Purpose of the tool

This stage builds on your Implementation Record by showing how to measure what has changed and why it matters. The goal of this stage is to clarify what success looks like, choose meaningful measures, and plan simple data collection.

How to use the tool

Work through the questions below, then create your own Evaluation Plan. When you have completed the questions, you can print or save the tool to guide discussion with your colleagues or mentor.

Need more information?

If you’re unsure where to start or want to learn about this TRIP stage, click below to go to the relevant Learning Hub page.

Learn about Evaluating Change

1. What does success look like for this project?What problem are you addressing, and what does "better" look like? Describe the local problem and what improved outcomes would look like in practical terms.

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Revisit your original problem statement – is this still an accurate description of the issue?

Describe what success looks like for this project in 1-2 concise sentences. This helps focus the evaluation, aligns the team, and guides measure selection.

e.g. Rural families will receive timely, coordinated multidisciplinary assessments within 4 weeks of referral. Team collaboration is sustained at ≥80% and family satisfaction is ≥75% over 6 months.

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Describe success in concrete, measurable terms using the SMART system (Specific, Measurable, Achievable, Relevant, Time-bound).

2. What type of project is this?Select one or more of the following. This helps guide suitable outcome and process measures.

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Identifying the type of project can guide the selection of the most relevant outcome measures and data collection methods.

Use this guide to match your project with relevant, feasible measures:

  • Clinical outcome improvement: clinical indicators, adverse events, guideline adherence, training and protocol use.
  • Patient education/self-management: self-efficacy, avoidable presentations, education completion, follow-up and attendance.
  • Digital tool/telehealth: travel and access improvements, attendance, technical success, time to appointment.
  • Workflow/service redesign: length of stay, wait times, waitlist, redesigned workflow adherence, documentation timeliness.
  • Model of care/pathway redesign: episode duration, pathway adherence, process delays, progression through pathway.
  • Triage/referral improvement: referral appropriateness, triage timeliness, reduced re-triage, guideline/tool use.
  • Workforce/capability/culture: competency, practice consistency, training completion, coaching and audits.
  • Equity and access: utilisation by priority groups, disparity reduction, culturally safe care, outreach and attendance.
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Consider the difference between process measures and outcome measures.

Process measures assess how well the intervention or activity is being delivered (e.g. % of staff following a new protocol).

Outcome measures assess the results or impact of the intervention (e.g. patient quality of life).

Process asks: Are we doing the work as planned? Outcome asks: Is the work making a difference?

3. What are your project outcomes and selected measures?Select up to 5 key outcomes and measures.

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Avoid overwhelming the project with too many measures - choose up to 5 key outcomes.
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Consider ease of data collection - do not select measures that are too hard to collect for your setting.

4. What is your data plan for each measure?Clarify how measures will be collected, by whom and when.

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Creating a data plan ensures findings are collected systematically and consistently.

Be clear about the data source, collector, collection method, and frequency of collection.

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Methods of data collection include:

  • Quantitative: surveys, questionnaires, audits, chart reviews, reports, activity logs, checklists
  • Qualitative: focus groups, interviews, observation notes
  • Mixed methods: combine quantitative and qualitative data for richer insights

5. How will you capture qualitative data to show "before and after" comparisons?Consider how you will collect stories, insights or examples of effective change.

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Complement numbers and data with stories that illustrate real impact. Quantitative data shows what changed and by how much, whereas qualitative data shows how and why change occurs.

Examples include patient quotes, staff reflections, case studies, screenshots, flowcharts, and before/after snapshots.

6. What unintended or unexpected outcomes might you see?Identify any positive or negative effects that might emerge.

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This helps you identify potential positive or negative effects beyond planned outcomes.

Consider potential positive outcomes (e.g. communication, engagement, staff satisfaction) and potential negative outcomes (e.g. workload, delays, errors).

7. What early signs of change do you expect to see?Identify any early indicators that will show the project is heading in the right direction.

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Look for immediate indicators that the project is progressing. This helps track progress and celebrate early wins.

  • Clinical outcome improvement: staff confidence, uptake, clearer workflows, early clinical trends
  • Patient education/self-management: understanding, engagement, reduction in preventable errors
  • Digital tool/telehealth: confidence using platform, successful attendance, minimal technical issues
  • Workflow/service redesign: smoother processes, fewer errors, reduced bottlenecks, early patient flow trends
  • Model of care/pathway redesign: consistency, faster progression, reduced variation
  • Triage/referral improvement: fewer misdirected referrals, triage consistency, referrer engagement
  • Workforce/capability/culture: training uptake, champions emerging, improved audits
  • Equity and access: improved inclusion, culturally safe care confidence, reduced failure to attend
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Document these early indicators regularly; they help maintain momentum.

8. How will you disseminate your discoveries?Consider how you will promote your project to promote awareness and communicate findings.

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Telling your stories ensures lessons learned are shared and informs future projects.

Share findings with internal and external audiences. Formats can include publications, conferences, executive summaries, dashboards, presentations, and infographics.

Include recommendations for future practice.

9. What sustainability considerations should you action?Consider how change will be maintained and embedded in the workflow.

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Do not wait until the end of the project to plan sustainability.

Ask: What will keep this going after the project ends?

Embed improvements into routine practice (e.g. policies, procedures, checklists), assign responsibilities, and plan required training or resources.

Output: Evaluation Plan

An evaluation plan is a concise summary of the intended outcomes of the intervention. It provides a clear roadmap of your evaluation strategy by clarifying what is being done, with whom, and how and when results will be measured.

Example: This project aims to reduce hospital-acquired infections (HAIs) on acute care wards at XX Hospital by improving hand hygiene compliance among nursing and medical staff. The intervention includes staff training, visual reminders, feedback on adherence, and additional hand sanitising stations. Key outcomes include staff hand hygiene compliance, HAI incidence, and staff knowledge and attitudes, measured using a combination of quantitative audits, surveillance data, surveys, and focus groups at baseline, 3 months, and 6 months. Early indicators of success include increased compliance and positive staff feedback, with observable improvements in workflow and engagement. Sustainability will be supported through routine quality audits, refresher training, integration of reminders into electronic workflows, and the appointment of ward champions to maintain ongoing adherence and monitoring.

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A strong evaluation plan typically describes:

  • The problem being addressed – why the project exists.
  • The intervention and activities being used – what is being done to address the problem.
  • The target audience – who benefits from or participates in the intervention.
  • Key outcomes – measurable indicators of success.
  • Measures and timeframes – how and when you’ll collect data.
  • Sustainability steps – plans to maintain improvements.