====== Monitoring & evaluation ====== ===== The evaluation process ===== During the implementation of a Heterotopia Tour you have to monitor and evaluate different aspects of the project. Frequent monitoring allows you to **prevent risks**, to **manage problems in time**, to **ensure quality**, and to **anticipate** possible situations that can influence your project. General monitoring and evaluation plan can include: ^ Aspect to monitor ^ Minimum frequency ^ Tools for monitoring ^ | Partnership – implementing partners\\ Assess: \\ - partners’ motivation and commitment level\\ - fair task division\\ - timely and quality implementation of tasks\\ - respect and solidarity among partners\\ - quality of communication between partners | Monthly | - Online and in-person meetings\\ - Gantt chart with tasks, responsibilities and deadlines\\ - Quality assurance guidelines with qualitative and quantitative Indicators\\ - Written and signed agreement between partners about conditions and provisions of collaboration\\ - Written reports | | Management – logistics (accommodation, food, transport, materials)\\ Assess:\\ - timely and quality implementation of tasks\\ - quality of services | Monthly\\ Getting closer to the start of the Tour: more frequently\\ During the Tour: daily | - Gantt chart with tasks, responsibilities and deadlines\\ - Feedback from participants and from facilitators\\ - Coordination staff meetings | | Management – budget use\\ Assess:\\ - Budget efficiency (quality-price value)\\ - Fair budget allocation (did any partner had justifiable over-costs that should be covered? )\\ - Budget efficiency | Monthly\\ Getting closer to the start of the Tour: more frequently\\ During the Tour: daily | - Budget plan divided in two parts: original budget plan and real budget\\ - Reporting on budget use, with financial documents to verify the costs\\ - Online partner meetings\\ - Coordination staff meetings | | Partnership – local partners\\ - partners’ motivation and commitment level\\ - timely and quality implementation of tasks/quality services\\ - quality of communication between partners | Monthly\\ Getting closer to the start of the Tour: more frequently\\ During the Tour, in case of partners who are providing accommodation: daily | - Online and in-person meetings\\ - Agreement stating the conditions and provisions of collaboration | | Activity programme’s efficiency\\ Assess:\\ - The activities contribute to reach the participants’ learning objectives\\ - The activities contribute to reach the project objectives\\ - The methods used are suitable for participants\\ - The time schedule of the activities is suitable for participants | Before the Tour: bi-weekly, starting from the preparatory activities\\ During the Tour: daily\\ After the Tour: bi-weekly, till the end of the follow-up activities | - Online and in-person consultations with youth workers during the preparation\\ - Daily feedback from participants during the Tour\\ - Daily monitoring meetings with facilitators during the Tour\\ - Intermediate and final evaluation sessions | | Facilitators’ work\\ Assess:\\ - Quality of support provided for participants before, during and after the Tour\\ - Team working skills\\ - Professional efficiency\\ - Respect for the pedagogical methodology\\ - Flexibility and immediate adaptability to participants’ needs | Before the Tour: bi-weekly, starting from the preparatory activities\\ During the Tour: daily\\ After the Tour: bi-weekly, till the end of the follow-up activities | - Online and in-person consultation with youth workers during the preparation\\ - Daily feedback from participants\\ - Daily monitoring meetings with facilitators\\ - Intermediate and final evaluation sessions | | Participants well-being\\ Assess:\\ - Physical well-being\\ - Psychological well-being\\ - Emotional well-being | Before the Tour: bi-weekly, starting from the preparatory activities\\ During the Tour: daily\\ After the Tour: bi-weekly, till the end of the follow-up activities | - Online and in-person consultation with youth workers during the preparation\\ - Daily feedback from participants\\ - Daily monitoring meetings with facilitators\\ - Intermediate and final evaluation sessions | | Participants’ learning achievements\\ Assess:\\ - How much the preparatory activities help to create a solid base for learning\\ - How much the Tour contributes to reach participants’ learning objectives \\ - Which objectives have been reached and which not yet\\ - Competencies developed\\ - Level of responsibility and contribution of participants\\ - Changes in attitudes and behaviours of participants\\ - How much the follow-up activities help participants to put into use the competencies acquired during the Tour | Before the Tour: bi-weekly, starting from the preparatory activities\\ During the Tour: daily\\ After the Tour: bi-weekly, till the end of the follow-up activities | - Daily reflection sessions with participants\\ - Non-formal evaluation methods\\ - Daily monitoring meetings with facilitators\\ - Intermediate and final evaluation sessions | | Level of achievement of objectives\\ \\ Assess:\\ - The objectives of the activities have been reached or not\\ - The objectives of the participants’ have been reached or not\\ - The objectives of the project have been reached or not | During the Tour: daily\\ After the Tour: monitoring moments 2 weeks, 1 months, 2 months, 6 months after the Tour | - Daily evaluation of activities\\ - If necessary, ad-hoc evaluation after the activity\\ - Intermediate and final evaluations with participants\\ - Final report on indicators that measure the level of achievement of project objectives | Besides monitoring the aspects that you and your partners can control, it is important to think about the **external factors** as well: we suggest you to make a **risk analysis** and **risk prevention and management plan** before the project. You can analyze the following aspects: | Possible risk/situation | How does it influence the project | Level of probability | Level of damage/how serious is the problem it can cause | How to prevent it | How to manage it in case it happens | As you see, the 1st table helps you to ensure quality and to get right back on track after a difficulty; the 2nd table facilitates **problem solving** and **crisis prevention**. For information about impact evaluation please see //Chapter 6 – Follow ups and dissemination//. ===== A Matrix to stay the course ===== A **Logical Framework Matrix** created during the project design phase can be useful to monitor and evaluate during implementation whether you have reached the project’s objectives or not. For creating a Logical Framework Matrix you will need to: * Set clear **objectives** * Describe the **expected results** that will contribute to reach the objectives * Describe the specific **activities** that will produce the expected outcomes * Set reasonable **quantitative indicators** that will measure the level of success * Decide which **proof** you can provide to justify the reached results * Analyze closely which **circumstances** you need for a successful implementation {{:guide:implementation:s1040013.jpg?direct&260 |}} You can find details to how to do it here: [[http://www.tools4dev.org/resources/logical-framework-logframe-template/]]). As for any evaluation, be **factual and upfront** regarding the results. You don't need to convince yourselves that you are doing a good job; you create tools to identify what is going well and what isn't. Keep in mind that **problem solving begins with the identification of problems**, as well as real celebrations arise from honest assessments. ===== Tools to take the scope of one's learnings ===== Participants' learnings are at the core of any Heterotopia Tour. We expect from it to inspire them and to enable them to acquire knowledge and skills in various fields; some they expected, and some they didn't. For this reason, it is decisive to develop and implement **tools and methods** that will allow them to **acknowledge their learning** and provide you information about the efficiency of your program from a pedagogical point of view. From our experience, we advice you the following: [[guide:implementation:evaluation:tools_and_methods1|Mapping out one's skills and competences with a Radar]] [[guide:implementation:evaluation:tools_and_methods2|Reflecting on one's learning path with the Travel Diary and the Hero's Journey]] [[guide:implementation:security|{{ :guide:fleche.jpg?50|}}]]