Reporting procedures
Strong reporting is essential for organisations applying for and in receipt of grants from the Emigrant Support Programme
Reporting for ESP
Organisations receiving grants under the Emigrant Support Programme (ESP) are required to submit, for each project, the following:
- Progress report
- Financial accounts/annual report.
Strong reporting is essential. The best reports draw upon quality monitoring. The use of clear language and metrics shows the impact of your work.
Annual reports are a great way to satisfy a wide range of audiences, from funders to the media to your clients. People can see what you have done throughout the year and can use it as a reference. It also provides opportunities for communications campaigns, social media promotion or launch events. A strong annual report is also a very important element for grant assessors.
Monitoring and evaluation
Periodic evaluation helps and guides lesson learning and planning. Organisations are encouraged to periodically conduct evaluation exercises of specific projects. This can help improve the efficiency and efficacy of their work. The Department of Foreign Affairs reserves the right to evaluate funded projects and/or organisations periodically.
Reporting outcomes
Narrative reporting needs to clearly set out what was achieved compared to what was planned.
Reporting should explain any discrepancies, where planned activities / results were not achieved. In this regard, realistic objectives need to be set, worked towards and reported on. These objectives should be in line with your organisation’s strategic goals.
SMART framework
Objectives set out in ESP applications should be:
- Specific: target a specific area for improvement or impact
- Measurable: quantify or at least suggest an indicator of progress
- Achievable: state what results can be achieved, given available resources
- Relevant: to wider goals and the needs of the organisation
- Time-bound: specify when the result(s) can be achieved.
Reporting to the ESP is made easier by having objectives that follow this SMART framework.
Outcomes versus outputs
In reporting be sure to clearly distinguish between outputs and outcomes. Outputs are what was produced and outcomes are what their effect was.