Frequently Asked Questions on Evaluation

An evaluation is a systematic process to assess a project’s effectiveness, impact, and overall performance. It helps both the grantee, and the Motability Foundation understand how well a project is meeting its objectives and informs future improvements and decision-making.

An internal evaluation is conducted by the organisation itself, while an external evaluation is carried out by an independent third party, usually a consultant. External evaluations tend to offer more objectivity and a broader perspective.

For external evaluations, the grantee needs to recruit an independent evaluator. For internal evaluations, the grantee’s internal monitoring and evaluation (M&E) staff usually conduct the evaluation, with guidance from the Motability Foundation as needed.

Grantees are typically responsible for recruiting and liaising with evaluators, providing the necessary data, and supporting the overall process. They should then use evaluation findings to improve future projects.

We encourage organisations we fund to include an external evaluation in their budget, if they think it would be beneficial. It is advisable to plan for evaluation costs from the outset.

We ask all organisations that receive a grant for more than £750,000 to have an external evaluation of their project. If costs for this evaluation are not included in your project budget, the grantee will receive additional funding at a flat rate to cover the costs of an external evaluation.

Evaluators should have a mix of relevant evaluation experience, sector-specific knowledge, and an understanding of the project’s context and goals. They should demonstrate a robust methodology and offer a reasonable, proportional budget. We can provide an RfP template to help guide your recruitment, however, to ensure impartiality, we cannot assist directly in the selection of an evaluator.

While we cannot recommend or endorse a particular external evaluator, we would suggest that you either look for local sources or post your RfP here.   

Yes, we can share an RfP template that can be adapted for your needs.

No, as this is a legal document that needs be adapted to your organisation’s needs. If capacity is an issue, please consider getting pro-bono legal advice – for more information, please see Legal advice for not-for-profits.

The evaluation report should include an executive summary, methodology, key findings, conclusions, and recommendations. It should offer a clear picture of the project’s strengths, weaknesses, and opportunities for improvement.

Negative findings should be viewed as learning opportunities. They help identify areas for improvement and offer insights into what can be done differently in the future. It is important to approach the results constructively and focus on next steps.

Internal evaluations are typically conducted by the grantee’s monitoring and evaluation (M&E) team, who collect and analyse data throughout the project. The exercise is otherwise similar to an external evaluation.

Internal evaluations can be more cost-effective and leverage in-house knowledge. However, they may lack objectivity and be subject to internal biases.

Common methods include surveys, key informant interviews, focus groups and observations, followed by quantitative and qualitative data analysis. There are also a variety of software tools that can help with data collection (SurveyMonkey, Microsoft Forms, Google Forms etc.) and analysis (SPSS, Excel, Power BI, MAXQDA etc.).

The most common methodologies include mixed methods (a combination of qualitative and quantitative), outcome and impact evaluations, and participatory approaches. The choice of methodology depends on the project's nature and goals.

The key indicators will vary depending on the project, but they should align with your project's objectives (found in your project logframe or results framework) and should include both output and outcome-level.

Yes, as monitoring is independent of an evaluation and remains essential throughout the project’s duration. Without Year 3 data, the project will not have a full picture of its performance against plans / targets. Motability Foundation requests monitoring updates every six months. The evaluation will rely on monitoring data to assess progress, so if your evaluation is happening towards the end of the project, it is important that you complete this in a timely manner to be able to supply the evaluator with complete indicator data.

We encourage you to publishing evaluation reports, as this demonstrates both transparency and accountability. However, it is not mandatory to do this, and the decision rests with the grantee.

If you choose to publish, we recommend that the evaluation report be in PDF format and include annexes, but no raw data, with any and all sensitive or personally identifiable data removed beforehand.

Evaluations may be published on the grantee’s website or the Motability Foundation’s website, or both, depending on your preference. In addition, you can publish the evaluation wherever you feel comfortable, such as on partners’ websites, or any other relevant platform.