CSCF ANNUAL REPORTS
Why: To provide all project partner(s) and DFID with up to date information about project progress in order that any issues can be raised and explained, so that all partners can benefit from on-going learning from the experience of implementation.
Annual Report requirements
How: You must submit a Microsoft Word version of your Annual Report by email to cscfreports@dfid.gov.uk, copying cscfreports@tripleline.com. We do not require a hard copy. When: The report will be due by 30 June each year (including the final year of the project), and should cover the period from 1 April to 31 March (i.e. the report for year ended 31 March 2008 will be due by 30 June 2008). What: You should submit the following documents: 1. Narrative Report. Please use form below. It has been designed to allow you to record all the information DFID needs on the progress of your project in a concise way. It is important you focus your answers on emerging impact rather than on listing activities. Please note the following page limits: Section 1: Maximum of 3 A4 pages Section 2: Maximum of 5 A4 pages 2. Annual Financial Report. Your expenditure for the reporting year must be reported against the full agreed budget and not the summary budget used for expenditure claims. Any variances in excess of 10% which have not already been agreed must be explained. Please submit your report in Excel format. 3. Logical Framework You must revisit the project Logical Framework each year and measure progress using the indicators developed at the project proposal stage. If these are no longer suitable, or if outputs or activities have changed, the Logical Framework should be revised, and subsequent progress recorded against the agreed revised Logical Framework. When submitting your Logical Framework, please highlight any proposed changes. 4. Achievement Rating Scale See template below. Maximum of 4 A4 pages. FEEDBACK This is the first time we have asked you to use a form when submitting your Annual Report. We are interested in getting your feedback on the form and will be inviting you to participate in a survey to get your views before the end of the year.
ANNUAL REPORT SECTION 1: BASIC INFORMATION (Maximum 3 pages) 1.1 Project Title 1.2 CSCF Number 1.3 Country/ies 1.4 Project Start & End Start: End: (mm/yyyy) Dates (mm/yyyy) 1.5 Reporting Period From: To: (mm/yyyy) (mm/yyyy) 1.6 Project Year (e.g. Year 1, Year 2) 1.7 Total funding from DFID requested for project 1.8 Total funding requested for year which this annual report relates to 1.9 Total funding spent in year which this annual report relates to 1.10 Other funding: If the project is part funded by other donors, please list their names, the reference numbers for this project, whether funding has been secured, and the amounts received/applied for 1.11 Date report produced (dd/mm/yyyy) 1.12 Name and position of Name: Position: person(s) who compiled Name: Position: this report Name: Position:
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1.13
UK ORGANISATION ORGANISATION NAME
Agency Type (please select max two categories) Non-Governmental Organisation (NGO) Trade Union Faith-based Organisation (FBO) Disabled Peoples’ Organisation (DPO) Organisation Working with Disabled People Academic Institution Ethnic Minority Group or Organisation Diaspora Group or Organisation Other... [please specify] Organisation Type (please select max two categories) Non-Governmental Organisation (NGO) Trade Union Faith-based Organisation (FBO) Disabled Peoples’ Organisation (DPO) Organisation Working with Disabled People Academic Institution Ethnic Minority Group or Organisation Diaspora Group or Organisation Other... [please specify] Organisation Type (please select max two categories) Non-Governmental Organisation (NGO) Trade Union Faith-based Organisation (FBO) Disabled Peoples’ Organisation (DPO) Organisation Working with Disabled People Academic Institution Ethnic Minority Group or Organisation Diaspora Group or Organisation National Government Local Government Other... [please specify] Organisation Type (please select max two categories) Non-Governmental Organisation (NGO) Trade Union Faith-based Organisation (FBO) Disabled Peoples’ Organisation (DPO) Organisation Working with Disabled People Academic Institution Ethnic Minority Group or Organisation Diaspora Group or Organisation National Government Local Government Other... [please specify]
1.14 a.
LOCAL PARTNERS PARTNER NAME
b.
PARTNER NAME
c.
PARTNER NAME
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d.
PARTNER NAME
Organisation Type (please select max two categories) Non-Governmental Organisation (NGO) Trade Union Faith-based Organisation (FBO) Disabled Peoples’ Organisation (DPO) Organisation Working with Disabled People Academic Institution Ethnic Minority Group or Organisation Diaspora Group or Organisation National Government Local Government Other... [please specify]
SECTION 2: NARRATIVE REPORT (maximum of 5 pages) 2.1 Acronyms Please list all acronyms used in this annual report.
2.2
SUMMARY OF PROJECT IMPACT FOR THE YEAR Please provide a summary of the emerging changes to people’s lives that your project has brought about during the reporting period. How does the actual impact compare with what you expected? Please include the achievement rating for the purpose (see the Achievement Rating Scale below). You should also make explicit reference to the logframe and your progress in relation to indicators.
2.3
SETBACKS Please highlight elements of your project which have not gone according to plan or have not met expectations. Please outline the reasons for this and what remedial action you intend to take.
2.4
SIGNIFICANT CHANGES Please provide details of significant changes in the following areas: (a) project design; (b) project context (e.g. to the policy environment, the effects of an election on the project or if a natural disaster has occurred); If there have been no major changes, please make a note of this.
2.5
RISK ASSESSMENT Please outline any new or previously unforeseen risks which have emerged. If relevant, this should include an assessment of the risks posed to local partners to participate in the project.
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2.6
PARTNERSHIP, MANAGEMENT AND IMPLEMENTATION This section should include a brief analysis of the partner(s) roles and also explain the added value of the UK organisation during the reporting period. Any changes in the relationship between any of the partners, including the UK organisation as the project progresses should be highlighted under this section.
2.7
RIGHTS AWARENESS Please provide details of the extent to which your project has contributed to rights awareness. It should be clear what those rights are and what the impact of this has been.
2.8
ENGAGEMENT AND EMPOWERMENT OF THE POOR Please provide details of how your project has engaged with poor and marginalised groups and supported their empowerment in the reporting period. Please do not list activities. Rather you should explain what difference has been made to the lives of those involved in the project.
2.9
POVERTY REDUCTION Please provide details of how your project has contributed to the reduction of poverty in the reporting period. Please do not list activities. You should explain what difference your project has made in terms of reducing poverty and what plans you have to enhance this.
2.10
CROSS-CUTTING ISSUES Please describe how, and in what ways, the project has addressed relevant cross-cutting issues (gender, disability, HIV/AIDS, age) and what plans you have to enhance these areas of work.
2.11
SUSTAINABILITY What progress has been made towards project sustainability during this reporting period? We are particularly interested in how sustainable your interventions might be without further funding. This section should include comments on collaboration, networking and influencing of opinion and how this is supporting sustainability.
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2.12
LESSONS LEARNED This section should provide details of any lessons learned from the implementation process in this reporting period. For whom could these lessons have relevance? (Lessons may be at project, sector/theme or general development levels). You should refer to the innovative aspects of your project that were highlighted in your project proposal. How have you adjusted the design of your project as a result of lessons learned in the last reporting period (if applicable)
2.13
INFORMATION, DISSEMINATION AND NETWORKING Detail the mechanisms used for dissemination to outside project stakeholders. What further plans are there for dissemination and sharing lessons learned with others?
2.14
BUILDING SUPPORT FOR DEVELOPMENT IN THE UK (only for projects starting after March 2009) Please describe how you have contributed to building support for development in the UK via the project during this reporting period.
2.15
LOGFRAME CHANGES Are you proposing any changes to the logframe? Please explain the rationale for this.
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Achievement Rating Scale (Maximum 4 A4 pages) 1 = fully achieved, very few or no shortcomings 2 = largely achieved, despite a few shortcomings 3 = only partially achieved, benefits and shortcomings finely balanced 4 = very limited achievement, extensive shortcomings 5 = not achieved Achievement Logframe Rating for year Indicators currently being assessed Baseline for indicators Progress against the indicators Comments on changes over the last year, including unintended impacts
Purpose (state purpose, then rate and comment)
Outputs (list the main outputs below, rate against each, then give an overall rating): 1., 2., 3. etc. Activities/ Inputs a. Appropriateness (quality): b. Sufficiency (quantity): c. Efficiency (timeliness): Overall Assessment
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