Project Report Writing

Module 1: Introduction to Project

Report Writing
YAZA Capacity Solutions

Date: November 2020

Contents

•Grant Management Cycle

•Definition Reports
•Why is reporting important?
•Types of Reports
Grant Management
Cycle
Grant Management Cycle
Grant Management Cycle…Cont’d
Grant Management Cycle…Cont’d
Grant Management Cycle…Cont’d
Definition of Report
Definition Report

Report - is the primary way that you demonstrate this

progress.

An effective report is one that shows how project

activities are directly leading to the goal of the project
and creating an impact on the lives of participants.
Definition Report

A progress report is sometimes called a field report or a quarterly / six monthly

report.
Progress reports are used by a project team to update the donor or head office on
the status of the project (for example, at the end of every quarter or 6 month
period). There are also times where progress reports are shared with partners and
stakeholders
In many cases the donor or organization will have a specific template that must be
used for a progress report.
Why is reporting
important?
 Why is donor reporting so
important?
• Demonstrating progress to the donor – show that we are
making progress and achieving results against agreed awards
objectives, using agreed methodologies/approaches and in agreed
timelines
• Show to donor how we are using resources provided
• Demonstrating to the donor that we are complying with award
rules and regulations (compliance)
 Why is donor reporting so
important?......Cont’d
• Accountability

• Communication with donor and maintain good relationships with

donor – also for future projects

• Support further fund-raising and donor engagement

• Document best practices and lessons learnt

Types of Reports
 Types of Reports
Generally, we may be required to prepare and submit
monthly reports, quarterly reports, six monthly reports,
annual report, the project completion report, project
activity reports or the meeting minutes during
implementation of most of the projects.

Most of the reports are described by their periodicity, the

time in which something took place, or according to their
submission period.
Types of Reports

• Monthly Progress Report(MPR)

The monthly report is written an account of the project of the
organization in order to update its status and progress. It is like
assessment tools to project in order to promote continuous progress
and make an impact change on a project.

• Quarterly Report (QR)

It is a progress report from the office to the donor agencies as per the
agreement or in some cases the coordinator presenting a project
report to the head office.
Types of Reports

• Half Yearly Report( Six Monthly Report)

It is a progress report most cases submitted to the donor agencies
with the financial statement requesting for the next installment.

• Annual Report (AR)

An annual report is a comprehensive report of an organization's
program and activities throughout the proceeding year. It helps in
assessing the year's operation and provide the organization view for
the coming year and its future prospects.
Types of Reports
• Project Completion Report (PCR)
It is a consolidated report with the statement of the account of any
project from its beginning till the end showing the project as completed
as per the plan or if not completed showing the reasons and this is to
be submitted immediately after the completion of the projects period,
normally within two or three months after the completion of the
projects.
• Project Evaluation Report (PER)
It is periodically assessment of any particular project continuing of
completed indicating the project advancement.
Types of Reports
• Project Monitoring Report(PMR)
Project monitoring is a system process of keeping the progress of the
project. It is to be prepared at the end of every month

• Program Report (Field Report )

A specific report has to be prepared and distributed among the
concerned people immediately after program such as training, meeting,
seminars, workshops, etc.
Types of Reports
• Project Status Report (PSR)
It gives clear details about each project of the organization at a
particular time.

• Budget Comparison Report (BCR)

The actual financial statement is regularly compared with the budget
plan. This helps us to identify the deviation that may creep in the
process and we shall able to find the means of rectifying the deviation.
Thanks for Your
Attention