It is important to document decisions about the management of evaluative activities, including any processes for monitoring compliance with ethical and quality standards during the evaluation.
These documents will also ensure that different stakeholders, whether funders, partner organisations, communities or expert advisors are clear about what is being done, how and when, and their responsibilities and accountabilities for the evaluation.
Different organisations have different forms of documents and different labels for the document that describes what is to be done - the purpose, Key Evaluation Questions and timeline.
Sometimes this document is referred to as Terms of Reference (ToR), Scope of Work (SOW), Statement of Work (SOW), Request for Proposal (RFP), Request for Quotation (RFQ), Invitation To Tender (ITT) or the evaluation brief.
This document can be used for any type of evaluation (internal, external, self-evaluation) but they are particularly useful as part of the process of engaging an external evaluator.
Other types of documents might be developed to formalise the relationships between different organisations working together on the evaluation. These could include a Memorandum of Understanding or a Contractual Agreement.
Document what is needed in an evaluation:
- Expression of Interest (EoI): An EoI is a way for an organisation to publish its intention to appoint an evaluation team to conduct an evaluation of a specific project or program.
- Request for Proposal (RFP): RFPs (also known as Request for Application or Request for Quotation) are formal request for evaluators to prepare a response to a planned evaluation and are generally used to select the final evaluator for the evaluation.
- Scope of Work (SoW): a plan for conducting an evaluation which outlines the work that is to be performed by the evaluation team.
- Terms of Reference (ToR): sets out the purpose(s) of the evaluation and its key evaluation questions, as well as a timeline (and possibly the available budget and existing data resources); for external evaluations this can include contractual arrangements. In some cases this includes an evaluation plan setting out the methodology.
Document how different organisations will work together:
- Contractual Agreement: creating formal contracts to engage external evaluators.
- Memorandum of Understanding (MoU): high level agreement between two or more organisations committing to work together