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Process Evaluation for Implementing and Monitoring the Program

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Examples of Ways to Gather the Information Needed for Process Evaluation

  • Gather regular status reports from staff, contractors, and partners
  • Use activity tracking forms and/or feedback cards to get the target audience’s reactions
  • Track public inquiries and requests for information
  • Track traffic to FCA websites
  • Review publication requests and distribution
  • Ask callers what prompted their call
  • Review telephone responses for accuracy
  • Use clipping services to gauge media coverage
  • Follow up with medical professionals to check their awareness and knowledge
  • Meet with partners to review the FCA program’s progress

Examples of Metrics for Process Evaluation

  • Print coverage and estimated readership
  • Number of speeches, presentations, special events
  • Size of audiences at presentations and events
  • Number of telephone, mail and email inquiries (how people heard of the FCA program, what they asked)
  • Number of people visiting websites
  • Number of organizations, businesses or media outlets participating in the program
  • Response to presentations (measured by completed participant feedback forms)
  • Number of publications requested and distributed
  • Demographic or other characteristics of the responding target audience (to find out whether the target audience responded)
  • Number of times messages aired on radio or tv during a certain time period
  • Percentage of target audience who recall hearing or seeing a specific message

Making Adjustments

The implementation stage will not always proceed as expected. For example, materials may be delayed at the printer, a major news story may preempt publicity (or focus additional attention on the issue), or a new priority may delay community participation. A periodic review of the planned tasks and time schedules will help in revising any plans that might be affected by unexpected events or delays. It is acceptable to alter plans to fit a changed situation.

Maintaining Partnerships

If an agency has partnered with external organizations, it will be necessary to work to maintain a good relationship between the FCA agency and its partners. Frequent two-way communication is essential to productive partnerships.

To keep partners involved:
  • Periodically call to find out how partners’ work is progressing. Offer to help when appropriate, congratulate them on their accomplishments, and show an interest in them that mirrors the interest hopefully they take in the FCA program.
  • Involve them whenever it is reasonable (and they are interested) in activities, such as special events or process evaluation.
  • Give them regular updates on the FCA program. Some organizations formalize this task by sending out newsletters or reports. Others handle it informally through calls, meetings, or letters.
  • Tell partners about any changes in FCA program activities that may impact their organization.
  • Give them credit in news releases and other publicity. If a story is generated that mentions them, send them a copy.
  • Share new materials and information (e.g., about breaking stories relevant to their organization).
  • Notify them of FCA program results, whether positive or negative.
  • Share feedback from the process evaluation.
  • Explore opportunities for further collaboration.

Continue Considering New Opportunities for Partnering

The original plan to use certain media, interpersonal, organizational, and community channels for the FCA program may need updating. Once the program is underway, other organizations may want to get involved, or it may be that a new partner is needed to reach a certain segment of the target audience. Partners that have fulfilled objectives may step aside.

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