Guidelines for Periodic Report Format by Grantee
Introduction
The Periodic Grantee Report seeks to provide results-oriented information which will assist both the Grantee and BUSAC Fund Management in assessing progress made in activity implementation as well as demonstrating the outcome/impact of BUSAC funded activities. It also serves as an important information source in making decisions regardingcontinuous funding for the implementation of the agreed planned activities.
The focus of the report is on:
- progress madein terms of actual activities implemented versus planned activities;
- achievement of intermediate results as measured by the activityperformance indicators;
- reasons for deviations and proposed corrective actions to be taken;
- actual level of expenditure versus the approved budget level; and
- planned activities for the next reporting period.
This guideline explains how the periodic report should be filled out.
A. Progress towards achieving objectives
Grantees are asked to outline the planned activities for the reporting period and compare these with the actual activities carried for the period. The planned activities should be consistent with the activities listed in the Grant agreement.For each of the planned activities for the reporting period, provide the following information:(Leave blank spaces if the information requested is not applicable.)
A1.1State the planned activity #1 for the reporting period.For example,it could be research or dissemination workshops.
A1.2State the actual activity carried out during the period. For example: if the planned activity #1 is research, the actual activities carried out may be stated as the consultant has been hired and all relevant information has been assembled for dissemination. Another example could be stated as: sensitization workshop with key stakeholders carried out as planned. You should not repeat this as the statement must be in your own words not those suggested here.
A1.3This seeks to gather information on the involvement of the peoplewhoimplemented the planned activities. For each of the planned activities carried out, list all those people who were directly involved in the implementation of the activity for the period. This may be the service provider, association executives and other members of the association or outside resource persons.
A1.4Provide an explanation for failure to implement the activity as planned for the period. Leave the space blank if the activity has been carried out as planned.
A1.5If you could do it again, state what needs to be done to ensure that the activity is carried out as scheduled. For example: if the failure to implement the activity was due to the failure of the targets to turn up at the planned forum, the corrective action may be:have a personal consultation with the targets prior to the scheduled forum to secure their commitments to attend the function at an agreed date and time.
A1.6Briefly state the results arising from the implementation of the planned activities. For example: following the consultative forum held with the targets, the association executives have been invited to serve on the district planning committee.
A2.1For planned activity #2 and all the other planned activities for the period, use the format stated in A1.1 – A1.6. i.e. A1.1 becomes A2.1, A1.2 becomes A2.2 ………A1.6 becomes A2.6. Follow the same pattern for all the other activities.
B. Performance Tracking Table by Activity and the Indicators for each activity
This table to be filled out outlines the progress made in activity implementation as measured by the agreed upon activity indicators. It also indicates the initial and end of activity values of each of the indicators as well as level of each of the indicators at the time of reporting.
B1. Planned Activities
List only the agreed activities planned for the reporting period in this column. These activities should be consistent with those outlined in the Grant agreement. .Examples of these activities may include Research, dissemination, stakeholder consultation, dialogue etc. Grantees are reminded that they are not allowed to change the planned activities during implementation phase without prior consultation and approval by BUSAC Fund Management.
B2. Activity Indicators
For each of the planned activities, list the agreed activity indicators as contained in the Grant agreement. Examples may include: the number of sensitization workshops held, number of radio or TV discussion sessions held and the number of consultative fora held.
B3. Initial Value
These are initial benchmarks, that isthe level of the agreed indicators prior to the commencement of the implementation of the activities. These values once determined will remain unchanged through out the reporting periods and Grantees should only quote them in all periodic reports.
B4.End of Activity Value
This is the expected value of the agreed indicator upon completion of the givenactivity. The value reflects the estimated level to be achieved that had been discussed and agreed upon prior to commencement of activity implementation. Like the initial or baseline values, the end of activity values of the indicators remain unchanged (unless otherwise revised) through out the reporting periods and Grantees should only quote them in all periodic reports.
B5. Currently achieved
This is theactual valueof the agreed activity indicator at the time of reporting. Grantees should periodically measure and record the level of each of the activity indicators and update them in each periodic report to the BUSAC Fund Management.
C. Performance Tracking Table by Intermediate Results and the Indicators for each Result
This portion of the report discusses progress to date in terms of the results achieved due to the activity implementation as measured by the agreed performance indicators as contained in Grant agreement. In the indicator performance tracking table, the Grantee should present expected results of the activities, their initial and end of activity values as well as the actual levels at time of reporting.
C1. Planned Activities
List only the agreed activities planned for the reporting period in this column. These should be the same as you listed under Sections A and B. They should also be listed in the same order as in Sections A and B.
C2. Expected Results
These are agreed expected results arising from the implementation of activities as outlined in the Grant agreement. For each of the planned activities state the expected result.
C3. Intermediate result Indicators
For each of the planned activities, list the agreed indicators for the intermediate results of those activitiesas contained in the Grant agreement in this column.
C4. Initial Value
These are initial benchmarks, that is of the agreed indicators prior to the commencement of the implementation of the activities. These values once determined will remain unchanged through out the reporting periods and Grantees should only quote them in all periodic reports.
C5.End of Activity Results Value
This is the expected value of the activity resultsof the agreed indicator upon completion of the givenactivity. The value reflects the estimated level in terms of results to be achieved that had been discussed and agreed on prior to commencement of activity implementation. Like the initial indicator values, the end of activity results indicator values remain unchanged (unless otherwise revised) through out the reporting periods and Grantees should only quote them in all periodic reports.
C6. Currently achieved
This is theactual value of the activity resultsperformance indicator at the time of reporting. Grantees should periodically measure and record the levels of each of the indicators and update them in each periodic report to the BUSAC Fund Management.
D1. What contributed to the successful implementation of the activities and why?
Briefly and concisely explain whathelped you to successfully implement your activitiesand why you think these were important. For example: Voluntary contributions from association members or from the public allowed theassociation members in remote areasto participate in the sensitization fora organized.
D2. What did not work well during the implementation of the activities and why?
State the factors that slowed down or prevented the successful implementation of planned activities and why they occurred. This section is particularly useful as a means to document lessons learned that we want you to describe in Section G, so that when the association obtains the next advocacy grant, they can avoid making the same mistakes and be able to accelerate their progress towards their objectives the next time around. For example: refusal of District Chief Executive to grant audience to the association at the time that is requested.
E. Membership and Dues
State the total number of all registered members of the association. Disaggregate the total membership by gender. Indicate also, the amount of dues paid by each member in a specified period.This is important to the BUSAC Fund Management as we must report to the donors funding the BUSAC Fund this information. We are also interested in any changes over the life of the grant.
F. Summary Expenditure Report
This outlines the actual expenditures incurred during the implementation of planned activities for the reporting period as compared to the approved budget figures for the planned activities. The numbers for this summary table are taken from the budget spreadsheet that is filled out in each reporting period. It is important for both the BUSAC Fund management and the association to track actual expenditures against planned expenditures for each period as well as looking at the total expenditures to date. The cumulative balance remaining from the original budget must be brought forward from the previous report so as to present an accurate financial picture of funds that remain to be spent prior to the end of the grant as of the date of submission of this report.
F1. Planned Activity
List the planned activities for the reporting period as contained in the Grant agreement and this must be the same set of planned activities listed in sections A-C.
F2. Initial total budget amount
State the total amount approved for each planned activity as contained in yourGrant agreement budget spreadsheet.
F3. Cumulative expenses from prior reporting period
State the total amount spent on each activity during the previous reporting period(s)
F4. Total actual expenses for the reporting period
State the actual amount spent in implementing each activity during the reporting period. The actual amount includes cash paid and accruals.
F5. Cumulative Expenses balance carried forward
State the total amount spent to date foreach planned activity,i.e.,the amount spent in this reporting period plus the cumulative amount spent in previousreporting period(s)in undertaking the activity.
F6. Outstanding Balance brought forward
State the difference between the amount spent in implementing the activity to date and the total approved budget for the activity, i.e.,the approved budget amount minus the cumulative expenditures.
G. Reflections and lessons learned
You are requested to reflect on the actual implementation of the planned activities.Then you shoulddescribe what you woulddo differently to improve the probability that results will be achievedif you were to carry out the same activities again with respect to the following themes: planning of activities,choice of targets, advocacy methods and tools used, service provider roles and responsibilities and the participation of association members. For example:we should have scheduledan activity to coincide with major public events to attract publicity, or we should have used the media instead ofpersonal consultations, or we should have targetedtraditionalauthorities instead of targeting public officials, etc.
H. Planned Activities for the next ReportingPeriod
List the activities to be carried out during the next reporting period as well as the expected results arising from the implementation of these activities, the anticipated budget and those responsible for the implementation of the activities. The activities should be consistent with the planned activities in the Grant agreement.
H1. Planned Activity
List the planned activities to be undertaken during the next reporting period.
H2. Anticipated Expenditure
For each of the planned activities, state the total expenditure to be incurred in carrying out the activity.
H3. Expected result
For each of the planned activities, list the expected result as contained in the grant agreement.
H4. Person responsible for carrying out the activity
List the people who will directly undertake the activity. This may be the service provider,or association executives, or selected members of the association or an external resource person.
I. Endorsement and signature by the Grantee
An authorized representative of the association should sign and date this portion of the report and also state his or her name.
J. Approval by BUSAC Fund Management(For official use only. Should be left blank)
Annex A: Grantee Financial Report
Double-click on the grey area/icon to access the embedded excel worksheet. Fill in the worksheet with the appropriate information.
Use the budget table in your Grant agreement to complete the columns for the budget lines and initial budget for each of the activities. Also indicate the reference number and acronym of the Action in the upper left cell.
Indicate the expenses incurred in undertaking each of the activities during the reporting period. You should also statethe administrative costs incurred on each of the activitiesand the amount spent on internal monitoring.
State the provisional expenses for the next period (in the 2nd orange column). This is usually calculated from the intended expenses for the various activities taking place during the next period
From the 2nd report on, you will need to copy/paste some values from the previous report. These values include the data showing in orange columns "cumulative expenses bal carried fwd" and "provisional expenses for the next period" and copy it into the following report, into the columns "cumulative bal brought fwd" and "cumulative balance brought fwd"(both are in yellow). This will allow the necessary comparison and addition. You can copy/ paste the orange black-framed area to the yellow black-framed one, to make it easier...
Reports submissions must be:
-Written in 10-point type (narrative) in English and paginated
-Prepared in MS Word (text) and Excel (spreadsheets)
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