1. EVAL User Manual for Evaluation Contractors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21.1 EVAL User Manual for Evaluation Contractors - Chapter 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21.2 EVAL User Manual for Evaluation Contractors - Chapter 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41.3 EVAL User Manual for Evaluation Contractors - Chapter 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61.4 EVAL User Manual for Evaluation Contractors - Chapter 4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

EVAL User Manual for Evaluation Contractors

EVAL User Manual for Evaluation Contractors 

If you work in a delegation and you have a slow internet connection, you can also read this manual in .PDF format

1. Introduction  1.1 Context and objectives 1.2  Users 1.3 Basic EVAL workflow1.4 Documentation

2. Access and Interface2.1 Login to EVAL 2.2 General layout2.3 The EVAL Dashboard

  3. Main Actions3.1 Inception Report 3.2 Consult the CRIS library3.3 Executive Summary 3.4 Searches 

4. Help

EVAL User Manual for Evaluation Contractors - Chapter 1

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Chapter 1: INTRODUCTION

Contents

1. Introduction1.1 Context and objectives1.2 Users1.3 Basic EVAL workflow1.4 Documentation

Document History

Date Modification

May 2016 Document creation

1. Introduction

1.1 Context and Objectives

 

The EVAL module has been launched in May 2016 and is to be used by DG DEVCO, DG NEAR, EU Delegations and EVALcontractors to support the management of evaluations.

1.2 Users

EC SERVICES:For production: evaluation managers and coordinators;For consultation: all EC services staff (using an ECAS account).

EXTERNAL: Contractors.

 

1.3 Basic EVAL Workflow 

1. 2. 3. 4. 5.

1.3 Basic EVAL Workflow 

The possible Statuses and Phases of an evaluation are:

When the Evaluation is in PLANIFICATION statusPlanned

When the Evaluation is in PREPARATION status:ToRContract signature

When the Evaluation is in IMPLEMENTATION status:InceptionDeskFieldSynthesis

When the Evaluation is in CONTRACT CLOSURE status:Quality Assessment GridFollow up

When the Evaluation is in FOLLOW-UP status:Follow up (year + 1)Completed

When the Evaluation is in DELETED status:Deleted - Note that a planned evaluation can be deleted as long as (in thisonly it has not reached the ToR phasecase, it is no longer present in the module)

When the Evaluation is in CANCELLED status:Cancelled - Any evaluation that reached at least the ToR phase cannot be deleted any more, only cancelled (itcan always be found in the module if a search is launched).

 

The most common workflow from the EVAL Module will change the status from an evaluation from Planned (for a newly createdevaluation) to Completed, passing by all the statuses in between.

The workflow is managed in the EVAL module by the following users:

The Evaluation manager plans a new evaluation and then launches it, after defining all the stakeholders;The Evaluation manager uploads the terms of reference and other relevant documents;

The Evaluation manager retrieves the contract information from CRIS (the contract itself is not uploaded to the module) and advances the

flow to the inception phase;

The Contractor uploads the inception/desk/field report;

The Evaluation Manager, upon receipt of a notification e-mail may accept the inception/desk/field report or send it back for improvements;

When the evaluation is in the Synthesis phase, the Contractor (can) upload the final report and the executive summary;

The Evaluation manager  fills in the Quality Assessment Grid (QAG) and advances the evaluation toClosed status.

For a detailed presentation of how these actions are performed, please refer to Chapter 3 of the presentUser Guide.

1.4 Documentation

This user-guide is addressed to Evaluation contractors and describes the following functionalities:

How to log inUse of the DashboardHow to consult the CRIS documents libraryHow to upload an inception and final report, and the executive summaryHow to search for an existing evaluation.

Moreover, e-learnings are available for each actor, by type of action.

 

Related pages

1. 2. 3.

Chapter 2: Access and InterfaceAll chapters

 

 

 

 

EVAL User Manual for Evaluation Contractors - Chapter 2Version française de cette page

 

Chapter 2: ACCESS AND INTERFACE

Contents

2. Access and interface2.1 Login to EVAL2.2 General layout2.3 The EVAL Dashboard

 

2. Access and interface

2.1 Login to EVAL

 

Please make sure that you open the EVAL application in .Mozilla FirefoxEnter the following URL: https://webgate.ec.europa.eu/europeaid/eval/Enter your e-mail address and password to connect to the EVAL module:

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2.

a.

b.

c.

3.

2.2 General layout

All pages of the application have a similar layout. Each page contains three main areas – 2 option menus and a display pane:

Authentication area: This area displays the name and login of the currently authenticated user. There is a dropdown listto select the desired language: the application is available in English. Several hyperlinks are also available, includingsigning out of the application.The top bar menu: This menu allows accessing the main sections of the EVAL application. The displayed options dependon the user's role, as explained below.

The upper header shows several tabs: 'My EVAL' (first screen displayed by default), 'Search', and 'Mynotifications'.'My Notifications' is a screen where the EVAL Manager, EVAL Coordinator and EVAL Contractor can access allnotifications that have been sent to them, but also where users can decide whether they no more want toreceive notifications in their mailbox (as set by default).'Search' is a screen where EM, EC and CTR can look for evaluations to which they have access, using one of themany filters available.

The display pane: The information available here depends on the menu option selected from the horizontal bar.

2.3 The Dashboard

 The Dashboard is the home page of the EVAL module. It displays "My Evaluations Timeline" and a list of "My Evaluations" withpossible actions an actor can take (icons):

The

 icon enables the user to access the tab where he/she can accept / comment a report uploaded by a Contractor.The

 icon enables the user to access the library of documents of the selected evaluation (e.g. ToR, Contract, Inception report,etc.), select the files to download and download them in a .zip fileThe

icon enables the user to access the CRIS library, i.e. all documents related to the CRIS references covered by the

.selected evaluation

.selected evaluationThe

icon enables the user to upload a report, provided the status enables this action.

 

Related pages 

Chapter 3: Main actions Chapter 1: IntroductionAll chapters

 

 

EVAL User Manual for Evaluation Contractors - Chapter 3

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Chapter 3: MAIN ACTIONS

Contents

 3. Main actions3.1 Inception Report3.2 Consult the CRIS library3.3 Executive Summary

3.3.1 Upload the PDF Executive Summary3.3.2 Upload the Web Executive Summary3.3.3 The Executive Summary available in "Draft"

3.4 Searches

 

3. Main actions

3.1 Inception Report

3.1 Inception Report

In order to draw an inception report for an evaluation, this evaluation should be in "Inception" phase.

You will receive an automatic notification as soon as you should upload the Inception report in the EVAL module.

Please follow the hyperlink in the notification email. When you access the module, click on the magnifying glass icon to thebottom right side of the screen.

You can also upload the report directly in the dashboard, by clicking on the "Upload" button

corresponding to the required evaluation. Then, click on the "Upload document" button on the bottom right side of your screen.

A pop-up will be displayed. Fill in the document title and category – pay attention to select "Report" from the drop-down list –and click on "Save" when finished.

Upload at least the Inception report by clicking on the blue "Upload document" icon, then click on ‘Save’.

 

You can also click on the "+Add" button to upload other language versions of the report.

As soon as the report is uploaded, you will be redirected to the EVAL dashboard. Click on the "Submit for approval" button tosend it to the Evaluation manager.

 

Then, confirm the action in the pop-up:

 

 

The Inception report is submitted for approval of the Evaluation Manager. Notifications are automatically sent to EC and EM assoon as you have uploaded the report.

The EM can accept or send the report back for changes.

In both cases, you will be notified by the system. If the report has been sent back, you have to upload and submit an amendedversion of the report.

When done, the EM is again automatically notified by the system.

The latest version of the report uploaded is now available in the Evaluation library.

IMPORTANT: if you are late with submission with respect to the dates encoded by the EM in the 'General' tab of "My EVAL", youwill not be able to upload the report. The EM needs to change the date for deadline and set it in the future in order to allow youto upload the report.

 

Note that in the 'General' tab, you can find existing ROM and evaluation reports linked to the selected evaluation.

If an evaluation or ROM report covers at least one of the CRIS references that are covered by the currently selected evaluation,the system allows accessing them directly through the EVAL module.

Access the 'General' tab of the selected evaluation. Under the label 'Related ROMS and EVAL reports', you will find a list ofhyperlinks redirecting to the Evaluation Library.

You can click on the document icons and download relevant ROM and evaluations final reports.

A green banner shows that the evaluation has successfully passed to the following phase. In the evaluation header, the'Evaluation Phase' passed to Synthesis.

3.2 Consult the CRIS library

You can consult the CRIS library of documents relevant for an evaluation if this evaluation is at least in the Inception phase.

Select an evaluation and navigate to the library tab, then select CRIS Library.

The page is divided into two parts: to the left, a list of CRIS references is shown, and to the right, two panes are shown:"Available documents" and "Selected files". A multi-select drop-down box is available on top.

Select a CRIS reference.

If there is any content linked to the selected CRIS reference, this is shown under the 'Available Documents' section.

Tick the checkbox on the right in order to select the files that you wish to download. The selected documents are listed in the'Selected Files' section.

Click "Download". A confirmation pops up – please confirm. A ZIP file is generated and offered to be downloaded via the browserDownload widget. When opened, its content (the selected documents) is organized in the folder structure that reflects theselection of documents.

 

3.3 Executive Summary

You will be able to upload the final report and executive summary when the evaluation is in the "Synthesis" phase.You will receive an automatic notification as soon as you should upload the Inception report in the EVAL module.Please follow the hyperlink in the notification email.

Alternatively, connect to the EVAL module (in Mozilla Firefox) and click on the required evaluation reference in the dashboard.

1. 2.

Alternatively, connect to the EVAL module (in Mozilla Firefox) and click on the required evaluation reference in the dashboard.

There are two ways of uploading a synthesis report into the EVAL module:

Download the PDF template, fill it in, and upload it into the system by clicking on the "Upload PDF version" buttonClick on "Executive summary web version" to fill in the form directly in the module.

For details about these options, please consult the sub-chapters below.

3.3.1 Upload the PDF Executive Summary 

Copy the link in the notification e-mail in Mozilla Firefox, or select the evaluation reference in the dashboard of the EVAL module("My Eval").

In the "Management" tab, the Executive Summary template is available for downloading:

Click on the PDF icon to download the template. Save it on your computer and fill in all the sections.

When you have finished filling in the Executive Summary, upload it back into the EVAL module by clicking on the "Upload PDFversion" button in the "Management" screen of the appropriate evaluation:

A pop-up will be displayed - click on the "upload" button

to select the file, then click on OK:

The executive summary will be sent to the evaluation manager for approval. Automatic notifications will also be sent to theevaluation manager and to the coordinator in this respect.

Please note that you will not be able to send the executive summary for approval if all the fields of the PDF file have not been filled in.

3.3.2 Upload the Executive Summary online (Web format)

You also have the option to fill in the Executive Summary directly in the EVAL module interface.

Copy the link in the notification e-mail in Mozilla Firefox, or select the evaluation reference in the dashboard of the EVALmodule ("My Eval").

In the "Management" tab, click on the "Executive summary web version" button:

Fill in the information in the available fields - navigate through the horizontal tabs to fill in the entire executive summary:

All the tabs are compulsory: all the fields marked with an asterisk have to be filled in.

Click on "Save".

Note that the EVAL module allows you to save even if not all the information has been provided. The tabs and the fields withmissing information will be displayed in red in this case:

The information that you have filled in before closing the form will be saved if you have clicked on the "Save" button, even ifthere are empty fields, and you will be able to finish filling in the form later.

Please note that you will not be able to send the executive summary for approval to the evaluation manager if all the form fields have notbeen filled in.

3.3.3 The Executive Summary available in "Draft"

Irrespective of whether you have filled in the executive summary in PDF or Web format, a PDF file is generated by the EVALmodule and displayed in the documents table, as in the example below.You can view this document at any moment by clicking on the blue PDF icon.In order to edit the document – including adding missing information – click on the corresponding "Edit" button.

You can also delete this file by clicking on the "trash bin" icon.If you have uploaded several documents besides the executive summary (by clicking on the "Upload Documents" button), youhave the option to download all or some of them by ticking all the required cases on the left of the documents, and thenpressing the "Download selected documents" buttons underneath the table.

 

3.4 Searches

The EVAL system allows searching for information related to the project / programmes subject to an evaluation. The results canbe then exported in Excel format.

Select the "Search" option in the horizontal menu. Various search criteria are displayed, concerning:

Evaluation parameters (type, status, language, etc.)Executive summary informationProject / programme data:

Enter the required values for the available criteria and confirm in order to launch the search. You may enter one or multiplecriteria.

Note that in the search criteria, the system also considers the first characters that are typed. E.g. if you enter "C-27", the system will searchfor all Contracts whose reference starts with '27'.

At the bottom of all search criteria, there is a "Search" button to start the search. Pressing 'Enter' also triggers the search(provided that you have filled in at least one search field).

The system will retrieve the project / programmes that match the criteria entered above. The results are listed under the"Search results" section. Click on one item of the list (Evaluation title) in order to view the details.

 

 

 

Related pages 

Chapter 4: HelpChapter 2: Access and interfaceAll chapters 

 

 

 

 

EVAL User Manual for Evaluation Contractors - Chapter 4

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Chapter 4: HELP

Contents

4. Help

 

 

4. Help

If you encounter any technical issue, please contact the DEVCO APPLICATION SUPPORT functional mailbox.

Your request will be treated at the earliest possible.

Once the IT Helpdesk registers your help request, you will receive an automatically generated email which will contain thereference of your request (‘SMT Reference’, highlighted in a red box in the example below). Please use this reference in anyfuture communication with the Helpdesk regarding this same request.

 

 

 

 

Related pages 

Chapter 3: Main actionsAll chapters