Project Report Preparation

The project report requires a development and a specific system and procedure that need to be followed. They include Project Proposal Preparation, Project Report Preparation, Event / Visit Report, Utilization Certificate, NGO Profile, Presentation, Evaluation Report, Planning, Research Report, Survey, Concept Note, Policy Document, Rules and Regulation, Deeds, Feasibility Report Development, Booklet, Format Development and Leaflet. The designing of project report is very important funding projects for NGOs. Our team works on project reports to make them appropriate enough so that the NGO may get a grant.

Right from project preparation to report there are a number of things that is needed to be looked at and they help the NGO to be transparent and clear. The report is however made keeping in mind the rules and regulations that one need to follow. The project preparation process is required for funding agencies and NGOs have to prepare it before submitting. From designing to the completion of the report we would be there to help NGO management in every step.

All Non-Government Organizations require sufficient funds in order to successfully run a project. Project Reports are the backbone of every NGO in order to apply for Govt. as well as Private Funds. Project reports are written mostly at the beginning of the project, middle of the project and at the end of a specific project to keep the track of work done. Project reports can be monthly, quarterly and yearly. Proper details are the heart and soul of any effective project report i.e. dates, times, facts, and figures must be used to build credibility of the report. A high quality project report gives a better chance in getting good funds from Govt. organizations or Foreign Agencies. In order to create a good quality Project Report certain rules and format should be followed.

Documents/Information required for preparing a Project Report are :-

Registration Certificate,
MOA (Memorandum of Association & Rules and Regulation of Society / Trust Deed

Our team not only helps in getting a quality project report but also assist in filing the Project report to the concerned ministry with standard procedure of submission. Our Tax Consultant team helps in preparing the Annual Balance Sheet (if not prepared by NGO) also which is to be submitted as a part of documents for preparing Project Report.

Please write the project proposal in a narrative form, keeping the given headings. The bullet points under each heading should not be used as questions to be answered directly but are meant as guidelines to make sure all the required information is included.

1. Profile of Implementing Organization (not more than 300 words)

  • Nature of implementing organization (NGO or community group) seeking an award.
  • Previous relevant experience for the proposed activity.
  • Work experience in community based work/experience with participatory approaches.
  • Details of the organization: history, governance and funding of the lead organization, i.e. when established, how structured and organized, number of staff (Male / Female) and their expertise, membership, and total annual budget.
  • Capacity to carry out the proposed activity (other ongoing projects, staff capacity etc.).

2. Justification for Support – Linkages with (not more than 300 words)

  • What are the main reasons why the project activity is needed?
  • Clearly identify the problem the project aims to solve
  • How is the proposed activity linked to the objectives of the donor’s areas of support?
  • What are the global and local significance of the proposed project’s intervention
  • Explain how the donor’s resources would be used towards achieving the solution to the problem

3. Context/Baseline (not more than 300 words)

  • Context of the activity, location, background, duration. Please include photocopy of map of the project area.
  • Describe how the problem was identified (consultations/case study/survey?)
  • Assess and describe existing conditions of the project area.
  • Give reference to other studies if available.

4. Project Objective and Proposed Activity (not more than 600 words)

  • Nature of the proposed activity
  • Immediate objectives
  • Expected project deliverables
  • Description of the proposed activities required in order to realize the project’s objective, clearly indicating the sequence of activity (with time frame, responsible party etc.)
  • Target beneficiaries in terms of socio-economics, geography and gender, should be mentioned in detail
  • Strategy for development of indicators to assess project progress and achievements. The indicators should be specific, measurable, attainable, reliable ad time bound (SMART).
  • Project work-plan matrix with time bound indicators and monitoring schedule and procedure adopted.

5. Project Strategy (not more than 600 words) 
The strategy of how the proposed activity will be carried out should include :

  • Mapping/identification of stakeholders (such as government departments, academia, consultants, private sector, local communities)
  • Consultation with key stakeholders during project implementation
  • Role of recipient organization
  • Role of partner organization
  • Provision for communication and networking with other NGOs and community groups
  • Relationship, if any, to other development projects.
  • Relationship to other NGO or private sector activities.
  • Gender perspective (how are women included)
  • How will the project be sustainable after grant funding is ended /post project strategy/exit strategy

6. Technical Feasibility (not more than 300 words)

  • Description of technical details and requirements
  • Experience from similar projects
  • Technical expertise with the NGO
  • Technical assistance required from the donor’s programme
  • Identification of local expertise; NGO, Govt. departments and academia etc. and the way it will be utilized by the project

7. Anticipated Results (not more than 300 words)

  • Indicate impacts on participants/beneficiaries
  • Associated with environment such as land, water, air
  • Demonstration value, value as a learning experience, and the other anticipated results
  • Potential risks/bottlenecks and the way to deal with these

8. Reporting, Monitoring and Evaluation (not more than 300 words)

  • The mechanisms that will be used to monitor and evaluate the project, the schedule for when these monitoring actions have to be carried out and who is responsible, the resources allocated for substantive review meetings among stakeholders, how the work plan and budget will be updated.
  • Reporting : assess capacity to prepare narrative and financial reports
  • Evaluation : plan for project evaluation, how are the stakeholders included in M&E?

9. Communication and Visibility Strategy (not more than 300 words)

  • What type of communication material and reports will be prepared
  • What are the strategy for communication lessons learned
  • How will the project work with the media

10. Budget (narrative description not more than 600 words)

  • Projected total project costs and proposed sources of funding
  • What the community and/or NGO will contribute to the project, in cash, in kind and/or in services.
  • Funds already obtained from or committed by other sources (if any) and the names of those sources.
  • Amount requested from the donor.
  • Balance to be sought from other sources (if any) and the names of potential sources.
  • Baseline, national investment into local area; schools, health infrastructure, type of road, govt., budget for specific activity, allocations in annual development plan (P&D/PSDP)
  • Opening of separate bank account & maintaining financial record. Project budget itemized in table form including budget line for audit costs

A Non Government Organisation can apply for funds to the following agencies:

Government Agencies:

If the NGO has completed 3 years then they are eligible to apply for funds from Govt. Agencies. In this case they can apply for bigger grants from various Govt. agencies. There is a separate ministry for NGO grants focused on particular scheme and objectives.

Foreign Agencies:

To be eligible for foreign funding a NGO should be registered under FCRA (Foreign Contribution Regulations Act). To get a permanent registration under FCRA NGO should be 3 years old. But still in case any foreign donor is interested to donate for a particular cause and the NGO has completed just 1 year then the NGO can apply for prior permission under FCRA to receive such donation. These kind of donations are specially for AIDS Control and Awareness, Women Empowerment, Eradication of Child Illiteracy, etc.

CSR Funds:

CSR stands for Corporate Social Responsibility. As per Govt. rule of Central Board of Direct Taxes all Corporate Organisations, Multi-National Companies having annual turnover exceeding in crores are supposed to donate 2 % to NGOs or other Social Welfare Organisations. Corporate Organisations prefer those NGOs or Welfare Organisations who have 12A and 80G registration of Income Tax Act, 1961. In return the Corporate organization gets a a rebate of 50% from donated amount.

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