1. HOW TO WRITE A GOOD TERMS OF REFERENCE FOR FOR EVALUATION Programme Management Interest Group 19 October 2010 Pinky Mashigo

2. PRESENTATION FORMAT Introduction Definitions explored Logframe and Evaluation Link between Logframe and Evaluation Criteria Components of ToR Summary – Reminder for emphasis

3. INTRODUCTION Terms of Reference in general provides a guide towards results that can be used for decision making, planning and learning The theme today is EVALUATION There is a tendency to use certain terms inter-changeably or linked without acknowledging that they all mean different things to different people If terms are used in this manner they tend to confuse outcomes, outputs expected from the study, project purpose, etc.

4. INTRODUCTION CONT’D In order to avoid the confusion, it best we define these terms: These are Monitoring, Evaluation and Audits

5. DEFINITIONS MonitoringEvaluationAudit Who ?Responsibility is at all levels of management (internal) Usually incorporates external inputs (objectivity) Incorporate external inputs When ?OngoingPeriodic – midterm Completion Ex –post Ex – Ante (systems reviews) Completion – Compliance Why ?Check progress, take remedial action, update plan, control Learn broad lessons, application to other activities, decision making, input to policy review, Provides assurance and accountability to stakeholders Provide recommendation for improvements Links to the Results Chain Inputs, Activities, and Outputs Depends on focus - Across the results chain Inputs, Activities and Outputs

6. DISTINCTIONS BETWEEN THE THREE Monitoring: Ongoing analysis of (project) progress towards achieving planned results, with the purpose of improving management decision making Evaluation: systematic collection and analysis of data to ascertain efficiency, effectiveness, impact, relevance and sustainability of project, programme, policy, etc. Audit: i.analysis of the legality and regularity of project expenditure & income, ie. Compliance with the laws & regulation ii.analysis whether funds have been used efficiently and economically in accordance with sound financial management iii.whether the project funds have been effectively used for the purpose intended

7. LOGFRAME AND EVALUATION Having understood the difference – focus is how to write a good Terms of Reference for an Evaluation exercise Key to any evaluation is the Results Chain (Logic Model) Or Logframe Logframe guides in terms of what kind of an evaluation and what kind of results are expected

8. IMPACT OUTCOMES OUTPUTS ACTIVITIES MEANS PROBLEMATIC SITUATION IMPACT EFFECTIVENESS EFFICIENCY RELEVANCE SUSTAINABILITY LOGFRAME OBJECTIVE EVALUATION CRITERIA LINK BETWEEN EVALUATION CRITERIA

9. EVALUATION CONT’D Therefore, Terms of Reference must reflect what you want to achieve/intent The ToR is stage 1 of the evaluation process, which is very key: Who should design the ToR, all stakeholder involved in the project, policy to be evaluated

10. COMPONENTS OF TOR 1.Background and Rationale (Introduction) 2.Purpose/Objective of the study What is the focus of the evaluation How will the results be used/utilised Target (primary and secondary users) Timeframe 3. Issues to be studied – Define scope Mid-term End Ex – Post Guide the evaluator in terms of focus, expectation, target group, utilisation of results

11. COMPONENTS OF TOR CONT’D 4. What are the assumptions and risks 5. Plan of Work – Evaluation design Methodology of the study (provide guide) Secondary or primary Survey (what type) Quasi experimental Importance: guide on costs, implications and link back to the purpose. Can it be achieved! (a). Data elements – sources for collection; define method and tools to collect data (b). Data analysis - what method will be used, what tools can be used (c). Stakeholders – who should be consulted

12. COMPONENTS OF TOR CONT’D 5. Expertise Required Team members: Define competencies, experience & skills If required define qualifications as well Composition of the team Number Language where required

13. COMPONENTS OF TOR CONT’D 6. Reporting Language of the report Date of delivery Number of copies required (recipients) Type of reports (recipients) and timelines Inception Data analysis report Ist draft 2 nd draft Final report

14. COMPONENTS OF TOR CONT’D 7. Administration and Logistical Support -Management of the evaluation, who is responsible for what -Define all the support to be provided to the evaluator (define boundaries) 8. Time Schedule -Duration of the study 9. Indicative Budget

15. SUMMARY Of Importance: –Level of evaluation (efficiency, effectiveness, impact & sustainability) –Purpose –ToR Issues to be studied Team Indicative budget –Respondent to the ToR, should be given a chance to ask questions for clarification, correction, etc. Prior to the proposal being submitted