420 FW 3, Reports

A. Title Page.

(1) Centered, halfway down the page, indicate the type of evaluation (organizational, program, process, or special evaluation) and subject of evaluation. An example of a title is: Program Evaluation of Budget Execution.

(2) In the lower right corner, indicate "Prepared by [insert the name of the evaluation team leader]", followed by, on the next line, the date of the report (month, day, year).

B. Executive Summary. A synopsis of evaluation team accomplishments and major findings and recommendations.

C. Introduction. An explanation of evaluation objectives, topics, schedule, team members, methodology, and activities.

D. Findings and Recommendations. A description of noteworthy achievements of the organization or program examined, areas needing improvement, conclusions of the team, and recommendations for corrective action.

(1) The bases for the findings should be explained, e.g., what documents were reviewed that led to the finding.

(2) Each recommendation should follow its related finding in the text. There should be a clear link between the finding and recommendation, that is, the recommendation should correct or improve upon the problem presented in the finding.

(3) Recommendations should be practical, cost-effective, and within the Service's control and resources to implement.

(4) Each recommendation will indicate the title of the official who is responsible for implementation of the corrective action and the date for completion of the corrective action.

3.2 Length of Report. To the extent practical, the written report should be no more than five to 10 pages in length.

3.3 Schedule of Reporting.

A. Close-out Report. On the last day of the on-site visit, the evaluation team will present verbally the preliminary findings and recommendations to the person in charge of the organization/program evaluated. If an evaluation was not conducted on-site, the close-out report will be presented verbally by telephone within one workweek after the evaluation team has developed its preliminary findings and recommendations.

B. Draft Report. Within 30 days of the close out report, the evaluation team will issue, through its convening authority, a draft report. For evaluations initiated by the Director, the Policy and Directives Management Staff (PDM) will be given an opportunity to review the report prior to issuance.

C. Response to the Draft Report. Within 30 days of the receipt of the draft report, the person in charge of the organization/program evaluated will provide comments after reviewing the draft report for adequacy and accuracy, and indicate concurrence or nonconcurrence with the recommendations for corrective action and dates for completion of corrective action.

D. Final Report. Within 60 days of the issuance of the draft report, the evaluation team will consider any comments received and submit a final report for the convening authority's signature. For evaluations initiated by the Director, the PDM will be given an opportunity to review the report before it is submitted.

3.4 Distribution. Any final report of Servicewide significance should be distributed by memorandum to the Service Directorate. Others reports may be distributed to the Directorate at the discretion of the convening authority.

3.5 Relationship to Management Control Reports. If the evaluation covered an assessment of management controls and it is decided that the results will be reported to the Department, the reporting requirements in 290 FW 2 will be followed for the submission of the report to the Department.