1. Dealing with Double Counting
This Photo by Unknown Author is licensed under CC BY

2. When it is possible to quantify and deduct the double counting between projects/initiatives:
Map/Make a list of all the projects/initiatives reporting this FY
Identify all those projects/initiatives that overlap
Same population and in the same location
Overlap on reach data and/or impact/outcomes data
Quantify and deduct the double counting between the overlapping projects/initiatives
Fill REACH or IMPACT/OUTCOMES forms for each project, considering the analysis of double counting

3. CARE Tanzania Example

4. Example: CARE Zimbabwe (deduction)

5. Example: CARE Yemen (deduction)

6. Can use comments to explain deductions
Provides a record of real figures vs. deducted figures
One curious thing that INDIA did before and could be mentioned as well: They did the deducting and reported those figures in the forms. However, sometimes they also used the COMMENTS field to say things like: the figures reported deduct double counting BUT the real/full figures for this project in this FY were XYZ. I think this is a good idea cause leaves a record/explanation of real figures vs figures deducting double counting. Maybe something you can advise colleagues.

7. What if it is NOT possible to quantify and deduct the double counting between projects/initiatives?

8. Option 1- Umbrella reporting under the largest/most representative project
Map/List all projects reporting in FY
Identify all projects that overlap by geography and sector
ONLY report reach data for the largest/most representative project
Report smaller project reach as zero
Report unique contributions of individual projects
Indicate if impact evidence presents double counting
Option 1:
Map/Make a list of all the projects/initiatives reporting in PIIRS this FY.
Identify all those projects/initiatives that overlap (work with the same population and in the same location, having overlap on reach data and/or impact/outcomes data)
Identify the largest/most representative project/initiative from all of those projects/initiatives that overlap and use it as "umbrella" in the reporting.
For REACH: Fill REACH forms for each one of the overlapping projects BUT, when reporting figures, do the following:
Only report REACH data for the largest/most representative project-initiative
Report the REACH figures for the smaller projects-initiatives as zero, making sure to leave a note explaining that participants are zero because they are already being reported under the largest/most representative one.
For IMPACT/OUTCOMES: Fill IMPACT/OUTCOMES forms for all overlapping projects that have gone through an evaluative process in the FY and have generate impact/outcomes data BUT make sure to indicate if the evidence reported presents potential double counting.
This Photo by Unknown Author is licensed under CC BY-SA

9. Example: CARE India
Select most representative project and use as umbrella for reporting
Add unique contribution of projects

10. Option 2- Report all initiatives that overlap on one form
Map/List all projects reporting in FY
ID all projects that overlap by geography and sector
Group overlapping projects and report under one reach and one impact form
Disadvantage of using this reporting: lose ability to identify individual projects/contracts as it is all merged
May be the best option for complex humanitarian projects with many mini funds
Option 2:
Map/Make a list of all the projects/initiatives reporting in PIIRS this FY.
Identify all those projects/initiatives that overlap (work with the same population and in the same location, having overlap on reach data and/or impact/outcomes data)
Group the overlapping projects and report them collectively under one REACH and one IMPACT/OUTCOMES form only. This will help you eliminate the risk of duplicating figures of participants if each project reported data individually. The FY18 REACH form itself includes more guidance on how to report data in the different sections of the form, when you group projects/initiatives.
Yes. Agree that Option 2 should be the last resource options so totally worth clarifying that, if colleagues go on that direction, they lose any possibility of identifying individual contracts/projects as everything is now merged in one basket. Nonetheless, it may still be the best option for cases like those complex humanitarian responses where a lot of mini funds are put to server a similar purpose and it really is a headache to keep track of all individual contracts.
This Photo by Unknown Author is licensed under CC BY-SA

11. Example: CARE India
Include all overlapping projects on one form

12. Dealing with Double Counting (summary)
Identify projects/initiatives with overlap and deduct overlap from project/initiative reporting on each form
If it is not possible to deduct overlap:
Option 1: Report reach and impact data under the largest/most representative project/initiative form
Other forms for each project/initiative where there is overlap=0
Other forms for each project/initiative where there is a unique contribution, can complete that part of the form
Option 2: If there is significant overlap between projects/initiatives, use ONE form and capture all projects/initiatives on one form

13. Activity
What is the best way for you and your team to address double counting?
Begin your mapping exercise
Create/update a list of all projects by sector and geography that overlap
Identify areas of overlap
Begin to create an action plan for how to address double counting during the next PIIRS reporting period based on the options provided

14. CARE Ethiopia Example

15. Discussion/Reflection
Reflections on the activity
Which option for dealing with double counting works best for you and your team?
Is anyone using unique identifiers for beneficiary tracking?
What will be the biggest challenges for you and your team?
What actions do you need to take after this workshop to minimize double counting?
What other gaps do you see in your impact reporting so far?
Which projects/initiatives do you anticipate to conduct an evaluation this year?
Where can you provide additional evidence?

16. Example: CARE India

17. Example table Project Name Sector(s) Region 1 Region 2 Region 3
Potential for Overlap? Comments
Project1
FNS, WEE X
Project2
FNS
Region 1 overlaps with Project1