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1.1 Introduction to OPSYS EVAL
The IT e-Evaluation Tool & Library Evaluation tool and library (EVAL) is used for all the management of project or and programme, country sector level, budget support and thematic evaluations contracted from 2016 onwards geographic, thematic or strategic evaluations contracted by DG INTPA, DG NEAR and FPI (both in Headquarters and in Delegations), as well as evaluations done by external partners.
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Creating evaluations are an integral part of Intervention Cycle and its Management. Evaluations can be conducted at different times of the project cycle and as a result, serve different purposes:
- Ex ante – Performed before the start of an Intervention.
- Mid-term Evaluations – Performed mid-way during implementation of an Intervention or even earlier on in case of need.
- Final Evaluations – Take place shortly before the operational closure of an Intervention.
- Ex post Evaluations – Take place one to two years after the operational closure of an Intervention.
- Mixed – Evaluations that do not fall under any of the previous categories are considered "mixed" evaluations in terms of timing; since the scope of the evaluation is in different phases of progress. Evaluations can be conducted before an intervention(s) starts (ex ante evaluation), and/ or at the midpoint (midterm evaluation) or conclusion (final evaluation) of the intervention (i.e. six months before/after the intervention’s completion date), or following implementation (ex post evaluation) (i.e. at least one year after the intervention’s completion date). Evaluations that do not fall under any of these three categories are considered "mixed" evaluations in terms of timing; since the scope of the evaluation is in different phases of progress.
Overall, the creation and management of the these different types of evaluations take place in OPSYS EVAL, and are part of the Evaluation Workflow with various phases, steps and actions that need to be performed in the system.
1.3 Detailed Phases of the EVAL Workflow
Step/Status | Actors involved | Actions | Notifications in OPSYS EVAL | ||
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Planning Phase | |||||
Evaluation Manager (internal), EVAL Reference Group Members | In OPSYS EVAL (internal):
Once the creation of the Evaluation is completed and the Evaluation Contract is planned, the Evaluation Manager will submit the Evaluation in OPSYS EVAL to the next status/step "TOR". | The Evaluation has been created | |||
Evaluation Manager (internal), EVAL Contractor, EVAL Expert, EVAL Reference Group Members | The Evaluation is now launched. In OPSYS (internal):
In the Funding and Tenders Portal (external):
In OPSYS (internal):
In the Funding and Tenders Portal (external):
Once the above-listed steps are performed and the Specific Contract is signed by both parties, the Evaluation Manager will submit the Evaluation in OPSYS EVAL to the next status/step "CONTRACTED". | ||||
Evaluation Manager (internal), EVAL Contractor, EVAL Expert, EVAL Reference Group Members | In the Funding and Tenders Portal (external):
In OPSYS (internal):
In OPSYS EVAL(internal):
Once the Specific Contract is linked to the Evaluation and all the above steps are completed, the Evaluation Manager will submit the Evaluation in OPSYS EVAL to the next status/step "INCEPTION". | ||||
Implementation Phase | |||||
Evaluation Manager (internal), EVAL Contractor, EVAL Expert | In OPSYS EVAL(external):
In the Funding and Tenders Portal (external):
In OPSYS (internal):
In OPSYS EVAL (internal):
After successfully selecting the Inception Report (and other(s) if applicable) deliverable in the Evaluation, the Evaluation Manager will submit the Evaluation in OPSYS EVAL to the next status/step "INTERIM". | The Evaluation’s inception phase has started | |||
Evaluation Manager (internal), EVAL Contractor, EVAL Expert | In the Funding and Tenders Portal (external):
In OPSYS (internal):
In OPSYS EVAL (internal):
After successfully selecting the Interim Report (and other(s) if applicable) deliverable in the Evaluation, the Evaluation Manager will submit the Evaluation in OPSYS EVAL to the next status/step "SYNTHESIS". The Contracting Authority manages the interim payment(s). | The Evaluation’s interim phase has started | |||
Evaluation Manager (internal), EVAL Contractor, EVAL Expert | In the Funding and Tenders Portal (external):
In OPSYS EVAL(external):
In OPSYS (internal):
In OPSYS EVAL (internal):
After successfully selecting the Final Report (and other(s) if applicable) deliverable in the Evaluation, and the Conclusions, lessons learned and recommendations are submitted by the EVAL Contractor or EVAL Expert(s), the Evaluation Manager will submit the Evaluation in OPSYS EVAL to the next status/step "COMPLETED". The Contracting Authority manages the final payment and clearing of the pre-financing (if applicable). | The Evaluation’s synthesis phase has started | |||
The Evaluation has been completed | |||||
Response of Service and Follow-up Phase | |||||
Response of the services | Evaluation Manager (internal) | In OPSYS EVAL (internal):
In OPSYS (internal):
| The 'Response of the Services' has been completed | ||
Evaluation Manager (internal) | In OPSYS EVAL:
| 1) Evaluation – Follow-up one year later (365 days passed since the final 'Response of the Services' notification 2) 'Follow-up one year later Report' has been completed |
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On the INTPA side, there are three levels of evaluation conducted:
A meta-evaluation is a systematic analysis of evaluations conducted to bring together core learning on similar topics (EEAS and EC, 2014). It can focus on either intervention or strategic evaluations or a combination of both. Meta-evaluations synthesis recurring findings, conclusions and recommendations from different evaluation reports in order to provide inputs into strategic planning and institutional learning.
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- For DG INTPA - INTPA EVALUATION SUPPORT
- For DG NEAR - NEAR EVALUATION HELP DESK
- For FPI - FPI EVALUATION SUPPORT
For technical support concerning OPSYS EVAL, please contact EC External Relations Application Support.
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Also join the C4D "Evaluation Correspondent Network", which includes DG INTPA staff, who manage, plan or advise on evaluations conducted in EU Delegations and at Headquarters, as well as colleagues in DG NEAR and FPI.
Please find below the list of roles and responsibilities involved in OPSYS EVAL:
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- That a significant portion of the Interventions portfolio is evaluated for accountability and transparency purposes, considering the legal obligation to evaluate all Interventions which entail significant spending.
- That evaluations are conducted at the right time to be useful as learning and up take instruments.
- That resources to be devoted to managing the evaluations are efficiently allocated within each Unit and Delegation.
This internal process involves several Commission services and is supported by various information systems.
The Evaluation exercise starts with the creation of the Evaluations, which are going to be submitted as part of the Operational Evaluation Plan.
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