Tip Sheet:

7 Tips for Planning Data-driven, Evidence-

based Programs

In designing programs to respond to the needs of refugees in the U.S, service providers have
the opportunity to improve program planning processes and take steps towards becoming
more data-driven and evidence-based.

Data-driven programs are those where data shapes program design and informs decision
making during the life of the program. Evidence-based programs are those where existing
evidence has been used to inform the theory of change and implementation. This resource
offers seven tips you can use during program planning to ensure your programs are data-
driven and evidence-based.

Tip 1: Develop a theory of change (also which involves what is referred to as “backwards
mapping.” The process requires that you to get
referred to as a logic model).
clear and specific about the objectives you hope to
It isn’t always required by donors, but mapping out ultimately achieve—and about more immediate
your project’s logic visually, using arrows to show results that your success depends on. The
causal pathways, can help make sure that your process requires that you ask:
project logic is sound and that the results you
intend to achieve are clear and measurable. “What do we really mean by [insert vague
The diagram itself can be a helpful reference tool outcome phrasing here]?
for program staff, particularly for the visual What do we need to achieve first, in order
learners among us. But the real value lies in the to achieve this outcome? Does it logically
makes sense that x will lead to y?
process of developing a theory of change,

Diagram 1: A theory of change

Tip 2: Where possible, use available driven decisions to improve our services
and provides information on which
data and evidence to develop your
programs we should be delivering.
theory of change.

When deciding what your program goal is

Note: Typically, in the context of evidence-
(or whether or not your organization
based programs, evidence refers to
should be working towards it), ask: Based
information that proves with a high level of
on the data and evidence available, why is
certainty that an intervention leads to a
this goal important?
particular outcome or result. This type of
When you are defining your objectives,
quantitative, causal evidence is typically
ask: Based on the data and evidence we
generated by high-quality research studies.
have, what part of the goal should we
address, for whom and where? Why
While organizations and donors are making
should this be a priority?
investments in research, it’s important to
When you are defining your outcomes,
recognize that many evidence gaps remain,
ask: Is there any evidence that shows us
particularly when it comes to rigorous
what pre-conditions, or outcomes need to
evidence.
be met in order to achieve this objective?
When you are defining your outputs, ask:
As you go through the process of reflecting
What data or evidence is there, if any, that
on what evidence is available to inform your
indicates the quality standards that must
program model, if you identify any important
be met by the outputs we produce in order
gaps in evidence, consider whether there
for us to achieve our outcomes?
might be an opportunity to engage in
When defining activities, ask: Is there any
research and implement an evidence-
evidence that shows us what activities will
generating program.
enable us to achieve these outcomes?

What does this have to do with data-driven

programs? Tip 3: Let your theory of change guide
Theories of change, if done well, can help you your M&E plans, starting with your
make sure that your program logic is sound and logical frameworks, or logframes.
that your outcomes are specific and clear. This
matters for a number of reasons: A monitoring and evaluation or M&E plan is a
narrative document that serves as a planning tool
First, to measure results effectively, you and reference for project staff for how to go about
have to know what you are measuring. monitoring and evaluation throughout the life of
Second, to see results, it has to be their project. It outlines what will be monitored and
plausible that your activities will lead to evaluated and why, how data will be collected and
the outcomes you want to see. protected, how data will be analyzed and shared,
Third, to be able to communicate your the staff responsible, and other resources needed.
results effectively, you need to be able to
explain what you hoped to achieve, how As you develop your M&E plans, look at your theory
you did it, and how you know you did it. of change diagram. What are the objectives,
Finally, and most importantly, being able outcomes, and outputs you want to achieve? Pull
to assess results is important to ensuring these into your logical framework (logframe),
that we are implementing quality which should be a key component of your M&E
programs—it enables us to make data- plan.
 you have limited data collection and management
Diagram 2: A logical framework (logframe) capacity. Some examples of ways you might plan to
use data include:

Reporting to donors,
Monitoring progress,
Assessing change or impact,
Monitoring the quality of services,
Monitoring gender equality in outcomes
and access to services,
Informing stakeholders about results, and
Adjusting implementation to make
improvements as needed.
Looking at your theory of change, discuss what you
want and need to learn about your program. Make
a list of these questions. For example, do you want An indicator matrix is a
to learn: tool that can help you map
out not only the specific data
Whether your activities are being points you need to collect and
implemented as planned? to calculate an indicator, when
Whether your outcomes are being it will be collected, by whom and
achieved? how, but also the purpose of the data
Whether your services are accessible to you collect/how it will be used. It, like a
both men and women? logframe, can be used as a project
Whether outcomes are being achieved management tool and help inform your
equitably for men and women? workplan.
Whether the changes you see for clients
are the result of your program and not Using an indicator matrix can force you to
another intervention? really think through how you will use the
Something else? data you collect—will you use it just to
report to donors, or will you use it to make
Next, ask: What data would you need to collect to
data-driven program decisions?
learn what you want to learn? What methods
would you need to use? Do you have the capacity
to collect the necessary data?
Tip 5: Think through how you will analyze
Based on this discussion, fill in your logframe
indicators and means of verification. data.

For data-driven programming, think not only about

Tip 4: Plan how you will use data. what system you will use in analyzing your data, e.g.,
MS Excel or STATA, but also about what questions
In data-driven programming, it is important to have
will guide your analysis. Think back to what you want
clear plans for how the data you collect will be
to learn about your program (see Tip #3)!
used and, where needed, acted on.
Also plan for when data analysis will be done and
This can help you avoid collecting too much data or
by whom—make sure that the timeframe enables
data that isn’t useful—particularly important when
you to respond to any issues the data might show.
You will also want to confirm that the right people activities) and materials required to support your
are involved, not only in running reports or plans.
generating charts, but in thinking through what
trends you are seeing and why, and planning action A general rule is that M&E activities should make
to take as needed. up 10% of your total project budget. To see an
example, see the budget included in META’s M&E
Plan Template.
Tip: If you have limited data analysis capacity,
choose one or two things you will look at on a Make sure you have or budget for an adequate
regular basis. Present the data and analyze it number of qualified staff to collect, enter and
as a team during twice-monthly staff analyze data on a regular basis, and staff to provide
meetings. oversight of data quality and M&E activities. This
may mean bringing on more staff to share the
workload or fill skill gaps.
Tip 6: Plan how you will ensure the
Budget for any staff training needed to ensure that
quality and timeliness of the data
staff have the capacity to fulfill their
you collect. responsibilities. You will also want to budget for
any consultant fees and expenses required for
Data quality and timeliness are key to data-driven external evaluations. Other things you will want to
programming. If you want to be able to use data to consider budgeting for include:
make programmatic decisions, when does
aggregate data need to be available and who needs Equipment and software required for M&E
to aggregate it? How will data “flow” between those activities,
who collect it initially, and those who are Translation and piloting of M&E tools, such
aggregating and analyzing it? What data quality as surveys, and
assurance processes/systems need to be put in Communications costs, including any costs
place? of mobile data collection technology, and
copy editing, formatting, and printing of
Standard Operating Procedures (SoPs), data flow final evaluations.
charts, and roles and responsibilities mapping are
tools that can help. You can find examples of a data
flow chart and roles and responsibilities mapping If you have feedback on this tip sheet,
in META’s M&E Plan Template. You can find a questions, or have good examples of how
sample Data Quality SoPs Template here. your organization plans data-driven,
evidenced-based programs, contact us at
Tip 7: Budget appropriately. META@Rescue.org.

Lack of staff time and financial resources are often

The International Rescue Committee, Inc. received
mentioned as a barriers to planning and
$225,000 through competitive funding through the U.S.
implementing data-driven programming. This is a
Department of Health and Human Services,
valid concern. Administration for Children and Families, Grant
#90RB0051-02-00. The META project is financed 100%
Data-driven programs require adequate budget for
through Federal funds. The materials presented here
monitoring and evaluation (M&E) activities. This
are solely the responsibility of the authors and do not
means ensuring that your budget includes enough necessarily represent the official views of the U.S.
funds for both the human resources (including Department of Health and Human Services,
skilled staff with adequate time to spend on M&E Administration for Children and Families.