Activity Reporting
Frequency of reports
The frequency and content of reporting to NZAID should be dictated by the information needed for NZAID to meaningfully participate in its management role for the particular aid modality employed.
In some situations, annual reports plus a completion report will suffice if no further reporting is needed for payments (e.g. if payment decisions are only annual) and if the Activity manager is assured that any emerging problems and risks will be brought to NZAID’s attention if necessary through ad hoc reporting. In other situations, more frequent reports will be needed to inform decision-making. For example, contestable funds may potentially provide new grants for partners with existing grants; often in this situation a six-monthly report (including financial acquittal) will be required before the partner can be provided additional grants.
Partners’ reporting is not necessarily periodic i.e. defined by the time it is delivered. Particularly with project modalities, it may be appropriate to have a report due when a particular milestone or action is complete, rather than at a specified time.
Frequency is also linked to the level of risk associated with the activity or with the organisation being funded. If the implementing partner is untested, then more frequent reporting might be necessary to allow NZAID to quickly offer assistance or make decisions if problems arise.