1. DOCUMENTING AND REPORTING BY Okoronkwo Sunday

2. SESSION OBJECTIVES At the end of the session participants will be able to: o Define Documentation and reporting o Understand and PACFaH reporting template for reporting PACFaH activities/programs

3. DEFINITION  Documentation is a process of providing official information or evidence that serves as records for implemented project activities  Documents/records used to provide or make something official. E.g. Videos, Audio recordings, Pictures, Banners etc.  Progress report: An assessment that takes place during a project or process, that conveys details such as what sub-goals have been accomplished

4. PACFAH REQUIRED REPORTS  General Activity: Reports Captures details of activities carried out  Monthly Report: Summary of activities conducted/achievements attained during the month under review  Quarterly Reports: Summary of activities conducted/achievements attained during the quarter under review  Advocacy Engagement reports: Summary of advocacy engagement/meeting conducted

5. GENERAL ACTIVITY REPORTING TEMPLATE Sample Activity report..

6. MONTHLY REPORTING TEMPLATE COVER PAGE (Insert project logo) PACFaH PROJECT QUARTERLY NARRATIVE REPORT REPORT PREPARED (authors(s) REPORTING PARTNER(Insert partner’s name and logo) REPORTING PERIOD (month or quarter)

7. MONTHLY REPORTING TEMPLATE…CONT. INTRODUCTION (Brief overview of project and partner’s roles and responsibilities. It should also contain bullet points of partner’s key targets and expected deliverables 2 paragraphs) EXECUTIVE SUMMARY (This summarizes in 1 or 2 paragraphs all activities conducted, number of persons reached/trained, number of visits made etc. and outcomes) ACTIVITIES PLANNED FOR REPORTING PERIOD (Bullet points of activity title as it appears in workplan) ACTIVITIES CONDUCTED DURING REPORTING PERIOD(Bullet points of activity title as it appears in workplan)

8. MONTHLY/QUARTERLY REPORTING TEMPLATE…CONT. DETAIL ACTIVITY REPORTS WITH TABLES (If necessary). This section should contain brief accounts of each activity conducted (activities being reported on should be numbered and titled as indicated above) CHALLENGES (any unexpected outcomes, inability to conduct activity, low turnout for activity, etc.) LESSONS LEARNED AND OR BEST PRACTICES (any unexpected positive outcomes, something innovative, something unique that happened etc.) SUGGESTIONS AND RECCOMENDATIONS SUBSEQUENT REPORTING PERIOD

9. ADVOCACY ENGAGEMENT REPORT FORMAT Cover Page( Showing organization Logo, PACFAH logo, title of engagement and date (with a picture please)  Table of Contents  Background (Brief of What PACFaH is and your organizations role in the PACFAH project, Issues Identified from evidence Generated or previous advocacy visits (Itemized in bullet points)  Objectives of the Visit  The Advocacy Target (Name,designation)  The Advocacy Team (Names, designation, group picture)  The Meeting  advocacy asks and feedback  Outcomes  Recommendations  Next Steps  Annex  Media Reports (links to media reports0Photographs  Signed attendance sheets