Extension project M&E planning template

Version 2 – August 2023

Template structure

The template consists of several sub-sections that collectively form a comprehensive extension project monitoring and evaluation (M&E) plan:

SIP and end-of-project outcomes, strategies and KPIs

Program logic

Key evaluation questions

Data collection, collation, synthesis and analysis plan

Reporting.

Note: Each sub-section is cross-referenced to the corresponding ‘how to’ instructions in the Extension project M&E planning guide. Please read these instructions to support your completion of the template.

As you complete the template to create an extension project M&E plan for your project, please delete all guidance and help text.

Project and delivery partner details

Project title	What is the project title?
Project code	What is the project code?
Delivery partner (Organisation)	What is the name of the organisation with the contractual agreement to deliver the project?
Lead researcher	Who is the lead researcher/lead team member?
Date completed/updated	What date was this planning template completed?

SIP and end-of-project, strategies and key performance indicators

Identify the extension and capability outcomes, strategies and key performance Indicators (KPIs) in the relevant industry’s Strategic Investment Plan (SIP). Develop end-of-project outcomes by determining what outcomes your project can achieve with the time and resources available. Develop end-of-project KPIs by adding measurable targets to the generic KPIs that are in the SIP. Using the strategies from the SIP is suggested. You can adopt, adapt or justify strategies when designing how your project will achieve the end-of-project outcomes that you have selected.

Table 1: SIP project alignment

Key evaluation questions	Outcomes	Strategy	KPI
From industry SIP
End-of-project –modified for your project

2. Program logic

For assistance, refer to the template provided in Figure 1 of the Extension project M&E planning guide (page 7).

Provide an updated program logic diagram here, including a brief description of the core elements and overall focus for the project.

3. Key evaluation questions

For assistance, refer to the key evaluation questions section in the Extension project M&E planning guide (page 6).

In this template, use only the key evaluation questions (KEQs) that are relevant to your project in Table 2, and expand the project-specific key evaluation questions to reflect your project.

Note: Your Hort Innovation Program Manager can help you select the KEQs relevant to your project.

These questions will be used to guide evaluation of your project’s performance at the mid-term and final reporting stages

Table 2: Project key evaluation questions

Key evaluation questions	Project-specific key evaluation questions
Effectiveness
1. To what extent has the project achieved its expected outcomes? Note that while several examples have been provided there is usually only one overarching effectiveness question.	Example: To what extent has the project achieved its expected intermediate and end-of-project outcomes?
Example: Describe major benefits and impacts (KASA) and practice change has the project has delivered for stakeholders?
Relevance
2. How relevant was the project to the needs of intended beneficiaries?	Example: Is there grower/stakeholder support for a new extension project?
Example: What legacy will the project leave?
Process appropriateness
3. How well have intended beneficiaries been engaged in the project?	Example: To what extent were methods successful to the target audience/s of the project?
Example: What changes to project delivery occurred from grower/stakeholder insights?
Efficiency
5. What efforts did the project make to improve efficiency?	Example: Did the project deliver required outputs and outcomes on time and on budget? Example: What efforts did the project make to improve efficiency (both for growers and project team)?

4. Data collection, collation, synthesis and analysis plan

For assistance, refer to the project monitoring plan section in the Extension project M&E planning guide
(page 7 and 8).

In this template, describe any performance expectations against the activities, outputs and outcomes of your project in Table 3, as well as the data collection details (method, source, timing and responsibility). This should provide the bulk (if not all) of the monitoring information you need to understand and demonstrate project performance, effectiveness, relevance, process appropriateness and efficiency.

Refer to section 4 in the Extension project M&E planning guide for further information.

Program logic	What to monitor and evaluate	Project measures (KPIs and KEQs)	How to monitor – suggested methods	Data source – suggested sources	When – suggested timing	Responsibility and reporting – suggestions
End-of-project outcomes	Examples: Uptake and adoption of a specific best practice by growers; Implementation of a new protocol; A change in value/volume/quality	Example KPI: Practice change by a target percentage of production base (and result of that practice change) Example KEQ: to what extent has the project achieved expected adoption rates and outcomes?	Example: Benchmarking practice survey surveys, grower segmentation and case studies from representative growers	Example: Benchmarking survey and grower segmentation within 6 months of project start (project team) End of project for final report (project leader)	Final report	Project team members Included in final report

Table 3: Project monitoring plan

Program logic	What to monitor and evaluate	Project measures (KPIs and KEQs)	How to monitor – suggested methods	Data source – suggested sources	When – suggested timing	Responsibility and reporting – suggestions
End-of-project outcomes	Examples: Uptake and adoption of a specific best practice by growers; Implementation of a new protocol; A change in value/volume/quality	Example KPI: Practice change by a target percentage of production base (and result of that practice change) Example KEQ: to what extent has the project achieved expected adoption rates and outcomes?	Example: Benchmarking practice survey surveys, grower segmentation and case studies from representative growers	Example: Benchmarking survey and grower segmentation within 6 months of project start (project team) End-of-project for final report (project leader)	Final report	Project team members Included in final report
Intermediate outcomes	Examples: Progress toward uptake and adoption of a specific best practice by growers; Implementation of a new protocol; A change in value/volume/quality	Example KPI: Progress towards practice change by a target percentage of production base (and result of that practice change) measured at MS and mid-term reviews Example KEQ: progress toward expected adoption rates and outcomes?	Example: Database of interactions with growers/target audience – during and up to reporting period – whilst developing case studies.	Example: Intermittent and as required for milestone reports (Project team member)	Milestone and mid-term reporting	Project team members Included in milestone reports Independent evaluator Included in mid-term review
Outputs	Example: Discussion groups at demonstration sites, field days, targeted article in grower magazine	Participation numbers at events or engaged via publication (% of industry) of segmented target audience	Example: Collection of event participation rates and feedback Case study growers – demonstrated practice change	Feedback from events recorded by project team. Project record	Ongoing – through industry interaction During and after industry events	Project team members.
Activities	Example: Prepare topic and content for articles and manage field demonstrations	Example: alignment to industry SIP and contracted outputs/ outcomes	Example: Industry needs analysis and strategy	Example: Project records, benchmarking survey and industry statistics/ resources	Ongoing – reported annually with updated workplan	Project team members

5. Reporting

In your reporting schedule, clearly indicate how you intend to release your M&E results. This should include both on a milestone and mid-term review basis (i.e. updates on progress) and on a final reporting basis (i.e. end-of-project outcome results).

The Hort Innovation final report guide can be found here on the Hort Innovation website and the final report template here.

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