Formative vs. summative evaluation
The first distinction is when you evaluate and why. They aren't competitors — most programs use both, at different moments.
- Formative evaluation runs while the program is happening. It asks: what's working, what isn't, and what should we adjust? It's for learning and course-correction — the cook tasting the soup.
- Summative evaluation runs at the end of a cycle or phase. It asks: did the program work, and what difference did it make? It's for judgment and reporting — the diner rating the meal.
Use both, in sequence
Formative evaluation in the early months catches problems while you can still fix them; summative evaluation at the end tells funders and your board whether the result was worth it. Skipping formative work means you often discover failures only when it's too late to do anything about them.
Internal vs. external evaluation
The second distinction is who does the work. Each has a place, and most small nonprofits lean internal.
| Internal evaluation | External evaluation |
|---|---|
| Run by your own staff | Run by an independent evaluator or firm |
| Cheaper; builds in-house learning | Costs more; adds independence and credibility |
| Great for formative work and routine tracking | Often required for larger or higher-stakes grants |
| Risk: less objective; easy to flatter yourself | Risk: less context; needs onboarding to your program |
For most small programs, internal evaluation done honestly is enough. Bring in an external evaluator when a funder requires independence, when the stakes are high, or when you need a credibility boost a self-report can't provide. Always check the funder's expectations before you budget.
Designing an evaluation plan
A good evaluation plan fits on a page. It's four columns: the questions you'll answer, the methods you'll use, the timeline for collecting data, and the person responsible for each piece.
- Write the evaluation questions. Keep it to a few that matter: Did participants achieve the outcome? For whom did it work best? What got in the way?
- Choose methods for each question. Match every question to a data source — a short survey, a pre/post measure, administrative records, or a handful of interviews.
- Set a timeline. Decide when each measure is collected — baseline at intake, exit at completion, follow-up months later — aligned to your program cycle.
- Assign responsibility. Name who collects, stores, and analyzes each piece of data, so nothing quietly falls through.
- Use the results. Build in the step that's most often skipped: reviewing findings and acting on them.
Your evaluation questions should map directly to the outcomes in your logic model and the indicators from how to measure outcomes.
A simple evaluation plan example
Here's a one-page plan for a fictional job-readiness program — exactly the level of detail a small nonprofit needs.
| Question | Method | Timeline | Responsible |
|---|---|---|---|
| Did participants gain job-readiness skills? | Pre/post skills assessment | Intake & exit | Program lead |
| Did they find employment? | Follow-up call + admin record | 90 days after exit | Case manager |
| What helped or hindered them? | 5 short participant interviews | Mid-program | Program lead |
| Is attendance on track? | Existing attendance log | Weekly | Coordinator |
Notice the mix: the first three rows are outcome-focused (summative), the fourth and the mid-program interviews are formative — feeding adjustments while there's still time to make them.
Using results to improve and report
Evaluation is only worth doing if you act on it. Internally, treat findings as a to-do list: if interviews show transport is the barrier, add bus passes; if the pre/post gap is small, revisit the curriculum. That feedback loop is the entire point of formative evaluation.
Externally, evaluation results are the raw material for accountability and renewals. Turn them into a clear impact report for funders and donors, and carry the evaluation plan and findings directly into your next grant proposal — a credible evaluation plan is exactly what makes the evaluation section of a proposal convincing, and it signals you'll be a low-risk, communicative grantee.
A steady funding base buys back the hours evaluation requires.
Designing and running an evaluation properly takes staff time — time usually lost to chasing the next campaign. Good Circles gives your nonprofit recurring, unrestricted income with almost no labor: supporters pick your cause once, then a share of their everyday local spending funds you automatically — about $72 per active supporter per year (≈ $36,000/year from 500 supporters), free to join. A dependable base is what lets you measure honestly instead of just delivering and hoping.
See how it works for nonprofits →Sources & tools
Free first
- CDC — Framework for Program Evaluation (and 2024 update) — The foundational six-step evaluation framework used across the nonprofit and public sectors.
- CDC — Introduction to Program Evaluation for Public Health Programs (Self-Study Guide, PDF) — Full free self-study course covering evaluation questions, design, data collection, and use of findings.
- BetterEvaluation — Rainbow Framework — Comprehensive, method-by-method guide to planning and running an evaluation, organized into 7 task clusters.
- W.K. Kellogg Foundation — Evaluation Handbook (IssueLab) — Classic plain-language handbook on planning and conducting nonprofit program evaluation.
- Candid Learning — Evaluation & Measuring Results — Free starting point on evaluation types (formative, summative) sized for small-org budgets.
Paid — optional labor-savers
- Qualtrics — Rigorous survey and evaluation data platform with advanced analysis. Worth it when Your evaluation needs validated instruments and statistical analysis beyond basic surveys.
- Apricot by Bonterra (Social Solutions) — Case-management and outcomes-tracking system purpose-built for human-services evaluation. Worth it when You track client-level data across a program and need evaluation-ready reporting, not spreadsheets.
Last verified 2026-06-16. Figures and rules change — verify at the source before you act.
FAQ
What is the difference between formative and summative evaluation?
Formative evaluation happens while a program runs and asks how to improve it — what's working, what isn't, and what to adjust. Summative evaluation happens at the end of a phase and asks whether the program worked and what difference it made. You typically use formative evaluation to refine and summative evaluation to judge and report.
Do I need an external evaluator?
Not usually for a small program. Internal evaluation, run by your own staff, is cheaper and builds in-house learning, and it's fine for most formative work and routine outcome tracking. An external evaluator adds independence and credibility that some larger or higher-stakes grants require, so check the funder's expectations before budgeting for one.
How much should a nonprofit spend on evaluation?
A common rule of thumb is 5 to 10 percent of a program's budget, but a small nonprofit can evaluate well for far less by using short surveys, pre/post measures, and data it already collects. The goal is a plan you can actually sustain — a simple evaluation done consistently beats an ambitious one that's abandoned halfway.