2. Reporting
Reporting is a way of keeping records of
what we do. As mentioned in the M&E
presentation, reporting at project level often
means that we track monitoring indicators
over the project life. So for the purposes of
this presentation, reporting shall refer to
records of monitoring indicators.
3. Why is monitoring important?
If we cannot measure progress, then we
cannot manage our projects and we thus
cannot achieve desired results.
Helps us to make informed decisions
continuously in our programming
To make sure that the project is still going in
the right direction (towards stated outputs)
To help us make changes to project in time if
need be
4. Why do we need to Report?
If we do not report, or if we fail to write
proper, relevant reports, no one will know
about the good work we are doing and no
one will know when we are in trouble and we
need help.
Timely and accurate reports keep us
informed of our own progress and help us to
identify problems in good time and address
these problems.
5. Using Monitoring Indicators for
Reporting
We use indicators for reporting so that we can tell
what and how much we have achieved.
The achievements should be compare to what was
set out to be achieved in the first place.
This means we need to justify or give a reason for
what we have done and how this is going to
contribute to the end or intended result of the project
6. Using Indicators for Reporting
Examples of Indicators
– Household Crop Production (kg/ Jerib)
– Crop diversity (number of crops/ Household)
– Types of food available at the market
– Amount of Land Used for Agriculture
– Total Household Income
– Sources of Income
– Total On Farm Income
– Total Off –Farm Income
– Distance to Markets
– Prices of Food and other basic commodities
– Stability of Food Systems (How many times do food prices
change and what is the effect)
7. Indicators (Cont..)
– Distance to clinics or other health sources
– Frequency of nutrition related diseases in the HH
– How food is prepared (cooking)
– Number of meals a day and what each meal is made up of
– Availability and accessibility of potable water
– Type and availability of storage facilities
– Number of hunger months
– Source of food during hunger months
– Distribution of Food in the family
8. Reporting Schedules and Content
Make reference to your project on the report
and show how the activity fits in with the
project that is being reported on.
When reporting have a link between activities
reported on and initial indicators in the
program design.
Do not use non- definitive words such as
many, a lot a few. Rather use figures or
percentages of the original indicators.
9. Reporting Schedule and contents of
Reports
Reports should capture as much as possible
of the events and should be accurate. A
report should inform the reader on what has
been happening in the project even if the
person has not been there.
Reports should give a picture of why an
activity was done and what we seek to
achieve by doing that activity.
10. Weekly Reports
Provide short/ concise information on
activities
Target for the week, Achievements,
Comments and Plan for the next week
Reports should reach zone manager or
counterpart by Thursday and a copy to the
project Manager on the same day
11. Example of Weekly Report
Short and on bullet / Point form
– Achievements for the week
30 farmers visited for agricultural advice
6 experimental fields visited (for monitoring)
10 farmer fields heavily infested with sunnpest
– Activities planned for next week
Visit 10 farmers in Sangatesh for agricultural advice
Assist 10 farmers with sunnpest control in Kondilan
Monitoring visit to 10 experimental fields
12. Monthly Report
Indicators, targets for those indicators during the
month, Achievements against those targets,
Problems faced during the month in achieving
targets, Plan for next month. Other related activities
e.g. if another food security event is organized by the
Government or other NGOs in the area and staff
attend or get reports.
Monthly Reports are due on the 27th
of each month to
the Zone Manager, and copy the project manager
and program officer responsible for the project.
13. Example of Monthly Report
Quantitatively should be a compilation of weekly
Reports for example
– Total number of farmers visited = # visited in week 1+week
2+ week 3+week 4
– Number of experimental fields monitored = # monitored in
week 1+ week 2+week 3+ week 4
Can also include some qualitative data
– Eg. Condition of wheat fields
– Response of farmers to new planting method
14. Quarterly / Annual Report
All indicators in monthly report but also include any
interest stories, program pictures and any proposed
changes in the program. Reports are due 10 days
after the end of the quarter to the zone manager,
copy the project Manager and program officer.
Annual reports are due as per agreement between
WVA and support office (usually one month after the
end of the project or fiscal year)
15. Example of Quarterly / Annual Report
Quantitatively should be the sum total of all indicator
figures for months being reported
– Total # of farmers visited in all the months being reported
on ( January+ February+ March)
Qualitatively capture project performance over the
period for reporting.
– The impact of the project during the reporting period.
– How far has the project progressed so far
– What are the reactions of beneficiaries
16. How reports inform each other
Month
Jan Feb Mar April May Total
BMor
g
10 10 0 0 15 35
QiN 10 5 0 0 5 20
Total 20 15 0 0 20 55
Eg Output 1: Train 70 farmers in crop diversification over
5 month period in the Badghis region
17. Exercise (in Groups)45 minutes
Please review the reports that are given to
you:
– Is the report properly written
– What mistakes / problems can you see from the
report.
– Rewrite the report in the way you think it should
appear.
– Make a presentation on the report (that you have
written)
