Project

Annual Report
RABELAPACELI MANPOWER AGENCY
PREAMBLE
Purpose and function of the RABELAPACELI annual report
Reporting is an important management tool which is used to inform relevant government officials and other
stakeholders about the results being achieved by individual projects and the programme as a whole.

For project partners, it is compulsory to use the prescribed RABELAPACELI annual report format in order to
report on project achievements. The annual report also provides valuable data on the financial situation of the
project. Based on an analysis of the project performance in relation to the project output(s) and expected
outcome(s), a revision of the project work plan may be suggested by the project partners. The consequences of a
possible revision on the project work plan and budget must be made clear in the annual report.

Nuffic monitors outputs and outcomes and not activities. Therefore, the main focus of the annual report must be
on the achievement of the project’s output(s) and planned outcome(s). The information provided in the annual
reports of the projects is used by Nuffic to monitor the progress of the project and to inform the stakeholders
about the output(s) and outcome(s) being achieved by individual projects and the RABELAPACELI programme
as a whole.

Please note that if project progress is in accordance with the original planning, reporting requirements are
minimal. Only in case of deviations from the planning, more elaboration is demanded.

In the grant award letter, the dates for submission of the annual reports are mentioned. In case of a four year
project, normally five reports are obligatory:

Report Reporting period Deadline Incl. audit report

Report 0 Project months 1-6 Within 9 months after project start No
Annual report 1 First project year Within 4 months after completion yes
first project year
Annual report 2 Second project year Within 4 months after completion yes
(including results second project year
mid-term
evaluation)
Annual report 3 Third project year Within 4 months after completion yes
third project year
Annual report 4 / Fourth project year Within 4 months after completion yes
Final report fourth project year
(including results
final evaluation)

The first report (0) is a very short report which focuses on the cooperation between the project parties, the base-line
in the achievement annex and possible deviations. There is no need to report on progress in achieving outputs and
outcomes, which is done in the first annual report. As annex to the report 0, the MoU between both parties should
be submitted, together with the achievement annex (pink column on the summary sheet) and, in case of deviations,
an adapted budget and work plan for the remaining project period. There is a separate format for the report 0.

The last report (4) is the final report which must not only report on the last project period, but also reflect on the
entire project period.

Project parties must arrange for mid-term and final evaluations. The (5C) analysis in the profile of the requesting
organisation (annex 1 to the original project outline) serves as the base-line for these evaluations. Annual report 2
and the final report must include the results of these evaluations.

Instructions for filling in the prescribed format and submission:

 The report should be concise and to the point and drafted in the prescribed language (English or
Foreign language which is understandable to the members of the board);
 The annual report is to be signed for approval by both project partners and submitted in soft copy to
Nuffic, with the exception of the original, signed auditor’s report, which must be submitted in hard copy.

 Text written in Italic is meant to help and guide. It contains suggestions, examples and/or important
information. This text may be deleted.

Project data
1.1. Country
1.2. Project name/acronym
1.3. Nuffic project number (code) Of both the lead requesting organisation and the lead
provider (if applicable)
1.4. Implementing organisations Requesting organisation and lead provider
1.5. Project period
1.6. Total project budget
- RABELAPACELI contribution
- Contribution from requesting
organisation
- Other funding
1.7. Reporting period
1.8. Annual report number
1.9. Previous annual report submitted on Date:
1. External factors and risks
In this section you are requested to:
a) discuss how you have managed the risks and assumptions which were identified at the start phase of
the project, and
b) explain any risks and assumptions that were not foreseen during the project formulation (articulation) but
you have identified as likely to have an impact on the achievements of the project objectives.
c) assess the actual relevance of the outcomes of the project, and of the viability of achieving the original
outcomes, as stipulated in the approved project proposal.

2. Project progress and achievements

In this section, please provide an overview of the project progress in achieving the output(s) and outcome(s)
which have been planned and described in the approved project proposal. Please do not report on activities
and inputs.
You are advised to first complete annex 1 logical framework before you write this narrative report. This will help
you to focus on the main topics in this paragraph.
- Consider the logical framework and work plan described in the (revised) project proposal as the main
point of reference.
- Describe the progress per planned output and outcome. Be gender-specific when describing the outputs
(disaggregate the outputs by sex, if applicable).
- Indicate whether outputs are being delivered timely. Refer to the originally planned milestones only in
case of deviations.
- Make sure that the numbers of the outputs in the log frame correspond with those in the project
document and the budget.
- Do not forget to report on unplanned or unexpected outputs (spin-off).

3. Deviations and possible adjustments

In case of deviations in the financial statement of more than 20% of the annual budget per output and project
management budget lines and of more than 20% per cost category, please explain the effect on the achievement
of the planned outputs and outcomes.
Give an explanation on deviations from planning, and mention factors which had an effect on the project
performance.
Please elaborate on the measures that were taken in order to address the causes for deviations, delays, etc.
On the basis of the information presented, you can argue the need for, and propose adjustments to the planning.
If applicable you may attach an adjusted project budget and work plan for the remaining project period.
N.B. Proposals to change planned outputs need formal approval from Nuffic in advance. It is therefore essential
to request approval in writing timely, and not to wait until you submit the annual report.

4. Contribution to achieving the outcomes of the RABELAPACELI programme in your

country
In this section you are requested to describe the contributions which the project has made in achieving the overall
objective and policy priorities of the RABELAPACELI programme in your country as described in the
RABELAPACELI Country Programme (RCP).
To what extent does the project collaborate with other RABELAPACELI projects within the same policy priority?
In addition, project parties have to report on the coherence of their project activities with interventions supported
by other donors/organisations.
5. Sustainability
Sustainability is an issue that requires full attention right from the start of the project. Please highlight measures
taken and achievements made during the reporting period, which are likely to contribute to the sustainability of
the project outputs in four criteria: organisational, financial, technical and academic1.

6. Equal opportunities for women and men

What progress is being made to the achievement of gender equality in project implementation as well as in the
contents and delivery of education and training activities?.

7. Labour market and entrepreneurship

What progress is being made to increase the demands in the labour market? What are the prospects of
graduates to find employment or to become self-employed?

8. Holistic approach towards capacity development

What progress is being made in strengthening the overall capacity of the requesting organisation to deliver the
products and services which are demanded by the labour market and society in general. What successes and or
constraints can be reported in relation to integrated capacity development and the 5 Capabilities 2?
After two years, you are requested to conduct an internal mid-term evaluation and after four years an internal end
evaluation. These evaluations are specifically suited to report in more detail on the progress which is being made
in terms of capacity development of the requesting organisation.

9. Organisational learning
What progress is being made to systematically integrate training activities in the project implementation process
(organisational training)? Which lessons have the implementing partners learned during project implementation
which will or can improve the performance and outputs of the project?

10. Other relevant information

In this section, you may cover additional issues related to the project. An important issue could be the results of
PR and communication activities on this project. In the case of CHED recommendations, grant conditions, Nuffic
comments on reports or monitoring visit matters, please mention them here.

11. Final report

If this report is a final report, the report should also focus on the following:
 Description of the achievements in the total project period in relation to the planned project output(s)
and outcome(s). Assess the relevance of the outputs (impact of the project achievements on the
development of the counterpart organisation and on policy priorities at national level).
 Assessment of the project approach (strategy) on effectiveness and efficiency (the relationship between
the resource allocation and activities and the achieved objectives). Comment also on the risk
assumptions made at the start.
 Description of changes in the project context that have had an influence on the implementation of the
project.

Nuffic developed the ‘sustainability barometer’, a tool that may help project parties to gain insight into the sustainability of the
project's achievements. For each aspect, specific indicators have been developed. The barometer is a snap-shot of the current
situation. If the barometer is filled out regularly, one can assess whether the project is reaching higher levels of sustainability as
the project matures. It may also expose possible problem areas in which specific action might be appropriate. The use of the
barometer is optional.
  Analysis of bottlenecks which have occurred in the implementation of the project and the measures
which have been taken to remove the bottlenecks.
 Sustainability. Describe the measures that have been taken and measures still to be taken to ensure
the sustainability of the project outputs. Describe how project output(s) and outcome(s) will be
continued, institutionalised and financed. Describe the factors that will have influence on sustainability.
 Name, if applicable, the spin-offs/success stories (refer to the corresponding work sheet in the
achievement annex).
 Formulation of lessons learned and recommendations for the post-project period.

The final report should also include an inventory of equipment purchased and a document signed by the Dutch
consortium and requesting organisation on the transfer of ownership (as annex). In the achievement annex the
worksheet ‘End of project’ should be filled in.

12. Declaration from project parties

This chapter of the report contains a declaration from the requesting organisation on their satisfaction with the
progress on achieving the proposed outputs within the scope of the project proposal and in accordance with the
project outline. Reference is made to the Memorandum of Understanding that was elaborated and signed by both
project parties at the start of the project and in which responsibilities and tasks of each party are laid out for each
planned output. In case of dissatisfaction, the reasons and arguments must be given. The provider
complements the declaration of the requesting organisation with his/her own view.

Declaration of satisfaction
Outputs Opinion requesting organisation: Comment lead provider:
1.1
Outcome 3 Outcome 2 Outcome 1

1.2
1.3
2.1

2.2
2.3
3.1

3.2
Etc.

13. Statement of approval

The requesting organisation and the lead organisation state that they endorse the contents of the annual report
and its annexes. Each party signs for the entire report, with the exception in which each party is responsible only
for his/her part.

For the requesting organisation: For the lead provider:

Signature:
……………………………. …………………………….
Name: ……………………………. …………………………….
Position: ……………………………. …………………………….
Date: ……………………………. …………………………….
Place: ……………………………. …………………………….
Annexes
1. A logical framework indicating progress in achieving output(s) and
outcome(s).
2. An Excel document containing quantitative information on project
achievements (achievement annex).
3. A statement of expenditures, including (if applicable) a revised budget for the
remaining project period.
4. If applicable, a revised work plan for the remaining project period.
5. If applicable, an audit report covering all project expenditures for the previous
project year.
6. In the case of report 0, an MoU between the requesting organisation and the
provider/consortium.
7. In the case of a final report, a statement of transfer of ownership of all
acquired investments in the project to the requesting organisation.
8. In the case of a final report, a list with the names and email addresses of staff
members who participated in degree training in the local area for their
registration in the network database.
 Report on progress in achieving output(s) and outcome(s)

Project description Indicators Planned realisation date Milestones If not, explain Outcome/output will be
achieved according achieved within project
to planning? Y/N period? Y/N

Project Outcome 1

Output 1.1:

Output 1.2:

Project Outcome 2

Output 2.1:

Output 2.2:

Etc.