Global Development Annual Progress Report Guidelines

Org Name:

Grant ID#

Annual Progress Report Guidelines

As stated in your grant agreement letter, annual payments will be made following receipt and review of narrative and financial reports. Please follow the format outlined below. Please note that Final Reports will have a slightly different format. If you have any questions, please contact your Program Officer/Grant Administrator.Please delete this page and all instructions in the form itself prior to submitting your report.

The Annual Progress Report includes four components:

I. Summary Information

• Report due date

• Date range for activities reported on
• Project name
• Organization
• Primary contact information
• Grant amount/months
• Project end date
• Location of project activities
• Person preparing report

II. Grantee Geography Reporting Request

III. Narrative Report

• Reports should be concise and range between 5-10 pages.
• 12 pt font, 1” margins and single spacing; include the page number in footer and the organization name and Grant ID# in the header.
• Do not include appendices or attachments in your report unless requested by your Program Officer.
• Please follow the guidelines provided on the following pages and use the numeral headings in your report.
• For reference, basic definitions of terms in the narrative section are defined on

Page 6.

IV.Financial Report (Appendix C)

Using the “Total Budget”page of the final budget spreadsheet provided in your proposal, specify actual expenditures for the specified period for each line item. Please insert a column for actual expenditures, variance, and percentage. For variances that exceed 10% in either direction in the total cost category (i.e. Total Personnel, Total Supplies, Total Equipment), please describe in section seven of the narrative report.

Annual Progress Report – Summary Information

Primary Contact:

Last name

First name

Title

Telephone

Address

Fax

E-mail

Web site

List below all Sub-Grantees and/or Subcontractors who received funds in the last project period:

Grantee Geography Reporting Request

1. Geographic Location(s) of Work refers to all locations (country, and sub-region/state if known) in which work is being performed with funds from this grant. This includes locations in which sub-grantees or sub-contractors funded by this project are working. Please provide educated estimates for the location and the approximate amount, based on the total grant that has already been spent or is estimated to be spent in each location. For example: A $1,000,000 grant may reflect $400,000 spent and $200,000 yet to be spent in the United States and $100,000 spent and $300,000 yet to be spent in South Africa. If you have staff working in multiple locations, costs may be allocated to the location where they spend the majority of time. Please reflect the total grant amount, both spent and yet to be spent funds, in the space provided and add rows as necessary.

1. Geographic Areas Served refers to all countries benefitting or intended to benefit from this grant. This is where the target population is located not where the work is occurring. Please provide educated estimates for the location and the approximate amount, based on the total grant, that is estimated to benefit each location. For example: A $1,000,000 grant may include field work in Kenya and research at the headquarters in the UK but the $1,000,000 grant is ultimately intended to benefit the people of Kenya. For India and China, include the names of states. “World” is an acceptable response if there will be broad public benefit or if the intended geography(s) are unclear. Please reflect the total grant amount in the space provided and add rows as necessary.

Frequently Asked Questions (FAQs)

Geographic Location of Work

Where do I allocate overhead costs such as administrative, indirect, travel, general, etc?

Overhead costs should be assigned to the location where the project is being managed (i.e. headquarters)

Example: If $400k is going to a sub-grantee in Tanzania to purchase and distribute supplies (of which $50k has been spent), $600k is going to Kenya to perform a soil study (of which $200k has been spent), and $100k is allocated to manage the grant (of which $40k has been spent).

What if staff are working in multiple locations?

If staff are working across multiple locations, costs should be allocated to the location where they spend a majority of their time. If this is unclear, default to where the staff are based (e.g. Headquarters).

What if I don’t know where we will be working?

If an educated guess cannot be made at where work will be performed, funds should beallocated to theheadquarter location until the next reporting cycle when the location(s) become clearer.

Where should I assign work that has no specific location?

All non-specific activities should be allocated to the headquarter location.

Geographic Areas Served

Where do I allocate overhead costs such as administrative, indirect, travel, general, etc?

The same allocation percentage used to define the geography(s) served should be used for allocating overhead costs.

Example: If you have a $1.1M grant of which $400k will serveAfrica, $600k will serve Asia, and $100k is overhead, allocate the overhead as $40k to Africa (40%) and $60k to Asia (60%).

What if the benefiting geography(s) are unclear at this point?

The funds should be allocated to the lowest geographical denominator possible. If you are unable to specify country, region, or even continent, please allocate to “World”.

What if the geography(s) have been identified but the amount of benefit has not been determined?

If an educated estimate can’t be made on the allocations across the known geographies, then the funds should temporarily be spread evenly across the applicable geographies.

What if the grant is not specifically intended to impact a particular geography (i.e. broad public benefit)?

Allocate the funds to the geography “World”.

Please contact your Program Coordinator or Program Officer if you have questions regarding geography reporting.

Annual Progress Report - Narrative

I.Objectives: Please describe progress made toward the objectives, outputs, and outcomes outlined in your original proposal or any proposal amendment/s submitted thereafter.

1. Briefly describe the activities carried out during this reporting period helping to meet each objective described in your proposal. Please provide supporting data as appropriate.
2. Briefly describe if the established milestones for the past year were met for the activities described in your proposal? If milestones were not met according to the proposed plan, briefly discuss the reasons they were not completed and the proposed corrective actions. Please update the timeline and milestones table provided with your original proposal as required.
3. If activities completed differ from your proposal, what caused these changes? Did you notify your Program Officer of this shift in activities?
4. For each objective, briefly describe the measurable output and outcomes—both expected and unexpected—you are already seeing as a result of this project. (Please use the attached table format in Appendix A, if helpful.)
5. For each objective, briefly describe how the accomplished outputs and outcomes generated knowledge that moved the field forward.
6. Identify and explain the circumstances concerning any activities that you will not be able tocomplete during the grant period.

1. Management Updates: When appropriate, include a brief description of significant updates to the management team or approach to management of your project.

1. Lessons Learned: What lessons have you learned during the past year that will help you to achieve your intended outcomes? With the benefit of hindsight, how might you have designed the project activities differently? What have you learned about the potential for scale/impact/sustainability of your approach after the project is completed? These lessons should be both project specific as well as broader lessons (i.e. best practices, context specific issues/attitudes, etc.).

1. Changes: Describe any major changes that have had, or will have an impact on the project that have occurred during the past year within your organization (i.e. strategic direction) or outside of your organization (i.e. in the community, the political landscape, etc.). How have you responded to these changes, or how do you plan to respond to these changes?

1. Risks: With respect to the specific risks you identified in your grant proposal, which have resulted in challenges for the project? How did you deal with these challenges? Were any of the steps you took to mitigate the anticipated risks effective in reducing or averting the risks you had anticipated? Why/why not? Were there any risks that affected the project that you had not anticipated? Going forward, are there additional risks that could potentially inhibit the success of this project? Please describe the efforts your organization is making to mitigate these risks. Is there anything the foundation can do to assist you?

VI. Other Sources of Project Support: Did the project receive any monetary support from other donors or self-generation of income during the last reporting period? Y___ N ____

Are any new sources of additional monetary support from other donors or self-generated income expected to come on line in the next funding period? Y___ N___

If you answered yes to either of the above questions, please detail the organization, amount/type, date expected/received in the table below, and provide a brief narrative. Be certain to list any change in previously reported sources from your last report.

1. Budget Variances: Please describe variances that exceed 10% in either direction in any total cost category (this does apply to major line items such Total Personnel, Total Supplies, or Total Equipment). Please report on any interest earned on foundation funds during this reporting period.

1. Other: Please use this space to provide other details of the project that you would like to share.

Appendices

Appendix materials do not count against page limits. Please do not include additional appendices beyond the materials requested below unless specifically requested by program staff.

Appendix A: Project Objectives and Outcomes

Please see the attached table for guidance.If morefeasible for your organization, you may use an alternate presentation format to provide the required information.

Appendix B: Timeline

Please update the project timeline and milestone tables you provided with your original submission if appropriate.

Appendix C. Budget Spreadsheet

Using the “Total Budget” page of the final budget spreadsheet provided in your proposal, specify actual expenditures for the specified period for each line item. Please insert a column for actual expenditures, variance, and percentage. For variances that exceed 10% in either direction in the total cost category (i.e. Total Personnel, Total Supplies, Total Equipment), please describe in section seven of the narrative report.

Privacy and Confidentiality Notice

To help evaluate progress, Annual reports and associated materials submitted to the foundation (collectively, “Submission Materials”) occasionally may be subject to confidential external review by subject matter experts. The foundation recognizes that some grantees may provide Submission Materials containing confidential information. When Submission Materials contain trade secrets or other confidential information, the grantee must provide:

(a) Notice. Include a conspicuous notice on the front page of each applicable document, stating that the Submission Materials contain confidential information. For example:

This (annual report) contains confidential information, identified by bars in the margin. The confidential information is furnished to the Bill & Melinda Gates Foundation in confidence pursuant to the foundation’s annual reporting guidelines.

(b) Bars: Such information should be identified by bars in the [right-hand/left-hand] margin next to the information. Such material may, at the written request of the Grantee, be deleted from any materials shared with external consultants for purposes of review of progress.

(c) Warranty. By submitting any Submission Materials, the grantee warrants to the foundation that they have the right to provide the information submitted to the Foundation.

Please consider carefully the information included in Submission Materials. If you have any doubts about the confidential or proprietary nature of any information, the foundation recommends you consult with your legal counsel. You may wish to consider whether such information is critical for evaluating progress, and whether more general, non-confidential information may be adequate as an alternative for reporting purposes. The foundation agrees to keep confidential any confidential information included in Submission Materials, provided it has been properly identified as required above.

The foundation may disclose all confidential information in Submission Materials in connection with evaluation (and funding, if applicable), including to external reviewers under terms of confidentiality, and as required by law. The obligation of confidentiality does not apply to any information that: (i)is or becomes publicly available without breach of confidentiality owed to the applicant; (ii)became known prior to disclosure of such information by the applicant; (iii)became known from a source other than the applicant without breach of confidentiality owed to the applicant; or (iv)is independently developed without use of any applicant’s confidential information.

Applicants with questions concerning the contents of their Submission Materials may contact the foundation Program Officer.

Key Terms

Activity: A task or process that uses inputs to produce a project’s output(s). Each major project activity should be identified clearly on the timeline and the budget worksheet.

Baseline: The situation prior to the start of the project. This can be used as a reference point against which the outputs and outcomes of the project are measured.

Indicator: Specific unit of information that measures aspects of a project’s performance.

Milestone: A significant point of achievement or development during the implementation phase of a project activity. Milestones must be measurable as subsequent funding disbursements may depend on reaching a milestone or milestones.

Objectives: The conceptual aim of the project; the condition that will exist when the project has been successfully completed. The objective should include the desired long-term impact or effect of the project that will result if the project’s outcomes are achieved.

Output: The work product or service (also called a ‘deliverable’) that results directly from a project activity.

Outcome: The measurable consequence of an activity and an output.

Scalability: The capacity of the approach used in a project to be readily expanded in the same location and/or replicated elsewhere at a large scale.

Sustainability: The capacity of an activity implemented in a project to continue after the project has been completed. To be sustainable, an activity must demonstrate that it will receive all needed operational (e.g. maintenance and spare parts) and financial (e.g.collection of adequate fees) support for the foreseeable future.

Vision of Success: Description of the desired state of the field in the future, where the number of years in the future is specified. This description should not be abstract - it should contain as concrete a picture as possible, and also provide the basis for formulating the proposed project and objectives.

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Org Name:

Grant ID#

Appendix A - Objectives and Outcomes

Vision of Success:

Project Objective 1:

1. Designed training program
2. Hired staff to run the training program
3. Conducted training programs
4. Referred graduates for job placement
5. Conducted post-placement training services

• 20 staff trained
• 1,000 of 1,100 participants graduated
• 24 three-month training sessions conducted
• 750 of 1,000 graduates receiving a job within 90 of days after graduation
• Measurement tools and instruments developed

• “Promising” and “best” practices identified & published

• 15 staff trained
• 250 of 260 participants graduated
• 3, three-month training conducted
• 190 of 250 graduates received a job with 90 days after graduation

• 950 of 1,000 graduates obtain a job and stay employed for more than one year
• 850 of 1,000 graduates are successful in finding a home within one year
• 90% of students extremely satisfied with training program after 3 years since graduation

• 5 other training facilities incorporating best practices

• 225 of 250 graduates obtain a job and stay employed for more than one year
• 200 of 250 graduates are successful in finding a home within one year

Project Objective 2:

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