As the NSF ExLENT program invites organizations to apply for funding to expand the U.S. workforce in emerging technologies, one crucial aspect of the proposal process is developing a strong evaluation plan. This plan will assess the effectiveness of the project’s activities, the impact on the target population, and the overall success in meeting project goals. In many cases, including an external evaluator in your proposal is a valuable way to ensure that your evaluation is independent, thorough, and aligned with best practices. But how do you select the right evaluation firm for your NSF ExLENT proposal? Here are some important factors to consider when choosing an evaluation partner.

1. Understand the Importance of an Evaluation Plan

The NSF requires that applicants provide a detailed evaluation plan as part of their proposal. This plan should include both formative and summative elements. Formative evaluation provides feedback to help refine project activities, while summative evaluation assesses whether the project achieved its intended outcomes. A solid evaluation plan is critical for:

• Articulating evaluation questions: What questions will the evaluation address regarding project scope and impact?
• Designing data collection methods: What data will you gather to answer those questions, and how will it be collected?
• Assessing progress and impact: How will formative and summative evaluations confirm your project’s effectiveness?

Given the complexity of these requirements, many applicants turn to external evaluation firms for expertise in designing and executing their evaluation plans.

2. The Role of an Independent Third-Party Evaluator

NSF encourages applicants to include external evaluators as part of their project structure. An independent third-party evaluator provides objectivity and credibility to the evaluation process. This can be especially valuable when the evaluation findings will influence future decisions or funding opportunities.

What to look for in an evaluator:

• Independence: The evaluator should not be involved in the day-to-day activities of the project, allowing for unbiased assessments of the project’s effectiveness.
• Expertise: The evaluator should have experience in the technology sector and workforce development to understand the context of your project.
• Track record: Look for an evaluator with a proven history of working with similar funding programs, particularly with NSF or similar federal initiatives.

3. Ensuring Alignment with NSF’s Expectations

NSF expects a comprehensive evaluation plan that includes both formative and summative evaluation. Be sure to choose an evaluation firm that can meet the following requirements:

• Clear Evaluation Questions: The evaluation plan should include questions that are specific to your project’s goals and expected outcomes. The evaluator should help you develop and refine these questions to ensure they align with your project scope and activities.
• Data Collection and Evidence: The evaluation firm should be equipped to use appropriate methods for gathering both qualitative and quantitative data. This includes surveys, interviews, focus groups, and performance tracking.
• Incorporating Continuous Improvement: A good evaluator will build formative evaluation into your project, helping project leaders make real-time adjustments to improve outcomes and impact.
• Final Impact Confirmation: The summative evaluation should offer a clear picture of whether your project achieved the desired outcomes for your target population.

4. Reporting and Communication

NSF encourages the inclusion of evaluation reports as part of annual and final project reports. This means that you will need to work closely with the evaluation firm to ensure that they can deliver comprehensive, clear, and timely reports that meet NSF requirements.

• Regular Updates: The evaluator should provide regular updates on the progress of the evaluation and any adjustments made based on the formative evaluation.
• Final Report: At the end of the project, you will need a final report that highlights the key findings of the summative evaluation, including the impact on the target population, lessons learned, and recommendations for future projects.

5. Metrics and Performance Measures

Your evaluation plan should include specific outcomes, performance measures, and benchmarks that will help you track the success of the project. When selecting an evaluation firm, ensure they are skilled at:

• Defining measurable outcomes: What are the key performance indicators (KPIs) for your project, and how will these be measured?
• Setting benchmarks: How will you know if your project is on track to meet its goals? The evaluator should help set realistic and meaningful benchmarks for success.
• Timetable for Evaluation: A clear timeline for evaluation activities is essential. The evaluator should help you develop this timeline, ensuring that data collection, analysis, and reporting are aligned with your project’s milestones.

6. How Formative Evaluation Will Improve Practice

One of the key benefits of having an external evaluator is their ability to provide feedback on how the project can be improved during its implementation. This is where formative evaluation plays a pivotal role. A strong evaluator will:

• Provide actionable insights: Regular feedback will help you understand which aspects of the project are working well and which may need adjustments.
• Guide decision-making: With an experienced evaluator on board, you will have data-driven recommendations that can inform your decision-making process.

7. Your external evaluator should…

• Be an experienced evaluator or evaluation firm (✓ – We are. Our team has a proven track record of successfully evaluating complex projects, particularly in the technology and workforce development sectors.);
• Be supportive of the innovation ecosystem and promote inclusive economic growth. (✓ – We totally do. We are passionate about advancing innovation and fostering inclusive economic growth, particularly through workforce development in emerging technologies.);
• Have experience working in the innovation and startup ecosystem (✓ – This is our jam. We specialize in supporting startups and organizations within the innovation ecosystem, with deep experience in securing funding and driving project success.);
• Be committed to creating regional-scale, technology-driven innovation ecosystems throughout every region of the United States, accelerating emerging technologies, driving economic growth, addressing key societal challenges, and maintaining national competitiveness (✓ – Our commitment to expanding regional tech ecosystems is reflected in our work supporting projects that accelerate emerging technologies and address national priorities, from workforce development to economic growth.);
• Have a working knowledge of all (not just the Innovation Engine program) NSF guidelines, protocols, processes, and evaluation requirements (✓ – We totally do. We are experts in NSF guidelines and protocols, with in-depth knowledge of their evaluation processes, ensuring that your project aligns with NSF expectations.);
• Have experience evaluating large-scale ecosystem-change projects (✓ – We totally do. Our experience spans evaluating large-scale, transformative projects that have broad impacts on the innovation ecosystem, from regional initiatives to national programs.); and,
• Have experience with reporting on project-level outcomes and federally required outcomes (GPRAs) (✓– We do. We are experienced in reporting on both project-level outcomes and federally required outcomes, including Government Performance and Results Act (GPRA) metrics, ensuring that your project meets all NSF reporting standards.);

At E.B. Howard Consulting, we understand the critical role evaluation plays in the success of projects like NSF ExLENT. We work closely with our clients to develop evaluation strategies that align with NSF’s requirements, ensuring that projects can demonstrate their impact and meet key performance indicators. If you’re preparing a proposal for NSF ExLENT and need guidance on crafting a solid evaluation plan or selecting an evaluation firm, reach out to us today! We can help you navigate the process and set your project up for success.

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