An Overview of NGO Project Report

Non–Governmental Organisations prepare NGO Project Reports so that both the organisation and the donors of the applicable project are able to monitor if the activities and updates are in accordance with the plan and for knowing the status of the financial aspect or any necessary requirement that is needed for the project. The beneficiaries that are associated with the applicable project can also verify to confirm if the money is being utilised in the project is being spent to help address the necessary required aid through NGO Project Report. Another essential factor of such Reports is that the Government can monitor the legality of the functioning Non–Governmental Organisation.

Types of NGO Project Reports

The NGO Project Reports are categorised in multiple categories based on the requirement of the project that, are stated as follows -

• Monthly Progress Report
• Quarterly Report
• Half Yearly Report
• Project Completion Report
• Project Evaluation Report
• Project Monitoring Report
• Program Report
• Budget Comparison Report 

Monthly Progress Report

The Monthly Progress Report, which is also known as MPR, is prepared in accordance with the ongoing project of the Non–Governmental Organisation that specifies the monthly progress in relation to how much money is spent, the work progress, and monitoring of the legality of the organisation, the impact or influence of the project, etc. This report is needed to be prepared for each month till the completion of the project.

Quarterly Report

The Quarterly Report, which is also known as QR, is prepared to be utilised as an assessment tool for the purpose of focusing on the essential factors needed to be addressed for the ongoing project along with promoting and monitoring the constant progress of the applicable project and checking up on the impact or influence of the project. This report is needed to be prepared for once every three months till the completion of the project.

Half Yearly Report

The Half Yearly Report, which is also known as HYR, is prepared for submitting the updates of the ongoing project to the donors or the organisation that includes a detailed financial statement showcasing where their money donated has been spent and requesting further funding of financial aid required for the completion of the project. The purpose for the preparation of the Half Yearly Report can vary based on the situation of the ongoing project, which has to be in accordance with the Terms and Conditions mentioned in the Agreement or Contract signed between the Donor and the Non–Governmental Organisation. This report is needed to be prepared for once every six months till the completion of the project 

Annual Report

The Annual Report, which is also known as AR, is prepared for having a detailed account of all the programs and activities that are conducted in relation to the ongoing project throughout the entire preceding year. This Report helps in determining the Non–Governmental Organisation’s yearly assessment and simultaneously offering perspective to the Organisation on the future aspects in regard to all the applicable ongoing projects. This report is to be drafted and submitted toward the end of each Financial Year.

Project Completion Report

The Project Completion Report, which is also known as PCR, is a consolidated drafted report that issues the statement providing details of the entire project from the day of initiation till the completion of the project. The report is to be submitted immediately within two to three months from the date of completion of the ongoing project. This report needs to be drafted, maintaining a proper structure and being systematic is a specific reporting format that is to be provided by the donor to the Non–Governmental Organisation.

Project Evaluation Report

The Project Evaluation Report, which is also known as PER, is a report that is drafted upon periodical assessment of the ongoing project. The time duration of each periodic assessment is specified in the Terms and Conditions as specified in the Agreement or Contract that is signed between the doner and the Organisation. The Project Evaluation is divided into two specific categories –

• Submission after Completion of the Project
• Submissions during Formative Level

Project Monitoring Report

The Project Monitoring Report, which is also known as PMR, is a report that needs to be drafted each month. The purpose of this report is to be submitted to the stakeholders so that they are constantly updated on the progress of the applicable ongoing project.

Program Report

The Program Report, which is also known as Field Report, is a report that is to be specifically prepared and immediately distributed among all the concerned authorities after the conduction of any programs, namely, workshops, training camps, meetings, seminars, etc. This report is also shared with the participants of the event conducted along with the sponsors and the resource persons.

Budget Comparison Report

The Budget Comparison Report is a report that is drafted for being compared with the actual financial statement and the budget plan. This report assists in identifying the accounted deviation and provides means to avoid deviation in future projects and other ongoing projects.

Documents needed for NGO Project Reports

Non–Governmental Organisations need to draft NGO Project Reports for filing them under Government Ministries, Corporate Donors, or Foreign Donors for seeking financial aid in terms of grants.

The following mentioned documents are needed to be submitted along with the NGO Project Reports seeking a grant of Financial Aid -

• The Registration Certificate of the Memorandum of Association also known as MoA
• A copy of Rules and Regulation of Society or Trust Deed of Trust
• Balance Sheet for the last 3 years of all the Projects conducted
• Annual Report for the last 3 years of all the Projects conducted
• Pan Card of the Non–Governmental Organisations
• Bank Account Details of the Non–Governmental Organisations
• Registration Certification of 12A and 80G under Income Tax Act 1961

Requirement of NGO Project Report

The following situations mentioned below require an NGO Project Report to be well–drafted for being presented to potential donors -

• Need for funding of Projects by NGOs -
• Monitor the legality of the functioning Non–Governmental Organisation
• To have an update on the progress of the ongoing project
• Shared with the participants of the event conducted along with the sponsors and the resource persons
• For having a better understanding of the Financial Statement and the Budget Plan

Donor Agencies that require NGO Project Report

The following categories mentioned below are possible Donor Agencies that need NGO Project Report to be submitted by the applicable Non–Governmental Organisation for the donor companies so that they are continuously updated on the progress of the ongoing progress and for assurance of the legality of the organisation along with being updated on the financial status of the project. 

• Funding from Governmental Agencies -

When a Non–Governmental Organisation has completed three years since the date of its establishment, it becomes eligible for approaching Governmental Ministries seeking grants for larger amounts, for which, the Non–Governmental Organisation will require a well–drafted NO Project Report, that is to be presented to the possible donor. Although, if the Non–Governmental Organisation has not completed three years from the date of establishment, it can still seek grants with a small budgetary requirement that is eligible only for short–term projects such as Environmental Awareness Campaigns, Campaigns held for Health Awareness in Rural Areas, etc.

• Funding from Foreign Agencies -

If a Non–Governmental Organisation has the issuance of Certification for Registration under the Foreign Contribution (Regulation) Act which is also known as FCRA, then the NGO is eligible to seek donations from foreign agencies. The eligibility criteria for an NGO being registered for FCRA permanently is that the NGO needs to be at least three years old from the date of establishment. Although, if a Foreign Agency wants to voluntarily donate to a Non–Governmental Organisation that is newly established and has not completed three years, the applicable NGO has the authorisation to apply for prior FCRA Approval.

• Funding for Corporate Social Responsibility -

The Corporate Social Responsibility which is also known as CSR, is applicable to all corporate organisations that have their financial turnover in crores, where it is mandated to donate two per cent of their profits toward any organisation that has the motto for social welfare such as NGOs. Usually, companies want to invest their CSR in Non–Governmental Organisations that are registered under either Section 12 – A or Section 80 – G of the Income Tax Act, 1961 for the purpose of availing benefits such as reduction of fifty per cent of taxable income from the donated amount.

Drafting an NGO Project Report

The basic structure of drafting an NGO Project Report is provided below which can differ based on the applicable NGO Project Report being drafted -

• The Title of the NGO Project Report
• The Content List of the NGO Project Report
• Abstract of the NGO Project Report
• Introduction of the ongoing project for the NGO Project Report
• Main Context of the ongoing project stating all required information in details for the NGO Project Report
• Conclusion of the NGO Project Report
• Summary of the ongoing project

Important Pointers

The following are the important factors to be noted while drafting an NGO Project Report -

• Attach Photographs that showcase the Non–Governmental Organisation physically conducting programs namely, workshops, training camps, meetings, seminars, etc., that leave a positive impact on society.
• Adding graphs and tables to the report that showcases comparisons that helps the donors to gain a better understanding of the Report.
• Add proper definitions and abbreviations of all the technical terminologies either at the beginning or at the end of each applicable report.
• Try to avoid the usage of figurative languages.
• Final Formatting of the Project Report. During the final formatting, it is necessary to make changes that help the reader have a better understanding of the project. Changes can be made such as emphasizing on the key terminology, adding page numbers, adding graphs and tables, captions and photographs, etc.
• The Project Report should always be prepared in advance prior to the due date, giving enough time for reviewing and asking for feedback to better enhance the report.

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