Securing grant funding is a significant achievement for any nonprofit organization. However, the real work begins once the funds are received.

To ensure that programs run smoothly and that funds are utilized wisely, nonprofits need a clear and organized approach to assess their grant projects.

This article explains how to set up a grant evaluation template that helps you:

• Track performance
• Confirm accountability
• And enhance your future proposals

Let’s get started.

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Why Is It Important to Evaluate Grant Programs?

Grant evaluation is the process of reviewing whether a grant-funded project is meeting its goals and using resources efficiently. The goal is to determine if a project is on track, to identify areas that need adjustment, and to gather data for future improvements.

Grant evaluations are typically requested by funders and carried out either during program implementation or after the project ends.

For funders, evaluations provide assurance that their money is being well managed.

For nonprofits, evaluations provide valuable feedback that can inform decision-making, improve resource allocation, and strengthen overall project management—even when they’re not required.

Overall, a solid evaluation plan demonstrates accountability and transparency, building trust by showing that the organization is dedicated to measuring results and learning from successes and challenges.

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What Should a Grant Evaluation Plan Include?

A grant evaluation plan is much more than just a checklist. A solid evaluation plan covers everything needed to measure a project’s success.

Below are the key elements that your evaluation template should include:

Evaluation Purpose and Objectives

Purpose:
‍Clearly explain why you are reviewing the project. Evaluations often serve several functions at once. For instance, you might assess the project's impact, check whether you’re on budget, and verify that specific goals are met. Defining your purpose lays the groundwork for the review.

Objectives:
List specific targets for the evaluation. Examples include:

• Measuring the change in service outcomes.
• Identifying gaps in project delivery.
• Confirming that all activities were completed on schedule.

Best Practice Tip: Keep your purpose and objectives clear and direct so that anyone reading them quickly understands what you aim to learn.

Description of the Program Being Evaluated

Program Overview:
Write a brief summary of the project or program. Include the following:

• Need: Why was this project started?
• ‍Context: What are the conditions under which the project is running?‍
• Target Population: Who benefits from this project?‍
• Stage: Is the project new, in progress, or completed?
  

Logic Model:
Include a basic diagram or table that shows:

• Inputs: Resources such as funding, staff, and equipment.
  
• Activities: Tasks and actions carried out during the project.
  
• Outputs: Tangible products or services delivered.
  
• Outcomes: The changes or benefits resulting from the project.

Best Practice Tip: Visual aids like tables and simple charts help everyone understand the project at a glance. To learn more about building your logic model, check out our guide on building logic models for grants. For further guidance, you might refer to examples such as the CDC’s Logic Model Template or the W.K. Kellogg Foundation’s Logic Model Development Guide.

Evaluation Design and Methodology

Evaluation Questions:
List the key questions you need to answer. Examples might be:

• What are the main results of the project?
  
• Which areas need improvement?
  
• How well did the project meet its objectives?

Methods:
Decide whether you will use surveys, interviews, or record reviews to answer these questions. Explain your choice in simple terms:

• Qualitative Methods: These might include interviews or focus groups to gather opinions.
  
• Quantitative Methods: These could involve surveys or statistical reviews of the project data.

Best Practice Tip: Make sure each method you choose matches one or more of your evaluation questions. For more insights on various evaluation methods and techniques, check out BetterEvaluation for practical resources and examples.

Data Collection Methods

Tools and Instruments:
Decide on the tools you will use to collect data. This might be:

• Online surveys.
  
• Paper forms.
  
• Data from existing reports.

Quality Assurance:
Describe how you will ensure the data is correct. Will you do a trial run of the survey? Will someone check the data for errors?

Best Practice Tip: Use a simple table that connects each evaluation question to the data collection method and the source of the data. This keeps the process organized.

Data Analysis and Interpretation

Indicators and Benchmarks:
Set measurable indicators for success. For example, if one objective is to improve service delivery, define what “improvement” means in numbers or percentages.

Analysis Methods:
Explain how you will process the data. Will you use basic statistics or search for patterns in responses? Keep the description clear.

Drawing Conclusions:
Decide who will interpret the results and how. It might be a team meeting or a written report that all stakeholders review.

Best Practice Tip: Include sample charts or graphs in your template so that data presentation is consistent and easy to understand.

Evaluation Management

Roles and Responsibilities:
This section focuses on the internal team tasked with executing the evaluation process, ensuring that every task—from data collection to analysis—is carried out systematically and on schedule. 

This might include:

• A lead evaluator: Oversees the entire evaluation process, coordinates the team, and ensures that methods and timelines are followed. This role acts as the primary point of contact for all evaluation-related activities.
  
• Data collectors: Responsible for gathering data from predetermined sources, ensuring data quality and preparing the raw information for analysis.
  
• Analysts: Interpret the collected data by using appropriate analysis techniques, summarizing the findings, and identifying trends or patterns that inform decision-making.

Timeline:
Provide a schedule for each step of the evaluation. This could be a simple list with dates for when each task should be completed.

Budget:
If the evaluation requires funds, note the expected costs and where the money will come from. This ensures that there are no surprises when the evaluation begins.

Best Practice Tip: Use a Gantt chart or similar tool to map out the timeline. A detailed project plan helps ensure that the evaluation stays on track and within budget.

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How to Create a Grant Evaluation Template 

Now that you understand what a grant evaluation plan should include, let’s explore how to create a template that can be adapted for different grant proposals.

1. Choose Your Platform

Decide whether you want to build your template using:

• Spreadsheets (Excel, Google Sheets): Ideal for tracking KPIs, budgets, and timelines.
  
• Word Processors (Google Docs, Microsoft Word): Better for narrative sections, descriptions, and detailed instructions.
  
• Project Management Software: Some organizations may prefer specialized software that integrates data collection, analysis, and reporting.

Key Benefit: A digital template can be easily updated and reused, ensuring consistency across multiple grant proposals.

2. Outline the Template Structure

Based on the key elements discussed above, structure your template with clearly defined sections. While you should always follow the funder’s specific instructions if they provide them, an effective template should typically include the following:

• Evaluation Purpose and Objectives
  
• Program Description and Logic Model
  
• Evaluation Design and Methodology
  
• Data Collection Methods
  
• Data Analysis and Interpretation
  
• Evaluation Management (Roles, Timeline, and Budget)

Best Practice Tip: Use headings, bullet points, and tables to make the template user-friendly. A well-organized template saves time and prevents errors.

3. Populate the Template With Example Content

To make your template user-friendly, populate each section with example content. For instance:

• Purpose Statement Example: “This evaluation aims to measure the effect of our community program by reviewing participant progress and resource use.”
  
• Data Collection Example: "We will collect data by distributing a brief survey to participants after the program concludes."

Key Benefit: Examples assist team members in understanding the precise type of information required. They can then modify the template as needed for different projects.

4. Save and Share the Template

Once you complete the template:

• Save a master copy that will serve as the base for all future evaluations.
  
• Share the template with your team and ask for feedback.
  
• Update the template periodically based on new experiences or suggestions.

Key Benefit: A well-designed, reusable template keeps your team organized and minimizes the risk of forgetting critical data collection steps. It ensures that every aspect of the grant evaluation process is consistently addressed, regardless of the grant proposal.

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Evaluation Plan for Grant Proposals: Do's and Don'ts 

Creating a solid evaluation plan is essential for effective grant management. Here are some clear guidelines to help you get it right:

Do’s

• Be Open: Clearly present both achievements and difficulties. An open review builds trust with funders and shows that you are aware of both strengths and areas for improvement.
  
• Use Measurable Indicators: Set clear and specific targets for what you expect to achieve. This makes it easier to see if the project is on track.
  
• Involve Key People: Make sure that everyone who has a role in the project is part of the evaluation process. This includes internal staff and external partners.
  
• Document Your Process: Keep detailed notes on your methods, data sources, and findings. Good documentation helps in future evaluations and in answering funders' questions.
  
• Review Regularly: Treat the template as a living document that needs updates based on new experiences and feedback.

Don'ts

• Hide Problems: Do not try to cover up any issues. Funders expect honest assessments, and facing challenges openly can lead to useful solutions.
  
• Overcomplicate the Process: Avoid creating an overly detailed template that becomes hard to use. The goal is to have a clear, simple format that covers all necessary points.
  
• Ignore Feedback: Do not dismiss suggestions from team members. Feedback is valuable for refining the evaluation process and improving future proposals.
  
• Rely on Vague Data: Avoid using data that is not clearly defined or measured. Precision is key when assessing performance.

Following these guidelines helps keep your evaluation process practical and clear, making it easier for everyone involved.

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Wrapping Up: Grant Evaluation Template for Nonprofits 

A well-prepared evaluation template is a valuable tool for nonprofits to ensure effective resource use and continuous improvement. By setting clear goals, involving key stakeholders, and using straightforward data collection and analysis methods, your team can better monitor progress and refine future proposals.

Key Takeaways:

• Clarity and Accountability: A simple plan defines measurable goals and assigns clear roles.
  
• Data-Based Decisions: Reliable data guides improvements and builds funder trust.
  
• Efficiency: A reusable grant evaluation template saves time and maintains consistency.
  
• Honesty: Openly reporting both successes and challenges strengthens funder relationships.

If you’re ready to elevate your grant management, sign up for a 14-day free trial of Instrumentl to be matched with good-fit grants and experience firsthand how our platform can help advance your mission.