis to show the HLF how the scheme is progressing. These could be, for instance, job adverts, workshop or training course, project materials, photographs, videos, DVDs, leaflets, posters, audio recordings, blog posts, art work, or training diaries, learning resources, maps, interpretation panels, QR codes, apps, exhibition materials, community archives, signage, press releases and press items, workshop materials, websites, Social media improvements or comments, survey data, TV or radio interviews, articles, presentations, field work data, reports, or quotes of experiences taken from participants, volunteers, visitors or staff involved, etc.
Heritage Lottery Fund requirements Scheme wide outputs – monitoring
Heritage Lottery Fund requirements Support from the OWLP team Phone/email support in considering how to monitor and evaluate your project. Template session & event recording forms. Details of how to break down data on your recording forms for example; age and ethnicity. Support in filling in your quarterly reports.
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