Feedback Presentation - NGO Workshops Jun 2010

This report is intended for workshop presentation only. June 2010 FEEDBACK REPORTING

Agenda for the Feedback Session THE BASICS
What is a Feedback Report?
Why you need to give a Feedback Report?
Donation Feedback cycle
A Donor’s perspective…
TECHNICAL TERMS FEEDBACK REPORT QUALITY VERIFICATION PROCESS
What we mean by….
Why GI conducts VVs?
The Verification Visit Process & VV Report
Information required from the NGO
Informing NGOs on the VVs
A Volunteer’s experience
Why focus on improving your Feedback Report quality?
GI DONOR SURVEY ‘09/’10
Donor comments on your Feedback Reports
Tips on bettering your FBR - Content, Photography, Microsoft Editor, Uploading films on youtube, Zip files etc.
The NEW template for GI FBR

THE BASICS What is a Feedback Report? Why you need to give a Feedback Report? Donation Feedback cycle A Donor’s perspective… TECHNICAL TERMS FEEDBACK REPORT QUALITY VERIFICATION PROCESS What we mean by…. Why GI conducts VVs? The Verification Visit Process & VV Report Information required from the NGO Informing NGOs on the VVs A Volunteer’s experience Why focus on improving your Feedback Report quality? GI DONOR SURVEY ‘09/’10 Donor comments on your Feedback Reports Tips on bettering your FBR - Content, Photography, Microsoft Editor, Uploading films on youtube, Zip files etc. The NEW template for GI FBR

What is a Feedback Report? Report specifying how the donation was utilized Provides individually verifiable information to the donor Represents our commitment to the donor of giving back a feedback report Details of feedback are decided by the NGO with advice from GI Photograph is not mandatory but makes a feedback more appealing

Why you need to give us a Feedback Report? Benefits to Donors
It provides the donor information on the difference that the donation has made
It encourages the donor to engage with the NGO/cause a lot more closely
The above therefore intends to create a self perpetuating giving habit in an individual
Benefits to NGOs
It encourages the NGO to become more accountable and transparent
It enables the NGO to track impact at an individual level.
It cultivates the ability of the NGO to engage their other donors more responsively as a result of this experience through GI
It is a Listing requirement.

Donation Feedback Cycle GIVE INDIA DONOR DONOR CHOSEN NGO - PROJECT / CAUSE SUPPORTED BENEFICIARY FEEDBACK REPORT FEEDBACK REPORT GIVE INDIA VOLUNTEER VERIFICATION VISITS

Specific cause and donation options for such a cause

A Donor’s perspective… -----Original Message----- To: [email_address] .org Subject: Re: Feedback for your donation (Txn No. 5215_5309) as received from Social Economic Assistance for Rural & City Habitants Thank you for the detailed report on utilization of donated funds! It is much appreciated. It is nice to know that the small amount donated could make such a difference to so many lives. To answer some of your questions: Q) What motivated you to donate through GiveIndia? The donation was made in Oct 2004 and it is difficult to recall the exact reasons/motivations now. Most likely, at that moment I was feeling blessed with my good fortune and fairly secure and privileged life and realized there are countless people who are not as lucky. Wanted to do something for the less fortunate but did not know how to go about it and which causes/NGOs to focus on. I chanced upon the Give India website, through ICICI Bank's online banking site. GiveIndia showed one way by listing out the different NGOs, their work and projects, their target beneficiaries, etc. The site also categorised the NGOs and donation seekers by various causes. The information appeared useful and promised transparency with reassuring affiliation with ICICI Bank and various governmental recognition by way of tax concessions on donations for the affiliated NGOs, etc. Online donation facility through direct debit in bank account also made it very easy to select a cause, NGO and project and execute the donation immediately as soon as the decision was made. Continued in next page…

Q) What is your reaction to the Feedback about how your money was utilised? A) I am very pleased to receive the feedback. It is a relief to know that the donation was utilized appropriately for intended cause. It is also nice to see the names and pics of the beneficiaries who have benefited in some way or other due to the donation. It makes the donation more personal. It fills me with a sense of wonder that the small donation which could have otherwise been easily squandered away on meaningless luxuries could have the power to offer such crucial opportunities to improve the lives of so many. The feedback report is informative, reassuring, heartening and satisfying. It further motivates me to make new donations in the future . All said and done, Keep up the good work! And Thanks for keeping me in the loop, by way of the feedback report! Regards, Saroja Hadpad

THE BASICS What is a Feedback Report? Why you need to give a Feedback Report? Donation Feedback cycle A Donor’s perspective… TECHNICAL TERMS FEEDBACK REPORT QUALITY VERIFICATION PROCESS What we mean by…. Why GI conducts VVs? The Verification Visit Process & VV Report Information required from the NGO Informing NGOs on the VVs A Volunteer’s experience A Donor’s View… Why focus on improving your Feedback Report quality? GI DONOR SURVEY ‘09/’10 Donor comments on your Feedback Reports Activities Tips on bettering your FBR - Content, Photography, Microsoft Editor, Uploading films on youtube, Zip files etc. The NEW template for GI FBR

A feedback passes through multiple stages before it reaches the donor Legend ALL OK NOT OK FB receives MIS from BO 1. Pending FB sends Template to NGO 2. Pending NGO sends feedback to GI in 4-6 months 3. Sent by NGO to Give GI sends feedback to DesiCrew for processing 4. Sent by Give to DC DesiCrew sends back feedback after processing 5. Sent by DC to Give GI sends feedbacks to donors 6. Sent by Give to Donor Problem feedbacks sent back to NGO for clarifications 7. Returned by Give to NGO Activity <<Feedback Status>>

Pending – A feedback is pending from you for 6 months from the date of when the donor has made the transaction
Overdue - A feedback is overdue from you over 6 months . For example, if the donor has donated on 01/01/2010 , you have got until 30/06/2010 to send us the feedback.This feedback becomes overdue from 01/07/2010.
Unit of donation - When a donor makes ONE donation towards the selected donation option, he has made one unit of donation.
What we mean by…

4. No of units
When the donor makes more than one donation for the same donation option , lets say 2, then the number of units for that donation is 2. For example, a donor may make 2 units of donation for the donation option:
a) Sponsor the education of a child for 1 year or
b) Sponsor the monthly medical expenses of a child
The beneficiary details must match the number of units of donation being made.
In this case:
The NGO could provide details of 2 different beneficiaries for the same month of utilisation OR provide details of the same beneficiary for 2 months.
What we mean by…

5. What you get from us when a donation has been made?
Form 1 – this has the disbursement details for the month- usually sent around the 10 th of every month
Feedback templates on or before the 20th of every month
Reminder mailers every week
Pending feedbacks details – usually on Fridays every fortnight
Overdue feedback details- usually on Mondays. If Overdue exceeds 10, 3 weekly reminders are sent. If still no response, then DO temporarily disabled from site till all overdue FBRs submitted.
What we mean by…

What is a template? A. You cannot edit/change the information that is there in the template B. You will only be able to fill in the details for the beneficiary section C. This information must match what you have agreed to provide for the donation option at the time of listing. What we mean by…

Creating systems within the NGO to facilitate efficient processing
Check with your CEO that you have recd. the monthly disbursement details – the Form 1 which will usually arrive around the 10 th of every month
Ensure that you have received the feedback templates for the pending feedbacks from GiveIndia. This will usually arrive on or before the 15th
Ensure that you understand the donation options and the type of feedback that is required for each donation
Create a mechanism for tracking at your end to ensure that allocation/ utilisation of donations is not duplicated to beneficiaries.
Ensure that the details of beneficiaries matches with the number of units of donation
Maintain a back up of all feedbacks sent to GI on a CD as well as on your machines
Keep a track of what you have already sent to GI and what is pending at your end. Check back with us if you have any doubts
Ensure that we have received the feedbacks that you have sent. You will know that we have received the feedbacks if these do not appear as pending or overdue in the weekly reminder that we send you.
What we mean by…

6. Feedback Efficiency Ratings
What are these ratings?
These ratings reflect the feedback sending efficiency of GiveIndia-listed NGOs .
It compares how good an NGO is at sending these feedback reports for the donors.
Why are we rating NGOs for their efficiency in sending us feedback reports?
Our commitment to the donor - customised feedback report within 4-6 months o f the donation.
Sooner donor receives the feedback, the more likely he/she will engage with the cause/NGO.
Hence NGOs are rated to send us these feedbacks asap.
What we mean by…

Why GI conducts Verification Visits? DONOR CONCERN : how GI can state with certainty that the person mentioned in the report actually exists or has actually received the benefit in the manner that has been mentioned in the FBR. BENEFICIARY VERIFICATION VISITS Benefits to GIVEINDIA
It increases the donor belief on GI
It helps to state with certainity that the beneficiary actually exists and the donor’s money has been utilised.
Benefits to NGOs
It encourages the NGO to become more transparent to the donor
It goes a much longer way in engaging the donor with your cause and organisation.

The purpose of the Verification visit is only: a) to meet the beneficiary and b) confirm that the description of the utilization as given by the NGO in the feedback report.

GiveIndia’s Verification Visit Process GI selects random beneficiaries from FBRS One verification per NGO only Volunteers selected and briefed on the VV process
Volunteer meets beneficiary and checks ONLY on 2 points:
Does the beneficiary exist?
Did the beneficiary receive the benefits as stated in the FBR?
Volunteer send GI the Verification Report GI publishes the report on the GI website

Volunteer Verification Visit Report

INCASE DONATION OPTION OF THE NGO IS
COLLECTIVE OF BENEFICIARIES INDIVIDUAL BENEFICIARY Eg: Institutions, Schools, Residential Campuses, Old Age Homes etc
NGO to provide to GI:
Transaction details
Donation Option
Address in detail
Routes from nearest towns
Person In Charge of the Institution
Phone Numbers
Visiting Hours
Holidays etc
NGO to provide to GI:
Transaction Detail
Donation Option
Address in detail
Routes from nearest towns
Phone Numbers
Information required from NGO for a successful VV

A Volunteer’s experience… Name of visiting GI Volunteer : Dr. Kushal Banerjee Name of NGO : Child In Need Institute [CINI] Address : 63, Rafi Ahmed Kidwai Road, Kolkata-16 Date of visit : 14th May, 2009 Volunteer Comments I must thank GiveIndia and Mrs. Aarti Madhusudan for giving me this wonderful opportunity to meet those nice students and the nice people who are making their dreams real. Mrs. Sanghamitra Nath and her colleagues from CINI-ASHA have been very cordial to give me an overview on how the kids lives have changed. The students, whom I met at H amara Ghar , used to live on the railway platforms. After reaching the NGO, they were provided education at the school run by the NGO. Later, they have been sent to formal school and have been re-united with their families. The NGO has been taking care of their education, for the past 10 years, in some cases. After meeting four (4) children at the H amara Ghar they kindly took me to a club in the Topsia slums to meet the three (3) other children. These children are from families in the slum. The NGO runs regular surveillance to find out potential children who often get engaged in earning a livelihood and stay away from education. CINI-ASHA has taught these children for four (4) years. Now these children have been admitted to different schools in standard V. It has really been a wonderful experience and I must thank you, once again.

Why you should focus on producing a high quality FBR?
BENEFITS TO THE NGOs
Best way to engage your donor
May motivate a donor to support your NGO again
Additionally, GiveIndia use such examples in our
marketing material ( website, direct mailers, newsletter etc.)

Donor’s views on the FEEDBACK REPORTS
Feedback Reports lend credibility to our donation
Wished the FBR had more details on how the money was utilised
Would like to see the photographs of the beneficiary so that there is a face to the donation
More details on the impact the money has made to the beneficiary
Very brief info about the NGO
These reports motivate us to donate again.

Tips on improving your FBR from Donor’s point of view All these are only our suggestions based on Donor Feedback.

By providing more information than what is ‘required’:
Only a one time report so provide as many details to the donor
Getting a quote from the beneficiary on how the donation helped them would be helpful
A brief on the NGO and the kind of work it is involved in would motivate the donor to donate more towards the work
CONTENT

Mandatory Details: Name(s), complete POSTAL address and period of sponsorship(date/ month)
Additional Details (not mandatory):
Personal details(age/grade/school etc),
Background(family/health),
Activity details (progress of beneficiary(ies)
CONTENT Before, now and after: The story should be relevant to D O name. You must convey the IMPACT of your help on the beneficiary strongly as this influences donor decision. Title : Short, meaningful, single sentence with 5 words Impact and learning/brief write up - Story of change

Take photos of beneficiaries where ever possible . People want to see the positive difference that they have made.
Photo should be clear; not blurred
Avoid stamp size/passport photos
If possible, take a picture of the beneficiary with the benefit that the donation option offers eg: wheelchair, a meal, school supplies etc.
The final photograph to be uploaded to the FBR should be a .jpeg file not bigger than 500 kb.
PHOTOGRAPHS A photograph is good if people like it...if it touches you...if it tells a story…

Using your PHONE CAMERA:
The best photos are usually the ones you don ’ t plan for. Be ready, and you can get some amazing shots…
Take lots of pictures - Since the phone is always with you, take advantage of capturing spontaneous moments of the beneficiary
Move in close to the beneficiary
- fill in phone camera lens with
the subject

Shoot at eye level - Hold the camera at the person’s eye level to unleash the power of magnetic gazes and mesmerizing smiles. If child, bend down to his level.

Watch the light - low light = bad light

Use a plain background - helps focus more on the beneficiary

Try different angles - start at eye level and shoot top and bottom angles. Keep ones you like and delete rest.

Set resolution to high - set your phone to highest level for the best quality pictures. This not clear on phone but huge difference on computer screen
Stay still - Keep your hands still a second or two before you click.

USE MICROSOFT PICTURE EDITOR TO GIVE LIFE TO YOUR PHOTOS

How to insert your beneficiary photograph into the FBR?
Place the cursor where you want the graphic in your document.
Go to the Insert menu and select Picture.
Select from the File if you want to insert a photo that you have saved in a specific folder.
Locate the photo file on your hard disk, select it and click Insert.
After the picture appears in the document, resize it by dragging one of the handles (small boxes) located around the outside edges of the graphic's frame.

WHY ZIP YOUR FEEDBACK REPORTS WITH PHOTOGRAPHS?
What is a Zipped file?
Creates a compressed version of the file that is considerably smaller than the original file.
The zipped version of the file has a .zip file extension. For example, if you zip a Microsoft Office Word document called feedback report.doc that is 6.5 megabytes (MB) in size, the file created, feedback report.zip, is reduced to 2.5 MB.
Some advantages of zipping a file are:
Smaller file size drastically reduces e-mail transmission time.
The smaller file size of e-mail messages that you want to keep is useful when your mailbox has a space limit.
Many zip utilities allow you to encrypt files and protect sensitive data, especially when you send it in e-mail.
You can send and receive e-mail attachments, such as .exe files, that would otherwise be blocked by Outlook for security reasons. By default, .exe attachments are blocked by Outlook.

Who makes zip utilities?
There are a number of excellent zip utilities available that have good Help systems and supporting Web sites, including the following: PentaZip , PicoZip , PKZip , PowerArchiver , StuffIt , and WinZip .
Most programs offer a 30-day limited trial period where you can download and try the utility for free.
How to Zip a file
Right-click a file, such as FBR.doc, click a command on the shortcut menu, such as Add to Zip file or Add to Archive, to create FBR.zip.
How to Unzip a file
Right-click the file, such as FBR.zip, and then click Extract on the shortcut menu.
Open a zipped attachment
To open a zipped attachment, double-click the attachment.
In the Opening Mail Attachment dialog box, if you click Open, the zip utility automatically unzips the file for you if the utility is configured to do that; typically this is the default setting.
If you click Save, you can save the .zip file to the location that you want by using the usual Windows Save As dialog box.

UPLOADING BENEFICIARY FILMS ON YOUTUBE
Create a free YouTube Account by going to youtube.com. If you have a
Google Mail Account, then you can log in with your Gmail and
password.

2. If you signed up as a new user you will get a verification email. Click on the verification link to confirm your YouTube Subscription and then log into your account. Go to Account and then select "Mobile Profile".

3. On Mobile Profile Page create your mobile profile by entering your cell phone number and carrier. Now Select "Save and Send Verification :

4. Do not navigate away from this next page. When you receive your mobile text message enter the verification number into the webpage. Your profile is now set up.

5. Enter the email address given on your profile page into you cell phone address book. The email address will look like: 99999999999@mms.youtube.com. Now you can upload the videos.

Thank you

Feedback Presentation - NGO Workshops Jun 2010

by GiveIndia on Jun 20, 2010

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Feedback Presentation - NGO Workshops Jun 2010 — Presentation Transcript