526 - Post Implementation Report
Instructions for Report PreparationRevised 09/2014
Document 526 - Post Implementation 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.
The implementation of the project is archived, presented and summarized in this document. All information gathered should be included as appendices to this document. This includes notes, photographs, and any other pertinent data. The data should also be summarized as appropriate. This report should be prepared and submitted to EWB-USA Headquarters (HQ)Staff while the information is fresh in your minds. This report will be reviewed by HQ Staff to assess appropriate next steps for the program in the subject community. The 526 – Post-Implementation Report will follow the same monthly review cycle as the pre-trip reports. The review cycle followsmonthly submittal deadlines that are listed on our website (Member Pages – Project Process – Submittal Deadlines). The 526 document should be submitted by the third monthly submittal deadline after the team returns from their trip. For example, if the team returns on June 30th, the deadline for the post-trip report would be the September deadline. If the team returns on June 2nd, the deadline for the post-trip report would be the August 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 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 Post-Implementation Trip Report: Part 1 includes the administrative information for the trip and Part 2 includes the technical information.
Part 1 is a fill-in-the-blank exercise that providesHQ with specific information about the chapter and project in a specific format. The information should be provided in the exact format requested, without deviation. If you have questions about completing Part 1 of the report contact your Chapter Relations Manager (CRM) at HQ.
Part 2 of the report is not a fill-in-the-blank exercise. This is the portion of the report where your chapter provides all the technical information about the project ascompleted. Other than where a table of information is provided, the outline of this portion of the report can be modified by the chapter if necessary to present the project more clearly. It is your chapter’s responsibility to clearly and thoroughly present your project. Note that you may need to include additional information that is not listed depending on the specifics of your project. If you have questions about completing Part 2 of the report, contact your project’s assigned Project Engineer(PE) at HQ.
Guidance for Report Preparation: There are numerous guidance materials on the EWB-USA website that can assist the chapter in preparation of this document. We expect chapters to use these guidance materials as they prepare their report. A couple of the most applicable materials are bulleted below. The complete list of guidance materials can be viewed on our website, which is updated regularly.
- Written guidelines for the different types of EWB-USA projects.
- Example documents.
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:Show every trip that your chapter has taken for this program.
3.0Travel Team: Include information for all the travel team members that actually traveled on the trip.
4.0Health and Safety:
4.1Incident Reports: If there were any health and safety incidents during the trip, check “Yes” and submit your completed 612 - Incident Report document as a separate attachment with this report. An incident report should be submitted anytime an incident occurs during an EWB-USA trip. If the HSO is uncertain about the type of incidents that would necessitate the submittal of this report, please see the list in document 612 – Incident Report. Please note that the submittal of incident reports is strongly encouraged by EWB-USA. EWB-USA uses the information and lessons learned from the incident reports to create more comprehensive procedures and policies. The chapter will not be penalized in any way for submitting an incident report. If your HSO has not yet filled out the Incident Report, a blank form can be found on the EWB-USA website – Member Pages – Project Process – Health and Safety Program. If there were no incidents, check “No.
5.0Planning, Monitoring, Evaluation and Learning:
5.1Indicate if the status of any of the past-implemented projects within this program is Canceled or Non-functioning.
5.2Program 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 trip-specific Program Impact Monitoring Report (document 901B) along with this post-trip report. An updated 901B must be submitted at the same time as your 526 – Post-Implementation Report or the document will be rejected and the chapter must re-submit when the 901B is included.
5.3Provide the English version of the final903 - Implementation Agreement that your team has developed with the community leadership and NGO/local municipal partner as an appendix to this report. This final version documents any changes made to the Implementation Agreement during the construction phase of the project and should include the acknowledgement of all parties to the document that changes were made. In this section, indicate that the agreement is attached.
6.0Budget:
6.1Project Budget:Project Budget – Complete and insert the 508 -Trip Budget Worksheet available on the Sourcebook Downloads page of the EWB-USA website. Follow all instructions that are included in the worksheet. Be sure to delete all instructional notes before inserting the final table here.
6.2Professional Mentor Team Hours:Report the hours spent working directly on project work by each Professional Mentor. Hours should be counted only for this trip, not for time spent working on the full life cycle of the project. Mentor hours should be counted for time spent on any activity that is related to mentoring the chapter on this project during this phase. During trips, count 8 hours per day, 7 days per week from the time that you leave home until the time that you return home.
7.0Project Discipline(s): The headings in bold are project types, the subheadings are project disciplines. Check all project disciplines addressed in this report. Note that each project type needs to be approved by an EWB-USA Project Engineer. If this is a new project that has not previously been approved, your chapter may need to submit a 501B – New Project Within Existing Program Application.
8.0Project Location:Provide the latitude and longitude of the project location so that the project site can be located using Google Earth.
9.0Project Snapshot for Publicity: This section of the report will allow your project team and EWB-USA HQ to speak concisely and accurately about the current phase of the project. The information provided below will be used to publicly represent this project on EWB-USA’s website.
9.1Problem identification: In one sentence, describe the community-identified problem that this specific project aims to address.
9.2Project goal: In no more than three sentences, describe how your work within this specific project will address the stated goals of the community.
9.3Project status: In no more than 100 words, specifically and concisely describe the current state of your project. Include: 1) the accomplishments on this trip, 2) how this work fits into the project context as a whole and 3) the immediate next steps in your project development time line.
Part 2: Technical Information - Instructions
1.0Executive Summary: Each 526 - Post-Implementation Report MUST include an executive summary. The executive summary should be two pages long at most. It should be carefully reviewed by your Responsible Engineer in Charge (REIC), other key members of your professional mentor team and your faculty advisor. The recommended format for the executive summary is listed below. Paragraph 1: Summarize the following project details: chapter name, project name, project number and trip dates. Use a second sentence to clarify any other details of the project such that are pertinent for understanding this report. Paragraph 2: State the scope of the project. State the goal of the project. Paragraph 3: Summarize basic community characteristics including location, type (rural, urban, etc.), population, and spatial distribution (centralized, dispersed, grouped in sectors, etc.). Reference the status of the Implementation Agreement. Other key community characteristic that directly relate the project can be summarized here, but the community information should not exceed one paragraph. The primary place to document community information is in the 900 series reports. . Paragraph 4: Provide background for the program. When did the program start? How many other projects are included in this program? Provide background for the project including a short description of the number and type of previous trips. Paragraph 5: Summarize the construction that was carried out during the trip. Paragraph 6: Summarize any deviations from the approved design. Reference the as-built drawings. Paragraph 7: Discuss the status of the project and implemented facilities. Has the project construction been completed? Are the facilities fully operational? Paragraph 8: Include any additional information pertinent to the project. The document must include an executive summary. If the executive summary is not included, the document will be considered deficient and will be rejected. The chapter will be required to resubmit the document for review during a later TAC cycle.
2.0Program Background:(expected length 300 words or fewer) Provide the background of the project including a summary of information contained in previous documents for this project. This is an update of the same section in the 525 Pre-Implementation Report.
3.0Trip Description:(expected length 500 words or fewer) Provide a concise description of the trip sufficient for anyone who had not participated on the trip to understand what happened on the trip.
4.0Project Summary:
4.1Project Description: Provide a general description of the project that is the focus of this report. The description should be brief without going into the details of the design. The description should also include a goal statement that is clearly linked to the community-identified needs that the project is attempting to address.
4.2Summary: Provide a summary of the implementation. This should include an exact description of all the components of the design that were installed during the trip.
4.3Difference Between Planned and Actual Implementation: Include a description of any difference between what was actually implemented and what was approved for implementation the EWB-USA Technical Advisory Committee (TAC) and an explanation of this discrepancy. Also include a description of how specific TAC comments listed in the TAC meeting minutes were incorporated into the implementation.
4.4Drawings: Provide as-built drawings of the constructed project components.
4.5Operation and Maintenance: Provide a description of the Operation and Maintenance (O&M) activities that took place on the trip. This includes items such as O&M training, preparations for future O&M activities such as hiring staff or collecting O&Mfees.
4.6Sustainability:Present a short description of the sustainability issues that the chapter has identified for this project. Include a paragraph on each of the factors impacting sustainability as defined in the 525 report. At a minimum, this should include a discussion on the organizational, financial, and technical capacity of the community to sustain this project in the long-term. In addition, provide a summary of any project related education that the chapter carried out during the implementation trip.
5.0Photo Documentation:Provide a few photographs of relevant parts of the project along with a description for the photograph. Additional photos taken during the project along with a photo log can be included in an appendix.
6.0Lessons Learned: Provide a section on the lessons learned during this trip. The purpose of this section is to help the chapter in their future trips and also assist other EWB-USA chapters that may read this document. Please use the following format for your lessons learned: One or two word subject (such as travel, health and safety or community engagement) followed by a one sentence summary of the lesson. A more complete description can then be provided if desired. Although the types of lessons learned will vary from trip to trip, please be sure to always include at least one lesson learned relating to health and safety.
7.0Project Status: To determine the project status consider whether or not additional implementation is required, if the remaining work is only M&Eand/or if the project was canceled instead of implemented as designed.
Project Type: List the projects within this program. Use ONLY the Project Type terms that are bold listed in the Project Discipline table in Part 1.
Implementation Continues: Select this option if the implementation work is not complete and additional construction work is required to complete the project.
Monitoring & Evaluation: Select this option if the implementation work is complete and the next trip will be to monitor and evaluate this project.
Canceled: Select this option if the project was not implemented as designed and will not be implemented in the future.
8.0Completed 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.
8.1Completed Project Status Table:You should have only one row 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. You may have more than one discipline per project.
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 11.2) 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 11.3) 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 11.4) to inform this decision.