Skillset Film Skills Fund: Project & Evaluation Plan Completing the form: "How To" guide Just before you start to fill in this Project & Evaluation Plan Form, take a few minutes to read this guide carefully – it’s here to help you. THE FOUR PARTS TO THIS EXCEL WORKBOOK As you’ll see from the tabs (bottom left of your screen) this Excel Workbook document has four parts: this 'How To' guide; an Example plan; the blank Project & Evaluation Plan form; and a Participant Information sheet. This 'How To' guide We hope that this will tell you everything you need to know about completing your Project & Evaluation Plan Form. But if not, you’re welcome to call us on the number below. Example Project & Evaluation Plan Before you start to fill anything in, have a look at the dummy example we’ve already prepared. It will give you a clear idea of what your own Project & Evaluation Plan should look like when it's completed. The Project & Evaluation Plan Form This is the form to complete once you’ve been offered a grant by Skillset. By answering each section fully, you’ll be telling us how you will deliver, monitor and evaluate your project. After you’ve sent us the initial form, we’ll also ask you to update it at the end of each quarter to give us a continual progress report. We work to a financial year, so the quarters run from: April to June; July to September; October to December; and January to March. The Participant Information Sheet This section of the form is for you to provide us with information that we need about the participants that go on your course or project. This would be completed once you have recruited all your participants but can usually be filled in when you submit your updated project and evaluation plan at the end of one of the quarters mentioned above. SOME NOTES ON FILLING IN THE FORM. The Project Details section In this section please tell us the name of your organisation, and the title of your project with its start and end-dates. We also need the dates of any courses you may be delivering, as well as their deadlines for applications. Please also tell us the number of participants on your project. Column 1: Activity Please use this column to highlight the key tasks you need to perform in order to make your project work. These will vary from project to project but, as you’ll see in our Example form, they may include headings such as project management, marketing, recruitment and training. One task you will certainly 1 you’ll see in our Example form, they may include headings such as project management, marketing, recruitment and training. One task you will certainly need to include is evaluation, and how you will gauge the success of your project. It is a condition of Skillset grants that every project we support is thoroughly evaluated. Column 2: Date for completion This column will tell us the timetable for the key tasks of your project, and what will be completed by when. Column 3: What will success look like? This column will explain the criteria for deciding when a task can be considered successfully completed. Naturally, these will vary according to the task itself: one column entry could simply be a target figure for the number of recruits you aim to sign up. Another might be more subjective – for example, that you aim to receive positive feedback from the participants in a workshop. Column 4: How will this be measured? This column is closely linked to Column 3 because it asks you to explain how you will measure 'What will success look like?'. So in the ‘positive feedback’ example above, you might choose to issue all your participants with a questionnaire on their views and experiences of the workshop. Column 5: Progress, including any unexpected results, updated quarterly. This is your progress report to Skillset, so when you first send in the form this column should be left blank. From then on, it should be updated at the end of every calendar quarter, detailing any progress – or problems – against the ‘What will success look like?’ column. If anything unexpected happens, detail that too. Participant Information Once you have recruited all the participants to your project please use this section of the form to tell us a few details about each of them. You can complete this section at the same time as you update the project and evaluation plan sheet at the end of one of the quarters during your project. The first 11 columns (from Course to Date of Birth) allow you to enter any text but the columns for diversity information (Gender to In which of the following regions does the participant live?) contain drop-down lists for you to choose and answer from. If you click any cell in these colums a small arrow will appear next to the cell. If you click on this arrow you will be able to choose the option which applies For example, the options for Gender are obviously either Male or Female. Please note that as some of the lists are quite long, you may need to scroll down the list to find the right option. Need any help? If anything isn’t clear, we’re here to help. Please direct your questions to the appropriate Skillset contact below. For film projects: John Lee Film Team Monitoring & Evaluation Co-ordinator 2 John Lee Film Team Monitoring & Evaluation Co-ordinator T: 020 7713 9860 e: email@example.com For television projects: Alice Dudley TV Investment Manager T: 020 7713 e: firstname.lastname@example.org 3 Project Details The name of your organisation: Training in Media Project title: Media Training Project start date: 1st February 2006 Project end date: 1st February 2007 Course start date: 8th May 2006 Course end date: 8th December 2006 Closing date for applications: 24th March 2006 Number of participants: 25 Activity Date for completion What will succcess look How will this be Progress, including any like? measured? unexpected results, updated quarterly Project Management Recruit and appoint Project Manager 28th February 2006 Project Manager Programme completed appointed who ensures on time the programme is completed within the agreed timetable Marketing Publicise programme in trade press and on 24th March 2006 Sufficient number and Monitor numbers of relevant websites in particular targetting diversity of applications applications and collect applicants from a diverse range of backgrounds received diversity figures by asking applicants to fill in and return Diversity Monitoring Forms Recruitment Short list of applicants 7th April 2006 Diverse range of Collect diversity figures applicants, people short by asking applicants to listed and successful fill in and return candidates Diversity Monitoring Interview those on short list 14th April 2006 Notify successful candidates 21st April 2006 Training Secure venues for workshops & modules 31st March 2006 All workshops and Asking participants to fill modules delivered as in feedback planned and viewed questionnaires at the positively by participants end of each workshop and module Deliver introductory workshop 8th to 10th May 2006 Deliver Module 1 15th to 19th May 2006 Deliver Module 2 22nd to 26th May 2006 4 Arrange 6 month placements with companies in 31st May 2006 All participants placed with Monitor numbers and their chosen field companies in their chosen nature of placements field arranged 6 month placements take place 1st June to 30th Placements viewed Interviews with November 2006 positively by companies representatives from and participants placement companies and feedback from participants during wrap up session on Module 3 Deliver Module 3 4th to 8th December 2006 Module 3 delivered as Asking participants to fill planned and viewed in feedback positively by participants questionnaires at the end of Module 3 Evaluation Interview representatives from placement 1st December 2006 to All representatives from companies 12th January 2007 placement companies interviewed Wrap up session with all trainees on Module 3 to 8th December 2006 Wrap up session gather their feedback on the whole programme completed with all the participants on the programme taking part Collate results from participants completed 12th January 2007 All key results from feedback questionnaires from workshops and completed questionnaires modules collated to be included in final evaluation report Complete final evaluation report based on the 1st Feburay 2007 Final evaluation report above interviews, feedback forms and wrap up completed as planned session 5 Project Details The name of your organisation: Project title: Project start date: Project end date: Course start date: Course end date: Closing date for applications: Number of participants: Activity Date for completion What will succcess look like? How will this be measured? Progress, including any unexpected results, updated quarterly Evaluation Participant Data Course First Name Last Name Address 1 Address 2 Town/City County Postcode Phone Number E-Mail Address Date of birth Gender Ethnicity If Ethnicity is 'Other' please specify: Does the participant speak Welsh? (As part Does the participant have a Disabilty? (Disability, as defined If Disabilty is 'Yes' please choose from the following list: of Skillset's Welsh Language Scheme, we are by the Disability Discrimination Act, covers many people who committed to actively researching and reacting may not usually have considered themselves disabled. It covers to bilingual need. The information provided in physical or mental impairments with long term, substantial this question will help us in our work.) effects on ability to perform day-to-day activities) If Disabilty is 'Other' In which of the In which of the please specify: following nations does following regions does the participant live? the participant live?