G:XL Monitoring, Reporting and Evaluation

Monitoring, reporting and evaluating are integral to a well managed project, ensuring that work and processes are effective and transparent, problems are identified and addressed appropriately and overall outcomes are met.

This is not only essential for the Big Lottery who are our funders but most importantly for our members, stakeholders and the Children and Young People they work with, who ultimately benefit from this work

Please find a more detailed explanation of our processes below 

Monitoring

Responsibility for monitoring the G:XL project lies with the three following groups and individuals:

  • G:up Steering Group
  • G:XL Project Advisory Group
  • G:XL Project Manager

Monitoring is conducted through a variety of methods including:

  • G:up steering group and G:XL project advisory group meetings
  • Contract monitoring visits and calls between Work stream leads and the G:XL project manager
  • Communication visits and calls between the Work stream leads and the G:up Information and Communications Coordinator
  • Quarterly monitoring phone calls between the Big Lottery and the G:XL Project Manager

Reporting

Responsibility for ongoing reporting for the G:XL project lies with a variety of groups and individuals including:

  • Contracted Work stream leads report to the project advisory group

Work stream Contractors will complete Quarterly Reports relating to their work stream and provide supporting evidence for the G:XL Project advisory group to consider

 

  • G:XL Project Manager reports to both the G:up steering group and G:XL project advisory group

The G:XL Project Manager will produce a Quarterly Report for the overall G:XL Project which will include financial reports and risk management for both the G:XL Project advisory group and G:up steering group to consider.

 

  • G:XL Information and Communications Coordinator reports to the G:XL project advisory group and G:XL Project Manager

The G:XL Information and Communications Coordinator has two functions, one is to support the work stream leads with their individual communication needs related to their work streams.  Secondly to report on the Improving Information work stream as the Coordinator is delivering this directly.

 

  • Bayc as the accountable body for G:up reports to Big Lottery

The G:XL Project Manager will compile the mid term and end of year reports for the Big Lottery, these will be checked, approved and then submitted by bayc which is the accountable body for G:up and responsible for the contract with Big Lottery. 

Evaluation

There will be a formal evaluation of the overall G:XL project and individual work streams this will be conducted in stages both internally through self evaluation methods and externally through the appointment of two external evaluators, who we are currently in the process of appointing.  We will establish baseline data and systems for monitoring and evaluating the work.

Work stream Contractors, G:up members, G:up steering group and GXL Project advisory group will all take part in evaluation through either the external evaluators or the self evaluation methods as and when required.

Overview of Reporting and Evaluation

 

The Overall G:XL Project Quarterly Reports and Evaluation Reports will be shared simply and transparently through the G:up communication systems to ensure both shared understanding and learning, and to maintain a collaborative and open approach.

Lessons learned from the project will be used to inform future work of G:up.  The final evaluation will be circulated to all subcontracting agencies, funders and other interested parties for consideration.  

If you would like to see Quarterly Reports and Budget Reports please contact gup@bayc.org or 0121 460 5870

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