Different types of reporting for NGOs

NGOs prepare reports for different people, which include the trustees, government, managers, beneficiaries, and donors. With the help of these reports, NGO and the donors can monitor if the project activities are held as per plan  and know the financial status & needs for the future.

Beneficiaries can know if the money is being spent on their real needs and the government can check the legality of an NGO.

Here is a look at types of reports prepared and maintained by an NGO:

Monthly Progress Report (MPR)

The Progress Report or MPR is written as an account of the project of the organization in order to update its progress and status. It is used like an assessment tool for ongoing projects to promote and monitor continuous progress and measure impact by a project.

Types of reporting in NGOs

Quarterly Report (QR)

This quarterly report from the organization to the donor agencies as per the agreement or, in some cases, is made by the coordinator, presenting a status update report to the head office. It is also used to measure progress of a project against the plan and document reasons for deviation from plan if any.

Half Yearly Report (HYR)

A half-yearly report is usually a report submitted to the donor agencies with the financial statement requesting for the next set of funding installment. The purpose of the half yearly report may vary from case to case based and is explicitly stated in the agreement or contract between the implementing partner and the donor agency.

Annual Report (AR)

An annual report is a report of organization activities and programs throughout the preceding year. It helps in assessing the year’s operation and offers an organizational view for the coming years and its future prospects. This report is provided by every organization at the end of the financial year.

Project Completion Report (PCR)

This is a consolidated report with the statement of the account of any project from its beginning till the end showing the project as completed as per the plan and deviations if any. This is to be submitted immediately after the completion of the projects period, normally within the time period of 2-3 months after the completion of the projects. It is a structured and systematic reporting format offered by the implementing partner to the donor organization.

Project Evaluation Report (PER)

It is a periodical assessment report of any project indicating the project advancement. The submission period can be any time as per the agreement between the donor organization and the implementing partner. Evaluation can be done on the basis of two levels:

  • Summative after completion of the project.
  • In the middle and formative level.

Project Monitoring Report (PMR)

This is an ongoing report that is presented every month to update the status of the project to the stakeholders.

Program Report (Field Report)

This is a specific report that has to be prepared and distributed among the concerned people immediately after programs such as workshops, training, seminars, meeting, etc. These types of reports should be presented to the participants, sponsoring agencies and resource persons.

Budget Comparison Report (BCR)

The actual financial statement is compared with the budget plan using this report. This helps us to identify the deviation that may have crept in during the process, and provides an avenue to find the means of rectifying the deviation.

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