Roles
This section is structured as follows:
- The distribution of roles
- The evaluation manager
- The reference group
- The external evaluation team
- The stakeholders
.
This Evaluation methodological approach is generally intended to Evaluation managers and to external evaluation teams. This is why we have visually distingueshed their respective tasks, as follows : | |||||||||||||||||||||||||||||||||
|
|||||||||||||||||||||||||||||||||
These icons are used in main sections of guidelines for Project and programme evaluations and Strategic, geographic and other complex evaluations. | |||||||||||||||||||||||||||||||||
. | |||||||||||||||||||||||||||||||||
THE DISTRIBUTION OF ROLES | |||||||||||||||||||||||||||||||||
. What does this mean? The three key players are the evaluation manager, the reference group and the external evaluation team. The distribution of roles is specific to each phase and each stage of the evaluation. All the actors in the evaluation process have to know what their role and responsibilities are, for example: Who is responsible for the recommendations? Who has to assess the quality of the report? What is the purpose?
Who does what? The three key players in an evaluation are the evaluation manager, the reference group and the external evaluation team. Their roles differ, depending on the following phases and steps: - Decision to evaluate The decision is taken by the authorities responsible for the intervention and is reported in a document such as:
The decision refers to an evaluation framework that defines the rules of the game. If necessary, it completes this framework. - Preparation (phase 0) Constitution of the reference group:
Drafting of the Terms of Reference:
Selection or approval of the external evaluation team:
- Desk (1) Clarification of the intervention logic:
Choice and drafting of evaluation questions:
Definition of the judgement criteria (also called reasoned assessment):
Choice of indicators:
Design of the method (data sources, tools and work programme):
Collecting available data at the head office of the Commission and/or the Delegation (s):
- Field (2) Data collection:
- Synthesis (3) Report, including the conclusions and recommendations:
Verification of the quality of the report:
- Dissemination and follow up of recommendations (4) Internal and external dissemination:
Use of the conclusions and recommendations:
. |
|||||||||||||||||||||||||||||||||
THE EVALUATION MANAGER | |||||||||||||||||||||||||||||||||
. Who is this? The evaluation manager is a member of the service in charge of the evaluation. He/she manages the entire evaluation process, from A to Z on behalf of the commissioning body. Why appoint an evaluation manager?
What does he / she do?
Recommendations
. |
|||||||||||||||||||||||||||||||||
THE REFERENCE GROUP | |||||||||||||||||||||||||||||||||
. What is this? A small group gathering the services concerned by the intervention and possibly other stakeholders. One or more experts may also be invited to participate. What is its role? Reference group members:
Whom to invite and how? Different types of actor can be invited to participate in the reference group. If the evaluation is managed at headquarters, membership includes:
If the evaluation is managed in the partner country, membership may extend to:
Experience has shown that it is preferable for the group to be limited in size (10 to 12 members) if it is to function effectively.
|
|||||||||||||||||||||||||||||||||
When should it be asked to meet and how should it be involved? The reference group is generally involved in the following way:
|
|||||||||||||||||||||||||||||||||
Opening the evaluation process In addition to inputs made by the reference group, the evaluation may benefit from a wider variety of views through other channels like:
|
Experts invited to the reference group |
What does this mean? One or more members of the reference group may be invited as a resource person, for their expertise. Why invite them?
Who should be invited?
|
Charging a reference group meeting |
What to do?
|
What to do in case of disagreement? In case of lasting disagreement on the evaluation method, the service in charge of the evaluation arbitrates. If necessary, the decision is taken by the head of the Unit. . |
THE EXTERNAL EVALUATION TEAM |
. What does this mean? The external evaluation team is responsible for data collection and analyses and for the evaluation report, including the formulation of judgements (also called reasoned assessment) and the drafting of conclusions and recommendations. It interacts with the reference group and the evaluation manager. It provides evaluation services to the commissioning body under contract. Why contract an external evaluation team?
|
How to select the team? The external evaluation team is selected on the basis of proposals via different procedures, e.g. pluri-annual evaluation service contract or specific call for tenders.
The evaluation manager sets the relative weight of criteria and specifies it in the terms of reference. Recommendations
|
Evaluation capacity |
What does this mean? Having evaluation capacity implies sufficient knowledge and experience to:
Evaluation capacity is required both:
How to assess professional experience? An evaluation professional meets most of the following criteria:
. |
THE STAKEHOLDERS |
. What does this mean? The stakeholders are individuals, groups or organisations that have responsibilities and/or direct or indirect interests in the evaluated intervention. They may be affected by the intervention or not. Why identify them?
How to take them into account?
Recommendations
|