Instructions for Report Preparationrevised 09/2014

527 – Program Closeout Report

Instructions for Report PreparationRevised 09/2014

Document 527 -Program Closeout Report

Instructions for Report Preparation

Please go to the EWB-USA website to make sure that you are using the most current version of this document.

This document provides guidance for chapters wishing to complete the 527-Program Closeout Report. The purpose of the 527-Program Closeout Report is to ensure that the community is properly prepared to take over responsibility and ownership of the project(s) which were implemented under your program. Chapters must perform a monitoring trip at least one year after the final implementation before closing out a program. If your chapter is closing a program due to political unrest or other extenuating circumstances, you should explain the situation in Section 3.0of Part 2 of this report. Be as detailed as possible with your answers and answer the questions for EVERY project that was implemented.

Once complete, send your 527 – Program Closeout Report to . The 527 – Program Closeout Report will follow the same review cycle as the pre-trip reports and will be processed and reviewed within one month of the deadlines listed on the submittal deadlines table on our website. For example, if a 527 – Program Close Out Report is submitted on the Monday one day after the monthly Sunday deadline, the report will be processed and reviewed after the following month's deadline.

Formatting: Please ensure correct page numbering in your document, and include a Table of Contents. Also, please minimize the number of documents submitted. Multiple documents are unprofessional and confusing. If multiple documents are submitted, the document name for each must be self-explanatory. The contents of the file must be obvious without opening the file.

Size Limit (10MB): Please limit the size of the reports submitted to EWB-USA Headquarters (HQ)to a maximum size of 10MB. If you compress the photos within the document, this will help reduce the size of the entire document. If you do not know how to compress photos, please see our website for instructions. Please contact if you have special circumstances that may require a larger report submittal.

Privacy Notice – Please do not include any personal identifying information in Part 2. Part 1 information is kept confidential within the EWB-USA Headquarters. Part 2 information may be released to other chapters or interested parties.

Report Content -There are two parts to the pre-assessment trip report: Part 1 includes the administrative information for the trip and Part 2 includes the technical information.

If your chapter has not met the requirements for closing out a program, you will be asked to perform a follow-up trip with the community. This is not meant to be a burden to your chapter, but rather an integral step in ensuring the long-term success of your program.

Part 1: Administrative Information – Instructions

1.0Contact Information:Fill in the table completely with updated contact information for current project leaders. This information will be used by HQ staff to contact your project team throughout the review process.

2.0Travel History:Include ALL trips, beginning with your chapter’s first assessment trip and ending with your chapter’s last visit to the community.

3.0Planning, Monitoring, Evaluation and Learning:

3.1Canceled/Non-functioning Projects: Indicate if the status of any of the past-implemented projects within this program is Canceled or Non-functioning.

3.2Final Program Impact Monitoring Report:All EWB-USA trips require a dedicated focus on the study of the impact your team is having in the community as explained on our website – Member Pages – Project Process – Planning, Monitoring, Evaluation and Learning Program. The website also contains the required documents to guide your PMEL Lead in developing a comprehensive plan to study our impact.

For this document, simply indicate that your travel team has submitted the final Program Impact Monitoring Report (document 901B) along with this report. The final 901B must be submitted at the same time as your 527 – Program Closeout Report or the document will be rejected and the chapter must re-submit when the 901B is included.

Part 2: Technical Information - Instructions

1.0Program Background: Provide a general overview of the program, the community(s) involved, and all projects implemented within the program.

2.0Community Ownership:Provide an overview of the steps that have been taken to ensure the community is ready to take over each project. What training has the community received? What entity(s) owns, operates and maintains the infrastructure?

2.1Written Correspondence from Community Acknowledging Program Closeout: Submit the written correspondence that the chapter sent to the community and the community’s acknowledgement that they understand the chapter is closing out the program. You may attach this communication separately when submitting the 527-Program Closeout Report. Please note that this correspondence is required. You cannot close out a program without this.

2.2Transfer of Technical Skills/Information: Describe in detail how technical information—including operation, maintenance and repair—was transferred to members of the community for each project. Be as specific as possible. For example, do not write “we ran workshops”. Describe in detail the content of the workshops, who attended them, and how long they were.

2.3Transfer of Non-Technical Information:Describe in detail how relevant non-technical information was transferred to the community for each project. For example, if you installed fuel-efficient stoves, how was the community made aware of the benefit of the stoves? How were households taught to use the stoves safely and effectively? Be as specific as possible regarding content, participants, and number and duration of training sessions.

2.4Financial Mechanisms:Describe the systems that have been established to ensure long-term maintenance and repair costs will be met. What mechanisms are being used? Who has been put in charge of the financial aspects? How were they trained to carry out their duties? Be as specific as possible regarding content, participants, and number and duration of training sessions.

3.0Reason for Closing Program: Describe in detail the reasoning behind closing the program.

4.0Lessons Learned from the Program: Provide overall lessons the chapter has learned from the program that it will carry forward to its next program. What should the chapter be sure to duplicate from this program? What should not be repeated on the next program? What wisdom can the chapter provide for other chapters who would like to implement a similar project or in a close community or with similar partnering organizations?

5.0Description of Implemented Projects: Provide the following information for each project:

Description of Project: Be as specific as possible by including the exact type (i.e. gravity-fed household water distribution system), and the level at which the project was implemented (i.e. household/public access), and the number of interventions that were implemented (i.e. 45 bio-sand filters or 25 household taps).

Project Start Date: The date that the chapter first communicated with the community about the project.

Final Day of Implementation: The date the implementation was considered complete.

Date of Last Monitoring Trip: The date of the last trip a chapter member visited the community to monitor the project.

Additional Information: Provide any additional information that may be pertinent. If applicable, clarify why the project was not completed.

6.0Completed Project Monitoring: EWB-USA chapters are required to monitor each project within their program over time to facilitate the study of the impact their work has had in their partner communities, positive and negative, intended and unintended. All EWB-USA projects are required to undergo a period of monitoring and evaluation by the implementing chapter that lasts at least one year after construction of the project is complete and as long as the program is active. Your project schedule must include a return trip to the site at least one year after implementation to ensure that the project is complete, functional and that the community has the capacity to operate and maintain the project into the future before you will be approved to close out the program.

6.1Completed Project Status Table:Only one row should be included per project. If you have more than three projects completed, add additional lines to each of the tables in this section.

Project Type : State the type of each of the past-implemented projects you monitored. Use only the Project Type names approved by EWB-USA to identify each project: Water Supply, Sanitation, Civil Works, Structures, Energy, Agriculture or Information Systems.

Project Discipline(s): State the primary discipline(s) of the past-implemented projects you monitored. Use the same named disciplines that you’ve identified in Part 1 of your project reports.

Date of Completion (mm/dd/yy): What was the date of the completion of the project implementation?

Functionality (0-50%, 50-75%, 75-100%): Report what percentage of the project implemented is functioning as designed. Use only the ranges specified. Refer to your chosen metrics for functionality (section 6.2) to inform this decision.

Periodic Maintenance (Yes or No): Indicate whether or not your chapter has observed evidence that the responsible parties in the community have been performing periodic maintenance on the project. Refer to your chosen metrics for periodic maintenance (section 6.3) to inform this decision.

Demonstration of Community Capacity (Yes or No): Indicate whether or not your chapter has observed evidence that the community has the capacity to maintain the project into the future. Refer to your chosen metrics for demonstration of community capacity (section 6.4) to inform this decision.

6.2Functionality Status Indicators: For each implemented project, list the indicators of project functionality from the 522 – Post-Assessment Trip Report. These three indicators will be used to measure the project’s technical functionality over time. The result of studying these indicators should provide your team with enough information to determine what percentage of the project is functioning as it was designed to function. With this final submittal of this information, your team will provide an update on the monitoring of these indicators, but the indicators themselves will remain the same for comparison against baseline information.

6.3Periodic Maintenance Indicators: For each implemented project, list the indicators of maintenance being performed from the 522 – Post-Assessment Trip Report. These three indicators will be used to determine if the community is performing maintenance over time. The result of studying these indicators should provide your team with enough information to determine whether or not the community has the capacity to operate and maintain the system implemented. With this final submittal of this information, your team will provide an update on the monitoring of these indicators, but the indicators themselves will remain the same for comparison against baseline information.

6.4Demonstration of Community Capacity Indicators: For each implemented project, list the indicators of community capacity from the 522 – Post-Assessment Trip Report. The result of studying these indicators should provide your team with enough information to determine whether or not the community has the capacity to keep the project operational without outside assistance into the future. With this final submittal of this information, your team will provide an update on the monitoring of these indicators, but the indicators themselves will remain the same for comparison against baseline information.

6.5Additional Information: Provide any other information that would support successful monitoring of the impact of these projects.

7.0Partnering Organization/NGO and Community Contact Information:Provide the name and contact information for your community contacts.

7.1Additional Information: Describe your experience working with your partner organization/NGO. What role did they play? Would you recommend them to other chapters? Do they work in other communities?

8.0Educational/Training Materials:Please include all educational/training materials that were used in your program. You may attach these materials separately when submitting the 527-Program Closeout Report.

9.0Professional Mentor Assessment:This section must be filled about by the Responsible Engineer in Charge (REIC) and is required for review. You should discuss the requirement in this section with your REIC ahead of time to accommodate their schedule in anticipating the submittal deadline. Any other professional mentors who have contributed to the project are also encouraged to include their assessment here.

9.1Professional Mentor Name and Role: Type the name of the Professional Mentor who is writing this assessment and specify if they were the REIC.

9.2Professional Mentor Assessment: The Professional Mentor should write a short assessment of how the current report came together, and where the project is currently at. The mentor should include overview information here that the chapter may have missed because they were simply following the outline given in the document, without looking at it from a broad, high level perspective. This assessment can include lessons learned, successes, and steps forward for the chapter and the project.

9.3Professional Mentor Affirmation: The Professional Mentor should write one sentence here acknowledging their involvement in the program closeout phase and their acceptance of responsibility for the course that the program is taking.