Identify the purpose of the evaluation and include information about the scope of the project or program. According to ProjectPerfect.com, the scope includes the definition of internal and external deliverables or outcomes, such as goods or services, of a project or program, the definition of data--including data that is required from companies, licenses, individuals, reports and measurements. In information technology projects, information about technical structure would be included in the scope of the evaluation. For example, the scope of an evaluation may list what should be included and excluded from the evaluation as follows:



Preparation of training material

Vendor management

Security

Software

Communications

Disaster Recovery Plans

Business Process Re-engineering

Rework

Establish timing of all factors and/or phases of the evaluation. Timing is an output of the scope of an evaluation, so you must document all of the factors or outcomes that will be evaluated and decide when an evaluation should be conducted for each. For example, if you will evaluate disaster recovery plans, your team may decide that an evaluation will be necessary in three to six months.

Determine the financial justification of the evaluation, using three financial concepts:

Required rate of return- the minimum rate of return that the estimator of the evaluation would accept in an evaluation project or program.



Net Present Value (NPV)- the difference between the evaluation's benefits and the evaluation's costs.

Payback-which explains how long it will take to earn money back that is initially invested in the evaluation process.

Select a team for the evaluation. Involve partners and stakeholders and ensure that a meeting is held to introduce members.

Hold a team discussion about the following: what is to be evaluated, why the evaluation needs to take place, issues, subjects and timeframe of the evaluation, findings, recommendations and/or lessons learned that will be expected from the evaluation, the methodology or approach that will be used, how the expertise of the team will support the evaluation, and who will manage the evaluation.

Determine who will be responsible for qualitative and quantitative data collection. Qualitative data may answer "How many?" or "How was it carried out?" Qualitative data presents statistical factors, such as percentages and averages.

Determine and document how feedback will be provided during the evaluation.

Determine how outcomes will be communicated and recorded and who will report outcomes of the evaluation.

Prepare computer generated charts that will be used to document conclusions, recommendations, any changes that need to take place and other follow up information.