reporting forms
DESCRIPTION
Reporting forms. Three forms. Reporting form: Project progress (Narrative report). Reporting form: Simplified standards Project progress (Narrative report). Reporting form Partner: Closure of project (files). Project progress. Reporting form: Project progress (Narrative report). - PowerPoint PPT PresentationTRANSCRIPT
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Paul Mundy www.mamud.com
Reporting forms
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Three formsReporting form:
Project progress (Narrative report)
Reporting form: Simplified standards
Project progress (Narrative report)
Reporting form Partner: Closure of
project (files)
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Project progressReporting form:
Project progress (Narrative report) Big projects, more than
€75,000 (?) Every six months Submit within 3 months after
end of reporting period 12 pages max Additional info as
appendices
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Project progress simplified
Small projects, less than €75,000 (?)
Every 12 months Submit within 3 months after
end of reporting period 6 pages max Some questions optional Additional info as
appendices
Reporting form: Simplified standards
Project progress (Narrative report)
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Closure of project
End of project Submit within 3 months after
funding period Covers whole project period 3 pages max Additional info as
appendices
Reporting form Partner: Closure of
project (files)
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Three formsReporting form:
Simplified standards
Project progress (Narrative report)
Reporting form Partner: Closure of
project (files)
Reporting form: Project progress (Narrative report)
We will focus on Project progress form• For big projects• Has same questions as in
Simplified form• If you want bigger funding,
you have to use this form!
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Project progress form
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Five sections
1. General information2. Change within the organisation3. Changes in the project framework conditions4. Outcome and impact5. Conclusion for future work
16 questions in allAnswer all the questions!100-200 words per questionNo more than 12 pages, plus appendices
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1 General information
Page 1
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1 General information
Name of org Address Contact person Email Fax
Project title Project no. Project period Reporting period Date of report Author
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2 Change within the organisationPage 2
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2 Change within the organisationDuring the reporting period, did any important events or changes take place within your organisation?
2.1 Related to the management structure2.2 Related to your planning system2.3 Related to the composition of your staff2.4 Related to other issues
Make sure to include implications in Section 5!
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2 Change within the organisationDuring the reporting period, did any important events or changes take place within your organisation?
2.1 Related to the management structure
We underwent a restructuring
We merged with another organisation
We expanded into new districts
We took on another major project
We set up a communication unit
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2 Change within the organisationDuring the reporting period, did any important events or changes take place within your organisation?
2.2 Related to your planning system
We introduced a new monitoring systemWe computerised our recordsWe started using the Gender Action Learning SystemWe started using participatory appraisal
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2 Change within the organisationDuring the reporting period, did any important events or changes take place within your organisation?
2.3 Related to the composition of your staff
We hired a new project coordinator
We trained staff on financial management
Four field workers left
We hired and trained five new field workers
The boss left
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2 Change within the organisationDuring the reporting period, did any important events or changes take place within your organisation?
2.4 Related to other issuesThe office burned down and all records were destroyedWe gave all our staff a 300% pay riseWe have introduced a new staff appraisal schemeWe won an award for good governance
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Management structure
Staff composition
Planning
Other
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3 Changes of social, political, economic and ecological project framework conditionsPages 2-3
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3 Changes of social, political, economic and ecological project framework conditions3.1 Are there important changes (social,
political, economic, ecological) in the projects’ immediate environment since its inception?
3.2 Is the underlying problem analysis of the project still valid considering possible changes in the framework?
3.3 Do these changes have implications for the work, the project objective and the latter’s achievement?
Make sure to include implications in Section 5!
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3 Changes of social, political, economic and ecological project framework conditions3.1 Are there important changes (social,
political, economic, ecological) in the projects’ immediate environment since its inception?
Livestock raiding has fallen because of a
government peace initiative
Three of the farmers’ groups have elected
women leadersThieves stole our stock of water pipes and
pumps
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3 Changes of social, political, economic and ecological project framework conditions3.1 Are there important changes (social,
political, economic, ecological) in the projects’ immediate environment since its inception?
A new state governor has been elected
The government’s project desk officer has
changedThe government has banned certain activities
Elections led to tension and hampered work
We have to pay 10% more tax
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3 Changes of social, political, economic and ecological project framework conditions3.1 Are there important changes (social,
political, economic, ecological) in the projects’ immediate environment since its inception?
A company has started a cut-flower business in our villagesKhat is competing with the crops we promoteA drought led to lower livestock pricesA bridge collapsed, cutting off the districtInflation is eroding the value of farm produce
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3 Changes of social, political, economic and ecological project framework conditions3.1 Are there important changes (social,
political, economic, ecological) in the projects’ immediate environment since its inception?
A drought killed many animals A pest outbreak cut yields by 30%A hailstorm damaged three vehiclesThe river flooded, meaning we could not visit the farms
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PoliticalSocial
Economic Ecological
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4 Outcome and Impact
Pages 3-5
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Outcome and Impact table
Project objective:
Indicators(information differentiated by sex or one indicator for the gender dimension)
Achievement of objectives (Assess using indicators)
Planned activities
Implemented activities
1.
2.
3.
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4 Outcome and Impact
Project objective:
Indicators Achievement of objectives
Planned activities
Implemented activities
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Project objective:
Indicators Achievement of objectives
Planned activities
Implemented activities
4 Outcome and Impact
Agreed with Bread for the World / EED when the project was approvedExamples
• The natural resource base of the project area maintained
• The social services (health and water supply) are improved
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Project objective:
Indicators Achievement of objectives
Planned activities
Implemented activities
4 Outcome and Impact
Agreed with Bread for the World / EED when the project was approvedInclude specific targets by the end of the projectExamples:
• 450 hectares of land are protected with physical and agricultural practices
• 820 households are freed from food aid
• 2515 people are freed from foul drinking water
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Project objective:
Indicators Achievement of objectives
Planned activities
Implemented activities
4 Outcome and Impact
How far have you got so far towards achieving the indicator?Examples:• 250 ha (60% of target) owned by 200
farmers, protected by Dec 2012• 60 of 200 farmers are women• Erosion fell by 20%
Gender!
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Project objective:
Indicators Achievement of objectives
Planned activities
Implemented activities
4 Outcome and Impact
What activities did you plan during this reporting period?Examples:• Soil conservation: 120 ha with bunds• 20 km of grass strips• 3000 coffee trees planted
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Project objective:
Indicators Achievement of objectives
Planned activities
Implemented activities
4 Outcome and Impact
What activities did you actually do during this reporting period?Examples:• 100 ha with bunds• 10 km of grass strips• 1200 coffee trees planted
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Example of completed table
Project objective: The natural resource base of the project area maintained
Indicators Achievement of objectives
Planned activities
Implemented activities
1 450 ha of land protected with physical & agricultural practices in this phase
250 ha (60% of target) owned by 200 farmers, protected by Dec 201260 of 200 farmers are womenErosion fell by 20%
Soil conservation: 120 ha with bunds20 km of grass strips3000 coffee trees planted
100 ha with bunds10 km of grass strips1200 coffee trees planted
2 … … … …3 … … … …
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Filling in the table
Project objective:
Indicators Achievement of objectives
Planned activities
Implemented activities
3What did
you plan to achieve
this indicator?
4What did
you actually
do?
2Which
indicator are you dealing with?
5How much
of this indicator have you achieved?
1 Objective
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4 Outcome and impact
4.1 What other changes beyond the ones described in the above table did you observe/detect? Please mention anything that may be of relevance to the project progress.
4.2 In case you observed any direct negative outcome of the project, please describe it, too.
4.3 Which incidents / events could you observe, which you consider to be contributing to or interfering with the accomplishment of the development goal (impact level)?
4.4 Which methods did you apply to assess your project’s outcome and impact?
Make sure to include implications in Section 5!
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4 Outcome and impact
4.1 What other changes beyond the ones described in the above table did you observe/detect? Please mention anything that may be of relevance to the project progress.
Higher yields generated higher incomes.
People have used this to start small food-processing
businessesBetter diets led to a drop in malnutrition
Villagers have started buying motorbikes and hand-
tractorsKiddest has started a business to sell injeera
Gebremarian has terraced 3 ha of land
Alemana woreda exported teff for the first time
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4 Outcome and impact
4.2 In case you observed any direct negative outcome of the project, please describe it, too.
Women are having to do more work
Richer farmers are taking control over the
farmers’ organizations
Some borrowers are getting into debt they
cannot repayFarmers are using the equipment to transport
khat, not teff
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4 Outcome and impact
4.3 Which incidents / events could you observe, which you consider to be contributing to or interfering with the accomplishment of the development goal (impact level)?
The governor visited the project and praised its workA strike by transport workers hit the marketing of fresh produceA TV report raised the visibility of the project
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4 Outcome and impact
4.4 Which methods did you apply to assess your project’s outcome and impact?
We surveyed 10% of the beneficiaries…
We held focus-group discussions…
We checked the water quality in the pipes
We monitored the number of diarrhoea cases
at the clinic
We monitored prices at the local market
The farmers kept records of their yields and
incomeWe compared the findings with the baseline
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Page 5
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Conclusion for future work
5.1 Based on your experience gathered, do you see a need to change the planned activities in order to accomplish the project objective?
5.2 In case you require consultancy services, please state the respective area
5.3 Which are the most important lessons learned during the reporting period? Please refer to gender equality issues also.
Relate to information in other sections of report!
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Conclusion for future work
5.1 Based on your experience gathered, do you see a need to change the planned activities in order to accomplish the project objective?
We need to adjust the timing of fertiliser
deliveriesWe need to train more farmers in seed
multiplicationWe need to spend more on travel and less on
equipment
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Conclusion for future work
5.2 In case you require consultancy services, please state the respective area
We need training in gender sensitivity and conflict managementWe need a specialist to help with budgeting water suppliesWe want to learn from a project in the neighbouring regional state
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Conclusion for future work
5.3 Which are the most important lessons learned during the reporting period? Please refer to gender equality issues also.
We have to cross-check the yield figures given
by the farmers
We should put more focus on management
training for farmer leaders
Women need more than just skills: they also
need opportunities
We need help to fill in the Bread for the World’s
reporting forms