1. PIIRS FY19 Recommended steps to organize and manage the reporting process July, 2019

2. PIIRS FY19 - Why we do it Users of the data
Inform the general public, donors, staff and others, on the breadth and depth of CARE’s work.
Track progress in our organizational commitments
Allow CARE staff to obtain and summarize data, for uses inside and outside the organization.
Allow CARE staff to learn from their work and what others are doing.
Motivate the improvement of quality in our information, globally. HQ
Country
Region
$$$
External
Project

3. The FY19 PIIRS cycle
Continue building on the process from FY18 and previous FYs, and incorporating changes/improvements that are critical-feasible.
Note: In the next FY, we will start a process of exploring options for a digitized/expanded PIIRS, looking at technical and structural changes for an optimized/improved PIIRS process and tools (with support from CARE USA and involvement of different parts of the CARE world).

4. Instructions for Organizing and Managing the Data Collection and Reporting Process
Please review them before going to the FY19 forms and reporting any data.
What Data Do I Have to Report?
What Is the Timeline and Deadlines to Meet?
Who do I contact if I Have Questions and Need Support?
What Steps Do I Follow to Organize the Reporting in My Country?
For Country Offices
For CARE Members, Candidates and Affiliates

5. What Is the Timeline and Deadlines to Meet?
Meaningful utilization of the data
Tailored reporting for multiple audiences
Participatory validation/quality of data
Feedback from CARE offices to PIIRS
Timely data reporting from 90+ countries and 900+ projects
Annual process preparation: training, guidance, coordination.
March - June
15 July – 16 September
October
November onwards
REACH and COUNTRY
data
IMPACT/OUTCOMES
Timely data reporting from projects
BUT can also be submitted
any time during the FY
October – November – December
January onwards

6. Who do I contact if I Have Questions and Need Support?
Instructions, guidance, forms, tutorial videos and other
Recordings of the PIIRS FY19 Introductory sessions to take place in the week of July 22nd (in English, Spanish and French), explaining the FY19 process.
Skype helpdesk
From July 15 to September 16, you can send a SKYPE message anytime during the week to the SKYPE helpdesk. Members of the CI MEL group will process the questions and respond as soon as possible.
From July 15 to September 16, you can send an to PIIRS anytime during the week to the SKYPE helpdesk. Members of the CI MEL group will process the questions and respond every Wednesday (if not earlier).

7. What Steps Do I Follow to Organize the Reporting in My Country?
This year, each CARE country has assigned a PIIRS contact person. This person would have the role of acting as main focal point during the organization of the PIIRS process, and also for receiving/responding to communications with other parts of CARE during data collection, validation or analysis. All of this with the intention of reducing duplication of coordination/communication channels.
CO MEL specialist
CO HR/PS Manager
CO ACD-P
CMP Program Manager
LM Program Manager
Outcome/Approach MEAL specialist
PIIRS team member
PIIRS country
Focal point
CO project teams

8. Excel and SharePoint remain our main platform
For the helicopter: we´ll need to explore options that work within our IT-technology environment (e.g. SharePoint Forms, Azure, etc., etc.) and allow for faster and more ways of processing of data (with double counting, without double counting), creation of visuals “DIY”, potentially more frequency of data in CERTAIN questions, etc.

9. What Steps Do I Follow to Organize the Reporting in My Country
What Steps Do I Follow to Organize the Reporting in My Country? – COUNTRY OFFICE
Country data
Reach data
Impact/Outcomes data
Define who needs to be involved and make it a collaborative learning exercise: MEL, HR staff, Program Support, ACD-P
Familiarize with the COUNTRY forms and guidance:
Video tutorial
How to download and submit the form
Guidance: CARE's carbon footprint and climate-smart practices
Fill the form, review and validate the data and then submit it to PIIRS 
Write to confirming the reporting has been completed.
List the projects and initiatives
Treat any potential double counting
Go back to the REACH data from FY18
Define who needs to be involved and make it a collaborative learning exercise: Project or Initiative Manager, Technical Expert, Finance Expert, Project MEL Specialist, Country MEL Specialist, CARE Member/Lead Member staff
Familiarize with the REACH forms and guidance:
The video tutorial
How to download and submit the form 
Guidance: PIIRS Definitions for Tracking, Counting and Reporting participants REACHED and IMPACTED
Gender Marker
Governance Marker
Resilience Marker
For VSLA: historical data on VSLA work, by country
Fill the form, review and validate the data and then submit it to PIIRS
Write an to confirming the reporting has been completed.
Go back to the IMPACT/OUTCOMES data from FY15 to FY18
Look at overlap between projects and treat double counting
Define who needs to be involved: Project or Initiative Manager, Technical Expert, Finance Expert, Project MEL Specialist, Country MEL Specialist, CARE Member/Lead Member staff
Familiarize with the tools and guidance
How to download it and submit the form 
Global and Supplementary Indicators for Measuring Change
CARE’s Advocacy and Influencing Impact Reporting (AIIR) Tool

10. FOR IMPACT/OUTCOMES DATA
What Steps Do I Follow to Organize the Reporting in My Country? – MEMBERS,CANDIDATES, AFFILIATES
STEP 1: Confirm the PIIRS contact person for your office
STEP 2: For reporting data on COUNTRY: Members themselves must report data on:
The list of countries where you had presence in FY19 (PIIRS has already requested this directly via , using a different template). For reference, see country list for FY18.
PIIRS FY19 COUNTRY form: provide data on staff, gender pay gap, climate smart practices in your own country. (e.g. CARE Austria reports a COUNTRY form for Austria and another one for Czech Republic as sub-office). Please follow the same steps described for country offices.
STEP 3: For reporting data on REACH and IMPACT/OUTCOMES from actions that take place in your own country (e.g. data for CARE Austria for advocacy actions implemented in Austria or data for CARE Germany’s actions of the Kiwi project inside Germany), please follow the same steps described for country offices.
STEP 4: For accompanying the reporting of REACH and IMPACT/OUTCOMES data form projects and initiatives that take place outside of your country but are managed by the CARE Member office (e.g. data for projects in Ghana where CARE Austria is the contract holder), please follow the steps described here below
FOR REACH DATA
FOR IMPACT/OUTCOMES DATA
List all the projects and initiatives that should be reporting to PIIRS for FY19.
Contact all your projects and make sure all project teams are aware of PIIRS FY19 reporting. We want to ensure that all projects are reporting.
If you are not able to accompany the reporting of all your projects or initiatives, focus on your 10 most strategic projects and initiatives around the world, connect with them and agree on the best ways to be involved in the reporting of the data. For example: agreeing with your projects on who fills or who reviews a form; going back to the data reported by projects in the last FY and bringing back recommendations; supporting a dialogue on the markers; or extracting data from monitoring reports; troubleshoot questions during the filling of the form, etc.). Please coordinate this with the PIIRS contact person in the country where your project is located, EARLY IN THE PROCESS. Don't wait till September as there is little space to improve the data if you leave it for then.
List all the projects and initiatives that should be reporting to PIIRS for FY19.
Contact all those projects and initiatives, and make sure all project teams are aware of PIIRS FY19 reporting.
 Agree with the project or initiative on the collaboration for the reporting. This could include agreeing with your projects on who fills or who reviews a form; going back to the data reported by projects in the last FY and bringing back recommendations; extracting data from evaluation documents from projects/initiatives that ended between FY15-18, which may have not have reported impact or outcomes data in the previous PIIRS cycles; troubleshoot questions during the filling of the form, etc.

11. What Data Do I Have to Report?
COUNTRY
ONE form for your country.
The data to be reported for FY19 covers the period from July 1st, 2018 to June 30th, 2019.

12. Staff and board composition Climate-smart practices (carbon footprint)
The COUNTRY form (ENG-ESP-FR)
Type of Presence and contact info
(Section 1, 2 and 3)
Staff and board composition
(Section 4)
Gender pay gap
(Section 5)
Climate-smart practices (carbon footprint)
(Section 6)
Women
Men
Non-binary
Other
Mean
Median
For the helicopter: probably continue adding more disaggregation categories (age, other) or more Policy-related questions related to PSHEA (training, recruiting, signing of code of conduct, etc.)
For new questions: fill all you can and work on adjusting your systems

13. Staff and board composition Climate-smart practices (carbon footprint)
The COUNTRY form (ENG-ESP-FR)
Type of Presence and contact info
(Section 1, 2 and 3)
Staff and board composition
(Section 4)
Gender pay gap
(Section 5)
Climate-smart practices (carbon footprint)
(Section 6)
Women
Men
Where possible
Non-binary
Other
Mean
Median
For the helicopter: probably continue adding more disaggregation categories (age, other) or more Policy-related questions related to PSHEA (training, recruiting, signing of code of conduct, etc.)
For new questions: fill all you can and work on adjusting your systems

14. Staff and board composition Climate-smart practices (carbon footprint)
The COUNTRY form (ENG-ESP-FR)
Type of Presence and contact info
(Section 1, 2 and 3)
Staff and board composition
(Section 4)
Gender pay gap
(Section 5)
Climate-smart practices (carbon footprint)
(Section 6)
Women
Men
Where possible
Non-binary
Other
Mean
Median
For the helicopter: probably continue adding more disaggregation categories (age, other) or more Policy-related questions related to PSHEA (training, recruiting, signing of code of conduct, etc.)
For new questions: fill all you can and work on adjusting your systems

15. The COUNTRY form (ENG-ESP-FR)
Type of Presence and contact info
(Section 1, 2 and 3)
Staff and board composition
(Section 4)
Gender pay gap
(Section 5)
Carbon footprint and Climate-smart practices
(Section 6)
Women
Men
Where possible
Non-binary
Other
Mean
Median
For the helicopter: probably continue adding more disaggregation categories (age, other) or more Policy-related questions related to PSHEA (training, recruiting, signing of code of conduct, etc.)
For new questions: fill all you can and work on adjusting your systems

16. What Data Do I Have to Report?
How many projects do we implement around the world?
What sectors do we focus on?
How many people did we reach directly and indirectly?
To what extent did our actions integrate the CARE approach and other key programmatic elements?
REACH
ONE form for REACH project OR initiative that was active in FY19.
The data to be reported for FY19 covers the period from July 1st, to June 30th, 2019.

17. The REACH form (ENG-ESP-FR)
Project-initiative design
(Section 1)
Sectors and participants reached in the FY
(Section 2)
Strategy – PQ elements in the FY
(Section 3)
Abbreviation/acronym
Modality of implementation
In-kind assistance
Service delivery
Cash transfers/Vouchers
Technical Assistance to other organizations
Advocacy-influencing
Mass communication for behavioural change / Mass campaigning
Guidance on defining participants reached for each modality
Sectors
12 humanitarian
17 development
VSLA section
Cash and Voucher Assistance
Evaluation
Advocacy / Innovation / Scale up
Markers:
Gender
Governance,
Resilience
Climate change
Partnership /
Civil Society Strengthening
Best Strategies and Learning
Links to documents
Feedback and Complaints Mechanisms
Engaging men and boys
Consortium
Partners: organizations that have an explicit purpose of advancing women’s rights
Gender Marker new updated guidance / Resilience Marker new drop-down menus instead of buttons
For the helicopter: probably continue adding more disaggregation categories for participants (age, other), other questions (PSHEA) and a much more dynamic form, structure in modules so that we can hide/display and control for inconsistencies better

18. The REACH form (ENG-ESP-FR)
Project-initiative design
(Section 1)
Sectors and participants reached in the FY
(Section 2)
Strategy – PQ elements in the FY
(Section 3)
Abbreviation/acronym
Modality of implementation
In-kind assistance
Service delivery
Cash transfers/Vouchers
Technical Assistance to other organizations
Advocacy-influencing
Mass communication for behavioural change / Mass campaigning
Guidance on defining participants reached for each modality
Sectors
12 humanitarian
17 development
VSLA section
Cash and Voucher Assistance
Evaluation
Advocacy / Innovation / Scale up
Markers:
Gender
Governance,
Resilience
Climate change
Partnership /
Civil Society Strengthening
Best Strategies and Learning
Links to documents
Feedback and Complaints Mechanisms
Engaging men and boys
Consortium
Partners: organizations that have an explicit purpose of advancing women’s rights
Gender Marker new updated guidance / Resilience Marker new drop-down menus instead of buttons
For the helicopter: probably continue adding more disaggregation categories for participants (age, other), other questions (PSHEA) and a much more dynamic form, structure in modules so that we can hide/display and control for inconsistencies better

19. The REACH form (ENG-ESP-FR)
Project-initiative design
(Section 1)
Sectors and participants reached in the FY
(Section 2)
Strategy – PQ elements in the FY
(Section 3)
Abbreviation/acronym
Modality of implementation
In-kind assistance
Service delivery
Cash transfers/Vouchers
Technical Assistance to other organizations
Advocacy-influencing
Mass communication for behavioural change / Mass campaigning
Guidance on defining participants reached for each modality
Sectors
12 humanitarian
17 development
VSLA section
Cash and Voucher Assistance
Evaluation
Advocacy / Innovation / Scale up
Markers:
Gender
Governance,
Resilience
Climate change
Partnership /
Civil Society Strengthening
Best Strategies and Learning
Links to documents
Feedback and Complaints Mechanisms
Campaigns – public mobilization
Engaging men and boys
Consortium
Partners: organizations that have an explicit purpose of advancing women’s rights
Gender Marker new updated guidance / Resilience Marker new drop-down menus instead of buttons
For the helicopter: probably continue adding more disaggregation categories for participants (age, other), other questions (PSHEA) and a much more dynamic form, structure in modules so that we can hide/display and control for inconsistencies better

20. The REACH form (ENG-ESP-FR)
Project-initiative design
(Section 1)
Sectors and participants reached in the FY
(Section 2)
Strategy – PQ elements in the FY
(Section 3)
Abbreviation/acronym
Modality of implementation
In-kind assistance
Service delivery
Cash transfers/Vouchers
Technical Assistance to other organizations
Advocacy-influencing
Mass communication for behavioural change / Mass campaigning
Guidance on defining participants reached for each modality
Sectors
12 humanitarian
17 development
VSLA section
Cash and Voucher Assistance
Evaluation
Advocacy / Innovation / Scale up
Markers:
Gender
Governance,
Resilience
Climate change
Partnership /
Civil Society Strengthening
Best Strategies and Learning
Links to documents
Feedback and Complaints Mechanisms
Engaging men and boys
Consortium
Partners: organizations that have an explicit purpose of advancing women’s rights
All the questions in Orange being discussed
Fill all that makes sense to your initiative

21. The REACH form (ENG-ESP-FR)
Attention to dropdown menus as they now determine how the form will behave
Some drop-down menus Pre-populate data in the form
Other drop-down menus display or hide questions based on your answers
All the questions in Orange being discussed
Fill all that makes sense to your initiative
Other drop-down menus generate scores (e.g. markers)

22. What Data Do I Have to Report?
What changes (impacts/outcomes) do projects and initiatives contribute to?
What’s our progress around the 2020 goals? (Global indicators)
HOW
What are the most successful strategies that drive that change? What are we learning about CARE’s contribution to change?
IMPACT/OUTCOMES
ONE form for EACH project or initiative that has gone through an evaluative process and has two comparable measurements or can demonstrate change.
Has impact/outcome data related to at least one of the Global Indicators to Measure Change
Projects that measured impact during FY19 BUT ALSO any other that ended since FY15 to date.

23. Impact data - global indicators
The IMPACT/OUTCOMES form (ENG-ESP-FR)
General information
(Section 1)
Impact data - global indicators
(Section 2)
Abbreviation/acronym
Details on donor(s), lead members and % funding
From Poverty and Social Injustice to Income Poverty and Access to Basic Services
Indicator 3: access to basic services identification: basic infrastructure services (water and sanitation), social services (education), other.
Humanitarian
Added # people affected
Indicator 4: each indicator now has HH size question, exact indicator used and size of impact calculation.
Influencing policies, budgets & programs(indicator 20)
Link to the compilation of advocacy wins/AIIR tools in the CARE world, to date
“outcome materialization” question to assess the extent to which the advocacy/influencing win has materialized in a policy/practice change
For the helicopter: probably continue adding more disaggregation categories for participants impacted (age, other), a much more dynamic form, structure in modules so that we can hide/display and control for inconsistencies better and more specific space for supplementary indicators (WASH+, education, etc.)

24. Impact data - global indicators
The IMPACT/OUTCOMES form (ENG-ESP-FR)
General information
(Section 1)
Impact data - global indicators
(Section 2)
Abbreviation/acronym
Details on donor(s), lead members and % funding
Data controls (e.g. total impacted < women impacted + men impacted)
For the helicopter: probably continue adding more disaggregation categories for participants impacted (age, other), a much more dynamic form, structure in modules so that we can hide/display and control for inconsistencies better and more specific space for supplementary indicators (WASH+, education, etc.)

25. Impact data - global indicators
The IMPACT/OUTCOMES form (ENG-ESP-FR)
General information
(Section 1)
Impact data - global indicators
(Section 2)
Abbreviation/acronym
Details on donor(s), lead members and % funding
Data controls (e.g. total impacted < women impacted + men impacted)
From Poverty and Social Injustice to Income Poverty and Access to Basic Services
Indicator 3: access to basic services identification: basic infrastructure services (water and sanitation), social services (education), other.
Humanitarian
Added # people affected
Indicator 4: each sector now has HH size question, exact indicator used and size of impact calculation.
Influencing policies, budgets & programs(indicator 20)
Link to the compilation of advocacy wins/AIIR tools in the CARE world, to date
“outcome materialization” question to assess the extent to which the advocacy/influencing win has materialized in a policy/practice change
For the helicopter: probably continue adding more disaggregation categories for participants impacted (age, other), a much more dynamic form, structure in modules so that we can hide/display and control for inconsistencies better and more specific space for supplementary indicators (WASH+, education, etc.)

26. The IMPACT/OUTCOMES form (ENG-ESP-FR)
Attention to dropdown menus as they now determine how the form will behave
Drop-down menus display or hide questions based on your answers
All the questions in Orange being discussed
Fill all that makes sense to your initiative

27. What Is the Timeline and Deadlines to Meet?
Meaningful utilization of the data
Tailored reporting for multiple audiences
Participatory validation/quality of data
Feedback from CARE offices to PIIRS
Timely data reporting from 90+ countries and 900+ projects
Annual process preparation: training, guidance, coordination.
March - June
15 July – 16 September
October
November onwards
REACH and COUNTRY
data
IMPACT/OUTCOMES
Timely data reporting from projects
BUT can also be submitted
any time during the FY
October – November – December
January onwards