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HPP II- Microprojects Quarterly Progress Report Format

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HPP II- Microprojects Quarterly Progress Report Format Powered By Docstoc
					                   Humanitarian Plus Programme II MICROPROJECTS
                               Quarterly Progress Report

                                          *Cover page*
Organisation’s Name:                   ……………………..…………………………………….

Address:                               …………………………………………..……………….

Grant Contract Number:                 HPP II-……

Project Title:                         ………………………..………………………………….

Contract Amount:                       € …………………………………………………..…….

Contract Start Date:                   ……………………………………………..…………….

Project Start Date:                    ………………………………………..………………….

Project Location(s):                   ……………………………………..…………………….

Period Covered by this Report:         …………………………………………..……………….

Serial Number of this Report:          QPR-……….

Submission Date of this Report:        ……………………………………..…………………….

Responsible Person(s):                 …………………………………………..……………….

E-mail Address(es):                    ………………………………………..………………….


Project Synopsis (not more than half a page)
A brief summary of the project, including a short description of:

-   Project background
-   Objectives
-   Activities
-   Results
-   Location
-   Number and kind of beneficiaries

This section can remain unchanged for all reports.

Notes:
   - The PMU instructions for completing the report can be omitted from the actual report
       (including these)!
   - Please provide footer and page numbering as indicated below.
   - For report format and text, please use an A4 paper size and a legible font (e.g. Times New
       Roman 11 or 12, Arial 10 or 11, or a similar print size). Margins all sides shouldn’t be less
       than 25mm (1 inch) except for the footer.
   - Overall the QPR, typically, runs to about 10-12 pages, including annexes.

Organisation Name: ……………………                                                                       0
HPP II (Microprojects) - ………
Period covered: ………………………
                 Humanitarian Plus Programme II MICROPROJECTS
                             Quarterly Progress Report



Table of Contents
1. Summary of Quarterly Narrative Report

2. Project Progress

3. Analysis of Progress: Success, Constraints and Lessons Learned

4. Notes on Financial Report

5. External Meetings, Workshops, Consultancies, Studies, Surveys etc.


Annex A: Quarterly Financial Report (QFR) (a separate EXCEL file)

Annex B: Indicators Matrix (a separate EXCEL file)

Annex C: Work Plan




Organisation Name: ……………………                                             1
HPP II (Microprojects) - ………
Period covered: ………………………
                      Humanitarian Plus Programme II MICROPROJECTS
                                  Quarterly Progress Report


1. Summary of Quarterly Narrative Report (not more than one page)

A brief summary stating the main developments and points of progress (successes) or lack thereof, for
the period of the report. Further details can be provided under the appropriate headings below.

2. Project Progress

A brief outline of the progress of project activities during the reporting period (three months). For
ease of presentation, it is advisable to present the project’s progress in tabular form, as indicated
below. In the interests of clarity, the objectives and activities must be listed using the same codes and
numbering as presented under Section 1.7 of the Grant Contract document and in the Log Frame.

Result / Activities                                Progress *
 - R.1. Result, short description
     - A.1.1. Activity, short description                 -   Brief update
     - A.1.2. Activity, short description                 -   Brief update
     - …..                                                -   …
- R.2. Result, short description
     - A.2.1. Activity short description                  -   Brief update
     - A.2.2. Activity short description                  -   Brief update
     - …..                                                -   …
Etc.                                               Etc.

* The Progress section should contain brief but sufficient information on the current status of project
activities. Words like “proceeding” or “on-going” are insufficient and, thus, not allowed. Generally,
information should be provided about where, when, how much, for whom and by whom. Reasons why
an activity has not yet started should also be given. Remember, the QPR should be a source of
information, not a document that raises more questions than it answers!

Note that the table (as above) should reflect ALL activities as envisaged and listed in your Grant
Contract, Annex I (summarised in the Log Frame) even if not current / active during the reporting
period.

The column Results / Activities can remain unchanged in all reports throughout the project life span,
unless changes have been notified and approved. As such, only the column Progress is subject to
updates, or current status if unchanged from the previous report.

3. Analysis of Progress: Success, Constraints and Lessons Learned

Provide a brief analysis of project progress (inclusive successes and constraints) during the current
(and / or previous) quarter(s) and indicate how you are dealing with it. If necessary, indicate areas
where the EC Delegation in Sudan could assist in alleviating constraints. Also bring these to the
notice of the PMU (Programme Co-ordinator and / or Deputy) by separate e-mail / notification.

4. Notes on Financial Report

Explain any deviations from expected spending, i.e. reasons for significant under / over spending in
the reporting period. If a budget realignment is considered necessary it should be mentioned here, but
should also be the subject of separate e-mail notification. Please refer also to the Excel sheet at annex.




Organisation Name: ……………………                                                                             2
HPP II (Microprojects) - ………
Period covered: ………………………
                   Humanitarian Plus Programme II MICROPROJECTS
                               Quarterly Progress Report

5. External Meetings, Workshops, Consultancies, Studies, Surveys, Exchanges, Project
Visits, etc.

Briefly describe the main outcomes of any relevant external meetings or workshops or similar
activities attended or participated in by project staff and any other relevant activities / actions /
developments relating to project implementation not mentioned under Section 2.




Organisation Name: ……………………                                                                        3
HPP II (Microprojects) - ………
Period covered: ………………………
                    Humanitarian Plus Programme II MICROPROJECTS
                                Quarterly Progress Report

Annex A: Quarterly Financial Report (QFR) (see separate Excel file)

Include the up-to-date Quarterly Financial Report as a separate file (Excel format). Please make
sure that the Financial Matrix is updated too!

As mentioned in the introductory notes, this is not an accounting tool – and the submission of the QPR
together with the QFR shouldn’t be delayed on account of the late receipt of figures from the field or
from an overseas head office. If a particular item of expenditure cannot be entered yet, this is of little
consequence, as it can still be entered in the report covering the next quarter.

It is, however, important that the figures in the report for the quarter in question always tally with
those in the previous report.




Organisation Name: ……………………                                                                             4
HPP II (Microprojects) - ………
Period covered: ………………………
                   Humanitarian Plus Programme II MICROPROJECTS
                               Quarterly Progress Report

Annex B: Indicators Matrix (see separate Excel file)

Include the updated quarterly Indicators Matrix as a separate file (Excel format).




Organisation Name: ……………………                                                          5
HPP II (Microprojects) - ………
Period covered: ………………………
                    Humanitarian Plus Programme II MICROPROJECTS
                                Quarterly Progress Report

Annex C: Work Plan for next Quarter … to …

The Work Plan provides details of project activities scheduled for implementation during a four-month
period: the last month of the current quarter (the quarter being reported on in the current QPR / QFR)
and the three months of the next quarter.

Only the activities planned for implementation during this 4 month period should be presented. The
Work Plan should be presented in tabular form, as indicated below.

Activities                                           Month 0*    Month 1*   Month 2*    Month 3*
                                                     e.g.        October    November    December
                                                     September
R. Result 1: short description
A.1.1. Activity 1: short description                     X           X          X           X
A.1.2. Activity 2: short description                     X                                  X
A.1.3. Activity 3: short description                                 X                      X
A.1.4. Activity 4: short description                                                        X

R. Result 2: short description
Etc.                                                                 X          X           X

* Month 0 is the last month of the quarter already reported on. Months 1, 2 and 3 are the months
comprising the next quarter.




Organisation Name: ……………………                                                                         6
HPP II (Microprojects) - ………
Period covered: ………………………

				
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