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Centre for Sustainable Agrifood Systems

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STARTProject Development Toolkit

Workshop tool

Theory of Change

Use this when you need a road map showing how your inputs and activities lead to outcomes, impact and the long-term vision.

Where it’s used:Step 4: Problem scoping

How to use it

A Theory of Change (ToC) is an essential tool in research project design, offering a systematic approach to planning, implementing and evaluating complex initiatives. It is a road map that outlines how and why a desired change is expected to occur based on the inputs and activities of the researchers. You identify the desired long-term goals and then work backwards to map out the necessary inputs, activities and outcomes.

A ToC enhances clarity and focus by articulating the causal pathways to the intended outcomes, which helps align partners' and stakeholders' expectations. It also identifies key assumptions and risks that might affect the project's success; these can be mapped with the assumptions you discovered in Workshop 3.

A ToC is particularly useful when designing the framework and methodology of your project, and during monitoring and evaluation. Its primary outputs are a visual diagram and a narrative explanation. Revisit it often; as planning progresses, add details about work packages, resources and results.

Every ToC is unique, so the handbook gives no fixed diagram. Work through the six elements and their questions:

  1. Vision: the overall purpose and goals the project aims to contribute to (but is not necessarily accountable for). This is the ideal state from your gap analysis.
  2. Inputs: resources invested: personnel, pre-existing funding, networks, research facilities, etc.
  3. Activities: main activities and the actors involved. This is where you start building work packages.
  4. Outputs: knowledge creation, new technology, public engagement, policy changes.
  5. Outcomes: immediate/short-term, end-of-project and long-term outcomes. Who is affected and how?
  6. Impact: tangible social, economic and/or environmental benefits. Think as big as possible.
Theory of Change: the handbook's example for this toolkitSix columns from left to right. Input: 1. Christian and Jacob's time and experiences 2. A couple of hours a week in between meetings and other work 3. Inspiration from Triple-I, SHAPE-ID, BioMedical Design etc. 4. The experiences of the START researcher 5. Knowledge already present in the START adm. group Activities: WP1 – Brainstorm a model of project progression over time to match with methods; WP2 – Talk to researchers to understand their needs; WP3 – Deep dive other models and methods for inspiration; WP4 – Create visuals for each tool; WP5 – Create a folder with relevant material; WP6 – Create a visually nice tool for researchers to use; WP7 – Offer to do workshops using the model. Outputs: Gave a better understanding of which methods to use when; A better understanding of future users' needs; A larger portfolio of methods; WP4, 5 and 6 yielded a concrete tool kit for researchers to use; A way of constantly increasing the relevance of the tool kit. Outcomes: The outcome is a usable tool kit that is well adjusted to the users' needs and wants and is in constant development. A tool kit that allows researchers from various disciplines to collaborate more efficiently. Impact: Researchers can create truly interdisciplinary research addressing core societal needs. Vision: To empower the AU-based START researchers doing interdisciplinary projects to ease the process of working across disciplines and to significantly increase their chances of getting external funding.Input1. Christian and Jacob's time and experiences2. A couple of hours a week in between meetingsand other work3. Inspiration from Triple-I, SHAPE-ID,BioMedical Design etc.4. The experiences of the START researcher5. Knowledge already present in the START adm.groupActivities → OutputsWP1 – Brainstorm a modelof project progressionover time to match withmethodsGave a betterunderstanding of whichmethods to use whenWP2 – Talk toresearchers tounderstand their needsA better understandingof future users' needsWP3 – Deep dive othermodels and methods forinspirationA larger portfolio ofmethodsWP4 – Create visuals foreach toolWP5 – Create a folderwith relevant materialWP6 – Create a visuallynice tool forresearchers to useWP4, 5 and 6 yielded aconcrete tool kit forresearchers to useWP7 – Offer to doworkshops using themodelA way of constantlyincreasing the relevanceof the tool kitOutcomesThe outcome is a usable tool kit that is welladjusted to the users' needs and wants and is inconstant development. A tool kit that allowsresearchers from various disciplines tocollaborate more efficiently.ImpactResearchers can create truly interdisciplinaryresearch addressing core societal needsVisionTo empower the AU-based START researchers doinginterdisciplinary projects to ease the processof working across disciplines and tosignificantly increase their chances of gettingexternal funding
The handbook's example: a Theory of Change for this toolkit (p. 20).

Source: START Triple-I project development tool kit, pp. 17–20.