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Planned (1)

Evaluation Manager (internal), EVAL Reference Group Members

The Evaluation has been created

TOR (2)

Evaluation Manager (internal),  EVAL Contractor, EVAL Expert, EVAL Reference Group Members

The Evaluation is now launched.

In OPSYS (internal):

• The contracting procedure is initiated, and the Request for Specific Contract for the Evaluation is launched and published to Framework Contractors on the Funding and Tenders Portal.

In the Funding and Tenders Portal (external):

• Framework Contractors can respond to an invitation to participate by acknowledging the invitation and expressing willingness to participate.
• Framework Contractors complete their submissions and submit their offers.

In OPSYS (internal):

• Once the Specific Contract is awarded to the EVAL Contractor, the Contract is prepared using the Terms of Reference (TOR) templates of the Framework Contract, and with the support of the methodological guidance.
• The approval of the TORs is requested from the external Reference Group Members of the Evaluation.

In the Funding and Tenders Portal (external):

• The EVAL Contractor confirms that the EVAL Expert(s) are available, and that they have their EU Login details.
• Once the Specific Contract is prepared and approved by the Contracting Authority, the EVAL Contractor signs the Contract, followed by the final signature of the Contract by the Contracting Authority.
• The EVAL Contractor confirms that the EVAL Expert(s) have their EU Login details.

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".

Contracted (3)

Evaluation Manager (internal),  EVAL Contractor, EVAL Expert, EVAL Reference Group Members

In the Funding and Tenders Portal (external):

• After the signing of the Specific Contract, the EVAL Contractor can access and download the signed Specific Contract from the Funding and Tenders Portal.
• If requested, the bank guarantee is provided by the EVAL Contractor.

In OPSYS (internal):

• If applicable, Pre-financing Payment process is initiated automatically by the Contracting Authority.

In OPSYS EVAL(internal):

• The Evaluation Manager will verify the stakeholders' information (including the EVAL Reference Group Members) for the Evaluation, and update if needed.
• The Evaluation Manager will then link the Specific Contract to the Evaluation.
• The Evaluation Manager can verify from the Contract Information section of the Evaluation the Contract by using a direct URL link to the Contract.
• If defined in the Specific Contract, the EVAL Contractor and EVAL Expert(s) are automatically retrieved from the Specific Contract to the Evaluation.
• When the Specific Contract is linked to the Evaluation, the Evaluation Manager will link the required Contractual deliverables to their associated Evaluation "Inception", "Interim" and "Synthesis" statuses/steps.

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".

Inception (4)

Evaluation Manager (internal),  EVAL Contractor, EVAL Expert

In OPSYS EVAL(external):

• The Evaluation is now accessible to the EVAL Contractor and EVAL Expert(s) from OPSYS EVAL (via Results > Monitoring & Evaluation > Evaluations section of the Funding and Tenders Portal).

In the Funding and Tenders Portal (external):

• The management of Contract deliverables by the EVAL Contractor is performed from the Specific Contract.
• During the "INCEPTION" status/step of the Evaluation, the EVAL Contractor uploads and submits an Inception Report deliverable before the set deadline.

In OPSYS (internal):

• Once the deliverables are submitted by the EVAL Contractor, a notification is sent to the Contracting Authority to review the deliverables.
• The Contracting Authority can add comments to the deliverable, and either send the deliverable back to the EVAL Contractor for revision, or approve the deliverable.

In OPSYS EVAL (internal):

• When the deliverable is approved, the Evaluation Manager selects the relevant deliverable for the Evaluation to indicate that the deliverable has been correctly submitted, and the Evaluation can proceed to the next step.

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

Interim (5)

Evaluation Manager (internal),  EVAL Contractor, EVAL Expert

In the Funding and Tenders Portal (external):

• The management of Contract deliverables by the EVAL Contractor is performed from the Specific Contract.
• During the "INTERIM" status/step of the Evaluation, the EVAL Contractor uploads and submits an Interim Report deliverable (and any other required deliverable for this Evaluation status/step) before the set deadline.

In OPSYS (internal):

• Once the deliverables are submitted by the EVAL Contractor, a notification is sent to the Contracting Authority to review the deliverables.
• The Contracting Authority can add comments to the deliverable, and either send the deliverable back to the EVAL Contractor for revision, or approve the deliverable.

In OPSYS EVAL (internal):

• When the deliverable is approved, the Evaluation Manager selects the relevant deliverable for the Evaluation to indicate that the deliverable has been correctly submitted, and the Evaluation can proceed to the next step.

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

Synthesis (6)

Evaluation Manager (internal),  EVAL Contractor, EVAL Expert

In the Funding and Tenders Portal (external):

• The management of Contract deliverables by the EVAL Contractor is performed from the Specific Contract.
• During the "Synthesis" status/step of the Evaluation, the EVAL Contractor uploads and submits a Final Report deliverable (and any other required deliverable for this Evaluation status/step) before the set deadline.

In OPSYS EVAL(external):

• A Draft conclusion, lessons learned and recommendations template to be completed becomes downloadable by the EVAL Contractor and EVAL Expert(s) for the Evaluation from OPSYS EVAL (via Results > Monitoring & Evaluation > Evaluations section of the Funding and Tenders Portal). Alternatively, the Draft conclusion, lessons learned and recommendations form can be completed online. For both the template and online form, conclusions, lessons learned and recommendations can be grouped and prioritised.
• The EVAL Contractor confirms that the Conclusion, lessons learned and recommendations template or form is set as final for the Evaluation.  

In OPSYS (internal):

• Once the deliverables are submitted by the EVAL Contractor, a notification is sent to the Contracting Authority to review the deliverables.
• The Contracting Authority can add comments to the deliverable, and either send the deliverable back to the EVAL Contractor for revision, or approve the deliverable.

In OPSYS EVAL (internal):

• When the deliverable is approved, the Evaluation Manager selects the relevant deliverable for the Evaluation to indicate that the deliverable has been correctly submitted, and the Evaluation can proceed to the next step.

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

Response of the services 
Report (7)

In OPSYS EVAL (internal):

• Once the Evaluation is completed, the Evaluation Manager fills in the online template Response of the services Report with the input of the services involved.
• If this is the last step foreseen for the Evaluation (no Follow-up one year later is planned), the Evaluation is finalised.

In OPSYS (internal):

• The Contracting Authority closes the Specific Contract.

The 'Response of the Services' has been completed

Follow-up one year later Report (8)

Evaluation Manager (internal)

In OPSYS EVAL:

• A Follow-up phase is carried out only if applicable and one year later to monitor the impact of the inputs disseminated across the stakeholders.
• The Evaluation Manager fill in the online template Follow-up on year later Report for the Evaluation with the input of the services and other actors involved.
• The Evaluation is concluded.

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