Final Evaluation Template (SECURED).pdf

OFFICE OF INSPECTOR GENERAL

U.S. Agency for International Development

Report ###-###-###

Month DD, YYYY

[Topic of the Evaluation:

Statement That Captures the Primary Message]

Last updated 8/28/24

Office of Audits, Inspections, and Evaluations

Evaluation

To transition from the draft to final evaluation report template, teams should update the draft report to reflect this final report template. See items marked in blue highlight to signify a change from the draft report template. Your writer-editor can assist with any questions you have.

Teams should flag any new or revised content when submitting the final report to the AIGA Report Review mailbox.

USAID Office of Inspector General

City, Country [or Washington, DC, for DC-based audit units] oig.usaid.gov

DATE: Month DD, YYYY

TO: Name

Title

Agency/Bureau/Office

FROM: Name

Title

SUBJECT: [Topic of the Evaluation: Statement That Captures the Primary Message]

This memorandum transmits the final report on our evaluation of [subject]. Our objectives were [list]. [Example: Our objectives were to determine the extent to which USAID (1) has policies and procedures to ensure compliance with statutory branding and marking requirements and (2) provided information and oversight to ensure implementers complied with branding and marking requirements.] In finalizing the report, we considered your comments on the draft and included them in their entirety, excluding attachments, in Appendix

X.

The report contains [number] recommendations to improve [USAID’s management of/processes for XX]. After reviewing information you provided in response to the draft report, we consider [number] closed (recommendation X), [number] resolved but open pending completion of planned activities (recommendation X), and [number] open and unresolved (recommendations X and Y).

[For any open-resolved recommendations (i.e., management decisions that we agree with that have not yet been implemented), state: “For recommendations X and Y, please provide evidence of final action to the Audit Performance and Compliance Division” (for USAID) or “to

OIGAuditTracking@usaid.gov” (for all other agencies).]

[For open-unresolved recommendations where we do not acknowledge management decisions, state: “For recommendations X and Y, please provide us [whatever is outstanding] [for USAID only, copying the Audit Performance and Compliance Division.”]

[For open-unresolved recommendations where we disagree with any management decisions or final actions, state: “Please work with us to resolve recommendations X and Y.”].

We appreciate the assistance you and your staff provided to us during this engagement.

https://oig.usaid.gov/ mailto:OIGAuditTracking@usaid.gov

USAID Office of Inspector General

Remove “Draft Report” from header

Contents

Report in Brief

Introduction

Main Heading That Summarizes Key Takeaway [EXAMPLE: USAID Has Not Met the Act’s

Requirements]

Subheading [EXAMPLE: USAID Took Steps to XXX, but YYY]

Conclusion

Recommendations

Appendix A. Scope and Methodology

Appendix B. [Evaluation-Specific Appendix]

Appendix C. Agency Comments

Appendix X. Major Contributors to This Report

Pursuant to Pub. L. No. 117-263 § 5274, USAID OIG provides nongovernmental organizations and businesses specifically identified in this report 30 days from the date of report publication to submit a written response to USAID OIG.

Comments received will be posted on https://oig.usaid.gov/. Please direct inquiries to oignotice_ndaa5274@usaid.gov.

https://oig.usaid.gov/ mailto:oignotice_ndaa5274@usaid.gov

Report No. #-###-##-###-#

Month ##, 2024 Office of Inspector General U.S. Agency for International Development

Report fraud, waste, and abuse at https://oig.usaid.gov/report-fraud. http://oig.usaid.gov

Report in Brief

Why We Did This Evaluation

Pull content from Introduction. Be sure to include the objectives.

What We Recommend

State how many recommendations we made to the agency and whether the agency agreed/disagreed with any of them.

What We Found

The first sentence of each paragraph should pull from the main headings and appear in bold and black. Include brief descriptions of each heading.

Potential Visual https://oig.usaid.gov/report-fraud

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Introduction

What to Include

The introduction briefly provides the context and roadmap for the report. Provide only the information needed to understand the findings. Include the following:

• What we reviewed: A brief explanation of the program, activity, or function being reviewed.

Include enough information and terminology to set up the objectives and enable the reader to understand the findings that follow.

Consider whether any of the following should be included in the introduction or woven into the related finding sections:

- The laws and regulations that authorize the program, activity, or function, along with good practices or other criteria that are discussed throughout the report.

- How the program, activity, or function works.

- The roles and responsibilities of administering organizations and their relevant components.

- Relevant work (published or in process) by us and others.

- A visual that presents the administrative organization or reporting structure, key statistics, timelines, or other items that the reader needs to understand the findings.

- A map of the region or country, if applicable.

• Why it’s important: A “hook” to show the magnitude of the issue, usually in terms of significance, cost, and/or impact. For example: dollars spent or dedicated to a program, number of lives at risk, inherent complexities.

• A statement of the source of the request or mandate, if applicable.

• Evaluation objectives (numbered) that provide a clear roadmap to the main report sections.

[SAMPLE - Two numbered objectives that align to two main report sections

We conducted this evaluation to determine the extent to which USAID (1) has policies and procedures to ensure compliance with XYZ requirements and (2) provided information and oversight to ensure implementers complied with XYZ requirements.]

It is also acceptable to state one broad objective followed by a numbered roadmap that aligns to the main report sections.

[SAMPLE - One broad objective with a roadmap to two main report sections

Writing Tip Use terms consistently throughout the report. If there is a distinction (for example, between policy and procedure), make that distinction clear to readers.

USAID Office of Inspector General 3

The objective of this evaluation was to review the status of USAID’s effort to develop and implement a COVID-19 vaccine strategy as of May 31, 2021. Specifically, we (1) determined the status of USAID’s COVID-19 vaccine strategy and reviewed the efforts of four USAID missions—Honduras, India, Nigeria and Ukraine—to assist host governments in their vaccination readiness efforts; and (2) reviewed USAID’s oversight of its contribution to Gavi for the procurement and delivery of COVID-19 vaccines.]

• A brief scope and methodology paragraph that includes: (1) an overview of programs and period under review (if not already included elsewhere in the Intro); (2) a summary of sites visited, key documents reviewed, and officials interviewed—listed in that order; (3) if the message dictates, a statement of any statistical sampling used; (4) a statement of any restrictions, if applicable; and (5) an abbreviated Blue Book statement as shown in the sample below.

[SAMPLE: Our review focused on views of USAID and global stakeholders regarding challenges and opportunities for USAID strategic efforts given the status to date. We reviewed USAID policies and guidance related to the global vaccine distribution strategy and documents describing mission engagement on vaccines. Additionally, we obtained USAID’s description of oversight for its contribution to Gavi. We also interviewed USAID officials and mission personnel from the Bureau for Global Health, as well as representatives from

WHO, UNICEF, and Gavi. We conducted our review from December 2020 to June 2021 using the Quality Standards for Inspection and Evaluation from the Council of the

Inspectors General on Integrity and Efficiency.]

Length and Structure

For shorter, narrowly scoped evaluations, just a paragraph or two might suffice. See the

Iraq religious and ethnic minority (REM) report as an example of how to structure a short report.

For longer evaluations with recommendations, more contextual and background information may be needed in the introduction to sufficiently set up the main report sections.

For longer report introductions, consider breaking up the information with subheads and ending the introduction with an “About This Evaluation” subsection that contains the objective(s) and report roadmap and the brief scope and methodology paragraph. See the

COVID-19 vaccine readiness report as an example.

Teams may also incorporate additional report elements from the audit report template (like summary or background sections) as they see fit.

Writing Tip Information in the introduction should be presented in a neutral, descriptive way to set up the report findings. Avoid language that implies a deficiency and would be better suited for a report finding.

https://oig.usaid.gov/node/5029 https://oig.usaid.gov/node/4922

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Main Heading That Summarizes Key Takeaway

[EXAMPLE: USAID Has Not Met the Act’s

Requirements]

Develop a separate section for each objective (or review area, as defined in the introduction’s report roadmap). The main heading for each section should have a subject and verb and respond to the objective by stating the condition or bottom line.

Headings should be consistent (in tone and substance) with the strength and magnitude of the evidence presented in the body of the report. They should appropriately reflect the work performed and any sampling or testing used.

Headings should not be stated as recommendations—overt or hidden (e.g., do not say “The Agency Needs To Meet the Act’s Requirements” rather say something like “The Agency Has Not Fully Addressed the Act’s Requirements”).

If a main report section includes subsections, develop a brief “charge” paragraph between the main heading and the first subsection, to provide a high-level roadmap to the section. The charge paragraph is based primarily off the subheadings. It does not need to have all elements of a finding and should not have examples.1

Subheading [EXAMPLE: USAID Took Steps to XXX, but

YYY]

If subsections are called for, there should be two or more.

Each subheading logically aligns to, supports, and expands on—does not simply repeat—the main heading. Each subheading should have a subject and a verb. A good rule of thumb is to focus on the finding or issue that any related recommendation is designed to resolve.

Sub-Subheading [EXAMPLE: USAID XYZ

Guidance]

If sub-subheadings are needed, there should be two or more. Topical subheadings (as shown in the example) are acceptable; that is, sub-subheadings do not require a subject and verb.

1 Example footnote.

Writing Tip Pay attention to transition words—like however, moreover, and for example—to ensure they provide an appropriate signal for readers. Use however to tee up a contrasting thought;

use moreover to build upon an idea; and follow for example with an example, not simply an additional thought.

Writing Tips Refer to the Editorial Style

Guide (policy supplement 0604) for tips on how to properly attribute and cite sources and other writing guidance.

Refer to the Visual Style Guide

(policy supplement 0616) for guidance on designing report visuals.

http://oigres-spca-01/A/Shared%20Documents/Policy%20Supplements

USAID Office of Inspector General 5

Conclusion

A conclusion is the bridge between the evaluation findings and recommendations. It has three basic elements:

1. Acknowledge important context or challenges.

2. Explain the big picture implications the findings have for agency operations and resources and for the performance of agency programs.

3. Underscore the potential consequences if certain actions are not taken, by stressing the need for improvement rather than dwelling on the deficiencies.

The conclusion is: The conclusion is not:

Our assessment of the facts and their implications A restatement of the report summary

A clear, logical link between the evaluation findings and recommendations

A restatement of the findings

A convincing case that action is necessary A place to introduce new information to justify the recommendations

Typically one concise paragraph, no more than a half-page (multiple concise paragraphs are permitted when appropriate—for example, for reports with many recommendations or complex findings)

A long rundown of all the elements of each finding

SAMPLE: U.S. personal services contractors have been a key asset in helping USAID’s Asia missions implement their programs—particularly with the number of Foreign Service Officers falling below the Agency’s authorized staffing level and the need for specialized expertise to meet developmental objectives or respond to crises. However, the continued use of contractors in roles that the Agency considers critical, coupled with missed opportunities to transfer knowledge, shows that missions are struggling to promote USAID Forward and develop in-house technical expertise in areas such as development and outreach communications. Internal control gaps for managing contracts and overseeing contractors have exacerbated this struggle. Until the Agency addresses these gaps, it will be challenged to optimally manage its human resources.

Recommendations

We recommend that [action office of the reviewed agency] take the following actions:

1. Start with a verb.

2. Use the “Numbered List” style.

Writing Tips

Incorporate the most important “buzz words” from the recommendations into the conclusion, to help explicitly link the findings to the recommendations that follow.

If we are not making recommendations, indicate why that is (e.g., “We are making no recommendations because...”).

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3. If your numbered list starts at a number other than 1, right-click on the first number in the list and select “Start at 1.”

EXAMPLE:

We recommend that the Office of the Administrator take the following action:

1. Develop and implement a process for XXX that includes YYY.

We recommend that the Bureau for Humanitarian Assistance take the following actions:

2. Review and revise Automated Directives System chapter XXX to incorporate YYY requirements for ZZZ.

3. Develop and implement a process for coordinating with the State Department’s Bureau of

XXX on YYY plans. This process should articulate key considerations for A, B, and C.

We recommend that USAID/[Mission Name] take the following action:

4. In coordination with the Bureaus for XX and YY, complete a documented review of the

AAA development assistance portfolio in … to determine whether to ….

Writing Tips

• Direct recommendations to the office that has the responsibility and authority to act on them.

• Clearly set up each recommendation in the corresponding finding. For example: If a recommendation includes “establishing target dates,” in the finding we should state that the agency did not have target dates.

• Do not introduce new words or concepts that do not appear earlier in the body of the report.

• Recommendations should generally appear in the order the corresponding finding is presented in the report.

• If making recommendations to multiple operating units, include a new lead-in for each operating unit and continue numbering.

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Appendix A. Scope and Methodology

Each report appendix should start on a new page.

The CIGIE Blue Book requires evaluation teams to report the objectives, scope, and methodology and state that the evaluation was conducted in accordance with the Council of the Inspectors General on Integrity and Efficiency’s Quality Standards for Inspection and

Evaluation. All evaluations should include a brief statement about the scope and methodology as the last paragraph of the report’s introduction section. As warranted, teams may also elaborate the scope and methodology as Appendix A. This is optional but may be appropriate when the scope and methodology are complex, or the team encountered limitations that should be explained in detail for the reader.

If used to report the objectives, scope, and methodology, Appendix A includes the following elements:

[Full CIGIE Statement] We conducted our work from [MONTH YEAR] through [MONTH

YEAR] in accordance with the Council of the Inspectors General on Integrity and Efficiency’s

Quality Standards for Inspection and Evaluation. [Note: The evaluation period should be from the announcement memo date to a specified point in time—for example, the end point of the fieldwork, or the time the draft is sent out for comment.]

[Evaluation Objectives] Restate the objectives provided in the report’s introduction.

[Description of Scope and Methodology] Describe the evaluation’s scope and the methodology used to carry out the evaluation. Avoid overstating the work done. See handbook section 6.4E for detailed guidance.

http://oigres-spca-01/A/Shared%20Documents

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Appendix B. [Evaluation-Specific Appendix]

Consider using appendixes for other evaluation-specific information that may disrupt the flow of the findings but that should be readily available for readers. A few tips:

• The goal is to provide content that would help the reader better understand something already discussed or summarized in the body of the report.

• In the body of the report, include the most salient information and refer readers to the corresponding appendix for more detail.

• Be selective about the relevance and amount of details you provide in the appendixes. Keep it simple and avoid lengthy content that is not critical for readers.

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Appendix C. Agency Comments

Agency Comments is the next-to-last appendix (or the last if the major contributors appendix is not included in the report). Do not include clearance pages. If the agency has included hyperlinks to internal platforms that cannot be accessed publicly (e.g., to an intranet site or

Google Docs), remove those hyperlinks.

When incorporating agency comments into the final evaluation report, insert the comments by copying/pasting the content from the provided Word file into this appendix. If the agency has provided a PDF only, request a Word version. (Inserting agency comments as an image into the report template is not compliant with Section 508 accessibility requirements.)

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Appendix X. Major Contributors to This Report

The last appendix is optional and acknowledges contributors to the report. This includes members of the core team (evaluation director, assistant director, lead evaluator, and staff evaluators) and those providing significant support to the team (e.g., writer-editor, legal counsel, referencer, tracer/verifier). The AIG/A, Principal Deputy AIG/A, and the cognizant

Deputy AIG/A should not be included. For all others, the evaluation unit determines who specifically to include and checks whether each contributor wishes to be listed.

For the core evaluation team, provide a bulleted list by role on the report in the following order: evaluation director, assistant director, lead evaluator, and all others who wish to be included in alphabetical order by last name. If multiple directors or ADs contributed, list them all with the same title—i.e., do not write “former director.”

For all other significant contributors to the report who would like to be included, list names only (no titles or roles) in alphabetical order in a sentence following the bulleted list.

[SAMPLE]:

Members of the audit team include:

• Jessica Doe, Evaluation Director

• [Name], Assistant Director

• [Name], Lead Evaluator

• [Name], [Evaluator - in alphabetical order by last name]

• [Name], [Evaluator]

The audit team would also like to acknowledge contributions from Jadon Doe, Jill Doe, Joy

Doe, and Julian Doe.

FORMATTING NOTE: When deleting this boilerplate, please be sure not to delete the

‘next section break’ which ensures proper formatting of the report’s back cover:

If you need assistance, please consult your assigned writer-editor (or email the supervisory writer-editor) and we are happy to help.

Visit our website at oig.usaid.gov and follow us on social media.

X (formerly Twitter): @USAID_OIG

LinkedIn: USAID Office of Inspector General

Instagram: @usaid.oig

OFFICE OF INSPECTOR GENERAL

U.S. Agency for International Development

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