PRM Quarterly Report Template (Nov 2021).docx

Quarter Project Report

Important: This reporting template is designed to ease the reporting requirements while ensuring that all required elements are addressed.

1. 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: 1/2 page to 1 page)

Additional guidance to Partners (Delete these instructions in final submission): 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 taken into account. 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 “Measuring Results”, 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 logframe or benchmarks or milestones of the project.

2. Changes and Amendments: Briefly explain any changes or amendments in the project from the original project plan (whether in implementation plan, activities, indicators, or outcomes), and explain why you needed to make them, for example because of a change in needs or in the overall situation. (Suggested length: 1/2 page to 1 page)

Additional guidance to Partners (Delete these instructions in final submission): Explain any changes, deviations or amendments from the original proposal or project plan, and the reasons why you made them. This might include a discussion of how the humanitarian context has changed, changes in the needs of the beneficiaries, or other challenges or constraints encountered that required 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 these 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.)

Updated September 2019

3. Progress on Objectives and Indicators: Please include all objectives and indicators from the cooperative agreement and describe progress on each indicator during the reporting period as well as cumulative progress to date. Note progress toward the target as a percentage. Include additional relevant information under the “notes” section. You can also attach to this report any unique work plans, activity calendars, or other charts that your organization uses to track progress.

Additional guidance to Partners (Delete these instructions in final submission): Describe the outputs, outcomes, or results achieved, assessing progress against the targets identified for each indicator in the original proposal. Specifically note whether targets were met within intended timeframe, and provide an explanation where key targets or milestones were not met, and any discrepancies between expected and actual results. For final reports, attach any monitoring and evaluation assessments taken to the final report.

Examples (please delete from the report you submit to PRM):

Objective #1: To improve sanitation services in State, Country through latrine construction and maintenance.

Indicator

Cumulative # and % Progress Towards Target

Indicator 1: Sanitation committees established.

60% progress towards target

NOTES: Before our project started at the beginning of Q1, there was 1 water and sanitation committee in the camp, and our target is to establish 5 new committees for a total of 6 committees. During Q1, 1 additional water and sanitation committee was established. During this reporting period (Q2), two water and sanitation committees were established. With 3 out of 5 new committees established by the end of Q2, our cumulative progress is 60% towards the target of having six total sanitation committees in the country. The project is slightly ahead of schedule to meet its objectives.

Indicator 2: Number and percentage of beneficiaries receiving 15 liters of water per day

10 beneficiaries out of 100;

10% 90 beneficiaries out of 100;

90%

75% progress towards target

NOTES: At the beginning of Q1, 10 out of 100 total beneficiaries reported that they receive at least 15 liters of water per person per day. By the end of the year, our target is for 90 beneficiaries to report that they have access to 15 liters of water, based on beneficiary interviews and site visits. At the end of Q1, 10 new beneficiaries reported they had access to sanitation services. During this reporting period (Q2), 50 new beneficiaries reported that they have access to sanitation services. After 2 quarters, we were able to increase beneficiary access to water from 10 to 70. This represents 75% progress towards our target of 90 total beneficiaries receiving adequate water (60 new beneficiaries out of a goal of 80 new beneficiaries), and the project is ahead of schedule in meeting the objectives.

Objective #1:

%) at beginning of Q1

Target (# and/or %)

Value (# or %)this Reporting Period (note cumulative)

Cumulative # and % Progress Towards Target

Indicator 1:

NOTES: Additional guidance to Partners (Delete these instructions in final submission): Note the sources of measurement and verification used. Note any deviation from the measurement/verification methods stated in the original proposal.

Indicator 2:

NOTES:

Copy and paste the above chart for each additional objective.

4. Affected Persons: Provide the number of those taking part in or affected by the project or relevant part of the project, disaggregated by gender, age, and other guidance specified in the proposal. The best practice standard is to provide this information in quantitative, tabular form. A suggested table is provided below, but the table provided in the proposal may alternately be used.

Additional guidance to Partners (Delete these instructions in final submission): Provide the number of persons reached by the project to date, disaggregating by gender & age (infants less than 5, children less than 18, adults between 19 and 49 years, and elderly over 50), as well as any particular categories of vulnerable individuals or specifically targeted individuals identified in the proposal, including affected persons with disabilities, if applicable (note: this may vary based on the nature of the proposal). Unless otherwise specified in the proposal, quantitative information should be presumed for this question. Include both the targeted and actual number of persons reached.

Where interim reporting is required in the project, each report should describe both the number of persons reached in the reporting period in question and the cumulative number reached so far. Where a program or project has clearly identified specific project components in terms of sector, geography, or time period, affected persons may be broken down by these components, as indicated in the project proposal.

Note: “Affected persons” have often been described in past donor reporting templates as requiring the number of “beneficiaries.” In consideration of ongoing discussions about greater accountability toward and inclusion of the affected population, the term “beneficiaries” is instead framed here as “affected persons,” but implies the same level of reporting as in past “beneficiary” reporting.

Location/Activity/Objective (where relevant)*

Unit of measurement (choose one): Individual / Household (HH) / Organization / Community

< 5

< 18

18-49

50 and >

Total

100%

Planned

100%

* For many projects, it may be more relevant to present the number and percentage of affected persons per location, per objective, or, where multiple activities are included per project, per activity. Where this is the case, separate tables may be included, with the location or activity specified at the top of each breakdown.

5. 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 (Delete these instructions in final submission): 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 beneficiary feedback. How did you use their views to guide decision-making? How was feedback collected, tracked, analyzed and incorporated? Were adjustments necessary as a result 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).

6. 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 (Delete these instructions in final submission): 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.

7. Exit Strategy and Sustainability: Briefly describe the exit strategy and closure steps for the project or program. Assess the sustainability of its results.

Additional guidance to Partners (Delete these instructions in final submission): 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?

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.

8. 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 (Delete these instructions in final submission): 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?

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

10. U.S. Government Recognition: Identify how your organization has recognized PRM funding for this project during this quarter.

Per provisions of the cooperative agreement (delete in final submission): 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:

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 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.

In the event the non-Federal entity does not comply with the marking requirements as established in the approved assistance agreement, the Grants Officer Representative and the Grants Officer must initiate corrective action with the non-Federal entity.

|_| Annual report. If so, when published:

|_| Press releases or other written communications 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:

11. 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.