Monitoring, Evaluation and Keeping Records

Monitoring, evaluation and record keeping are of paramount importance in the BBO project. they will take a variety of formats, but will ultimately serve to provide all the necessary evidence that partners are complying with requirements, and will highlight progress, successes, any concerns and issues.



The aims of the Greater Lincolnshire MOVE project evaluation are:

  1. To analyse and demonstrate the impact and outcomes of the project
  2. To identify any problems and constraints encountered by the project
  3. To identify lessons learned, share learning and make recommendations for the implementation of future projects.
  4. To analyse the functionality of the MOVE partnership.

Evaluation will be implemented using internal and external evaluators, with internal evaluation conducted throughout the project. External evaluation will be performed quarterly, and also at year and project end.  A budget has been set aside to provide rigorous internal and external evaluation.

The appointed internal evaluator is Caty Collier (VCS), who has responsibility for the implementation of the evaluation framework, including gathering and analysing data and evidence from project delivery partners.

The external evaluator is yet to be appointed, but the process is ongoing and will comply with ESF procurement processes.


Performance Monitoring

Quarterly performance monitoring will be carried out by the Project Coordinator and internal evaluator. Gathering of performance monitoring information will take place throughout each quarter, and will serve to populate the quarterly reports, highlighting progress, successes, concerns and issues.

Data and information gathered for performance monitoring will include:

  • Participant feedback on achievements through ‘personal development plans’.
  • Baseline, mid-term and final self-assessment data from participants
  • Delivery partner feedback on activity delivered and progress towards cross cutting themes
  • Progress towards targets and outcomes
  • Employer and local stakeholder feedback on local issues and concerns.

Performance monitoring data will be fed into the Project Management Board (PMB) and working groups to:

  • Raise awareness with partners of the overall project progress, or otherwise
  • Raise awareness with partners of progress towards cross cutting themes
  • Improve the way in which the project is run and support is delivered
  • Share good practice with project partners
  • Highlight problems or issues.

A baseline measure should be created based on the level of participant’s confidence, skills, aspirations and participation levels as they commence the project. The baseline will be used to chart the participant’s progress during their time on the project.

Long Term Impact

This is important as it shows the wider effects and longer term changes as a result of project activity. It will be measured in a number of ways, including direct feedback, consultations, surveys and case studies, which identify longer term impact on:

  • Individuals
  • Communities
  • Organisations
  • The economic, political or physical environment.

Research Methods

The evaluation framework has been established using experience of previous project evaluation and incorporates a range of qualitative and quantitative research methods into both internal and external evaluation.

All research and evaluation methods will be conducted ethically and, where appropriate, informed consent obtained, particularly with regard to data sharing.

Participant involvement

Participant involvement sub-group events will be used to enable participants and community representatives to directly contribute to the project evaluation. These sub-group events will take place twice a year and held at a range of locally accessible venues and give participants the opportunity to provide feedback on their experiences of the project, also to make suggestions for improvements.

Local stakeholder focus groups will also be held to identify issues and opportunities at a local level.

Evaluators, who will be invited to attend these meetings, will be provided with delivery statistics, reports, and course feedback, by the Project Management Team. With participants permission, evaluators may contact individuals to discuss their experience of the project and any impact that it may have had on them.

Shared Learning

Learning and evaluation will be shared across delivery partners via meetings, emails, social media and other events. It will also be shared with other BBO projects, employability programmes, LEPs, local stakeholders and project participants.

A detailed evaluation timeline and framework is in Appendix 9 of the Project Plan. Greater, and more detailed information can be found in the BBO Guidance document.


Useful documents