5. Reporting

Once you have signed your grant agreement and received the first payment, your grant can begin. Your point of contact throughout the life cycle of your grant will be your Grants Manager, who will work closely with the fiduciary risk team and your Grants Officer.

Reports provide an opportunity for all AmplifyChange grantees to come together with their teams, beneficiaries and partners to reflect on the experience and lessons-learned from the project. We ask all AmplifyChange grantees to report on their project every six months. This is outlined in your grant agreement.

If you are an Opportunity grantee, your first report (half-way through your grant) will take place via Skype or telephone with your Grants Manager, rather than online. The final report (at the end of your grant) will be submitted online through SMILE.

We will send you an email one month before your report is due for submission in SMILE, this will include instructions on how to access your online report. If your SMILE contact email for your grant changes please notify us immediately so we can update our system, otherwise you may miss important emails notifying you that your report is open. In the meantime, you can see an outline of what we will ask you to report on in the menu below. You can also download a sample of our technical report template below for information.

Please see the financial guidance section, for further information and sample templates for your financial reports.

How to report using the SMILE system

Background information and project overview

Selected information from your application form will be displayed to give you and the reviewer an overview of the project.

You will be asked to check this information and will be given the opportunity to provide any updated details. You will also be asked to describe and share progress against any technical and/or financial special conditions your grant may have, which can be found in Schedule 1 and 2 of your grant agreement.

Results

This section focuses on the results from the past reporting period.

You will be asked to report on:

  • how you feel the project is progressing and whether there have been any changes to the project’s context
  • the total number of beneficiaries reached, alongside an estimate of specific population groups reached
    (e.g. LGBTI communities, sex workers, survivors of violence, girls married before age 18)
  • progress against your pre-agreed milestones for each indicator. You will be able to detail whether each milestone has been achieved, whether it is in progress or off track. Space will be provided for you to comment on each milestone and upload any files to support your claim
  • if you would like to make changes to indicators or milestones. You will be able to discuss the proposed changes with your Grant Manager
  • whether each project activity in your workplan has been achieved, is in progress or is off track. Space will be provided for you to comment on each activity

Learning

We are interested to hear about your achievements as well as the challenges you are encountering so that we can learn from your work and support you to share your experience with other grantees.

In this section we ask you to:

  • detail key successes and challenges over the past reporting period, what actions were taken as a result and what you have learnt from the experience
  • share stories of change that happened as a result of your grant
  • report on any new partnerships and knowledge-sharing activities you were involved in with other AmplifyChange grantees and external actors. We are also interested to see your media presence and will ask for details of activities related to your project on various social media platforms (e.g.Twitter / Facebook)
  • think of new and exciting ways of presenting key achievements and learning from your project. We will give you the option to upload or provide a link to any media files (photo/short video/podcast etc.) that highlight the work you are doing
  • we are keen to hear about our performance as the Fund Manager for AmplifyChange. We will ask for your feedback on specific areas of our work such as responsiveness to queries, quality of our systems, and technical support provided

Technical report template

Download a sample technical report template