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Reporting forms

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).

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Reporting forms

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  1. Reporting forms

  2. Three forms Reporting form: Project progress (Narrative report) Reporting form: Simplified standards Project progress (Narrative report) Reporting form Partner: Closure of project (files)

  3. Project progress Reporting 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

  4. Project progress simplified Reporting form: Simplified standards Project progress (Narrative report) • 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

  5. Closure of project Reporting form Partner: Closure of project (files) • End of project • Submit within 3 months after funding period • Covers whole project period • 3 pages max • Additional info as appendices

  6. Three forms Reporting form: Project progress (Narrative report) Reporting form: Simplified standards Project progress (Narrative report) Reporting form Partner: Closure of project (files) • 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!

  7. Project progress form

  8. Five sections • General information • Change within the organisation • Changes in the project framework conditions • Outcome and impact • Conclusion for future work 16 questions in all Answer all the questions! 100-200 words per question No more than 12 pages, plus appendices

  9. 1 General information Page 1

  10. 1 General information • Name of org • Address • Contact person • Email • Fax • Project title • Project no. • Project period • Reporting period • Date of report • Author

  11. 2 Change within the organisation Page 2

  12. 2 Change within the organisation During the reporting period, did any important events or changes take place within your organisation? 2.1 Related to the management structure 2.2 Related to your planning system 2.3 Related to the composition of your staff 2.4 Related to other issues Make sure to include implications in Section 5!

  13. 2 Change within the organisation During 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

  14. 2 Change within the organisation During 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 system We computerised our records We started using the Gender Action Learning System We started using participatory appraisal

  15. 2 Change within the organisation During 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

  16. 2 Change within the organisation During the reporting period, did any important events or changes take place within your organisation? 2.4 Related to other issues The office burned down and all records were destroyed We gave all our staff a 300% pay rise We have introduced a new staff appraisal scheme We won an award for good governance

  17. Management structure Staff composition Planning Other

  18. 3 Changes of social, political, economic and ecological project framework conditions Pages 2-3

  19. 3 Changes of social, political, economic and ecological project framework conditions 3.1 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 implicationsfor the work, the project objective and the latter’s achievement? Make sure to include implications in Section 5!

  20. 3 Changes of social, political, economic and ecological project framework conditions 3.1 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 leaders Thieves stole our stock of water pipes and pumps

  21. 3 Changes of social, political, economic and ecological project framework conditions 3.1 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 changed The government has banned certain activities Elections led to tension and hampered work We have to pay 10% more tax

  22. 3 Changes of social, political, economic and ecological project framework conditions 3.1 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 villages Khat is competing with the crops we promote A drought led to lower livestock prices A bridge collapsed, cutting off the district Inflation is eroding the value of farm produce

  23. 3 Changes of social, political, economic and ecological project framework conditions 3.1 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 vehicles The river flooded, meaning we could not visit the farms

  24. Social Political Ecological Economic

  25. 4 Outcome and Impact Pages 3-5

  26. Outcome and Impact table

  27. 4 Outcome and Impact

  28. 4 Outcome and Impact • Agreed with Bread for the World / EED when the project was approved • Examples • The natural resource base of the project area maintained • The social services (health and water supply) are improved

  29. 4 Outcome and Impact • Agreed with Bread for the World / EED when the project was approved • Include specific targets by the end of the project • Examples: • 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

  30. 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!

  31. 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

  32. 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

  33. Example of completed table

  34. Filling in the table 1 Objective 2 Which indicator are you dealing with? 5 How much of this indicator have you achieved? 3 What did you plan to achieve this indicator? 4 What did you actually do?

  35. 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!

  36. 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 businesses Better diets led to a drop in malnutrition Villagers have started buying motorbikes and hand-tractors Kiddest has started a business to sell injeera Gebremarian has terraced 3 ha of land Alemana woreda exported teff for the first time

  37. 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 repay Farmers are using the equipment to transport khat, not teff

  38. 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 work A strike by transport workers hit the marketing of fresh produce A TV report raised the visibility of the project

  39. 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 income We compared the findings with the baseline

  40. Page 5

  41. 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!

  42. 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 deliveries We need to train more farmers in seed multiplication We need to spend more on travel and less on equipment

  43. 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 management We need a specialist to help with budgeting water supplies We want to learn from a project in the neighbouring regional state

  44. 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

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