Project M&E
planning template

Version 4 – August 2023

Template structure

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

Program logic

Project M&E scope

Performance expectations, data collection and analysis

Reporting, learning and improvement.

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

As you complete the template to create a 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?

1. Program logic

For assistance, refer to the template provided in Figure 3 of the Project M&E planning guide (page 6).

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

The ‘end-of-project’ outcomes your project expects to achieve (‘below the line’)

The Strategic Investment Plan (SIP) outcome, strategy(ies) and key performance indicator(s) your project expects to contribute towards (‘above the line’)

The activities and outputs the project will deliver

How those activities and outputs are expected to cause the end-of-project outcomes (intermediate outcomes).

End-of-project outcomes Intermediate outcomes Outputs Activities Foundational outputs Foundational activities Sometimes there is more than one end-of-project outcome Short to medium-term outcomes
brought about through project activities,
and which describe the cause-and-effect pathway through which the activities
support the achievement of the
end-of-project outcome(s) Short to medium-term outcomes
brought about through project activities,
and which describe the cause-and-effect pathway through which the activities
support the achievement of the
end-of-project outcome(s) Tangible deliverables as a direct result of your activities; i.e. publications, marketing collateral, growers trained Tangible deliverables as a direct result of your activities; i.e. publications, marketing collateral, growers trained Tangible deliverables as a direct result of your activities; i.e. publications, marketing collateral, growers trained What you do; i.e. work performed including experiments, field trials, extension events,
training, technology development, etc What you do; i.e. work performed including experiments, field trials, extension events,
training, technology development, etc What you do; i.e. work performed including experiments, field trials, extension events,
training, technology development, etc Examples: a new variety, new protocols, data, etc from a related or preceding project Project administration Baseline data collection Establishing partnerships Project
planning Funding Relevant SIP outcome(s) SIP outcome, strategy(ies) and KPI(s) that your project is ultimately expected to contribute towards

2. Project M&E scope

Key evaluation questions

For assistance, refer to the key evaluation questions section in the 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 where appropriate, expand the project specific questions to reflect your project.

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

These questions will be used to guide evaluation of your project’s performance in establishing its merit, worth and the ‘so what’.

Reflecting on far-reaching, broader areas, fill out preface text for each section.

Table 1: Project key evaluation questions

Key evaluation questions	Project-specific 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 increased the adoption of the industry best practice guidelines?
Example: To what extent has the project improved knowledge and awareness of consumer insights?
Example: To what extent has the project increased the percentage of produce meeting minimum quality requirements?
Example: Has the project developed new technology that is now available for industry uptake?
Relevance
2. How relevant was the project to the needs of intended beneficiaries?	Example: To what extent has the project met the needs of industry levy payers?
Process appropriateness
3. How well have intended beneficiaries been engaged in the project?	Example: To what extent were the target engagement levels of industry levy payers achieved?
Example: Have regular project updates been provided through linkage with the industry communication project?

4. To what extent were engagement processes appropriate to the target audience/s of the project?	Example: Did the project engage with industry levy payers through their preferred learning style?
Example: How accessible were extension events to industry levy payers?
Efficiency
5. What efforts did the project make to improve efficiency?	What efforts did the project make to improve efficiency?

3. Performance expectations, data collection and analysis

For assistance, refer to the project monitoring plan section in the 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 2, 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 effectiveness.

Note: Not all activities, outputs and outcomes need to be monitored – be selective. Refer to what the primary audience wants to know.

The project monitoring plan will be used as the basis to ‘check in’ on project performance throughout the project lifecycle.

Table 2: Project monitoring plan

Logic level	What to monitor	Performance expectation (KPIs) and/or monitoring questions	Data collection – method (e.g. survey) and source (e.g. growers)	Timing of, and responsibility for, data collection
Foundational activities	Example: Provision of data or development of a new management protocol in a related project; Formation of project team	Example: Monthly provision of data	Example: Record keeping (Delivery Partner of related project)	Example: Monthly (Project leader)
Activities and outputs	Example: Field trials; Technology development; International engagement; Workshops; Publications; Training packages; Number of growers accessed training/attendance at extension events; Industry development services; Minor use permits; New varieties; New standards or protocols	Example: Extension participation (number of growers and other stakeholders)	Example: Record keeping (Industry Development Officer)	Example: Ongoing (Industry Development Officer)
Intermediate outcomes	Example: Changes in knowledge, attitudes and skills of growers on a specific best practice; Access to new information for business decision making	Example: Number of growers indicating an increase in knowledge of how and why a best practice should be implemented	Example: Event questionnaire (Growers)	Example: Intermittent and as required for Milestone Reports (Project team member)
End-of-project outcomes	Example: Uptake and adoption of a specific best practice by growers; Implementation of a new protocol; A change in value/volume/quality	Example: Practice change by a target percentage of production base (and result of that practice change)	Example: Surveys and case studies (Growers)	Example: Annually and at end of project for Final Report (Project leader)

4. Reporting, learning and continuous improvement

Include guiding text rather than a table (i.e. we expect you to report MS reports on XYZ dates as per project plan).

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

Share your thoughts We strive to provide the best experience possible for our delivery partners. Please share your feedback on how we can improve this document for you and other delivery partners in the future by emailing us at communications@horticulture.com.au

Strategic Investment Plans are available on the Hort Innovation website here.