Director of Evaluation

Director of Evaluation

Activities of Directorate of Evaluation

1. Background :

A number of development schemes/programmes covering almost every socio-economic aspect of life in rural and urban areas have been launched by the Government. It is in this context that the need for an efficient evaluation system had been strongly felt if maximum benefits are to be derived from these schemes/programmes.
In pursuance of the recommendations of the Working Group of Evaluation in the State set up by the Planning Commission, a State Government has created separate set up of Directorate of Evaluation in March 1965 as an integral part of the evaluation machinery. The Directorate of Evaluation was thereafter declared as the head of office in 1st April 1965. Keeping in view the increase works and responsibilities the State Govt. has also declared the Director of Evaluation as the Head of Department in July 1991.
2. Functions :

The main functions of the Directorate of Evaluation is to undertake evaluation studies which encompass:
(1) Assessment of financial and physical achievement of plan schemes/programmes against the targets.
(2) Measurement of their impact on the beneficiaries.
(3) The impact on the socio-economic condition of the beneficiaries.
(4) Difficulties and remedy for the betterment of the schemes/ programmes.
Broadly, the objectives of evaluation work taken up by Directorate of Evaluation includes impact of the development programmes, identifying the areas of success and failure, analysis of reasons for success or failure; people’s reactions and deriving lessons for future improvement, formulation and implementation of the schemes/programmes. Evaluation in this sense has been recognized as quite distinct and separate from analysis of progress, review, inspection, checking and scrutiny of the schemes and works.
Evaluation is meant for detailed assessment of all aspects of a programme. This is a time consuming process. A study design as well as schedules for field inquiry has to be prepared and study has to be conducted as per the method and technique adopted. It takes about six months to three years time in completing an evaluation study.
3. Organisational Structure of Directorate of Evaluation:
The Directorate of Evaluation is working under the Supervision and Control of Additional Chief Secretary/Principal Secretary/Secretary, General Administration Department (Planning). For efficient functioning and carry out the studies, the Director is headed by the Sr. Class I officer from the cadre of Gujarat Statistical Services. For undertaking the various evaluation studies Government has also sanctioned 82 posts as follows:

Sr.No. Category No .of posts Sanctioned
(1) Class I 9
(2) Class II 9
(3) Class III 57
(4) Class IV 7
Total 82

For proper monitoring and evaluation of schemes/programmes Government had constituted various Advisory Committees shown below:4. Constitution of Advisory Committee for Directorate of Evaluation :

(I) Departmental Evaluation Committee (DEC)

There is a Departmental Evaluation Committeee constituted in various secretariat departments. The composition of the committee are as under.

(1) Additional Chief Secretary/Principal Secretary/Secretary of Concerned department Chairman
(2) Head of Department of concerned implementing office Member
(3) Director, Directorate of Evaluation Member
(4) Deputy Secretary (Monitoring) G A D (Planning) Member
(5) Financial Advisor of concerned department Member
(6) Deputy Secretary (Planning) of concerned department Member Secretary

Functions of the Committee :

(1) To suggest plan schemes/programmes of evaluation study.
(2) To finalise the Draft Evaluation Report.
(3) To review the follow up action taken on the recommendations made in the report.

(II) Evaluation Co-ordination Committee (ECC)

There is also Evaluation Co-ordination Committee constituted under the Chairmanship of Additional Chief Secretary/Principal Secretary/ Secretary (Planning), General Administration Department. The composition of the committee are as under :

(1) Additional Chief Secretary/Principal Secretary/Secretary (Planning) Chairman
(2) Principal Secretary (Expenditure)Finance Department Member
(3) Smt. Shobhna Desai
Joint Secretary, Energy and Petrochemicals Department
Member
(4) Smt. Jyotiben Patel,
Deputy Secretary,Tribal Development Department
Member
(5) Deputy Secretary (Planning ) General Administrative Department Member Secretary
(6) Director, Directorate of Evaluation Member
(7) Secretary of concerned Department Invitee

Functions of the Committee :
(1) To collect proposals of schemes/programmes of evaluation.
(2) To co-ordinate the proposals received from the Secretariat Departments and finalise for evaluation study every year and entrust the work of evaluation study to the Directorate of Evaluation.
(3) To observe the Draft Evaluation Report approved by Departmental Evaluation Committee and gives its approval.
(4) To review the follow up actions based on recommendations made in the evaluation report.

5. Selection of Schemes/Programmes for the Evaluation :

Following schemes/programmes are normally to be undertaken for the evaluation studies.
(1) All schemes/programmes implemented on experimental basis.
(2) Schemes/programmes which has poor performance, delay in implementation and difficulties faced at the implementation stages.
(3) Schemes/programmes related to poverty alleviation, employment generation and rural areas.
(4) Schemes/programmes having sizable outlay.
(5) Schemes/programmes related to people/oriented and co-operation and also related to people’s contribution in implementation.
(6) Special schemes/programmes for weaker sections and backward areas development.

In addition to this some schemes are also undertaken on priority basis for quick evaluation study as entrusted by the State Government.
6. Process of Evaluation :

The General Administration Department (Planning) entrusts the Directorate of Evaluation the schemes/programmes for undertaking the evaluation study and then the Directorate takes up the study. The following stages are observed while carrying out the evaluation study.
(1) Planning of the study.
(2) Preparation of methodology and study design, schedules and statements.
(3) Launching of field inquiry and collection of data.
(4) Scrutiny, compilation and tabulation of data.
(5) Preparation of draft report.
(6) Calling comments from implementing department on the draft report.
(7) Modification of draft report in light of comments received from implementing department.
(8) Sending draft report for clearance of Departmental Evaluation Committee.
(9) Modification of draft report based on discussion of DEC and sending it to the Evaluation Co-ordination Committee for approval.
(10) Publication of report.
(11) Circulation of report to the concerned department, various departments of Secretariat, Programme Evaluation Organisation, New Delhi, various Evaluation organisations etc.
Annual Administrative Report (Last Five Year)