Project and Programme Technical Report



-190500-342265WWF Project and Priority ProgrammeTechnical Progress Report (TPR)When should the reporting template be used? Who should use it?This template is to be used when reviewing and reporting on the progress of all projects/ programmes funded by WWF; please see Table 1 below for guidance on the required scope and content expected in the report, since this varies depending on the size, type and funding source of the project/ programme. In this context, a project is defined as a set of actions undertaken by a group of practitioners to achieve defined goals and objectives. A programme is a set of jointly managed, interdependent projects that together address a given theme or strive towards over-arching goals. Note that if you are reporting on behalf of a project/ programme that consists of a number of closely related (sub) projects, it may be appropriate to consolidate your reporting into one TPR (this should be agreed with relevant donors). Priority programmes are programmes that are recognised by the WWF network to be delivering directly on the priority places, species, footprint areas and drivers in the Global Programme Framework. What are the primary purposes of the technical progress report?The main purposes of the WWF TPR and associated process are:To facilitate adaptive management by projects and programmes,To provide inputs to priority programme and network management decision-making processes; andTo provide accountability and transparency to internal and external donors and other stakeholders.The template is designed to aid projects and priority programmes in analysing the progress they have made and in generating lessons for adaptive management. Learning and quality reporting therefore depend on good monitoring and analysis, and the template should be completed based on the information obtained from regular monitoring and analysis or evaluation. To the extent possible, all team members should be involved in reviewing progress and producing technical and financial reports, including staff from operations, as the information requested concerns the relationship between conservation actions and financial status. Key stakeholders (e.g. key implementing partners; government counterparts) and target beneficiaries (to the extent possible and appropriate) should also be involved when reviewing project/ programme progress. The reports are also intended to support regular performance assessment, sharing of experiences and lessons, decision-making and adaptive management at organizational (network and office) levels. Key audiences such as programme leaders, shareholder groups, donor NOs and external donors are expected to provide constructive feedback on reports. What are the different sections of the report?Part 1, the General Narrative Report required every 6 months: due mid- year and year-end from all projects and programmes (see due dates in Table 1 below).Part 2, the Monitoring Report required at year end from Priority Programmes and projects with budgeted spend above €100K per year (see due dates below). This requires the project/ programme team to systematically review and share progress against the planned Goals and Objectives and their associated indicators. Note that the end of year report (due in July or August) is for the whole financial year, so the end of year report may include an update of the information provided in the mid-year report. The analysis carried out for the end of year report is expected to be more comprehensive and thorough than for the mid-year report; it may be helpful to complete Part 2 first before providing summaries and reflections on overall progress in Part 1. All the templates and the guidelines for completing reports can be found at: reports should be uploaded into Insight and can also be submitted to your donors, steering bodies, and stakeholders as appropriate. Important findings (in appropriate formats - for example local radio, village meetings) may also be shared with key beneficiaries. A peer review mechanism for priority programme reports is also a standard part of the reporting process and ensures feedback to the report author(s). The process will include at least 2 reviewers per programme report and begins as soon as the report is submitted. Reviewer’s comments are sent to the report author(s) for response and feedback. Author(s) are able to resubmit reports with any changes that they would like to make. Reviewers will look specifically at the Conservation Achievement KPI as well as at the narrative, so the ‘evidence’ or justification of any KPIs and monitoring information should be clearly listed. Reviewer feedback and any exchanges with authors and reports will be located on Insight. It is noted that peer review also happens, and is indeed strongly encouraged, between projects and offices and their donors outside of the priority programme process. IMPORTANT: As of FY15 (early July, 2014), projects and programmes will be able to create their reports directly in Insight through the CPM - Conservation Project Management section. This would replace uploading a word document (for Part I) or a word/excel table for Part II (but see paragraph below). Using Insight to create your report is on a voluntary basis, although we strongly encourage projects and programmes to use the system.The improvements to the CPM system, which includes the ability to create reports, will go live in mid-June with Webex training starting in early June so the timeline should work well for those who would like to work with the upgraded system. In low Internet connectivity areas, there is an excel upload alternative that will automatically populate the online system with the project/programme’s goals and objectives. Once this information is uploaded the online monitoring plan is automatically populated with these goals and objectives and teams only need to add the indicators, and they will be able to create a Part II report from their monitoring plan and updated information.Table 1: Summary of Project Reporting RequirementsAll Priority Programmes respond to Parts 1 and 2. For all other projects and programmes expectations are outlined below, according to financial thresholds. In addition, please pay attention to the ‘Notes’ column. Reporting requirements will be written into grant agreements. Project/ programme (annual budget)Part 1 (A)(Narrative)Part 2Primary audience(s)Recommended feedback from audiencesNotesI Priority ProgrammeEvery 6 months (28th Feb and 31st August)Year end only(31st August)Programme teamShareholder Groups (including network donors)Conservation, Operations and Partnerships Committees CSPUAdaptive management and lesson sharingActions and minutes from SHG management meetingsActions and minutes from network management meetingsProgramme review, discussions and scorecards; Global Conservation ReportWWF TPR required in all casesCSPU (Conservation Strategy & Performance Unit) is a primary audience because it has responsibility for pulling together the Annual Global Conservation Programme report and because this team organizes the peer review process.IIProjects greater than €100k p.a. (B) Every 6 months(31st Jan and 31st July)Year end only(31st July)Project teamNetwork donor Global Priority Programme (where ‘accepted’)(C)Senior ManagersAdaptive management and lesson sharingActions and minutes from Programme team management meetings; Priority Programme Report; written feedback on TPR (D)Provided that the Implementing office, Priority Programmes and/or and relevant donors agree:If a compulsory primary donor format exists, no WWF TPR would normally be expected though submission of the technical report (using the donor’s template) is still requiredConsolidated WWF TPRs for a programme can be produced where the programme comprises several jointly managed, interdependent projects.Sections 2 and 5 of Part 1 may be omitted at the discretion of the projects/programme and based on prior agreement with network donors, though their completion is advised.Accepted projects are those that a programme leader has reviewed through the offer and acceptance process and indicated that he/she ‘accepts’ the project as part of the programme portfolio. If a project is accepted, this is formalized and written reports and feedback are expected.Donor requests for TPRs are to be formalised in grant agreements and commitment to written feedback is expected from the donor. IIIProjects less than €100k p.a. (B) Every 6 months (short report, 31st Jan and 31st July)NoProject teamNetwork donorGlobal Priority Programme (where ‘accepted’) (C)Senior ManagersAdaptive management and lesson sharingBrief written feedback on TPR Project/Priority Programme Technical Report TemplatePART 1: GENERAL NARRATIVE REPORT (due every 6 months)Required for projects and priority programmes. Recommended length: 6 pages.Questions 2 and 5 (asterisked *) may be omitted if the project and network donors agree to this. However, it is noted that omission of these sections will reduce the level of detail and the lesson learning potential of the report so their completion is encouraged.Remove the description of each section before finalising your report. This report is for the current financial year reporting period only. This report is meant as a summary report and should provide links to other documents that will help in understanding the full scope of the project or programme’s work.Project/ Programme Name:Project/Programme Number(s):Web Link(s) to project/programme strategic plan or other useful documentsReporting Period:Project/Programme Start Date (FY):Report Completed by:Date Report Completed (MM/YR):Outcomes and Impacts AchievedDescribe key results in terms of outcomes and impacts. Succinctly share results in relation to the goals (impacts) and objectives (outcomes) defined in your strategic plan. Also briefly and specifically state what role the project/WWF played in bringing about the results (refer to the theory of change to enable the reader to better understand WWF’s contribution, and the role of partners). Include important unexpected outcomes, and any exceptional achievements such as up scaling, replication, and multiplication of results. Describe any effects, both positive and negative, on beneficiaries (including indigenous peoples involvement where applicable), and where possible quantify the number of beneficiaries (direct and indirect) with data disaggregated by gender.Effective Implementation of Work Plans and Budgets*Provide a brief (max. 1 page) summary of progress of the project/ programme work plan. The aim of this part of the report is to describe whether you were able to implement your work plan according to schedule and if not why not, and what you were or are able to do to get back on schedule, so highlight any areas that are well behind schedule and explain the main reasons for divergence from your initial planning. This would include the major points from the variance analysis (from your financial report) including the reasons for any major over- or under-spends and major variances related to activity implementation; explain any important consequences and remedial actions that will be taken. Challenges and Strengths Affecting PerformanceDiscuss briefly the challenges and/ or strengths both internally (e.g. management processes, capacity, donor support) and externally (e.g. stakeholder behaviour, stakeholder engagement) that enabled or hindered performance. Aim to specifically mention cases where the support and/or funding of particular donors or organizations helped to widen or deepen impact, or to leverage additional funds or support from others, and highlight the most significant challenges or opportunities you will face over the next 6-12 months that require the network’s attention. Where relevant, describe any other important financial matters e.g. future funding challenges or opportunities (and projections), and their consequences.Adaptive Management Describe any major adaptations/changes that will need to be made or that you have made in terms of objectives, strategies and financial management. The changes that you describe should be a result of your analyses and might link closely to the challenges and strengths identified above. Please attach, or provide a link, to the latest versions of your action plan (e.g. summarised in a log frame format) and monitoring plan if changes have been made. Also add any specific ideas on how the WWF network (including your office) can help you address the challenges, build on the strengths and improve your project/programme’s performance. Sharing of Lessons Learned* Describe a small number (2-3) of key lessons that you have learned and believe are important to share with others. These lessons may relate to the strategies or approaches used, internal capacity and coordination, experiences with partners and stakeholders, policy engagement, replication options, the project context, understanding of (and responses to) potential climate change impacts, or any other issue. Explain if and how you are sharing these lessons with others. Many of the lessons may relate to Section 3 on challenges and strengths or Section 4 on adaptive management. It is important that lessons tell a story; a bullet point such as: “It is important to involve all governments” does not provide enough information to be helpful to others. PART 2: monitoring REPORT (year end only. submit as excel or word table).The monitoring report requires the project team (and key partners/stakeholders where possible) to systematically review their monitoring data and identify results (see Section 1 of Part 1- Narrative report) against the planned goals and objectives, using associated indicators. This analysis should help the team assess the sequential outcomes and the impact of their work. It will also enable the teams to take the right adaptive action. Data should be collected during the course of the year as part of ongoing project management; this data is the key ingredient for the monitoring report. There should be regular analysis and reflection (at least on a quarterly basis). A conservation achievement rating (the Conservation Achievement (KPI) is included in the Monitoring Report, and serves to assess progress towards the stated long-term objectives. For Priority Programmes, this KPI helps Conservation Committee and other WWF decision-making bodies to assess conservation performance across the global portfolio. Perhaps, the most important use of the Conservation Achievement KPI is for programmes and projects themselves to help assess their own progress and have a backdrop for discussions around adaptive management.Programme teams should also identify any monitoring data that contribute to any of the common indicators to improve the capture of outcome and impact data across the portfolio; this will help us to track progress towards the 2020 goals described in the Global Programme Framework and gain insight into WWF’s cumulative impact.processPrepare a monitoring report table using goals, objectives and indicators from strategic plan (see Table 2). The Monitoring Report table should contain all programme goals and objectives from your latest strategic plan (as opposed to your annual work plan). Keep the goals and objectives separate from each other. Include information in all the columns of the Monitoring Report to the extent possible. You may submit the Monitoring Report table as a separate document in Excel if you prefer (an Excel version of the table is available and its use is encouraged). You may include additional columns if appropriate (e.g. to show longer-term data trends).Highlight the priority long-term results (objectives) that you are working towards. The Conservation Achievement rating is calculated based on progress towards a few key long-term objectives in order to focus the rating and reduce the amount of work required of you. A long-term objective is one that directly contributes to the improved status of the conservation target(s). Usually it will relate to a direct threat, indirect threat, driver or opportunity. If you have a results chain, long-term objectives tend to be found on the right-hand side. Examples of long-term objectives include: (1) “By 2016, the number of elephants killed in the landscape in retaliation for crop-raiding and human loss of life has been reduced to 2 cases per year”; or (2) “Governments, industry, and other stakeholders in selected priority regions adopt ecosystem stewardship as the basis for spatial planning and any new development in the Arctic.” You should also include your goals in the monitoring mon indicator. If your indicator is linked to one of the common programme indicators (listed at ) you should add the number of the indicator to this box (e.g. S1 for habitat cover, R1 for size of protected areas, etc.). By selecting an indicator from the menu we will be able to ensure data from your report is captured in global level portfolio analyses.Formulate a conservation achievement rating for each of the long-term objectives in the monitoring report. The rating should be made in relation to your annual planned intermediate results (PIRs) for the current year. To rate each objective/result, compare your current status against the planned result for the year and use the scoring guidelines below to assign the most appropriate rating. Make sure that the planned PIRs indicate clear progress towards achievement of the objective, and hence that the theory of change is working. It is important for the project/ programme team to use its judgment and to be as objective as possible. Ratings range from 1 to 7, and fractional ratings are also possible, for example, a rating of 4.50. The ratings will be turned into percentages for use in the Global Conservation Programme report. It is very important to give a justification for your ratings. This serves to clarify the evidence for your rating and for your result.Calculate an overall conservation achievement rating for the project/programme based on a simple average (arithmetic mean) of the individual scores for the objectives that you have included in your report.Additional GUIDANCEFocus on providing quality information on progress against goals and long-term objectives. Reporting on any short-term objectives should be kept simple and light. (Short-term objectives do not directly lead to an improvement in conservation target status, but constitute steps toward achieving the long-term objectives; examples may include “Establishment of a roundtable for sustainable whitefish management by 2013”; or “X fishing associations agree to adopt the use of circle hooks by 2015”. There may be several short-term objectives leading to a long-term objective). These can also be part of the planned intermediate results in the case of footprint programmes for instance. Indicators at goal level, and for some objectives, may not be measured annually, so not all objectives will have a planned result for every year. For example, for biological indicators, and some socio-economic indicators, measurement will likely be at longer intervals. Where no new information is available, state Not Rated (NR) and when the next measurement/assessment is due. Please provide more detailed information as needed (but be strategic in your choice) and attach as additional documents (e.g. additional monitoring data, graphs, diagrams, reviews or evaluations). Social/ poverty/ gender data / indigenous peoples. Where possible and appropriate, data should be disaggregated by gender. Disaggregation by age and other social groupings should also be considered. Scoring Guidelines for Conservation Achievement KPI ratingsDescriptorRating250698040767000The planned intermediate result for the current FY has been entirely met (or almost) and demonstrates clear progress towards the objective, or the objective has been achieved entirely.250697931940500There were moderate shortcomings in the achievement of the planned intermediate result for the current FY.The achievement of the planned intermediate result for the current FY is very low354964143510007654321There was no planned intermediate result for the current FY, therefore it was Not Rated.NRTable 2. Monitoring Plan and Report (including Conservation Achievement KPI) (see guidelines above for completing the table; An Excel version is available and preferred)Goals 3886201085215Columns in black indicate information to draw directly from your monitoring plan 00Columns in black indicate information to draw directly from your monitoring plan Good goals are SMART and linked to biodiversity, human welfare, or footprint reduction.Indicator(what you are measuring & the metric)Common Indicator(add the number of the common indicator you contribute to) Baseline(value & date)Planned Intermediate Result (PIR)(“What result the project planned to achieve by this time”)Current status this year1057275427990Columns in red indicate information specific to the TPR00Columns in red indicate information specific to the TPR(“what result was achieved by the time of this report”)Planned Final Result (value & date)133350301625State appropriate dates for PIRs at goal level (annual measurement is unlikely at this level) 00State appropriate dates for PIRs at goal level (annual measurement is unlikely at this level) FY FYFYWhere no new data available, state when next measurement due.Key Long-term Objectives Indicator(what you are measuring & the metric)Common Indicator(add the number of the common indicator you contribute to) Baseline(value & date)Planned Intermediate Result(“what result the project planned to achieve by this time”)Current status this year(“what result was achieved by the time of this report”)Planned Final Result (value & date)441960715645Did the current status meet the planned result? 00Did the current status meet the planned result? Conservation Achievement Rating Justification(s) for ratingEnd-FY13End-FY14End-FY151123950These should be based on what is in your strategic plan00These should be based on what is in your strategic plan368300245745What are the milestones you intend to reach to achieve the objective? PIRs are needed to help track progress against long-term objectives.00What are the milestones you intend to reach to achieve the objective? PIRs are needed to help track progress against long-term objectives.6858002540How did you choose the rating that you gave? 00How did you choose the rating that you gave? Overall Conservation Achievement Rating (based on long-term objectives ................
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