Reporting forms

Paul Mundy www.mamud.com

Reporting forms

Three formsReporting form:

Project progress (Narrative report)

Reporting form: Simplified standards


Reporting form Partner: Closure of

project (files)

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

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


Closure of project

End of project Submit within 3 months after

funding period Covers whole project period 3 pages max Additional info as

appendices


project (files)

Three formsReporting form:

Simplified standards



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!

Project progress form

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

1 General information

Page 1

1 General information

Name of org Address Contact person Email Fax

Project title Project no. Project period Reporting period Date of report Author

2 Change within the organisationPage 2

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!


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


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


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


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

Management structure

Staff composition

Planning

Other

3 Changes of social, political, economic and ecological project framework conditionsPages 2-3

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?




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



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



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



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

PoliticalSocial

Economic Ecological

4 Outcome and Impact

Pages 3-5

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.


Project objective:

Indicators Achievement of objectives

Planned activities


Project objective:


Planned activities



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

Project objective:


Planned activities



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

Project objective:


Planned activities



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!

Project objective:


Planned activities



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

Project objective:


Planned activities



What activities did you actually do during this reporting period?Examples:• 100 ha with bunds• 10 km of grass strips• 1200 coffee trees planted

Example of completed table

Project objective: The natural resource base of the project area maintained


Planned 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 … … … …

Filling in the table

Project objective:


Planned 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

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?



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


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


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


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

Page 5

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!


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


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


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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