Introduction
Summary of reporting requirements
Attachment B - Request for advance and reconciliation form
Format for Reporting

Introduction

This guide is intended to assist partners in meeting their obligations for reporting, as outlined in the Contribution Agreement. It does not replace the agreement itself, which outlines project-specific obligations. The guide provides some additional direction/guidance in how to prepare reports. The IPPP staff and any IPPP monitor(s) assigned to your project can also provide additional information or support in the preparation of reports.

Results-based management (RBM) accompanied by a logical framework analysis (LFA), is a tool to define results, identify risks and beneficiaries, and monitor progress toward the achievement of results. The objective of RBM is to bring clarity for both the Canadian and LAC partners as to the short-, medium-, and long-term results intended. They provide the framework within which a project is managed. Accordingly, identification, and progress toward the achievement of results will be one main focus in your reports. The results also provide a way of measuring value for money of projects undertaken.

Results-based management provides a context for reporting. Reports are self-assessment tools that contribute to organizational learning and development. The IPPP encourages the full participation of local partners in the assessment of progress toward achievement of results and in the preparation of reports. Local partners will find much to be gained from the exercise of assessing project achievements or shortfalls against planned project results.

All reports must be submitted by the lead partner that signed the contribution agreement with CIDA.

• project work plan (if sufficient detail is in the proposal, with the concurrence of the IPPP Secretariat, a work plan may not be necessary);
• quarterly financial reports; and
• final narrative and financial report.

• annual work plans (if sufficient detail is in the proposal, with the concurrence of the IPPP Secretariat, an initial work plan may not be necessary);
• quarterly financial reports;
• semi-annual narrative progress reports, for projects over six months duration; and
• a final narrative and financial report.

• a project implementation plan at the beginning of the project; and
• all other reporting requirements as per b. above.

• a short introduction, summarizing results achieved to date and giving qualitative explanation of progress toward results (is the project proceeding on schedule?);
• a list of all project activities for the following year, responsibilities of each partner for the delivery of each activity, and approximate date of delivery;
• expected project results for the upcoming year, including any gender-specific results (expected outputs and expected progress toward outcomes and impact), and reasons for any changes from the previous year;
• a risk management strategy (identify the major risks and the strategies to be employed to overcome or minimize risks);
• an outreach strategy (how the lessons learned and results of the project will be communicated to key stakeholders and to a wider audience in Canada and in the partner country or countries in LAC.); and
• an annual budget by line item and summary cash flow requirements in accordance with the contribution agreement, including expected contributions from local partners and other sources.

• a summary of activities implemented for the reporting period; and
• comments on significant variances from the planned schedule of activities for the reporting period, and the impact (if any) of these variances.

• a description of planned outputs;
• actual outputs achieved during the reporting period;
• actual outputs to date (cumulative outputs for the project); and
• progress achieved at the output level, stated as a percentage.

• description of planned outcomes;
• actual outcomes attained during the reporting period;
• actual outcomes to date (cumulative outcomes for the project); and
• progress achieved at the outcome level, stated as a percentage.

• gender-specific planned outputs and results attained;
• a description of unexpected gender-related project achievements (spinoffs, activities, benefits, and results); and
• variance analysis (i.e., the difference between planned and actual gender results, whether future activities/plans need to be modified to take variances into account).

• environmental outputs and outcomes attained (both positive and negative); and
• mitigation measures taken to minimize negative impacts.

• describe any problems/risks being experienced;
• assess the impact of problems/risks on the attainment of results;
• identify strategies to overcome or minimize problems/risks; and
• identify key lessons learned for the reporting period and implications for project management.

• a statement of source and use of funds including those from partners and other donors;
• a financial statement of the planed and actual budget by quarter with, with overall variances, by line item;
• a budget summary by year, with expenditures to date and remaining balance, by line item; and
• detailed supporting information for the financial statement including contributions from CIDA Canadian and Latin American partners and other donors.

• a summary of advances received to date from CIDA;
• actual expenditures to date by fiscal year, and by quarter for the current fiscal year;
• remaining cash on hand; and
• a request for advance funds from CIDA to cover forecast expenses for the next quarter.

• A project that was defined through community consultation and participation should be assessed the same way. The partners may decide to assess the extent that participation was maintained or extended through the project.
• If the project focused on meeting the perceived needs of a community, then members of the community might be asked to fill out a before-and-after questionnaire.
• A project designed to change some physical aspect of a community could document its progress with photographs in addition to assessing community reaction.
• The most important thing is that the partners work together to develop the assessment framework and approach.

• Summarize the project’s objectives and activities.
• Identify the people/organizations (stakeholders) involved in the project.
• Explain significant variances between activities planned and implemented.

• At the output level: Describe planned outputs and actual outputs achieved during the project, including the percentage level of achievement and reasons for any discrepancies.
• At the outcome level: Describe planned outcomes and actual outcomes achieved during the project, including the percentage level of achievement and reasons for any discrepancies.
• At the impact level: Describe the expected impacts, and progress toward achievement of impacts by the end of the project, including the percentage level of progress or likely achievement of impacts in the future.
• Specific results for gender equality: Describe gender-specific objectives or measures, and the actual results (outputs/outcomes/impacts) attained.
• Identify specific positive and/or negative environmental results, mitigation measures taken on negative impacts, and lessons learned.
• Assess the impact of problems/risks on the attainment of results, and of strategies to deal with problems/risks.
• Describe unexpected project achievements (spinoffs, activities, linkages, benefits, and results) and how they affected the project.
• Identify benefits to Canada and Canadian Aboriginal organizations and communities.

• Assess the project’s relevance in terms of the conditions, needs, or problems to which they were intended to respond.
• Assess the relationship between costs and results. Was it reasonable?
• ·Assess sustainability. How and to what extent will the project benefits continue after the completion of the project activities or the end of the IPPP funding?
• Assess partnership sustainability. How and to what extent will the partnership be continued after completion of the project activities?

• Identify the extent of shared responsibility and accountability for project results between Canadian and project-country partners.
• Assess how effectively the partners worked together and the extent to which their institutional capacity was increased.
• Describe the key lessons learned and recommendations/implications for future project management, including views on the value of replicating the project.

• Describe the communication or promotion of the project to other key stakeholders and a wider audience in Canada and in the project country.

Payment #1		(Date)		$00,000.00
Payment #2		(Date)		$00,000.00
Payment #3		(Date)		$00,000.00
Total Funds from CIDA received to date				$00,000.00 (A)

Cumulative actual expenditures up to the end of the most recently completed quarter				$00,000.00 Year 1
				$00,000.00 Q1 Year 2
				$00,000.00 Q1 Year 2
				$00,000.00 (B)

Total cash on hand				A minus B = $00,000.00 (C)
Forecast for quarter in progress Q3 Year 2				$00,000.00 (D)
Forecast for next quarter Q4 Year 2				$00,000.00 (E)
Total advances required				D plus E = $00,000.00 (F)
Total advance requested				F minus C = $00,000.00 (G)

Table 1: Statement of Source and Use of Funds

A	CIDA Contribution
		Previous Period(s)	Current Period	To date
	Source of funds	(<quarter # or cumul>)	( <quarter 3> )	( <actual to date> )
1	Total cash on hand
2	CIDA contribution - advance
3	CIDA contribution - reimbursement
4	Interest earned
5	GST rebate
	Total	$0.00	$0.00	$0.00
	Use of funds
1	Salary
2	Consulting fees
3	Travel
4	Meals & incidentals
5	Accommodation
6	Training
7	Translation and interpretation
8	Administrative costs
	Total	$0.00	$0.00	$0.00
	Net funds available	$0.00	$0.00	$0.00
B	Sources of project funding
1	Canadian partner in-kind and/or in-cash contribution
2	Latin American & Caribbean partner in-kind and/or in-cash contribution
3	Other partner organization in-kind and/or in-cash contribution
4	CIDA contribution
	Total project funding	$0.00	$0.00	$0.00

Notes:

1. Use of Funds categories are indicative, and may vary depending on the nature of the project proposal and/or its activities.
2. Sources of Project Funding are indicative, and may vary depending on the partners involved in the implementation of the project.
3. "In-kind" contributions are to be approximated to the closest dollar (Cdn) value.
4. All expenses and contributions are to be reported on in Canadian dollars only.
5. The project proponents are to seek prior approval from the IPPP if the value of any line item is to exceed the value agreed to in the contribution agreement.
6. If a fixed overhead rate of 12% is included in the project budget, it should be reported in this table.

1. Categories of costs are indicative and will vary depending on the nature of the project and its activities.
2. Table 2 is intended to provide details of expenditures by category.
3. All expenses are to be reported on in Canadian dollars only.

Table 3: Financial Statement

Total Project Budget					Fiscal Year 20XX-20XX
		Budget	Budget	Variance	Quarter 1		Quarter 2		Quarter 3		Quarter 4		Year to date
	Activities	Planned	Actual	%	Planned	Actual	Planned	Actual	Planned	Actual	Planned	Actual	Planned	Actual
1	Salary
2	Consulting fees
3	Travel
4	Meals & incidentals
5	Accommodation
6	Training
7	Translation and interpretation
8	Administrative costs
	Project total:	$0.00	$0.00	%	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Table 3.1 : Total project

		Year 1 (20XX-20XX)	Year 2 (20XX-20XX)	Year 3 (20XX-20XX)	Year 4 (20XX-20XX)	Expenses to date	Balance
	Activities
1	Salary
2	Consulting fees
3	Travel
4	Meals & incidentals
5	Accommodation
6	Training
7	Translation and interpretation
8	Administrative costs
	Project total:	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Notes:

1. Table 3 is to be used to report on planned expenses against actual expenses.
2. able 3 is to present financial reporting on a quartely basis.
3. Table 3.1 is to be used for multi-year projects.
4. Categories of costs are indicative and will vary depending on the nature of the project and its activities.
5. All expenses are to be reported on in Canadian dollars only.