Appendix A: Reports Type Purpose When used Minimum content Frequency MANDATORY Progress report Informs activity management and accountability For Activities longer than 12 months Implementation progress: Delivery of outputs and progress towards outcomes, compared to what was planned (based on the costed workplan and Results Framework) Financial: Actual expenditure and income compared with the budget for the period, including comment on significant variances; balance of funds on hand at date of report Evidence of ongoing risk and issues assessment, identification and management. Any other issues that need to brought to attention (including transition or exit planning). Where expenditure is less than forecast, implementing partners also provide updated expenditure forecast which confirms whether savings to date are permanent/temporary. Usually or annually. Never more than quarterly. The frequency should be determined by partner’s risk profile and cost. MANDATORY Completion report Informs broader learning and accountability For all Activities Tasks undertaken and completed over the life of the contract or grant, compared to what was planned Summary of results against original objectives (based on Results Framework), including outputs and progress towards outcomes Risks and issues that emerged and how they were dealt with Overall judgement and critical issues Final actual expenditure against budget (including reporting on Activity cessation costs and disposal of assets, where relevant); significant variances explained. Primary implementing partners should also include: An assessment of Activity quality against the 5 DAC criteria Reflection on quality of Results Framework and its implementation Reflection on quality of transition or exit planning, including the degree to which this will aid sustainability of outcomes. Once, at the end of the contract or grant (usually within one month).
OPTIONAL Organisation report To describe the whole of an organisation’s work and financial position. Most commonly, for grants associated with high order modalities. May substitute for progress and/or completion reports. Progress against high level organisational objectives and annual work programme Financial position, often including audited financial statements and the audit report Assessment of agency health and capability Description of key changes in operating environment. As per organisation’s standard reporting cycle (usually annual) OPTIONAL Inception report To update the Activity design or scope of services, and/or to provide a new basis to judge implementing partner performance. Note: If you are intending to require an inception report, speak to a Legal Adviser early to ensure that your contract allows the flexibility to update the design or scope if necessary. For some Activities, an updated ADD and even PAA may also be required. These are typically only necessary for large, complex, risky Activities or where there has been a delay to implementation (e.g. as a result of procurement processes). Reconfirmation and/or amendment of the Activity Design Document(s) or scope of service, with justification Baseline monitoring and evaluation information, where relevant Detailed workplan and budget, where relevant. Once, shortly after the contract or grant has commenced