FY 2024 PRM Reporting Template.docx

Project Report Template Basic Information Summary Table

Note: This reporting template is designed to ease the reporting requirements while ensuring that all required elements are addressed. Instructions and other guidance information should be deleted upon final submission. Respondents are free to adjust the spacing and formatting of the documents so long as the requested information under each section is provided.

Overall Performance Provide a discussion of the overall performance and results of the project to date, with reference generally to the objectives of the project. Specifically note the project’s impact on the different needs of women, men, boys, girls, and vulnerable individuals. (Suggested length: 1 page) Additional guidance to Partners: Provide a narrative summary of the overall performance, describing briefly how progress has been realized over the course of the project, and/or since the last interim report (where required). This question can be used to highlight important achievements, significant constraints or challenges encountered, or other elements or factors that have been significant to the project results or implementation. Performance should be discussed in relation to the overall context or needs, and original purpose or objective(s) of the project.

Within the general discussion of performance, give particular attention to how the needs of vulnerable communities and individuals were identified and how these needs were met or considered. Explain how gender considerations were taken into consideration in this project, and how they were mainstreamed in project implementation. Highlight any challenges or concerns related to the needs of women, men, boys, girls, and vulnerable individuals that arose, and how they were dealt with.

To distinguish the appropriate response here from the question on the “Measuring Results” section, this question should focus more on the overall narrative of the project – successes and failures – within the context of the project’s overall purpose and objectives (as set in the initial proposal). The “Measuring Results” question should be used for more detailed reporting against the log frame or benchmarks or milestones of the project.

Programmatic Changes Briefly explain any changes in the operational environment that necessitated changes or adjustments to the program’s implementation, and which was not reflected in the original project plan (implementation plan, activities, indicators, or outcomes.) (Suggested length: 1/2 page to 1 page) (NOTE: Any requests for amendments must be approved in advanced by the Grants Officer/Grants Officer Representative. Do not use this space to request changes. If a change was requested and approved, please state it.)

Additional guidance to Partners (Delete these instructions in final submission): Use this section to describe how the humanitarian context has changed, changes in the needs of the program participants, or other challenges or constraints encountered that require adapting the implementation plan, activities, indicators, or outcomes. If a change was requested and approved by PRM, please mention it.

For interim reporting, provide recommendations for improving the design of the project or adapting the project to address these changes, including any alterations to project goals, implementation plan, specific activities, indicators, or proposed outcomes. For final reporting, describe the adjustments that were made given the change in circumstances, and how this affected achievement or change of the objectives or milestones established in the original proposal.

Note: Prior approval by the grants officer/grants officer’s representative must still be requested and received prior to any amendments being made.

Measuring Results Each quarter, partners must submit an updated Excel indicator table as an attachment to this narrative report with quantitative data reflecting progress towards indicator targets. Partners should use the Excel indicator table version approved during the proposal process, as this will align with the objectives and indicators in the cooperative agreement. Partners are not permitted to remove or change indicators without prior approval from PRM.

In addition to the Excel indicator table, please use this section to provide more detail on any notable achievements or challenges related to objectives and indicators. You may insert or delete bullets, as applicable, based on the number of objectives of your program.

· Objective 1: (Enter Objective Description) (Length: No more than 5 pages per objective) Include a narrative assessment of progress toward each objective. This section should include a discussion of progress on relevant indicators within the objective, explain any delays in implementation, and highlight underlying context that impacts the program’s progress to date. Data visualizations in the form of charts or graphs are permitted. Photos of project implementation, especially for construction, are welcomed either in this section or as an attachment to the report.

· Indicator 1 (Example: PRM-1: Number of individuals directly reached through PRM funding)

· Indicator 2 (Example: Custom-1: Number of healthcare workers provided with MHPSS counseling)

· Objective 2: (Enter Objective Description)

· Objective 3: (Enter Objective Description) Program Participants Describe the geographic locations and populations taking part in or affected by the project or relevant part of the project this period. Please also include any efforts undertaken to reach marginalized sub-groups, including persons with disabilities as applicable. (Suggested length: 1/2 page) Participation of and Accountability to the Affected Population (Q2 and Final Reports only) Describe how the project has been designed to maximize accountability toward the affected population. (Suggested length: 1/2 page) Additional guidance to Partners: How have you provided information about the organization and the project to affected populations? How have you ensured that this information is timely and accessible to all? How were crisis-affected people (including vulnerable and marginalized groups) involved in the design and implementation of the project? What did affected persons think about the assistance provided? If possible, quantify participant feedback. How did you use their views to guide decision-making? How was feedback collected, tracked, analysed, and incorporated? Were adjustments necessary because of received feedback? If so, how did you make the changes? Please provide some evidence of collecting and using this feedback (e.g., tools for provision of information, or tracking systems).

Risk Management Describe how risks to project/program implementation were identified, managed, and mitigated, including any operational, security, financial, personnel management or other relevant risks. (Suggested length: 1/2 page) Additional guidance to Partners: Update the risk management analysis included in the initial proposal. Were the right risks identified? What new risks arose that were not anticipated? What did you do to mitigate or address the risks you identified? Did mitigation measures work?

This should include both external risks stemming from the overall environment, and internal risks, for example, related to financial or personnel management issues. This might include risks of corruption, conflicts of interest, loss or harm to project staff, loss or harm to project materials or resources, among other risks. For projects taking place in insecure environments, specific attention must be given to security risks, including how the security situation evolved over the course of the project and how this affected project activities.

Sustainability (Final Report Only) Briefly describe how the project is working towards sustainability of its outcomes. This includes briefly discussing and exit strategy and/or closure steps for the program.

Additional guidance to Partners: Briefly discuss the exit strategy for closing the project, and an analysis of the likely after-effects of the project. This analysis should focus on the sustainability of the project, or the extent to which any of the results or benefits of the project will continue after its closure.

Additional consideration can be given to how the project contributed to the resilience of communities, or how it has supported the capacity of local partners. This is particularly important where these elements were a prominent component of the project proposal.

In some project contexts, it may also be appropriate to discuss ways that elements of the project will continue, or will feed into other long-term recovery, rehabilitation, or development efforts. For example, did the project take opportunities to support long term strategies to reduce humanitarian needs, underlying vulnerability, and risks?

Note: PRM requires a catalogue or inventory of any equipment, capital goods, or other assets that were acquired through project funds, and how they will be transferred, disposed of, or otherwise dealt with upon closure of the project. This is completed through a separate post-award task.

Collaboration/Coordination Describe the impact of any coordination efforts, any synergies that developed, and recommendations for improving coordination in the future.

Additional guidance to Partners: Describe any efforts to coordinate with the host government, other relevant organizations, and the broader humanitarian system, including the cluster system and alignment to HRP/other relevant UN-led appeals/coordinated responses (where applicable).

In addition to noting these efforts, describe how this has contributed to the project, for example, any synergies that developed with other projects, or any other benefits brought about through the coordination. Are there ways that coordination might have been better, or might have improved the project outcomes?

Other Provide any additional information about the project or other related issues that you think are important to highlight.

U.S. Government Recognition:

Identify how your organization has recognized PRM funding for this project during this quarter.

Per provisions of the cooperative agreement: The following provisions will be included whenever assistance is awarded:

The Recipient shall recognize the United States Government’s funding for activities specified under this award at the project site with a graphic of the U.S. flag accompanied by one of the following two phrases based on the level of funding for the award:

· Fully funded by the award: “Gift of the United States Government”

· Partially funded by the award: “Funding provided by the United States Government.”

PRM highly encourages recognition of U.S. government funding on social media and website platforms to be included in program branding and marking strategy. Recipients should tag PRM’s X (Twitter) account @StatePRM and/or Facebook account @State.PRM (rather than using hashtags). Additionally, the applicable U.S. Embassy should be tagged as well.

Updates of actions taken to fulfill this requirement must be included in quarterly program reports to PRM.

All programs, projects, assistance, activities, and public communications to foreign audiences, partially or fully funded by the Department, should be marked appropriately overseas with the standard U.S. flag in a size and prominence equal to (or greater than) any other logo or identity. The requirement does not apply to the Recipient’s own corporate communications or in the United States.

The Recipient should ensure that all publicity and promotional materials underscore the sponsorship by or partnership with the U.S. Government or the U.S. Embassy. The Recipient may continue to use existing logos or project materials; however, a standard rectangular U.S. flag must be used in conjunction with such logos.

Do not use the Department of State seal without the express written approval from PRM. Sub non-Federal entities (sub-awardees) and subsequent tier sub-award agreements are subject to the marking requirements and the non-Federal entity shall include a provision in the sub non-Federal entity agreement indicating that the standard, rectangular U.S. flag is a requirement. Exemptions from this requirement may be allowable but must be agreed to in writing by the Grants Officer. (Note: An exemption refers to the complete or partial cessation of branding, not use of alternative branding). Requests should be initiated with the Grants Officer and Grants Officer Representative. Waivers issued are applied only to the exemptions requested through the Recipient’s proposal for funding and any subsequent negotiated revisions.

· Organizational Annual report. If so, when published.

· Press releases or other written communications, assessments/studies, and publications. If so, when.

· Acknowledgment at project site. If so, what. If not, why.

· Other.

If your organization has not yet complied with the contractual agreement to acknowledge U.S. government funding in written publications and press releases and at the project site (if an exemption was not granted), please explain why and the steps being taken to fulfil this requirement:

Lessons Learned (Final Report only) Describe any lessons learned, and how these will be applied in future projects or programs. (Suggested length: 1/2 to 1 page) Additional guidance to Partners (Delete these instructions in final submission): Describe which aspects were the strongest or weakest, or what project elements or strategies most contributed to the success or failure of the project and explain how these have contributed to the development of organizational or project learning.

The focus should not purely be what went well, or did not, in the past project, but how lessons learned will be applied in future projects or areas of intervention. Implementing partners are encouraged to think about this in terms of learning. Based on the experiences or challenges that emerged, what will the organization do the same or differently in future similar projects? What would be suggestions for improving the design of such projects in the future? Lessons learned can relate not only to direct project management, but to how the project was managed in relation to local partners, in coordination with affected persons, or to others engaged in the situation.