Reporting

The project generates periodic reports on activities and results indicators. Project partners meet every quarter to present and discuss on the progress made for every quarter. LEAD-SEA, as the project manager, submits to the Norwegian Embassy a semi-annual financial and technical performance report .At the end of the project, LEAD-SEA prepares a comprehensive final report. Progress reports are also disseminated using existing web formats, through radio programs and specialized environmental publications by the Forum of Environmental Communicators (FECO).

Progress Reports

One important function of the Lake Chilwa Basin Project monitoring and evaluation information is to facilitate the project produce timely and comprehensive progress reports. The reports contain qualitative and quantitative progress made in implementation, problem encountered during the reporting period and action taken to solve the problem. Considering the Financing Agreement with the donor of the project, the Royal Kingdom of Norway, quarterly, semi-annual and annual reports are submitted to ensure that progress is being made to achieve the programme milestones. Thus the evaluation system used is continuous in order to assess project outcomes as they are achieved. LCBCCAP carries out annual performance evaluations to facilitate it examine its annual implementation results i.e assist it compare planned activities with actual activities, outputs with targets and expenditure with budget. The annual performance evaluation provides information on performance of various beneficiary groups, adoption of various technologies, opinion of target groups about improvement in local situation and on quality of services and this information contained in the progress reports. Annual performance evaluation are geared towards helping those involved to learn to draw conclusions that can enable them improve their decision-making and help guide implementation of activities from the lessons learnt. In order to ensure availability of good quality progress reports, the programme monitoring system has detailed sector specific data collection sheets that gives the units which are observed and these:

  • define what is to be observe
  • distribute responsibilities for data collection and compilation and developed forms for data recording

Progress reporting is a management responsibility and the implementing Officers are expected to combine the various field reports into a programme report. The consolidated report provides a clear picture of field activities and operational data on the activities with findings being included in the analytical section of the annual report. The findings and recommendations of the annual reports are included into subsequent annual plans for the following year.

Quarterly, Bi-Annual and Annual Reports

The implementing partners are responsible for preparation of these reports whose format, details and structure have been developed through a participatory process by all implementing partners. The reports are geared towards giving information on project deliverables, effects and impacts to facilitate self-evaluations of sector performance and also highlights problems/lessons encountered/learned in the process of implementation with recommendations on follow-up actions. The report presentation contains the following information:

  • general introduction or overview
  • progress review highlighting achievements by components (activities and outputs), use of resources (financial data) indicating expenditure summaries by component
  • summary of bottlenecks encountered and proposed solutions and strategies to address them