Reporting and applying results

• Reporting is an ongoing process in both monitoring and evaluation. Monitoring is generally undertaken to provide evidence about the type and amount of work done in the agency and used to inform decisions about staffing, programming and other resource use. However, it also forms the bulk of information used for accountability purposes in reporting to funders and other groups to whom the agency is accountable. In this case, reporting schedules are often established as part of a funding agreement or a contract with another agency. Interim reports may be required on a quarterly basis, with an annual report to be submitted at the end of the funders’ fiscal year. 

• Reporting on programme evaluation may follow a similar process if funding is being received from an external source. In any case, interim reports are generally made orally to the steering committee at or in advance of its meetings in order to obtain feedback about progress to date and work through any revisions that may be required to process and any part of the project. Formal, written reports are generally also provided after each phase of the project: preparation, data collection, data analysis and follow-up, if any. 

Written project reports generally include: acknowledgements (staff and clients involved in the project, funders, steering committee members); an introduction (study or process background and, if possible, a description of process challenges and successes); the project framework; the data analysis plan and, in later stages, data analysis results; discussion of implications for practice improvement; and recommendations. 

Dissemination of monitoring and evaluation results is a critical component of project completion. A plan for dissemination is usually prepared in collaboration with the Advisory or Steering Committee. A partial dissemination plan may also have been developed as part of a funding application and can be reviewed to inform the process. The goals of dissemination include:

• To inform women of the work that has been completed and let them know that their experience in the shelter is helping to build knowledge that can assist other women and children exposed to violence
• To inform changes to the agency’s practice for ongoing quality improvement
• To ensure staff members have an opportunity to learn from the project and see their investment come to fruition
• To build knowledge of effective practice
• To be accountable to funders, the community and the general public for funds and support