Monitoring, evaluation and reporting
Regularly monitoring, evaluating and reporting on your project helps keep it on track while clearly demonstrating the project’s outcomes. Monitoring and evaluating also helps you adapt if things are not going as expected. Since you will put a lot of time and effort into planning and delivering your project, it is important to know what is working, what is not, and why. This knowledge will help you make adjustments and get the project back on course. Ultimately, monitoring, evaluating and reporting will help your project succeed and assist you in communicating your successes.
We also use the information you provide to measure the effectiveness of our programs. We use evaluations of both the individual grants and the collective statewide outcomes to inform future directions for grant programs. This helps the NSW Government better understand the needs of community groups or organisations seeking the support of Trust funding and, in turn, this influences future funding decisions.
What do you need to do?
If you are awarded a grant listed in the expanding accordion sections at the end of the page, you must complete and return the documents within 30 working days of receiving the Grant Agreement. To see the forms you need and to download them for your project, go to the expanding accordion sections below.
As detailed in your grant agreement, you will need to:
- submit progress reports throughout the life of your project
- submit final report following project conclusion
To find out more about the reporting process, please see grantee reporting process.
How do I prepare the monitoring and evaluation plan?
The purpose of the plan is to help you map out what is required to complete a project and ensure success. Before you can prepare your monitoring and evaluation plan (M&E plan), you will need to define your objectives and the steps you will take to achieve them as you carefully plan your project. If you have a large grant then we would expect a more detailed plan than for a smaller grant.
You would have already included much of the information you need for preparing your M&E plan in your grant application; so use this as a reference. If you get the planning right at the beginning, then running your project, collecting the data and reporting your progress should be simple. For more information, tools and examples, please see the Monitoring and evaluation plan webpage.
There are also instructions to guide you within the M&E plan template.
Please note: Waste program grants have their project plan incorporated into their grant agreement, therefore they are not required to complete a separate M&E plan.
What is the project measures table for?
The project measures included in the project measures table offer a range of baseline data and target criteria that will help you record, monitor and guide the outcomes of your project. The table captures both projected and actual (or achieved) quantitative data for each year of your project.
The project measures table allows you to demonstrate what outcomes you hope to deliver as part of your project and show the progress at different stages. It can become a kind of quick ready reckoner to check tracking against projected measures. You can nominate measures appropriate for your project – however, there are some measures that are mandatory that you must include. Please see the relevant project measures table form for your grant which includes more instructions on how to complete the table.
When do I have to report?
You must submit progress reports periodically throughout the life of the grant, and submit a final report at the conclusion of the project as outlined in your grant agreement. For more information on reporting and to download the template, please see the Grantee reporting webpage.
Environmental Trust forms
The majority of Trust grant programs have a dedicated M&E plan document and Project Measures table. Please ensure you download the correct program forms for your project. Note: the forms below are not to be used for waste projects, please see the waste programs section.
Waste programs forms
Dedicated forms for each waste program is available for download. Ensure that you select the correct program documentation for your project.
The following resources may be useful for monitoring, evaluating and reporting:
We evaluate our Environmental Trust programs too
Consistent with what we ask of our grantees, the Environmental Trust regularly has its grant programs and projects independently evaluated.
Through this we can assess how well they meet their intended outcomes and how they could be improved in the future. These evaluations may even help to inform new funding programs.
Roadside Vegetation Implementation Project Evaluation
The Natural Resources Commission (NRC) was engaged to undertake an evaluation of Stages 1 and 2 of the Roadside Vegetation Implementation Project. The project provided approximately $2.35 million of funding completed in two stages between 2011 and 2014. The evaluation assessed the appropriateness, effectiveness and efficiency of the project and the Trust has accepted or partially accepted all of the recommendations.
The Trust also requested the NRC to provide independent advice for investment priorities for a possible third stage of the Project. The reports and Trust response are available on the NRC Website
Where can I go for help?
For help with monitoring and evaluation of your grant, please contact Trust administration:
Phone: (02) 8837 6093
Page last updated: 10 January 2017