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CSO NARRATIVE REPORT TEMPLATE 2015
This template is for reporting on results for the agreement period 2015. The purpose
for the template is to document results and lessons learned from the agreement period 2015,
and to provide the Palme Center with the necessary information for reporting to Sida.
Note: At the last page of this template you will find a check-list with all the necessary steps
and documents that in addition to this narrative format are part of the reporting to the Palme
Center. Please follow this check-list carefully.
NARRATIVE REPORTING
The Narrative report shall to be sent by e-mail in word-format to:

[email protected] AND

your programme officer at the Palme Center.
Please mark the email “Reporting, project number [X]”.
No hard copy is required.
FINANCIAL REPORTING
All Financial reporting documents are to be sent by post in two versions,
1 signed original and 1 copy, to:
The Olof Palme International Center
Box 836
SE - 101 36 Stockholm
Sweden
Dates for submission of the reports are:

February 1st 2016 (for partners directly supported by OPC)

March 1st 2016 (for Swedish OPC member organisations)
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INSTRUCTIONS FOR REPORTING
Who should fill in the template and submit the report?
The template is to be filled in electronically by the implementing organisation in the project
country with support of the Swedish member organisation (when applicable).
The Palme Center´s contractual partner (either the implementing organisation in the project
country or the Swedish member organisation) is responsible for submitting the report to the
Palme Center.
Necessary documents for reporting
The application for 2015 is the basic document for this report. These documents are all
necessary to have in front of you when working with the report:
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Project application(s) for the period 2015 including budgets.
Results matrix of the project.
Other relevant protocols, internal monitoring reports, evaluations and documents
with project information from this project period.
We recommend that you have a results workshop or invest time in discussions within
the organisation(s) and other relevant stakeholders to gather all achievements and lessons
learnt for the period. This can also serve as a good starting point if you are going to apply for
a project in the next agreement period.
The structure and logic behind the CSO narrative report template
This template has been developed to collect information about many different aspects of your
work. The purpose is both to contribute to learning of the Palme Center and to fulfil Sida´s
reporting requirements.
The template includes the following:
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Results and lessons learnt
Cross cutting perspectives and risk management
Comments and recommendations for the Palme Center
Project activities that were carried out during the year and explanation of any
deviations from the original plan.
Results achieved from project activities carried out this year (use the results matrix)
Narrative explanations regarding financial deviations from plan (if any)
A short results vocabulary
When reporting to Sida, the Palme Center will use the commonly used results vocabulary of
results achieved on output- outcome and impact levels. Here is a short explanation of what
these words mean:
Impact level: Long-term effects, more permanent and on a higher societal level. For
example, that an organisation or the target group has increased its influence in society and
has contributed to positive change for development.
Outcome level: medium-term results in terms of changes in behaviour and relations of the
people that the project relates to. Changes in their ability to participate in society, access to
human rights, power and influence, etc.
Output level: Concrete short-term results of project activities. For example increased
knowledge or an increased ability to apply knowledge following a training course.
A check list for the complete reporting (narrative, financial and audit) has been attached
at the end of this template.
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PROJECT AND CONTACT INFORMATION
About the Project
Project title:
Project number:
Project country:
Year that the project
started:
About the Implementing Organisation in the project country
Organisation:
Project manager:
Telephone:
E-mail:
Financial manager:
Telephone:
E-mail:
Other member/s:
Telephone:
E-mail:
About the Swedish Member Organisation (if applicable)
Organisation:
Project manager:
Telephone:
E-mail:
Financial manager:
Telephone:
E-mail:
Other member/s:
Telephone:
E-mail
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NARRATIVE REPORTING FOR 2015
RESULTS AND LESSONS LEARNT
1.
Please describe (in your own words) which positive changes/results you think that
this project has contributed to for the target group during the period of 2015 (for
example positive changes in their living conditions, their access to human rights and
agency to influence their society). Use the result matrix as a point of reference. Have
there been any unexpected positive or negative results?
Please write your description here:
2. Describe how the project cooperation has contributed to an internal development of
the implementing organisation in the project country during the year (e.g. increased
capacity of your staff, better working methods, increased internal democracy e.g.
through the development of transparent steering documents or democratic mechanisms
for decision making, increased gender equality within the organisation, developed
processes and routines etc).
Please write your description here:
3.
Describe how the project has contributed to increased external
cooperation/networking with other organisations and/or relevant stakeholders
within the framework of this project during the year.
Please write your description here:
4.
Describe the activities and methods used in the project that you think have been
most effective for achieving the project objectives - and why you think they
worked out well.
Please write your description here:
5.
Describe how you worked to include the target group and other relevant actors in
the planning, implementation and evaluation of the project during the project. Include a
brief description of specific experiences of difficulties or success, if there are any.
Please write your description here:
6. Have there been any particular difficulties in your work to reach the target group? Have
you reached the target group to the extent that you wanted? If not -why? Has the target
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group responded to your activities in the way that you hoped for? If not – why?
Difficulties or success stories you can share regarding this?
Please write your answer here:
7.
Describe how the results of your project can be sustainable (continue after your project
co-operation has ended)? For example changes in legislation, increased awareness
among target groups.
Please write your description here:
8. If the project involves a Swedish member organisation: Describe in what way the
Swedish member organisations has been included in the planning, implementation and
evaluation of the project. What has been the most important contribution from the
Swedish member organisation to the project during the project? What have been
the strengths and weaknesses of the partnership?
Please write your answer here:
9. Describe in what way the Palme Center has supported/contributed to the planning,
implementation and evaluation of the project. What has been the most important
contribution from the Palme Center during the project period? What have been the
strengths and weaknesses of the partnership so far? Any recommendations for the
future?
Please write your answer here:
10. Looking back at the project – what are your overall conclusions from working with the
project, and what are the most important lessons learnt? What have been most
important success factors and obstacles according to your view? What experience would
you like to share with the Palme Center and other organisations currently setting up
similar development projects?
Please write your answer here:
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CROSS-CUTTING PERSPECTIVES AND RISK MANAGEMENT
11. Describe how you have worked for gender equality and non-discrimination
within your project. What have been the main successes and difficulties? What results
do you see of this work? Any examples/success stories you can share? (For example
changes in power balances, responsibilities for men and women within the
organisation or target group, participation of discriminated groups etc).
Please write your description here:
12. Describe how you have worked with HIV and AIDS within your project. (Only if
applicable) What have been the main successes and difficulties? What results do you
see of this work? Any examples/success stories you want to share? (For example how
equal participation of people living with/affected by HIV and AIDS has been assured,
how eventual risks related to HIV/AIDS have been handled etc).
Please write your description here:
13. Describe if and how environmental issues and sustainable development have
been a part of your project. (Only if applicable).
a. Has your project, organisation and/or target group in any way been affected
by issues related to environment and sustainable development (for example
climate change, health issues related to pollution and chemical waste,
agricultural pesticides etc). If so – in what way? How have this been handled?
b. Has your project tried to influence or contribute to sustainable development
(for example by political action, information campaigns, trainings, internal
capacity development of staff, development of policy documents etc). If so – in
what ways? Any results achieved?
Please write your description for question 10 a) and/or b) here:
14. Describe how you have worked with risk analysis and risk management during this
project period. Have any of the risks that you listed in the application occurred? How did
you handle them? Have any unforeseen problems and risks occurred in the project and
how were they handled?
Please write your description here:
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OTHER COMMENTS OR RECOMMENDATIONS TO THE PALME CENTER
15. Additional information, comments or recommendations regarding the project or the
relation to the Palme Center that you wish to share.
Please write your answer here:
16. Comments/recommendations for improving this reporting template.
Please write your answer here:
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PROJECT ACTIVITIES AND RESULTS FOR 2015
17. List the activities carried out in 2015 within the frame of the project in the table below.
Activities carried out in 2015
Type of activity*
Relate to
intermediate
objective
No of
activities
implemented.
How was the results of the
activity verified/evaluated**?
Type of target group***
No of
women
****
No of
men
****
Total
number of
participants
****
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
EXPLANATIONS HOW TO FILL IN PARAGRAPH 17 – TABLE ”PROJECT ACTIVITIES AND RESULTS FOR 2015”
*For example trainings/workshops in specific subjects, seminars, study circles, conferences, lectures, networks, public events, performance, campaigns, etc., necessary to reach the intermediate
objectives. Also include activities connected to internal capacity building, planning, follow up and evaluation.
** Concrete methods to follow up afterwards whether activities contributed to objectives, for example: questionnaires, interviews/meetings, statistics, pre/post tests, observations, other
*** As described in the application, for example: workers, organisation/party members, organisation representatives, students, young people, local level public officials, civil society
organisation members and/or representatives, under-represented groups (specify), etc (keep in mind that several activities or types of activities can have the same individuals as participants.).
**** These columns refer to the number of unique participants for each type of activity. If the one person has participated in for example a series of three consecutive seminars on the theme of
labour rights, the person can only be counted once. The figures do not have to be absolutely exact. In some cases, it may be necessary to make an estimate. The aim of these columns is to
estimate approximately how many persons have been reached through the activities.
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18. Did you carry out all planned activities? If not; explain the deviations from the project plan and
how it has affected the project and the fulfilment of objectives.
Please explain any deviations here:
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19. Please fill in the Results matrix below regarding the year 2015. In the first and the second column, fill in the objectives and the indicators as
stated in the approved LFA-matrix for the project. In the third and fourth column, describe the results and how the results have been
measured.
Log Frame – results 2015
Copy the project objectives and the intermediate
objectives from the approved LFA-matrix.
Copy the indicators from the approved
LFA-matrix.
Results of the project
How was the results measured (base this
on the planned means of verification stated
in the project application.?
Project Objective
Indicators
Results of the project
Means of verification
Intermediate Objective 1
Indicators
Results of the project
Means of verification
Intermediate Objective 2
Indicators
Results of the project
Means of verification
Intermediate Objective 3
Indicators
Results of the project
Means of verification
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FINANCIAL REPORTING AND ADMINISTRATION
20. If there have been any deviations in the financial reporting from the planned budget –
please list the deviations one by one below and explain the reason for the
deviation.
Please answer here:
21. If any equipment (computers or other goods) has been purchased in the project, please
list the purchases below. If the contracting partner is a Swedish organisation – is there
an agreement between the Swedish organisation and the implementing organisation in
the project country that regulates who owns the equipment after the project is ended?
Please answer here:
22. Did any purchases of goods or services you made within the project exceed the Palme
Center´s limits for procurement1? If so – please describe how the procurement/s were
made.
Please answer here:
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For services and goods for the amount of SEK 75 000 or above, a written price comparison shall be made.
For services and goods for SEK 284 000 or above shall be procured in competition. NOTE! If the national
laws (in the project country) calls for stricter procurement regulations, these are to be followed. Guidelines for
procurement can be downloaded at the Palme Center homepage: www.palmecenter.se.
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APPENDIX: CHECK-LIST FOR REPORTING
Follow the steps of the check-list carefully. If any of these steps/documents are missing, your
reporting is not complete. Please make sure to tick all the boxes before sending your report to
the Palme Center.
Check list for implementing organisation in the project/program country
The Narrative report template has been filled in.
The Expenditure Specification has been based on the approved budget for the financial
year 2015, and is signed by an authorized signatory in the organisation as well as by the
auditor.
The form Accounts in Local Currency has been filled in and is attached.
The Auditor Report according to ISA 805 (according to the Palme Center audit
instruction), is attached and has been signed by the auditor.
The Management Letter (according to the Palme Center audit instruction), is attached
and has been signed by the auditor.
A Certificate verifying the title of the auditor (CPA, CA, or equivalent according to
national law) is attached.
All the documents mentioned above have been submitted to the Swedish OPC member
organisation (only when the Swedish OPC member organisation is the contracting partner
to the Palme Center).
Checklist for attached documents for the Swedish member organisation (if
applicable). This checklist is to be completed by the Swedish organisation before
submitting the report to the Palme Center)
The Narrative report received from the partner organisation has been reviewed,
complemented (if needed) and signed by the authorized signatories in the Swedish
organisation.
The Expenditure Specification has been based on the approved budget for the financial
year, and is signed by an authorized signatory in the organisation as well as by the auditor.
The form Accounts in Swedish kronor has been filled in and is attached.
The form Accounts in Local Currency has been filled in and is attached.
The Auditor Report according to ISA 805 (according to the Palme Center audit
instruction), is attached and has been signed by the auditor.
The Management Letter (according to the Palme Center audit instruction), is attached
and has been signed by the auditor.
Certificate verifying the title of the auditor (CPA, CA, or equivalent according to national
law) is attached.
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