kenya_standardized_reporting_template.docx

USAID Kenya (insert project name) Quarterly (or Semi-Annual) Progress and (when applicable)

Annual

Performance Reporting Template (Example Based on FY 2013 Q1 Progress Report)

As of February 8 , 2013

Quarterly Task Order

(Insert Project Name)

FY 2013 Q1 PROGRESS REPORT

(01 OCTOBER – 31 DECEMBER 2012)

Award No: (Insert award number)

Prepared for (insert name of AOR/COR) United States Agency for International Development/Kenya C/O American Embassy United Nations Avenue, Gigiri P.O. Box 629, Village Market 00621 Nairobi, Kenya

Prepared by (Insert company name) (Insert company headquarters address)

The author s ’ vie ws expressed in this report do not necessarily reflect the views of the United States Agency for International Development or the United States Gove rnment.

Kosovo LGI Quarterly Task Order Report i

Table of Contents

Contents

Kosovo LGI Quarterly Task Order Report v Acronyms and Abbreviations (Insert project specific acronyms and abbreviations below)

Notes and Expectations for Reporting

This report template is valid for Quarterly, Semi-Annual and Annual Reports. The Annual Report includes your most recent reporting period data plus summary data for the previous 12 months; the Quarterly or Semi-Annual report requires no additional modification.

Please keep in mind the purpose of this reporting:

1) Quarterly, Semi-Annual and Annual Reports are the required means of officially communicating between the award recipient (contract, grantee, or cooperative agreement holder) and the Assistance Officer Representative (AOR) or Contracting Officer Representative (COR) who holds the responsibility on behalf of the U.S. government for the performance of the awardee.

2) Quarterly, Semi-Annual and Annual Reports are not: a selling or marketing tool; an official report to the U.S. Congress; or an official report to the host government. They also are not a time to restate background information that is already known by the AOR/COR.

3) Well-developed Quarterly, Semi-Annual or Annual Reports directly inform future development programming: while the past successes or failures of your project or program cannot be changed, future designs will be influenced by the lessons we identify in these reports. Your AOR/COR relies on you to bring frank, factual, and timely data forward in your reports.

4) Quarterly, Semi-Annual or Annual Reports are a management tool, a monitoring tool, and a planning tool; reports are not simply a document that identifies a list of completed activities. Rather, reporting:

· Outlines recent accomplishments and progress made on Partner Performance Management Plan (PPMP) indicators. This serves as a formative way to determine if programming is on-track to achieve annual targets.

· Identifies programmatic and operational challenges that arose since the previous report and proposes solutions and/or serves to request formal AOR/COR assistance.

· Presents non-planned, management or operational issues which impact the project, e.g.:

· technical modifications or amendments, and/or

· financial expenditure patterns and conditions.

(Note: Financial data presented in the Quarterly, Semi-Annual and Annual Performance Reporting is an estimate; exact financial data are submitted through the invoicing/payment process.)

Quarterly Task Order

I. (Insert Project Name) EXECUTIVE SUMMARY

(Maximum of two pages) This section describes and summarizes the significant activities during this reporting period. While the information conveyed here should be addressed more fully elsewhere in the report, the Executive Summary may be the only portion of the report that non-USAID people may read. In addition to the COR/AOR, the audience will include the Mission Director, the Team Leader, Program Officer, other USAID officials, and/or persons who may have an interest in the project. The report should maintain a neutral tone and should discuss any “failings” and “challenges” directly – and these issues should be stated dispassionately. Although the intended audience is within USAID, this is an official contractual submission (and therefore, potentially public) document. It is very possible that a host country Minister or Permanent Secretary may eventually the contents of a report.

Qualitative Impact

This section highlights any accomplishments that cannot necessarily be quantified; results of public events, trainings and other interventions that should be described with narratives. If the work of the project has led to specific behavior changes in the intended audiences, this should also be described. Deliverables should be listed.

Quantitative Impact

Briefly summarize in this section any progress made toward the achievement of the PPMP targets, which should also be provided in greater detail in Section III.

Project Administration

Any significant management or operational challenges should be addressed in this section; changes in scheduled or planned activities or in key staff, and/or issues related to coordinating activities are appropriate. In the event that project resources need realignment or new “windows of opportunity” have opened, these should be discussed as possible options. Again, these are statements of facts and apparent conclusions that might be drawn from the facts -- if issues from the previous reporting period remain significant, any step(s) toward resolution of issues should be discussed frankly and openly. This section can also include the expressed agreement between you and your AOR/COR to take specific actions.

Subsequent Quarter’s Work Plan

In this section, describe what the AOR/COR can expect in the subsequent quarter. Also, any proposed deviation from the approved Annual Work Plan should be discussed here.

II. KEY ACHIEVEMENTS (Qualitative Impact)

(Maximum length = 2 pages for small awards (under $5m) and 20 pages for awards with several sub-grantees)

In this section, provide a narrative description of the key achievements of the reporting period. Results should be sorted by county or other geographic region, as appropriate (by county if possible).

The structure of this section should closely follow the structure of the project so that the reader can easily see the relationship between the work conducted (output) and the resultant achievement (outcome).

Lessons Learned

Discuss what lessons have been gained through the reporting period, including any findings, conclusions, recommendations for any assessments, evaluations, and/or special studies completed during the reporting period. Please identify how any of these lessons might influence the direction and emphasis of the project.

III. PROGRAM PROGRESS (Quantitative Impact)

In this section, provide a quantitative description of the key achievements of the reporting period.

The sample table below presents the basic data required to assess progress toward the achievement of the targets in your Development Objective. This template is designed to collect data in a consistent way from the time the award was signed (baseline) through each of the reporting periods. FYI, once USAID/Kenya implements its web-based management information system, you will enter this data into an Implementing Partner Portal on a quarterly or semi-annual basis, rather than providing it in these reports.

Table 1: Performance Data Table

This table is an example of the format to be used for reporting against the PPMP. The format should be copied and completed separately for each indictor.

INDICATOR TITLE: NUMBER OF ELECTION OFFICIALS TRAINED WITH USG ASSISTANCE

INDICATOR NUMBER: 2.3.2-3

UNIT:

Number of election officials DISAGGREGATE BY: Location, event, date and gender

Totals

Results:

Additional Criteria If other criteria are important, add lines for setting targets and tracking

30/Sep/12

Gender*:

Women (W), Men (M)

County 1

County 2

County 3

County 4

* For indicators that cannot be disaggregated by gender, simply combine “M” and “W” columns.

IV. PERFORMANCE MONITORING

(Maximum one page)

In this section, describe performance monitoring activities that were conducted in the reporting period. If data quality issues were identified, please explain any action(s) proposed or taken to address any/all issues. Where possible, please include performance data that was collected during routine monitoring activities (site visit forms, pre- and post-tests, etc.).

V. PROGRESS ON LINKS TO OTHER USAID PROGRAMS

(Maximum one paragraph)

In this section, please describe your efforts in this reporting period to link your activities with other USAID programs. This assists USAID in building collaboration and cross-sectoral programming plans

VI. PROGRESS ON LINKS WITH GOK AGENCIES

In this section, please describe any/all efforts in the reporting period to link your activities with host country agencies (where applicable and where relevant to the activities).

VII. PROGRESS ON USAID FORWARD

In this section, please identify any contributions to the USAID/FORWARD initiative, such as building the capacity of local organizations. Additional information regarding USAID/Forward can be found here: http://www.usaid.gov/results-and-data/progress-data/usaid-forward . If you are a local organization, please outline any/all efforts to strengthen your own organization. If you have local sub-awardees, indicate the support you provide to these entities in terms of building their capacity to become future prime awardees. Any challenges encountered in this regard should be discussed here.

VIII. SUSTAINABILITY AND EXIT STRATEGY

In this this section, please describe what you have done during the reporting period to advance project sustainability and to support a proper exit strategy. A discussion on the dynamics of institutional development, relations with counterparts and capacity challenges, and strategies to ensure program long-lasting impacts is appropriate.

IX. GLOBAL DEVELOPMENT ALLIANCE (if applicable)

If the project/activity is a GDA, articulate how partner signatories to the Memorandum of Understanding (MOU) support their contribution as stipulated in the agreement. Discuss any challenges in the partnership encountered during the reporting period, or any envisioned in the future due to changes in circumstances. If there is discussion of expanding the partnership pool in the subsequent quarter, discuss that potential possibility and the value added.

X. SUBSQUENT QUARTER’S WORK PLAN

(Maximum one page)

In this section, please identify any proposed deviation from the approved Annual Work Plan. This is not a place to inform USAID of any major change in direction or a request for additional resources for the first time; this is a place to officially record issues or changes that have already been discussed with the AOR/COR.

This section may be used to expand upon the amount of detail from the Annual Work Plan for the subsequent quarter – either by listing action items or offering a table, calendar, or timeline to describe the completion of action items. Please use the sample table template below to describe planned versus actual activities, and provide explanations for any deviations.

XI. FINANCIAL INFORMATION

Monitoring financial conditions is one of the most important, yet often neglected areas of reporting. In this section, discuss issues such as unexpected expenditures, material changes in costs due to considerations outside of the control of the project, cost savings realized, and cost savings plans. Please also provide a generalized summary of all accounting activity.

Note: the financial data provided in this section is an estimate of the financial condition, and does not constitute the contractually required financial reporting as defined in the Award Notice.

Cash Flow Report and Financial Projections (Pipeline Burn-Rate)

In this section, detail your financial projections.

The cash flow chart (Chart 1) below is derived from the financial table (Table 2), also provided in this section of the report. Both provide a visual representation of the “burn rate” of the project – both actual and projected. The main categories include:

1) Obligations (the funds authorized to date for expenditure on the project; this is NOT the Total Estimated Cost, but amount already obligated up to the time of the writing of this report),

2) Actual expenditures through the current reporting period, and

3) Pipeline projection (expenditures expected, by quarter, for the coming three quarters, based on planned project hiring, procurements, expansions, etc.).

In addition to updating the table with your relevant data, please record “Budget Notes” that document any/all assumptions used to make funding forecasts. “Budget Notes” also discuss any significant financial events from this reporting period.

Chart 1: Obligations vs. Current and Projected Expenditures

Note: the information used as an example in Chart 1 is a snapshot at the time of a given report, and should include the most recent reporting period and the upcoming three reporting periods. These data should be constantly updated by the management staff of the project, and the AOR/COR should be familiar with the financial conditions at all times. This should not be a chart that is made solely to enter into this periodic report; keeping track of the financial condition of the project is one of the most important functions of project management on both the part of USAID and the project team implementing the Award. This is intended to serve as a valuable management tool for both parties.

Table 2 (below) should be consistent with the mandatory categories of expenditures submitted in the solicitation (RFP or RFA) and the award stages of the contracting procedure. These should reflect the same categories for which USAID is billed.

Note: data in this example table are fictitious and are developed as a sample for a first quarter report. The estimates for quarters 2-4 include all anticipated expenditures that will occur by quarter, which are estimated based on the types of actions in the approved work plan.

The Budget Notes are as important as the Budget Details, as they explain the dollar figures presented in the details. Both include past and projected expenditures.

Table 2: Budget Details T.E.C: $5,000,000 Cum Oblig: $1,700,000 Cum Expenditure: $1,673,174

Actual Expenditures

* When applicable.

Budget Notes (Listed below are assumptions, major changes, estimations, or issues intended to provide a better understanding of the numbers)

Table 3: New Sub-Award Details

Total Amount in the approved budget for sub-awards: $xxxxxxx Total Amount sub-awarded to date: $xxxxxxx

For each sub-award made in the past reporting period, please include a table like the following:

DO Title:

Name of Sub-Awardee:

Project Title:

Agreement Performance Period: to _________ Agreement Amount (Total Estimated Cost):

Geographic Locations for Implementation: (As defined in Section XIII.D.)

Project Description: (One concise paragraph)

XII. PROJECT ADMINISTRATION (Maximum 2 pages)

Constraints and Critical Issues

The efficient operation of the project is an important consideration in the evaluation of how the implementing partner is performing. This section of the report provides an opportunity to officially notify USAID of challenges that occurred in the previous reporting period and/or are anticipated in the future.

Personnel

Any personnel changes—to fill or create positions, or progress made on hiring staff—for the reporting period should be discussed here. Note: this is not the place to discuss confidential personnel issues which may arise during the implementation of the project.

Changes in the Project

This area is a place to discuss changes in the project that may be required due to practical considerations “on the ground.” If decisions (in consultation with the AOR/COR) to either change the geographic location or the strategic elements being emphasized in the project, they should be noted here for the official record. If contract modification or amendments are needed, they can be described in the subsequent section.

Contract, Award or Cooperative Agreement Modifications and Amendments

Any modifications and amendments should be noted in this section; those that took place and/or those that are expected in the future.

XIII. Information for ANNUAL Reports Only

A. Budget Disaggregated by County

Total: $ _________

County #1: _________

County #2: _________

B. Budget Disaggregated by Earmarks (Those for 2012 funds shown below; new should be added if/when appropriate.)

Rule of Law and Human Rights

Good Governance

Political Competition and Consensus-Building

Civil Society

HIV/AIDS (USAID)

Tuberculosis

Malaria

MCH Water

MCH Polio

Other MCH

Family Planning and Reproductive Health

Water Supply and Sanitation

Nutrition

Basic Education

Agriculture

Inclusive Financial Markets

Policy Environment for Micro and Small Enterprises

Strengthen Microenterprise Productivity

GCC- Adaptation

GCC- Clean Energy

GCC- Sustainable Landscapes

Biodiversity

Note: Each year the COR/AOR should be consulted regarding which earmarks are applicable to the project, and the amounts.

C. Sub-Awards

For ALL sub-awards made to date under your agreement, please include/update a table like the one shown below. Once a Management Information System is operational in Kenya, this information will instead be maintained by partners in that system.

D. GPS Information

Through geographic targeting and evidence based decision making, USAID collects, uses, and exchanges (Global Positioning System) GPS data for all its projects. GPS information must be provided for all USAID-supported sites, including at both implementing organization offices, and locations of all sites that benefit from project resources (schools, clinics, communities, etc.).

The geographic coordinate data (comprising of latitude and longitude) must be collected according to the guidelines provided by USAID’s Geospatial Unit for each USAID-supported site.

GPS information should be submitted in standard Excel or GIS formats; data submitted in GIS formats must include a description of the content of the data (e.g., in the associated metadata).

Implementing Partners who create geospatial data of indicators for monitoring and evaluation purposes with funding from USAID are required to electronically submit their most current geospatial data layers when requested by USAID/Kenya to the USAID/Kenya Geospatial Unit staff.

E. List of Deliverables

List all “products” produced during the reporting period. Products cited here could include: Surveys, Training Designs, Trip Reports, Third Country Visit Reports, Studies, etc. All deliverable products from the reporting should be submitted as attachments to this document, and should be listed here.

F. Summary of non-USG Funding

Please provide a table identifying any funding that is leveraged from non-USG sources during the reporting period. Please identify how leveraged funding will contribute to the overall achievement of project objectives.

G. Type of Accounting System Used During Reporting Period

Please indicate the type of accounting system used by your organization for the reporting period (e.g., Navision, QuickBooks, Sage Pastel, Sun System, Excel). If this is a change from the prior reporting period, please provide the date on which this change was made and rationale for the change.

Annexes & Attachments

Annexes (maximum 10 pages) may include tables, lists, or other supporting information noted in the report that support with additional detail the information presented for this reporting period. Annexes are an integral part of the report and are included in the same document (unlike Attachments).

· Schedule of Events: This is a chronological list of the significant events planned in the subsequent quarter and that will contribute to accomplishment of the project indicator’s targets, such as trainings, conferences, monitoring site visits, etc.

Attachments may include data sources utilized to support the information provided in the report, such as: sign-up sheets for events, newsletters, surveys, reports of short-term consultants, copies of newspaper coverage of the project, project “deliverables” or other data that supports and contributes to communicating about the activities and accomplishments of the project. Attachments are not physically included in the report document itself, but are sent as additional documentation with the report. All attached documents should be combined and preceded by a cover page that describes the contents of the submission. The cover page should identify the:

1) List of Deliverables - List the “products” that were produced during the reporting period, such as Surveys, Training Designs, Trip Reports, Third Country Visit Reports, etc., and attach them.

2) “Success Stories” – short, content-based stories from the field that support the positive outcome-based goals of the project. “Success Stories” must conform with the following USAID Legal and Public Affairs guidelines and/or templates provided for FY08, FY09 and FY10 Performance Plan and Report (PPR).

Success Story Guidelines & Prep Sheets Your contract or agreement requires a minimum number of stories, usually three, be submitted each quarter. There is no need to hold stories until the next report is submitted. Stories can be submitted at any time during the quarter and will be counted towards your contractual requirement. There is no limit on the number of stories you may submit.

Guidelines for Transforming Lives stories

1. Stories that show broad-scale sustainable development projects: i.e., no one-offs, and nothing that is not being implemented at scale. [While we still would like you to zoom in on an individual beneficiary to highlight our work, the greater project must impact more than this small group of people.];

2. Stories that relate to Presidential Initiatives, Feed the Future, Global Health Initiative or Global Climate Change;

3. Stories that highlight new, cutting-edge development innovations; or

4. Stories that highlight the USAID Forward Reform Agenda in action. For more information on the USAID Reform Agenda, visit http://forward.usaid.gov.

All stories should be able to point to results!

Length: 350 – 500 words, plus a photo caption

How to Write Stories

The formula is simple: use powerful statistics; communicate progress; frame your story around USAID’s larger mission, not a specific program: and bring it to life with a personal narrative.

The best of our stories typically include both a human interest lead that illustrates how a project has improved people’s lives or made a difference in the host country and results to back up our claim to success.

Use quotes from beneficiaries. Do not quote project staff.

Photographs The quality of the photograph can make or break a story. Please review these guidelines carefully:

· Digital photos should be shot with at least a 3-megapixel resolution, and when possible, maintain at least 300 dpi (dots per inch).

· Send only graphics files – do not paste photographs into an MS Word document and attach that document as your photo submission.

· JPEG (or .jpg) files are preferred – GIF files make poor photographs.

· Do not alter, compress, or crop photographs – send only original images – USAID will make any necessary changes.

· Do not scan images from publications or other printed materials.

· Generally speaking: the larger the file, the better the quality and final result!

Model Stories

Before sitting down to write, consider reviewing the model stories on the USAID web site. This will give you a sense of what makes for a successful submission.

The Plain Writing Act of 2010 requires the federal government to write all new publications, forms, and publicly distributed documents in a “clear, concise, well-organized” manner that follows the best practices of plain language writing. Check out the webpage below, which includes some great writing pointers!

http://www.plainlanguage.gov/index.cfm For further assistance, feel free to contact Joan Lewa on the USAID/Kenya Development and Outreach Communications team (jlewa@usaid.gov).

Annex I: Schedule of Future Events

This is a chronological list of significant events planned in the coming quarter that will contribute to accomplishment of the project’s indicators, such as trainings, opening ceremonies, conferences, etc.

This is not a place to list the project administration activities; i.e., hiring of staff.

Annex II: List of Deliverable Products

List the “products” that were produced during the reporting period, such as Surveys, Training Designs, Trip Reports, Third Country Visit Reports, etc., and attach them here.

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