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 NON-PROFIT PROGRAM EVALUATION TIPSThere are those who believe that program evaluation is overly emphasized and isn't particularly important. However, as a non-profit, how can you know for sure that a program being implemented is actually achieving its' goals ? Through program evaluation and the measurement of outcomes, management can be provided with a framework for analyzing areas of the program that are actually working and others (areas) that are not. There are many types of program evaluation methodologies. Some of the main types comprise Goal Based Evaluation, Process Based Evaluation and Outcomes Based Evaluation. The type of goal desired from an evaluation exercise will determine the approach/methodology to be opted for. In order to carry out an efficient program evaluation, the following factors should be considered; 1) Level of Evaluation: Under the level of evaluation, the goal is to gain information from program beneficiaries. The main types of information targeted includes the reactions and feelings of beneficiaries, their perceptions or attitudes and changes in skills and effectiveness of the program. In essence, an effort is made to determine if beneficiaries have experienced an improvement in their circumstances because of access to facilities of skills provided under the program. Getting information on reactions, feelings and effectiveness of the program can be challenging due to the ephemeral nature of feelings. Despite its' taxing nature, attaining information on feelings, perceptions or attitudes and changes in skills and effectiveness of the program will help in generating a holistic view of performance measurement outcomes. 2) Analysis of Information Obtained: When analyzing data/information obtained during the information gathering phase, an essential step is to begin with the goal(s) of the evaluation. For instance, is the program evaluation being carried out as a means of finding out about lessons learned? Carrying out this step will help in organizing data obtained while narrowing it(data) for much more accurate and relevant analysis. 3). Interpretation of Information Obtained: After analyzing information obtained, the next step is to put it into perspective. Basically, it should be compared to the goals/ objectives of the program. Furthermore, it is generally helpful to include recommendations or suggestions for improving future programs that have similar objectives. Finally, interpretations and recommendations ought to be but in a report format and filed. Considering the level of evaluation, analyzing and interpreting information obtained will yield desired evaluation goals that inform management about the effectiveness or non-effectiveness of a program. Written By Sherita N Brace Sherita N Brace is an International Development Professional. She serves as a Consultant to Non-Profits and provides grant writing services, program planning services and communications services. Reference: Basic Guide to Program Evaluation. Retrieved August 28th from http://managementhelp.org/evaluation/program-evaluation-guide.htm
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 Data Collection Methods Used by Non-Profits Data is of no use if the insights gleaned from it isn't used strategically. By strategically, I mean that it should be used to guide decisions that yield desired outcomes. Not doing so will mean that nonprofit decision makers will be conducting their decisions in a vacuum without having a clue about procedures that actually work vis-à-vis procedures that don't work. With that said, the main types of data collection methods often employed by non-profits include:-
(i) Survey (ii) Interview (iii) Focus Group (iv) Participant Observation and (v) Record or Document Review Survey: This is a cost effective method and can be issued either by e-mail, mail, telephones or in person. Generally, the nature of the desired goal will determine the best approach to be used. Surveys can provide critical information and insights for decision makers in a non-profit if conducted effectively. Also, they (surveys) are usually carried out by asking sample beneficiaries a fixed set of questions. Generally, surveys are quantitative in nature. Interview: Interviews reflect a qualitative approach and are very effective at eliciting explanatory responses. Using this approach is a great way of establishing rapport with respondents. It also facilitates the introduction of other stimulus such as pictures of an ongoing project. For instance, non-profit leadership might have a desire to gauge the perception of beneficiaries regarding a project. Rather than hazarding a guess, an interview involving targeted questions can be conducted. Information gleaned from the interview can provide the leadership with objective insights. Focus Groups: Focus Groups are exploratory in nature. As its' name indicates, it focuses on selected beneficiaries of a program for about two hours. Focus Group discussions are conducted in a special facility by a trained interviewer. In most cases, questions asked by the interviewer are structured according to targeted goals. One caveat with focus groups is that they lack an observational component. Participant Observation: Participant Observation as a data collection method is qualitative in nature and can be used by non-profits as a means of gaining explanation /insights. For instance, in a situation where the relevance of a program to beneficiaries is being sought, a non-profit can utilize participant observation. It is especially useful in situations where beneficiaries might not be adept at articulating the specific components of a program that they deem helpful. By observing how beneficiaries engage and act based on present and future circumstances, non-profit leadership can gain deeper understanding. Record or Document Review: Under record or document review, data is collected by reviewing existing documents. This qualitative approach involves reviewing internal records and external records. Both internal record keeping sources of an organization and external sources such as publicly available records of a program are reliable sources of data collection through the record or document review approach. Furthermore, documents are available either in hard copy format or soft copy format. The document review process, although time consuming, can be a useful way of steering the direction of a program. For example, non profit leadership can determine if written statements regarding the purpose of a program are being reflected during the implementation phase of a program. Should discrepancies be discovered during the document review process, measures aimed at curbing these discrepancies can be conducted. Written By Sherita N Brace Sherita N Brace is an International Development Professional. She serves as a Consultant to Non-Profits and provides grant writing services, program planning services and communications services. References: . The Market Research Toolbox, Edward F. McQuarrie, 2012, SAGE Publications, Inc. . Evaluation Briefs. Retrieved August 23rd from https://www.cdc.gov/healthyyouth/evaluation/pdf/brief18.pdf  A Guide to Non-Profit Program Planning In order to achieve successful program outcomes, it is essential to build a strong foundation during the program design process. As is the case with many ventures in life, strategic planning coupled with dedication towards the achievement of goals will result in desired outcomes. The main steps that comprise effective program planning are:
1. Identification of Service Gaps 2. Alignment of Program with Organization’s Mission 3. Engaging Beneficiaries 4. Program Planning as a Team Effort 1. Identification of Service Gaps To develop a successful program plan, conduct research centered on gaps in service to beneficiaries. By carrying out this activity, areas that require additional attention and input will be discovered. As a result, non-profit leadership can fine tune their approach while focusing on the development of relevant programs with a high rate of success. 2. Alignment of Program with Organization’s Mission Program(s) opted for should tie in to the organization’s mission and goals. During the brainstorming phase, ideas generated should reflect the goals that the non-profit organization seeks to achieve. By doing this, the non-profit will stay true to it’s mission while avoiding the likelihood of stretching itself too thing. Each idea generated should be thoroughly questioned and vetted to ensure that it fulfills the organization’s core mission. 3. Engaging Beneficiaries Intended beneficiaries of the program should be engaged during the inception phase of the program. By interacting with them, the non-profit can gain their perspective. Thus, they will be in a unique position to fine tune the ideas generated and come up with a program that reflects the perspectives of. Also, engaging beneficiaries has an added benefit of creating awareness and generating interest in the non-profits' activities. This can help the non-profit entrench its position within the community that it serves. 4. Program Planning as a Team Effort Programming planning should be conducted as a team effort by engaging the board, executives, consultant(s) and personnel that will be providing key administrative and programmatic services. One of the crucial functions that conducting program planning as a team effort provides is clarity. Team members can clarify any idea or suggestion that may be shrouded in confusion. Also, an added bonus is that it ensures ownership of the program. As a result, team members will be more likely to go the extra mile in ensuring the success of the program. Developing a program that takes into account identification of service gaps, alignment of the program with the organization’s mission, engages beneficiaries and carries out program planning as a team effort will result in the development of a strong program that fulfills required outcomes. Written By Sherita N Brace Sherita N Brace is an International Development Professional. She serves as a Consultant to Non-Profits and provides grant writing services, program planning services and communications services. Reference:
 What are the Main Types of Proposals ? Although there are many types of proposals for fund raising purposes, the main categories that they fall under include; A letter of Inquiry, A letter proposal and The full proposal.
A Letter of Inquiry (LOI): According to Tori O'Neal-McElrath, A letter of inquiry "is generally a two-or three-page summary (though some funders may request a specific number of pages) submitted when the funder wishes to see a brief description of the project before deciding whether to ask for a longer, more detailed proposal". Sending a letter of inquiry to a potential funder after conducting your funder research can save both parties (funder and non-profit) time. By sending an LOI, a non-profit can receive valuable insights regarding the compatibility of its program with the funders' mission. Through the feedback received from the funder, the non-profit can either proceed to develop an in-depth proposal that meets the criteria set forth by the funding organization or refrain from developing a proposal. Likewise, an important benefit of an LOI to a funder is that it cuts down on the amount of time expended on the review of lengthy proposals that might not be the right fit in the first place. In writing a letter of inquiry, one of the factors to keep in mind is indicating how the proposed project aligns with the funders' mission. A letter of Proposal: This is usually part of the application process set forth by foundations. It is also requested by corporations on a regular basis. Much like a cover letter, it is generally recommended to limit its content to one page. A letter of proposal should highlight salient points such as the type of project to be implemented and the total cost of the project. It should be written in a clear and lucid manner. Remember that you will not be physically present to clarify issues. As such, it is essential that your letter of proposal doesn't leave room for doubt. Finally, it should be authenticated by the program head or any member of the organization's decision makers. The Full Proposal: Generally, a full proposal is written in accordance to the funders criteria which can be found in an rfp. It helps to be as clear and specific as possible. The full proposal usually entails a need that has been identified in the community, the goals and objectives to be achieved, a time frame, an evaluation framework, a budget narrative, personnel, partnerships ( if any) among others. It is equally important to adhere to the submission criteria and deadlines. In order to prevent stressful situations, it is advisable to start the proposal development process sooner rather than later. Written By Sherita N Brace Sherita N Brace is an international development professional and a blogger. She serves as a consultant to non-profits and provides grant writing services, program planning services and communications services. Reference: 1. Winning Grants Step by Step, Tori O'Neal-McElrath, 2013, John Wiley and Sons.  How to Cultivate Donors in Four Steps Just as water is essential to the survival of fish, so is adequate funding essential to the sustainability and survival of programs run by non-profits. As such, planing and incorporating a strategic donor cultivation plan will assist in the achievement of program objectives. The following steps can serve as as a guide in the cultivation of donors for various non-profit programs.
1). Research: Prior to starting a donor cultivation program, non-profits should conduct research on funders and categorize funders according to their mission. By so doing, they will be better positioned to connect on mutual point(s) of interest. This is critical since the attention of potential funders has to be captured prior to solicitations. Therefore, a meaningful way of capturing the attention of donors is by communicating with them based on mutual interests. 2).Engage Identified Funders: Upon identifying and capturing the attention of donors based on their interests, the next step is to engage with them. Activities that encourage networking and face to face interactions tends to yield higher results than activities that involve less personal interactions. For instance, invitations to the program site of non-profits can be issued to potential donors. By doing this, funders will be provided with an opportunity to learn more about a non-profit's programs while providing them(funders) with an opportunity to connect with the non-profit at a deeper level. To involve funders further, the non-profit's team lead can provide them with options/mediums through which they would like to engage with the non-profit. That is, would they rather serve as volunteers or offer advice on an "as need basis?" At this phase, some donors will opt out. Whatever the outcome maybe, it shouldn't be taken personally. For example, a donor may opt out simply because he or she may have other pressing engagements. 3). Request Financial Support: Now is the time to request for financial support from potential donors after researching and engaging identified donors. At this point, most of the donors identified would be conversant with your non-profits mission and its work within the community. Since the likelihood of an emotional connection is likely to be high, funds for programs can be solicited successfully. Funds may be solicited through fundraisers, sports events etcetera. 4).Create a CRM System: Creating a crm system will help non-profits in keeping track of the activities of donors. It will also provide insights on strategies that work best among a certain segment of donors and those that don't work. Such information can be fine tuned and transformed into the development of an adequate donor cultivation strategy. Donor cultivation process is an ongoing process and should not end once funding is received. Coming up with creative ways of engaging with donors will definitely set your non-profit apart from others while making it more memorable. Although donor cultivation is a slow process, sticking to it reaps desired results. Written By Sherita N Brace Sherita N Brace is an international development professional and a blogger. She serves as a consultant to non-profits and provides grant writing services, program planning services and communications services. |
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