Participatory evaluation of the project

Learning Outcomes:

• Outline the reasons of implementation of the participatory
• Explain the components and necessary activities to be carried out in a participatory evaluation
• Plan and employ participatory evaluation

A participatory evaluation is an opportunity for the stakeholders/participant of a project to stop and reflect on the past in order to make decisions about the future.

Through the evaluation process participants share the control and responsibility for:

• deciding what is to be evaluated selecting the methods and data sources carrying out the evaluation
• analysing information and presenting evaluation results

Participatory evaluation can ideally be conducted as part of a broader participatory process or as a separate exercise. Participatory evaluation can be carried out for the following reasons:

The evaluation was planned at the beginning of the project
Participatory evaluation can be planned at different points in the project. These can be in the middle of a project activity or after each activity, depending on when the community decides it needs to stop and review past performance.

A potential crisis is imminent
Participatory evaluation can help avert a potential crisis by bringing people together to discuss and broker solutions to important issues.

The problem has become obvious
Problems such as a general lack of community/participants interest in activities may be obvious. Participatory evaluation can provide more information to help participants find out why the problem has arisen and how to fix it.

To introduce and establish a participatory approach
Participatory evaluation can show the problem why the project is not working well. Results of participatory evaluation can be a starting point for a more collaborative approach to the project in general. The extensive planning phase of a participatory evaluation includes recruiting staff, who will conduct the following steps:

• review objectives and activities
• review reasons for evaluation
• develop evaluation questions
• decide who will do the evaluation
• identify direct and indirect indicators
• identify the information sources
• determine the skills and labour that are required to obtain information
• determine when information gathering and analysis can be done
• determine who will gather information.

The information is then gathered in a database, partially analysed and then presented to the appropriate public, who further analyse the information collectively (Table 1.16). Finally, conclusions and action plans are developed from insights learned.

Table 1.16 Implementation of evaluation

IMPLEMENTATION OF EVALUATION	Sources	Notes
	PERSONNEL AND TASKS The personnel required to conduct an evaluation varies widely, depending upon variables such as the scope of the project being evaluated, its geographical range and the number and type of methods used to collect and analyse data.	Who will be needed: to supervise the overall evaluation and ensure that the various parts come together to cohesive whole to facilitate group data collection techniques to conduct analyses and facilitate, perhaps with a moderator, group analyses to organise logistical matters, such as meeting locations, etc.
	PLANNING THE EVALUATION Making plan: The preparatory process helps participants understand what they are evaluating, why and how they are going to do it.	Review objectives and activities Review reasons for evaluation Develop evaluation questions Decide who will do the evaluation Identify direct and indirect indicators Identify the information sources Determine the skills and labour that are required to obtain information Determine when information gathering and analysis can be done Determine who will gather information
	DATA COLLECTION	Collect the information Form database
	DATA ANALYSIS	Review the questions Organise the information Decide how to analyse information Analyse quantitative information Analyse qualitative information Integrate the information
	PRESENTATION AND ACTION PLAN	Presentation of initial results Develop a future action plan Write up a final report

Source: Elliot at al., 2006