In collaboration with

1
Development of integrated project and financial
management tools in conformity with the 2003
FPA
Narrative Reports The single form
In collaboration with
2
the Single Form

• A single form to ALWAYS use for
• Project proposals (any type)
• Interim Narrative Report
• Pre final Narrative Report
• Final Narrative Report

3
the Single Form

• Preparation of the Single Form requires knowledge
  of the ECHO PCM manual
• The following must be enclosed
• Logframe
• Workflow
• Map of the area
• Other documents should be enclosed as required by
  the situation (e.g. ToR evaluation, audit,
  visibility plan)

4
the Single Form

Complexity of the project
Evaluability of the project
5
SF proposal

• The SF is composed of 13 sections
• All sections are completely filled in to
  convince of the importance of proposed
  operation
• Less detail is required for operations of primary
  emergency and emergency

Elements of interest
6
SF proposal

The following points shall always be respected
7
SF Sections

• 1. General information
• SummaryThis section contains the main elements
  of the proposal. The humanitarian organisation
  must copy the contents of the sections of the
  proposal listed below 1.7.

Elements of interest
8
SF Sections

• 2. Need Assessment
• A precise stakeholders analysis is required
• If an assessment exists it shall be enclosed (at
  least a summary)
• Problem tree should be used as an instrument to
  analyze and synthesize problems

Elements of interest
9
Problem Tree
10
SF Sections

• 3. HO Strategy
• The presence of the HO in the country/area is
  explained specifying
• Location, sectors, donors
• Lessons learnt
• Chosen strategy is discussed
• Proposals shall always be discussed with regional
  ECHO representatives
• NEW!The system to be applied by the partner for
  the identification of costs and charging to the
  different projects has to be outlined in 3.1.

Elements of interest
11
SF Sections

• 4. Operational Framework
• In general
• Logical Framework mandatory (max
  3 pages)
• Title of operation must not exceed 120 characters
  (NEW! should avoid inclusion of specific data
  that could change, such as the number of
  beneficiaries, sub-region of implementation,
  etc..)
• Requirements inserted in SF must be scrupulously
  respected

Elements of interest
12
SF Sections

• 4. Operational Framework
• In Particular
• Precise details are required for the
  beneficiaries (number, type, category, location)
  
• Identification criteria are clearly defined
• Activities are sub-divided into sectors (budget,
  categories)

Elements of interest
13
SF Sections

• Continuing with sez. 4 the objectives
• General objective (called principle objective
  here) shall be in line with the objectives
  specified by the EC decision
• Insert only 1 specific objective (also in line
  with the EC decision)
• Centrality of indicators (details for all
  expected results) and monitoring mechanism

Elements of interest
14
Log Frame
Refer to the EC strategic framework and ECHO
decision
Refer to the EC decision Cannot be modified
Consider costs and organization of a monitoring
plan
Refer to the budget lines
15
Narrative IOV Sources of Verification Risks and assumptions
General objectives 1. 2. 3.
Specific objective 1.
Expected results 1.1. 1.2.
Activity 1.1.1. 1.1.2. 1.2.1.
16
Narrative IOV Sources of Verification Risks and assumption
General objectives Contribute to improve health conditions of refugees and local inhabitants Improvement of the main health indicators statistic information collected by WHO
Specific objectives Level of water connected disease in 8.000 refugees and 20.000 local inhabitants reduced to pre-war levels decrease in water-connected disease by 20 within 6 months Survey Interim evaluation. Final evaluation
Expected results 1. Within 6 months 8.000 refugees will have adeguate, appropriate and safe hygienic services women may safely use hygienic service 400 latrines appropriately constructed/used minimum distance of 50 meters between household and latrines latrine monitoring record Focus Group women
Activity 1.1.1. Consultation with women to identify suitable sites for hygienic services 1.1.2. Construction of 400 gender-segregated latrines conforming to international standards 1.1.3. Training and equipping 40 people responsible for latrines 1.1.1. Consultation with women to identify suitable sites for hygienic services 1.1.2. Construction of 400 gender-segregated latrines conforming to international standards 1.1.3. Training and equipping 40 people responsible for latrines 1.1.1. Consultation with women to identify suitable sites for hygienic services 1.1.2. Construction of 400 gender-segregated latrines conforming to international standards 1.1.3. Training and equipping 40 people responsible for latrines
17
SF Sections

• 5. Risks Assumptions
• External factors are explained and monitored (the
  partner should explain how they would react to
  mitigate their effects on the implementation of
  the operation and what other options would be
  envisaged to achieve results)
• The field safety situation is outlined and, if
  they exist, specific protocols for the operative
  context in question

Elements of interest
18
SF Sections

• 6. Resources Required
• Local and expatriate staff are divided (1 2)
• Function is specified and estimated costs
  discussed
• Purchasing procedures are detailed (goods,
  equipment)

Elements of interest
19
SF Sections

• 7, 8, 9. LRRD , Mainstreaming
  Visibility/communication strategy
• The questions substainability and
  mainstreaming are discussed
• If there are funds for visibility the expense
  must be justified (Visibility Plan)

Elements of interest
20
SF Sections

• 10. Field Coordination and local implementing
  Partners
• Mechanisms of connection are explained (Field
  coordination)
• NEW! This section provides information on
  procedures for the award of service (consultants,
  audit, training, evaluation, etc.) and work
  contracts (building of houses,). Information
  related to procurement of equipment and goods is
  given in point 6.3.
• The partner shall indicate in this section all
  derogations requested so that ECHO can take a
  decision and if necessary include them in the
  Special conditions of the Agreement.

Elements of interest
21
SF Sections

• 11, 12, 13. Financial administrative
  information conclusion
• Basic information on the project is stated
• NEW! When requesting 100 funding, the partner
  must provide the reasons on which the request is
  based in 11.2
• NEW! In case of pre-dating of the eligibility of
  expenditures, the reasons on which the request is
  based should be presented in section 11.5.2.
• Space for conclusions and comments

Elements of interest
22
SF Interim Report

• The same format of the proposal is used (Single
  Form)
• It must state in detail progress made STRICTLY
  following the original plan
• Wherever the data of the proposal has been
  modified or complemented, modifications or
  complementary information should be easy to
  identify visually (NEW! using track changes or
  different colours and fonts).
• Logframe representing the progress made is
  reported

Elements of interest
23
SF Interim Report

• To change parts insert activities and changes
  made, insert the phrase Not Applicable in parts
  not modified
• Section 4 becomes the most important section with
  special attention to

Elements of interest
24
SF Interim Report

• Special attention must be paid to
• Note the starting date of the operation and in
  case of inserting a date different from that
  specified in GA, give a reason
• Request, with a justification, any eventual
  extension of the implementation period
• Do not modify in any way the specified objective
• Duly justify any inherent changes in budget
• Up date relating to 15/30 days preceeding report
  depending on project type

Elements of interest
25
SF Pre-final Report

• Mandatory only for the types of decision which
  call for it
• Always the same format
• Substantially similar in form and objective to
  the Interim Report
• The preliminary final report is the last chance
  to introduce a request for amendment.

Elements of interest
26
SF Final Report

• Use the same format (Single Form)
• Defines the framework reached at end of operation
• The rules of filling it in remain unvaried

Elements of interest
27
SF Final Report

• Previously used methods for supplying information
  are still valid
• Extreme care must be made in filling the Sections
  4 (Operational Framework), 6 (Resources), 7
  (LRRD), 8 (Mainstreaming) e 9
  (Visibility)
• All additional comments are to be made in section
  13
• Indicators (levels reached), modifications made
  to plan and possible impact are detailed and
  discussed
• All details of procedures followed for the
  contract are supplied

Elements of interest
28
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