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Project Completion Reports (PCRs) establish a record of project achievements against the project’s original outcome/purpose and outputs as stated in the logframe. PCRs help us assess impact, draw out conclusions and learn lessons that may be valuable to others including those designing new initiatives with similar characteristics. Note: The PCR needs to draw from the project’s Final Evaluation.
End of project requirements (documentation)
Three (3) months after your DFID grant ends you are required to submit the following:
1. PCR narrative report (this form)
2. Annex A: Achievement Rating Scale (ARS)
3. Annex B: Case study
4. Annex C: Portfolio Analysis
5. PCR financial report
6. Final project logframe
7. External evaluation report
8. Final claim or statement of expenditure
9. Inventory of disposal of assets
10. Asset transfer letter
11. Annual Audited Accounts (see Note).
Note: A hard copy of your Annual Audited Accounts for the financial year in which your project ended must be posted to us four (4) months after the end of your financial year.
Send all documents listed 1-10 above by email to our address. In the subject of the email mark clearly CSCF number and ‘PCR and Closure Documents’ as
illustrated in the box below:
To: [email protected]
Subject: CSCF (insert your number): “PCR and Closure Documents”.
Please refer to the findings of the project external evaluation to complete this PCR.
Please read and follow the instructions provided in this document, answering each question listed.
▪ Font: use Arial 12
▪ For Section 1 of the PCR: Maximum 2 x A4 pages
▪ For Sections 2 to 7: Maximum 14 x A4 pages in total
▪ Annex A: Achievement Rating Scale (ARS): Maximum 5 x A4 pages. ▪ Annex B: Portfolio Analysis: Maximum of 5 x A4 pages ▪ Annex C: Case Study: Maximum 2 pages
PROJECT COMPLETION REPORT SECTION 1: BASIC INFORMATION (Maximum 2 pages) UK Organisation Name UK Organisation Address Project partner(s) (with countries where they are based in more than one country) Project Title CSCF Number Country/ies Local area(s) within Countries(s) Project Start & End Dates Start:(mm/yyyy) End: (mm/yyyy) Date report produced (dd/mm/yyyy) Name and position of person(s) who compiled Name: this report Position: Name: Position: Name: Position: Name and position of contact point for Name: correspondence relating to this project Position: Email address(es) for correspondence Email 1: Email 2: Total project budget £ Total funding received from DFID £ Financial contributions from other sources Total £ Please state amounts and (in brackets) sourcesList all contributions of other funding in relation to this project £ ( ) £ ( )
£ ( ) Acronyms Please list all acronyms used in this report. SECTION 2: PROGRESS AND RESULTS (Refer to the evaluation) 2.1 progress SINCE THE LAST ANNUAL REPORT Please outline (maximum 10 lines): Any significant progress b) Any significant challenges 2.2 KEY RESULTS Result 1. Result 2. Result 3. 2.3 TARGET GROUP State the number of people who have directly and indirectly benefited from this project, disaggregating target group(s) where possible by: location, ethnicity, gender, age, disability, and HIV status. Please state how you have calculated the numbers used. a. Number and description of direct beneficiaries: b. Number and description of indirect beneficiaries: c. Did the target groups change from what was envisaged in your proposal and if so why? d. How and why have the target group been affected (positively and/or negatively) by the project?
2.4 ACHIEVEMENT RATING SCALE (ARS) What rating has the project evaluation awarded your project? 2.5 EVALUATION RECOMMENDATIONS (please list in the table below) Evaluation Recommendations Your Response 1. 2. 3. 4. 5. 2.6 MANAGEMENT RESPONSE TO THE EVALUATION
Is the evaluation report ARS a fair reflection of your project, yes/no. Please explain briefly. SECTION 3: RISK ASSESSMENT 3.0 Risks identified in the original proposal and in annual reports Did the risk materialise? If the risk materialised, how did the project deal with it and reduce the impact on the project? If the risk did not materialise, was this as a result of measures put into place by the project? If yes, please explain how. Yes/No
SECTION 4: VALUE FOR MONEY (VfM) For more information on VfM see: http://www.dfid.gov.uk/Documents/publications1/DFID-approach-value-money.pdf http://www.bond.org.uk/pages/value-for-money-resources.html Please answer under each sub-heading below and also provide evidence to justify your answer in the right hand column
4.1 Effectiveness: Did the project outcome/purpose remain relevant throughout its duration given changes in context? Your evidence: Did the project use DFID funding to leverage other funding for additional activities? If so, please explain. Your evidence: If the final project outcome/purpose was not achieved or more remains to be done, will activities continue and if so, who will fund? Your evidence: Inputs/results ratio (i.e., total project budget from DFID and other sources divided by no. of direct beneficiaries = input/results ratio). Your evidence: How have your partner(s) added value to what your project set out to achieve? Your evidence: Please give details on project partners delivery of VfM. Your evidence: What % of CSCF funding was spent by the partner(s)?
Your evidence: 4.2 Efficiency: To what extent were spending decisions guided by VfM principles? Your evidence: What percentage of funds was spent on overheads? Did this change since the proposal for funding was submitted? Your Evidence 4.3 Economy: Please explain how your unit costs have increased or decreased during implementation? Your evidence: Was the project completed within budget/expected costs? (please detail cost under/over spends) Your evidence: What have you done to improve your own procurement capacity and capability? Your Evidence:
SECTION 5: INNOVATION, SUSTAINABILITY, CONDITIONALITY, AND ADDITIONALITY 5.1 Innovation: What innovative aspects of the project were identified during the evaluation?
5.2 Sustainability According to the evaluation report what aspects of the project will continue once funding ends? How will these aspects be funded and by whom (e.g., national/local government or other organizations) What aspects of the project will stop and what impact will this have? 5.3 Conditionalities List any specific provisions in your grant agreement. Provide an update on progress against them. 5.4 Additionality According to the evaluation report and your own judgment, what would have happened without DFID funding?
SECTION 6: LESSONS (you do not have to provide lessons under each area) Where appropriate describe below: 6.1 Approaches to Empowerment and Advocacy: service delivery (quality and access) political participation economic participation household decision-making). If something has worked particularly well, why? How has this learning been applied in your project? 6.2 Equity: What lessons have you learned regarding strategies to engage marginalised and excluded groups in project activities or benefits? What has worked particularly well and why? If something has not worked well, why was this? How has this learning been applied in your project? 6.3 Capacity building: Which approaches to building the capacity of local partners and community groups have achieved results? Have you had a successful capacity building approach that helped women take a leadership role, and if so, please explain?
If an approach has not worked well, why was this, and how has this learning been applied in your project? 6.4 Monitoring & Evaluation: What tools and methods have been most useful and practical in measuring and demonstrating evidence of results, including the disaggregation of data? If something has not worked well, why was this? How has this learning been applied in your project? SECTION 7: CLIMATE AND ENVIRONMENTAL IMPACT 7.1 What was the impact of this project (posivite and/or negative) on the environment? What did you to mitigate against negative climate and environment impact? What did you do to maximise positive impact? Please detail any potential steps taken to build resilience within the target groups. Annex A: ACHIEVEMENT RATING SCALE (ARS) (Maximum of 5 A4 pages)
1 = fully achieved, very few or no shortcomings
2 = largely achieved, despite a few shortcomings
3 = only partially achieved, benefits and shortcomings finely balanced
4 = very limited achievement, extensive shortcomings
5 = not achieved
ARS for whole Logframe Indicators Baseline Value for indicators Progress against the indicators Comments on changes over the whole project period, project period (refer to milestones if including unintended impacts applicable) Output 1 (insert main outputs from logframe here)
Output 2 Output 3 etc. Activities Please comment on the relevance, efficiency and effectiveness of the activities overall
ANNEX B: CASE STUDY (maximum 2 x A4 pages)
Information in Annex C may be used for public dissemination purposes
therefore, be clear and concise and avoid the use of jargon or acronyms.
1. Reference details: Provide the title of the case study; project title and CSCF reference, country/region, project start and end dates and main local partner name.
2. Project Summary: Provide a summary of the project including the overall change(s) it is intending to achieve and who will benefit. The location of the project and beneficiaries should also be clear. (200 words maximum – half a page).
3. Provide 2 photographs as jpegs, with captions to describe them.
4. If possible provide a human interest story about a named individual or family that has been helped by the project. Include quotations.
5. Note: DFID are particularly interested in receiving case studies covering the areas outlined below. Only place an “X” against the areas which are relevant to your project. More information may be requested for either communication or learning purposes.
Subject area Mark X where applicable Private sector development with a particular emphasis on women’s economic empowerment Violence against women and children Education with a particular emphasis on girls education Reproductive health/maternal and neo-natal health HIV/AIDs, malaria, tuberculosis Disability Child labour Youth Elderly Access to justice and rule of law Climate change and environment
Annex C: PORTFOLIO ANALYSIS (maximum 5 x A4 pages)
To be completed for all projects
DFID aims to compare performance and results across the whole CSCF portfolio therefore it is important that you complete all sections below.
SECTION 1: PROGRESS ON CSCF OBJECTIVES, CAPACITY BUILDING, AND MDGs 1.1 Contribution to CSCF Objectives Tick the relevant boxes and provide an explanation e.g. Building capacity of Southern civil society to engage in local decision-making processes what were the key highlights. Your explanation and comments… Building capacity of Southern civil society to engage in national decision making processes Your explanation and comments… Global advocacy Your explanation and comments… Innovative service delivery Your explanation and comments… Service delivery in difficult environments Your explanation and comments…
Whose capacity has been built by the project? Specify who Priority Mark Only make a selection if you have evidence of capacity change. Prioritize stakeholders as 1, 2 and 3 (with 1 being of highest significance). End-beneficiaries (poor and vulnerable groups) Local leaders / change agents Local Community-Based Organisations Civil Society Organisations / Networks Local government National government Local implementing partner(s)
Trade unions Private sector organisations Other (Please name below) Contribution to the Millennium Development Goals Only list an MDG if the project focused on outcome/purpose in this area and provide a brief explanation in the right-hand column. Eradicate extreme poverty and hunger Achieve universal primary education Promote gender equality and empower women Reduce child mortality Improve maternal health Combat HIV/AIDS, malaria and other diseases Ensure environmental sustainability Develop a global partnership for development None of the above
SECTION 2: RESULTS IN CHANGING POLICY AND/OR PRACTICE AND IN SECURING RIGHTS 1 = substantially exceeded expectation 2 = moderately exceeded expectation 3 = met expectation 4 = did not meet expectation 2.1 Is your project contributing to a change in government policy or practice? How would you score the Examples project? Mark 1 box ‘X’ 1 2 3 4 Change in discourse – e.g. verbal support for proposed changes; popular demand emerges; technical expertise applied. Policy development – e.g. proposed changes/principles reflected in draft policies or legislation. Policy adoption – e.g. support for legislative body is secured, policies are approved/passed into law. Mechanism for policy implementation in place Improvements to service delivery 2.2 Is your project leading or contributing to changes in rights and/or government How would you score the Examples services? project?
Please select if appropriate 1 2 3 4 People are aware of their rights as a result of the project Rights are being claimed as a result of the project Changes are made in services (access to/quality of) Rights are enforced (e.g., those who violate rights are prosecuted) 2.3 How far have the following factors influenced project success or failure to-date? How would you score theExamples Provide a rating and an example. project? 1 = a lot 2 = to some extent 3 = not at all 1 2 3 The capability of the project partners The level of government engagement The level of ownership by citizens / beneficiaries The level of participation of citizens / beneficiaries Understanding of the context Flexibility of approach and being able to adapt to changes in the external environment The capability of the project leader The quality and extent of communication between key stakeholders Integration with the work of government and other actors Use of specific tools and methods developed for the project
The capacity for good financial management The geographical reach or spread of the project If you consider there are other factors which have influenced project success or failure, please note by inserting a row above. What approach is being used by the project to bring about the changes envisaged? Priority (1,2 Examples Please select up to three factors and prioritise these as 1, 2 and 3 (with 1 being of highest significance). or 3) Rights awareness – e.g. making ‘rights holders’ more aware of their rights so that they can claim rights from ‘duty bearers’. Advocacy / Campaigning – e.g. advocating publicly for changes in policy and/or practice, campaigning on specific targeted issues. Modelling – e.g. demonstrating best practice / approaches / behaviours which can be adopted or replicated by others to bring wider improvements in policy or practice.
Policy engagement – e.g. building relationships with decision-makers behind the scenes, pragmatic collaboration on policy development to achieve incremental improvements. Service provision in collaboration with government – e.g. working with government to enhance the services already provided. Service provision in parallel to government – e.g. providing an alternative service. Monitoring of government policy – e.g. monitoring budget-making or enforcement of rights. If there are other approaches which are not listed above, please note them by inserting a row above.