Micah Network Full Reporting Template
Why write a report? Reporting allows you a chance to reflect on your work and see whether you did what you planned to or not, think about what difference it made, why and for whom, and make a note of any changes that need to be made for the future. It also gives your supporting organisations a chance to know what you have done and to understand your work and the challenges and successes.
This format can be used as the basis of a discussion by a project team to think about the work they have done over the last year. A workshop using this format as a basis for discussion can result in a good learning time for your project staff, and a draft report.
Section ABasic Information (maximum half a page)
Project titleThe Supporting Partner project reference number (if applicable)
The name of the Implementing Partner receiving funding
Implementing Partner contact person details:
Name
Role (Job title)
Address
Telephone / Landline / Mobile
Fax
Website
The name and role of the person approving the report for the Implementing Partner. This person must be duly authorised
Project and Report Dates / Start date of Project / Period of Report
The date of submission of the report
Section BSituation Report / What’s New?(maximum one page)
Describe any change in local conditions that have affected or could affect your work. This may include political or legal changes, social or economic changes, or changes to in the physical environment. How do you think the change or changes might affect your work?
Section CProject Achievement (maximum three pages)
Use Option A if you completed a Simplified Logical Framework in your proposal.
Use Option B if you completed a Project Plan Summary in your proposal.
Progress made in outputs or goal should be measured against the baseline data that was collected at the beginning of the project.
Option A Use the following format to report against the Logical Framework from your project proposal
Activities
What was Scheduled / Progress Made / Explanatory NarrativeActivity 1
Activity 2
Etc
Outputs
What was Scheduled / Indicators / Progress Made / Explanatory NarrativeOutput 1
Output 2
Etc
Purpose
What was Scheduled / Indicator / Progress Made / Explanatory NarrativePurpose
Goal
What was Scheduled / Indicator / Progress Made / Explanatory NarrativePurpose
Option B:Use the following format to report against the Project Plan Summary and Annual Work Plan from your original project proposal:
Desired situation at end of projectWhat specific changes do you hope to see at the end of the project? This section should be filled in from the original project plan summary.
Planned activities (from annual work plan) / Activities that we actually did / Planned immediate changes (from annual work plan) / Actual immediate changes that happened / Evidence for changes / People involved in the changes (how many men, women, children)
Section DProject Participant/Stakeholder Analysis This section is not required in six monthly reports.
Change generally occurs through relationships and interactions between different groups and individuals. Please consider the other people interested in the project.
Your project aims to help communities bring good change, and is aimed at specific members of the community. There are others with an interest in the community and the project, (including national and local government officials). In the following table, make a note of the quality of present relationships with these groups:
Who are the main people and groups involved in the community development process? / How are they affecting the project, and what role are they playing in bringing about the desired changes?How many people in the following groups have benefitted or participated in the project to date?
Category / Number of people / Percentage(of those involved)
Direct / Indirect
Men (over 18 years old) – non disabled
Men (over 18 years old) - disabled
Women (over 18 years old) – non disabled
Women (over 18 years old) – disabled
Boys (up to 18 years old) – non disabled
Boys (up to 18 years old) – disabled
Girls (up to 18 years old) – non disabled
Girls (up to 18 years old) – disabled
TOTAL
How have you sought feedback from participants, stakeholders and beneficiaries in your project? Have you had any feedback from project participants or others with an interest in the project (including any government officials or other decision-makers who were influenced through advocacy)? What feedback did you receive? What did you do about the feedback you received?
How have you encouraged the active participation of people who are often excluded from community or development activities? For example, people with disabilities, women or older community members?
Section EImpact and Sustainability Analysis (maximum two and a half pages, excluding case studies, stories which can go into appendices. In six month reports please complete sections E1 & E2)
In this section, you will need to write about the longer term changes (“Impact”) the project is bringing about, and about whether or not you think those changes are likely to continue once the project is finished (“Sustainability”).
E.1 Impact - List the main changes that you outlined in your original proposal in the table below and give a comment on the progress towards the changes. Think about the evidence you have for progress, factors that are inhibiting progress, and include numerical information (eg how many men, women, children), where appropriate. If it helps to explain the changes taking place, you could to tell a story or provide a case study. You can refer to it in the table and add more information after the table or as an appendix.
Specific long term changes that the project will try to achieve (from original proposal) / What signs of these changes can be seen as a result of the project’s work?E.2 Are there changes that have occurred that have surprised you, or which were not planned? These might be positive or negative changes. Explain what occurred and why you think these changes happened.
E.3 To what extent has the project contributed to bringing about lasting change by influencing the policies and practices of those in positions of power (i.e. from being involved in advocacy)? If you do not have direct evidence that you have changed policies and practices please report against the questions below :
●Describe any increase in the ability of communities / project participants / partners / churches to approach, and access, government?
●Explain any increase in the dialogue between communities / project participants / partners / churches, and government?
●How has provision of, and access to, government services by communities / project participants / partners / churches been improved?
●What evidence is there of improved awareness of rights by communities / project participants /
partners / churches?
●Describe any increased monitoring, and claiming, of rights by communities / project participants / partners / churches
E.4 Sustainability - Think about the changes that have already taken place, as well as the ones you hope will take place;
●Do you think that the physical benefits or other changes resulting from the project will continue once the project is finished? Why do you think this? What do you need to do to help ensure that the project’s benefits or changes are maintained?
●How is the community, church or other group you are working with, developing the skills to keep changing and growing after the project is finished? What evidence do you have for this? What other things does the project need to do to help ensure this happens?
E.5 Gender - Think about how the project has made a difference in the lives of women in the communities in which you are working;
●How has the project contributed to changes in the position of women in their households and communities? In what ways have the changes contributed to promoting gender equality? What signs are there of changes in women’s position in the communities, their ability to participate in decision-making, access resources and rights, or be involved in the development process?
Use case studies or stories to support your ideas where you think it is helpful to do so.
Section FCase studies and Stories of Change
Please provide one or two case studies or stories from your project, with photos if possible, that best demonstrate the changes that are occurring as a result of your work in communities and/or churches.
Section GLessons Learnt(maximum one page)
This section is about the things you have learnt from your work in the last year. You may need to spend time in reflection with the project team to be able to answer these questions:
●What are the key ideas or lessons that are useful for your organisation and that you could share with your supporting partner?
●Is there anything you need to do or do differently as a result of the lessons you have learned?
Section HLocal Church (maximum one page where relevant)
●What role has the local church played in this project?
●Are there any resources, skills or particular contributions that local churches have made to the project?
●How has the project strengthened and supported the work of the local church?
Section IManagement, Monitoring and Learning
●Have there been any changes to the staff or management structure during the reporting period that are relevant to this project?
●Are there any ways in which the Supporting Partner can help strengthen and develop your management or leadership capacity?
●How have you monitored the project’s work?
●Who has done the monitoring?
●How often?
●What is done with the information gathered during monitoring?
●How have community members or project participants and beneficiaries been involved in monitoring the work?
●Has there been a mid-term review or evaluation of the work in the reporting period? Please append the Executive Summary of the evaluation. What will you do differently as a result of the evaluation?
Section JProposed Changes to the Project (maximum half page)
Are there any changes to the plan that are needed? You should have already included these in your annual plan, but you might be able to explain them here. If there are additional changes to the plan as a result of thinking about the project for this report, write them here. Substantial changes to the plan may require a new action plan for the year; discuss this with your Supporting Partner’s program staff.
Section KApplication of Conditions/Recommendations (maximum half page)
Where applicable please explain how you have responded to or complied with any conditions or recommendations made by the Supporting Partner agreed at the time of project approval or subsequently.
Section LFinancial Report (see separate Excel spreadsheet)
Please use the separate Excel template for the financial report.
Tearfund’s Additional Requirements
Case studies and stories of change – guidelines (Section L)
We require raw material for our case studies. Please complete all the fields where relevant, and please give as much detail in your answers as possible. It is all useful.
Before conducting a case study interview, consider:
Do you have a camera? Good photos are really important. (See the photography guidelines at the end of this section) YES/NO
Can you record it for sound (and to help with accuracy)? YES/NO
Can you film it? (Include filming the location and other background shots that can create an atmosphere) YES/NO
NB We know there are certain countries where security does not permit us to talk about aspects of our work. Please do not include any information that we cannot use for security or other reasons here. If you have any concerns or questions, please let us know.
What is the source of funding for the project (eg general fund, institutional donors, emergency appeal)? What is the name of the partner / church involved?:
Full names, ages and relationships of subjects, including husband, wife and children/family, where relevant:
Occupations:
Location – names of village, district, country:
Permission to use real names and photographs, and to publish story in print and on internet: YES/NO (NB we can change names if necessary. Please let us know.)
Child protection paperwork needed? YES/NO
Description of place, landscape and climate (eg: hot, dry, barren, mountainous, crowded, noisy, dirty, still):
Description of subjects, both appearance and mood – are they happy, tired, fearful, hungry?:
Quote from subject, and background on what life was like before they began to have problems:
Explain the cause of subject’s problems:
Quotes about problems and what life was like before they received assistance:
Describe what Tearfund/partner has done and is doing to help eg – what equipment they have provided, what training they have received, how their church has helped? Describe the scale of Tearfund partner’s input – how many people/villages have they helped or reached in this way?:
Quote from subject about what help they have had. What do they feel about it?:
Quote and practical evidence on how their mind-set has been changed, where possible (eg – they now have hope…):
How did Tearfund/the partner come in contact with them?:
What are the partners or local church like (eg small, friendly, poor, hopeful, determined, new to community development)?:
Quote from subject on their hopes and plans for the future:
Quote (where relevant) - how do they feel God has helped them, and their faith withstood or grown through their experience?:
Quote - Do they have any prayer requests:
Quote - Do they have anything else they would like to say?:
Any other relevant details:
Photographic guidelines
Really strong, high quality photos to accompany your case studies are essential to engage supporters. If you are gathering a case study - do not forget to take pictures!
Key points to remember when taking pictures for web use:
●Essential: Always get the details of who the subjects are, where they are, and who took the photograph
●Take all photos in landscape format unless it is a close-up portrait of a beneficiary
●Align your subject to the left or the right of the frame, not centrally, whether it is a person or an object you are photographing
●Try and position your subject to keep as much space around them as possible - negative space - ie, with not much detail in it - many of these photos will need to have text overlayed on them and we will need space on the image to do that
●Take close-ups in both portrait and landscape format when taking a portrait of your person (NB always try to get close-up portrait shots as well as the wider shots)
●Try to photograph people in their daily lives as well as portraits - eg if they have learnt new farming techniques show them farming
●Try to get people standing in even shade if possible. Bright sunlight overhead obscures people’s faces - and try not to aim into direct sunlight.
●Get some scenic shots of the area as well - ones without people - always useful
Section NThe Local Church (maximum one page)
- How has the project contributed to the envisioning of local churches for Integral Mission and to the encouragement of local churches in their commitment to Jesus Christ, in discipleship and in their service of the poor?
- How has the project provided opportunities, appropriate to the context, for people to encounter, acknowledge and follow the lordship of Jesus Christ through its work?
- Where there is no local church in the communities where the project is working, has the project helped to contribute in any way to the longer-term establishment of a sustainable Christian community in the area?
Section OQuality Standards Verification
This form requires partners to briefly outline how the quality standards were reflected in the project implementation. The questions in normal font refer to core quality standards and all must be answered.
For projects over £50,000,the questions in italics which were considered a priority during the proposal stage should be answered.Where a project was for £50,000 or less, the questions in italics are optional.
Brief responses only:1. Values / How were staff made familiar with the organisation's values, the types of unacceptable conduct (eg. exploitation and abuse of children and vulnerable adults, fraud, bribery) and their disciplinary procedures?
2. Impartiality & Targeting / How were beneficiaries selected? Describe how this was based on need and on the most vulnerable people being reached.
3. Accountability / How involved were community groups participating in the planning of the project? How openly did staff share information about the project's aims and ensure that people could give feedback about its delivery?
4. Sustainability / What has been the level of sustainability or reliability of the project?
5. Advocacy / How has the project addressed local or national policy issues relevant to the project objectives?
6. Children / How has the project prevented an increase in the vulnerability of children?
How has the project supported child development and protected them from harm?
7. Gender / How has the project prevented an increase in the vulnerability of women?
How has the project promoted inclusiveness of both men and women, and enhanced the safety of women and girls?
8. HIV / How has the project prevented an increase in the vulnerability of people to HIV?
How has the project reduced people’s likelihood of becoming more vulnerable to HIV?
9. Environment / How has the project ensured it is not contributing to environmental degradation?
How has the project reduced environmental damage and increased positive environmental outcomes?
10. Disaster Risk / How has the project built up community capacity and addressed long-term vulnerability to disasters?
11. Conflict / How has the project avoided heightening tension or making people more vulnerable to physical harm?
How has the project promoted peace and reconciliation?
12. Technical Standards / How has the project ensured that its outputs are of a good technical standard?