Project Completion report for smaller and larger projects (A and B)

The final report is different from the status reports.

One of the most important reasons for making a final report is to give time for thought and reflection. It is an opportunity for summarising important lessons and experiences learned by both the Danish organisation and its partner organisation, and for reflection on results achieved, the strategy, and the implementation.

While the project completion report draws on information provided in quarterly and annual reports, monitoring reports, evaluation etc., it does not need to provide the same level of detail. The focus should be on results and impact.

At the same time, it should be kept in mind that this report will be read by people, such as the DMCDD Assessment Committee, who have not read the other reports. The completion report should therefore give a complete picture of the project.

Section no. 11 is especially important in summarising experiences and lessons learned.

The final report should be relatively brief, maximum 10 pages, giving clear and concise comments that show consideration that each main point has been considered. The questions in the format are there as your guide. You may delete this front page, as well as the questions to save space, once you have made sure that you have answered them.

The Danish organisation and the local partner should work together on completing the different sections in the format.

Final Project Completion Report

Project title: / DAC Sector:
Project number / Location of the project / Project period
DMCDD Member organisation / Contact person / E-mail
Local partner
Project’s total budget:
DKK: / Funded by DMCDD:
DKK: / Own contribution + other contributions:
DKK:
Total amount spent
DKK: / From DMCDD fund:
DKK / From other sources:
DKK
Budget in Local currency: / Spent in Local currency:
Short summary of the project (max 800 characters)
Describe the project as you would to a stranger who has never heard about it. What was the project about? What were you hoping to achieve? What changes have you seen in the lives of people? Would you say the project was successful?
1. How has the project contributed to the main development goal?
Describe briefly how the intervention has contributed to achieving the overall development goal stated in the original application.
What constraints have hindered the achievement of the development goal?
2. Project Objectives and indicators
Describe and explain to what extent the objectives have been achieved based on the original indicators
Use this table:
Objective 1:
Original indicator:
Achieved:
Original indicator:
Achieved:
Original indicator:
Achieved:
Comments
Objective 2:
Original indicator
Achieved:
Original indicator
Achieved:
Original indicator:
Achieved:
Comments
Objective 3:
Original indicator
Achieved:
Original indicator
Achieved:
Original indicator:
Achieved:
Comments
3. Outputs
Comment on any important deviations from the original plan and time frame
List the outputs in the table below. No detailed description of the activities is needed, just the results in bullet form
Project initiation / Achieved by project end
4. Target group / Participants
What changes has the project brought to the lives of the people in the target group?
Specify number of men, women, boys, girls, people with disabilities, minority groups, people living with HIV and Aids. Compare planned target to actual target group
Describe the target group’s participation in decision-making, implementation, follow-up and reporting.
5. Reflection on focus areas and cross cuttings issues
What, if any, impact did the project have in terms of:
Human rights
Poverty reduction
Advocacy
Gender
HIV/Aids
Environment
6. Local organization
Comment on the local organisation’s ability to implement the intervention. (This is a self-assessment to be filled out by the local organisation)
Describe how the local organisation has developed during the intervention period. Has there been any change in the way the organisation functions?
Has the intervention influenced the role of the local organisation in civil society?
7. Partnership
What has been the role of the DMCDD member organisation in the implementation of the project?
What is the added value the Danish organisation brought to the project?
How has the intervention contributed to strengthening the partnership?
8. The local church
In what way has the Christian value-base played a role in designing and implementing the intervention?
How has the intervention related to the local churches/Christian communities?
What has the project brought to the church?
What has the church brought to the project?
9. Sustainability
What has been done to ensure that local partners or target groups are not left in an unfortunate position of dependency?
Indicate how the results or positive changes of the project are expected to endure after the project has been completed.
Describe how the project is socially, politically and economically sustainable. What is the sustained impact on the target group. (NB! only for larger projects)
10. Experiences / conclusions
Describe actions taken as a result of any “good advice” concerning adjustments or conditions made for the grant, which were given in the original letter of approval from DMCDD’s Grant Committee
Describe the important lessons learned during the intervention period, both positive and negative.
Comment on the results and effects of the intervention including intended and unintended effects as well as any side effects.
What could be helpful in planning/implementing similar interventions in the future?
11. Additional reflections and comments, if any
12. Monitoring and evaluation
Describe how monitoring has been carried out by the local organisation, the Danish organisation and/or DMCDD.
Has the cooperation and communication between the local organisation and the Danish organisation/DMCDD been satisfactory? Comment.
Comment on the quality of the narrative reports.
Have an internal review or external evaluation been done?
What were the main findings of the review/evaluation?
What follow up on the findings has been done/planned?
13. Budget / Finance
(To be filled out by the Danish member organisation/ DMCDD)
Were the project funds spent according to plan? Evaluate the quality of the existing documentation, including financial documentation. include information on missing, insufficient or wrongful documentation
List deviations between actual and budgeted use of project funds, including any use of funds for unforeseen expenditures (budget margin). List major overspending and underspending budget line by budget line and list reasons
List any unspent project funds and inform of transferring of interest from project’s bank accounts to DMCDD.
Were there any comments in the final audit that needs to be followed up on?
14. DMCDD comments

......

(Date and place)

......

(Stamp and signature for the(Stamp and signature for DMCDD)

DMCDD Member Organisation)