Determine and secure resources
The purpose and scope of the evaluation needs to be considered when determining the budget.
The amount of resources available may influence the level of an evaluation’s rigor or the certainty of its findings. The importance of the program, existing knowledge about the program from previous evaluations and the decisions to which the evaluation will contribute are important factors to consider.
A program that has been thoroughly tested in a context similar to the current implementation setting may require fewer resources to satisfy information needs. A higher proportion of funds may be warranted for:
- Evaluations that will contribute to important decisions, such as whether to roll out a program on a large scale
- Evaluations that require highly defensible findings or will come under scientific scrutiny
- Programs that have not been evaluated before
Very often the available resources (time, money and expertise) will restrict the scope of the evaluation (the number of questions, size of the sample, data collection and analysis options) or influence the choice of evaluation designs. Some organizations have a policy of setting aside a certain percentage of the total program budget for evaluation. Organizations often use a “rule of thumb” to specify considerations in making a budget estimate. Common budget estimates range between 5 – 20% of program costs.
When commissioning an evaluation it is wise to start the budgeting process by consulting with the budget, procurement and/or human resource offices within the organization in order to verify and understand budget process, rules, and stipulations. Engage project staff, stakeholders, and M&E staff or professionals to ensure that the budget is comprehensive and accurate.
The process of developing an evaluation budget may be an excellent opportunity to encourage stakeholders to agree on the value of the evaluation and the amount and type of resources necessary to support it. Sometimes after intended users are engaged and the evaluation purpose and questions decided there is scope to add additional resources in order to undertake the type of evaluation that is required.
Budgets are just as critical for planning an internal evaluation as an external one. Although an internal evaluation draws primarily from resources within the organization, getting agreement on available resources will ensure the evaluation runs much more smoothly. For example, staff may be more flexible than consultants, but developing an accurate calculation of staff time costs early in the process helps to enlist their commitment.
Approaches for adaptive budgeting
Budgeting for M&E in adaptive management contexts requires flexibility to respond to evolving priorities, shifting resources, and unexpected challenges. By using adaptive budgeting approaches, organisations can ensure financial plans remain responsive, enabling adjustments to changing programme needs, external conditions, and emerging risks.
- Rapid response funds: This is a type of funding mechanism that organizations may establish and employ to provide grants for quick response to disaster and emergency events.
- Pools of funding for specific purposes, like specialised expertise (PACT)
- Costed scenario planning: This method entails anticipating and estimating expected and potentially unexpected costs related with conducting the evaluation, especially in volatile and dynamic settings.
- Flexible budgeting: Adjusts based on actual activity levels to better align costs with performance.
- Rolling budgets: Continuously updated to reflect changes in the business environment.
- Zero-based budgeting (ZBB): Justifies all expenses from a "zero base" each new period.
- Beyond budgeting: Replaces traditional budgeting with adaptive management processes.
- Agile budgeting: Applies agile principles for frequent budget adjustments.
- Participatory budgeting: Engages stakeholders in deciding public budget allocations.
- Dynamic resource allocation: Continuously reallocates resources based on shifting priorities.
- Scenario planning: Uses strategic planning to prepare budgets for multiple potential futures.
Methods
Determine resources needed
Secure resources needed
Expand to view all resources related to 'Determine and secure resources'
'Determine and secure resources' is referenced in:
Blog
Methode
Rahmenkonzept/Anleitung
- Communication for Development (C4D) :
- Communication for Development (C4D) :
Theme