Activity Reporting
Annex B – Project implementation document (or report)
The aim of the project information document (PID) is to make any necessary revisions to a project’s design and to map out how implementation will occur.
Inception reports and project implementation documents - what’s the difference?
- Inception reports (see Annex C) can be needed for any sort of Activity or contract.
- Project implementation documents are a special sort of inception report - for larger, riskier, or more complex projects, particularly NZAID-facilitated projects.
- Project implementation documents are sometimes referred to as inception reports by partners and donors. NZAID can harmonise with a partner or other donor’s preferred name for the report if the information in it meets our needs.
The inception phase of an Activity checks the Activity design and sets up the management processes - see the Activity Cycle Management Tool. Inception is the first of the three stages of implementation. The others are “main implementation” and “transition/completion” - see the Activity Implementation Tool.
At the end of the inception phase, larger, higher risk or more complex Activities using the NZAID-facilitated project modality need a PID.
When NZAID has appraised a project’s design positively and has not envisaged or required any changes to the budget, design, method, etc, then a PID will only be required when the project is large and complex enough to require a detailed explanation of how it will be implemented.
PIDs and their recommendations (e.g. for changes to the original design) are from the implementing partner to the governance body of the Activity (e.g. steering committee, project coordination committee, etc). Typically, they will be due from one to three months after the project team is mobilised.
A PID should use the section headings below or something similar. If the project is implemented by a third party or a partner it might need a report that provides the same information in the way that best uses the implementing partner’s own management systems.
The content needed is:
Title
Table of contents
Executive summary
Basic information
- Table showing Activity title, starting date, duration, value, key stakeholders, purpose and key outputs etc
- Map showing Activity location/s
- Who was involved/consulted in preparing the report and the process followed
Changes to the Activity’s environment/context since design
Relationships between stakeholders
Review of Activity design document
This should not restate the design but focus on its continued relevance or the need for recommended change. References should be made to the Annexes containing the revised logical framework matrix, risk management plan, monitoring and evaluation plan etc. This section in the main text does not need to repeat what is in those revised key Activity documents, but to explain what and why changes have been made from the original approved design. The text should cover whether changes are necessary (and if so what and why) to the Activity’s:
- Linkages to policy, Programme Strategy and other Activities
- Goal, objective and outputs
- Activities
- Resources and budget
- Assumptions and risk management plan, including reassessment/confirmation of treatment of mainstreamed and cross-cutting issues
- Management and co-ordination arrangements, including governance arrangements e.g. steering committee or equivalent
- Monitoring, evaluation and review plan
- Issues relating to sustainability.
Baseline monitoring and evaluation information
Gathering baseline information is important during the inception phase. The type of baseline information will depend on the original design and monitoring and evaluation framework. Equally, the monitoring and evaluation framework should have been designed to make the best use of the information that is likely to be easily available. Baseline data in the PID may come from data collection and analysis by the implementers themselves, or (preferable) data that is collected by in-country or other partners. Good collection of baseline data is essential for effective implementation and for eventually monitoring and evaluating effectiveness, efficiency, impact and sustainability.
The PID should include enough baseline data and analysis to use as a point of comparison for future monitoring and evaluation. For example, if the logical framework matrix and/or monitoring and evaluation framework of the Activity includes targets for an improvement in a particular indicator, the PID must include the latest data for that indicator at the time of writing. Note that such targets, data and analysis may be quantitative or qualitative. Data should be sex and age disaggregated.
Proposed plan of implementation
This section should be brief, with reference to the more detailed work plan and budget in the Annexes. Details are usually best left for tabular or other structured formats in the Annexes. This section should cover the overall focus and themes of the proposed work plan and explain the rationale.
Annexes
- Recommended updated logical framework matrix and/or monitoring and evaluation framework
- Recommended updated risk management plan
- ToR for steering committee or equivalent governance body (or recommended changed ToR)
- Recommended first year work plan including Gantt chart, resource schedule and budget
- Recommended total budget
- List of abbreviations
- Summary of Activity undertaken in preparing this PID.