A: End of project evaluation
- Background and Context
Rural farmers in the Upper East region, much like Northern Ghana in general, continue to face challenges in their efforts to improve their incomes due to a number of factors. These factors include declining prices of raw farm produce, trade liberalisation, globalisation, leading to increased competition in the marketplace and public sector reforms that have reduced assistance to peasant farmers (FASDEP II). Other issues such as low price levels received from middlemen/traders, limited access to market information and lack of opportunities for adding value to their produce for better market prices all make it more difficult for peasant farmers to make their way out of poverty. These factors are further compounded by climate change in recent times that further heightens smallholder farmer’s insecurity in an unpredictable environment.
In response to this situation, the Mypharm project was initiated as a “market-driven” approach aimed at enabling rural farmers in the Upper East region to enhance their agricultural business skills and move beyond a food security approach to farming. Taking on this more “economic approach”, means that farmers needed to be more organized, which in turn required that the YHFG assist local farmers to plan and set up processes to market and sell their goods and services. Thus the project was aimed at supporting farmers to engage market actors in a manner that will provide their families with additional funds to support their food security and livelihood developmental needs and aspirations. The approach began with participatory processes involving various actors; the conceptual thinking started from the marketplace, but planning was done with a clear understanding of the needs and desires of the rural families. Working with specific FBOs in in various communities in the Bawku West District, Bongo District and Kasena Nakana Municipality, the YHFG and its partners have worked since 2014 to achieve the following goal and outcomes:
Goal: To contribute to a reduction in rural poverty and improved livelihood of poor rural farmers and their families in the Upper East region.
Outcome 1: Youth Harvest Foundation Ghana and partners have an increased capacity to implement and manage ICT-enabled agro-enterprise development projects in a sustainable and cost-effective manner
Outcome 2: 40 community level FBOs with farmer membership numbering up to 680 farmers are empowered to implement ICT supported agro-enterprise development activities to increase their incomes.
Outcome 3: 40 community level FBO/AEDs are empowered with advocacy and lobbying skills to embark on campaigns on issues that affect sustainable farming and economic activities in their respective districts.
Outcome 4: An increased role of women in agro-enterprises and market linkages in the project communities.
- Purpose of the Evaluation
The Project has been implemented for three years (July 2013-July 2016). The overall objective of the end of project evaluation is to generate knowledge from the Mypharm project experience in working with partner FBOs to address poverty in the participating three districts in the Upper East region of Ghana. This evaluation is being conducted as an end of the project and will focus on the entire implementation period. The key stakeholders of this evaluation are the Youth Harvest Foundation Ghana, Christian Aid Ghana, the MoFA directorates of the participating districts and about 42 FBOs working in the participating districts. The overall purpose of the Evaluation is to assess the processes and achievements made to draw lessons that will inform the development of the next project. The evaluation is intended to be forward-looking which will capture effectively lessons learnt and provided information on the nature, extent and where possible, the effect of the Mypharm project to the partner FBOs and their member farmers, and their families. The emphasis on learning lessons speaks to the issue of understanding what has and what has not worked as a guide for future planning.
- Scope and Focus of the Evaluation
The evaluation will look at the following areas: Project management; project activities; a reflection of Mypharm project engagement and partnerships with the MoFA and partnerships with other development partners. It will address the results achieved; the partnerships established, as well as issues of capacity and approach.
- a) The Evaluation Questions
The following key questions will guide the end of project evaluation:
i).Relevance – Assess design and focus of the project
– To what extent did the Project achieve its overall objectives?
– What and how much progress has been made towards achieving the overall outputs and outcomes of the project (including contributing factors and constraints);
– To what extent were the results (impacts, outcomes and outputs) achieved?
– Were the inputs and strategies identified, and were they realistic, appropriate and adequate to achieve the results?
– Was the project relevant to the identified needs?
ii).Effectiveness- Describe the management processes and their appropriateness in supporting delivery
– Was the project effective in delivering desired/planned results?
– How effective were the strategies and tools used in the implementation of the project?
– How effective has the project been in responding to the needs of the beneficiaries, and what results were achieved?
– What are the future intervention strategies and issues?
– Were the changes brought about by the project solely as a result of the project or did the project only contribute to what other projects are doing in order to bring about change?
iii). Efficiency – Of Project Implementation
The assessment of efficiency will be done against the project log frame.
– Was the process of achieving results efficient? Specifically did the actual or expected results
(outputs and outcomes) justify the costs incurred? Were the resources effectively utilized?
– Did project activities overlap and duplicate other similar interventions (funded by MoFA, DA and /or by other donors? Are there more efficient ways and means of delivering more and better results (outputs and outcomes) with the available inputs?
– Could a different approach have produced better results?
– How was the project’s collaboration with the FBOs, MoFA, Christian Aid, and the District Assemblies?
– How efficient were the management and accountability structures of the project?
– How did the project financial management processes and procedures affect project implementation?
– What are the strengths, weaknesses, opportunities and threats of the project’s implementation process?
- iv) Gender responsiveness
– To what extent the project address gender issues
– Describe the main changes in women access to information and other resources
– To what extent is the increase in income affecting women and children? How is it affecting children education?
– How are women leadership roles influencing group dynamics at the FBO level
iv). Sustainability-
– What systemic change within the project market systems has been achieved as a result of the project? The consultant may need to measure the scale, sustainability and resilience of any systemic changes. Can the systemic change that has happened be scaled up into different regions and other market systems? Is the change sustainable without support from YHFG? How resilient are the farmers to various shocks including shocks in prices, market shocks and weather shocks?
– To what extent are the benefits of the projects likely to be sustained after the completion of this project?
– What is the likelihood of continuation and sustainability of project outcomes and benefits after the end of the project?
– How effective were the exit strategies, and approaches to phase out assistance provided by the project including contributing factors and constraints
– Describe key factors that will require attention to improve prospects for sustainability of
Project outcomes and the potential for replication of the approaches?
– How were capacities strengthened at the individual and organizational level (including contributing factors and constraints)?
– Describe the main lessons that have emerged?
– What are the recommendations for similar support in the future?
(Nb.The recommendations should provide comprehensive proposals for future interventions based on the current evaluation findings).
- Methodology for Evaluation
The YHFG project team shall guide and oversee the overall direction of the consultancy.
The evaluation will provide quantitative and qualitative data through the following methods:
- Desk study and review of all relevant project documentation including project documents, annual work plans, project progress reports, annual project reports, monitoring reports of the project management team.
- In-depth interviews to gather primary data from key stakeholders using a structured methodology
- Focus Group discussion with project beneficiaries and other stakeholders.
- Interviews with relevant key informants (the YHFG will provide a list of the relevant key informants)
- Observations (field visits using checklist)
- Duration of the Evaluation
The evaluation is expected to start in August 2016 for an estimated duration of 20 working days. This will include desk reviews, field work – interviews, and report writing.
- Expected Deliverables:
The following deliverables are expected.
- An inception report, outlining the key scope of the work and intended work plan of the analysis, and evaluation questions, shall be submitted after 5 days of commencing the consultancy. The evaluators will prepare an inception report which will outline the scope of work, intended work plan, and analysis. The inception report will provide YHFG, and Christian Aid the opportunity to verify that they share the same understanding of the evaluation objectives. The inception report should detail the evaluators’ understanding of what is being evaluated and why, showing how each evaluation question will be answered by way of proposed methods; proposed sources of data; and data collection procedures. The inception report should include a proposed schedule of tasks, activities, and deliverables, designating a team member with the lead responsibility for each task or product. The inception report will be discussed and agreed upon with all stakeholders.
- A comprehensive draft report that will inform all the key stakeholders including:
o The YHFG;
o Christian Aid
o MoFA directorates of the three districts;
o The District Assemblies.
The report should provide options for strategy and planning as well as recommendations.
The YHFG project management team is responsible for ensuring timely arrangement for the stakeholders to review the draft report. The stakeholders will provide comments within 5 days after the reception of the Draft Report. The project team and key stakeholders in the evaluation will review the draft evaluation report to ensure that the evaluation meets the required quality criteria.
- The Final Report: This will be submitted 10 days after receiving comments from the key stakeholders. The content and structure of the final analytical report with findings, recommendations, and lessons learnt covering the scope of the evaluation should meet the requirements of the YHFG’s reporting standards and should include the following:
Executive summary (1-2 pages)
Introduction (1 page)
Description of the evaluation methodology (3-4 pages)
Situational analysis with regard to the outcome, outputs, and strategies (4-6 pages)
Analysis of opportunities to guide future programming (3-4 pages)
Key findings, including best practices and lessons, learned (3-4 pages)
Conclusions and recommendations (3-4 pages)
Appendices: Charts, terms of reference, field visits, people interviewed, documents reviewed
- Required expertise and qualification
The Evaluator shall have the following expertise and qualification:
- At least master’s degree in development studies, Agricultural economics, Agri-business management, or any other relevant university degree;
- Extensive expertise, knowledge, and experience in the field of project management and monitoring and evaluation practices;
- At least 5 years of experience in working with civil society organizations and donors;
- Experience of project formulation and evaluation;
- Fluent in English. Working knowledge in “Gurune” or “Kusaal” is added advantage; and
- Excellent written and verbal communication skills in English. Fluency in spoken “gurune” will be an added advantage.
- Management Arrangement
The Evaluation Team will report to the Executive Director of the YHFG, who will provide technical guidance on evaluation and ensure independence of the evaluation process. The YHFG project management team will manage the evaluation and provide logistical support where necessary.
B: Production of Video Documentaries
- 1. Consultancy objectives
The overall objective of the assignment is to produce a documentary film on the Mypharm project, with a special focus on the projects key strategies, including the Savings and Lending Communities (SILC), Inventory Credit, Participatory Market System Development (PMSD), Use of ICT to expand market information system to farmers and building farmers capacity, featuring best approaches, best practices, achievements and real impacts in the project areas. The consultancy has the following specific objectives:
- Develop the documentary film’s overall concept and scenario.
- Interview selected interviewees for the film who will include actual beneficiaries, local government officials, implementing partner FBOs and key project staff of the YHFG and Christian Aid
- Visit the project sites (Bawku West District, Bongo District and Kasena Nankana Municipality) and interact with the local communities who have been impacted by the Mypharm project to get context.
- Develop the documentary script and storyboard to be used in the film.
- Perform appropriate video filming and shoot interviews with the projects’ major beneficiaries and stakeholders.
- Present a draft documentary to the YHFG for comments about contents.
- Produce five FINAL documentaries one overall project video documentary not more than 15 minutes long and four short videos on four identified areas of the project (5 -7 minutes each), suitable for social media platforms
- Identified Areas/Topics for video documentary
The Myphram project used various strategies and approaches to achieve the project results. These include:
- Savings and Internal Lending Communities (SILC)
- Inventory Credit
- Participatory Market System Development (PMSD)
- Use of ICT (including mobile phone credit model) to expand market information system to farmers
- Use of photovoice to monitor project activities and as a tool for community advocacy
The video documentary is expected to explore how the project has impacted on the lives and families of the beneficiaries through these strategies. In addition to the video documentaries, the consultant will also produce a one page write up on each of the five strategies
- Consultancy location
The videos will capture the success stories from the strategies mentioned above in the project areas of Bawku West District, Bongo District and Kasena Nankana Municipality in the Upper East region of Ghana. This will require close coordination with the Mypharm project team, the FBOs and other key stakeholders like MoFA staff in the three districts.
- Responsibility of the consultant
The Consultant should work in close collaboration with the Mypharm project team at the YHFG to accomplish the following tasks:
- To hold a preliminary discussion with the project team about the preparation of videos.
- To prepare script and narration for overall project documentary and 4 short project impact videos including “how to” technology.
- To capture video footage as agreed with the project team and as according to the prepared script.
- To record narration and prepare background music for the videos.
- To translate the project beneficiaries’ voice into English for subtitles.
- To prepare draft videos documentaries and submit it to the YHFG for final feedback before the deadline of the contract.
- Finalise the videos as according to the feedback provided by the project team.
- To manage all necessary tools and equipment including tapes, DVD, etc.
- Responsibilities of the YHFG
The YHFG is responsible for the following:
- Engage the services of a professional video editor to monitor and scrutinize the quality aspects of the videos.
- Help the consultant to coordinate the field activities through its partner staff and beneficiaries.
- Identify thematic cases for documentation.
- Organize a coordination meeting with the project team.
- Coordinate with project staffs for the field visit to capture the footage.
- Provide feedback when and where necessary.
- Payment to the consultant as per agreement.
- Give inputs to draft and finalize videos.
- Deliverables
- Meeting with project stakeholders in Bolgatanga and the field to collect and record data;
- Submit a storyboard and script for the documentary to YHFG for approval before filming;
- Present draft documentary to stakeholders in Bolgatanga at the end of the field mission and incorporation of comments;
- Produce an edited Videos Recording of the scenarios captured, and the footage of the recorded stories.
- Present a complete one overall project video documentary not more than 15 minutes long and five short videos on five identified areas of the project (5 -7 minutes each), suitable and hand over two master copies of each version to YHFG and two extra copies of the additional footage for future usage.
- Present five short marketing communication summaries (one page each) on the above-mentioned five strategies to YHFG
- Eligibility criteria
- 5 and above years of experience working in similar field.
- Extensive experience in producing development work related documentaries for civil society organisations with the aim of reaching both local and international audiences.
- Local knowledge of the Upper East region, particularly YHFG project areas.
- Excellent technical capacities (state of the art filming equipment preferably High Definition) to ensure smooth and high-quality
- Additional experience in development communication will be an added advantage.
- Mode of payment
Payment will be made in two instalments. 40% payment will be made in advance after signing the contract and remaining 60% will be made after successful delivery of the final videos.
- Tentative work schedule
The total working days for the consultancy will be approximately one month’s i.e. from 1st to
30th August 2016. The Consultant will propose a detailed work plan schedule which will be finalized later with the YHFG.
- Intellectual Property
All information pertaining to this project (documentary, audio, digital, cyber, project documents, etc) belonging to the YHFG and its partners, which the Consultancy firm may come into contact with in the performance of his/her duties under this consultancy, shall remain the property of the YHFG who shall have exclusive rights over their use. Except for purposes of this assignment, the information shall not be disclosed to the public nor used in whatever without written permission of the YHFG in line with the national and International Copyright Laws applicable.
- Application Procedure
Applicants are required to submit the following:
- A Technical Proposal: Letter of Interest, stating why you consider your firm suitable for the assignment;
- Brief methodology on the approach and implementation of the assignment;
- Personal CVs of technical personnel proposed for this project highlighting qualifications and experience in similar projects; and
- Work references – contact details (e-mail addresses) of referees (firms for whom you have produced similar assignments).
- Financial proposal indicating consultancy fee and a breakdown of expenses (unit price together with any other charges) related to the assignment.
The proposals must be submitted in separate sealed envelopes (the technical proposal in one envelope and the financial proposal in another envelope) but both envelopes placed in one large envelope, posted with expedite services to the following address:
Youth Harvest Foundation Ghana
PO Box 656
House No. 137, Yikene, Bolgatanga.
Alternatively, submitted as two separate pdf documents to info@yhfg.org
Application deadline for both consultancy services is 12 midnight on Friday 22nd July 2016.