“Progress Report” is the term used in contractual documents for the previously used “Interim Report”. You may still see “IR” in some APPEL system features.

 

DG ECHO Partners must continuously report on the progress of the Action (e.g. deliverables, milestones, outputs/outcomes, critical risks, indicators, etc; if any), in the e-Single Form and in accordance with the timing and conditions set out in the Agreement. The reporting schedule is set in article 4.3 in the HACA Special Conditions.

 

As a general rule, the progress (or interim) report is not required for Actions with a duration of less than 10 months, unless it is operationally justified (e.g. no possibility for DG ECHO to monitor the implementation of the Action or in case of remote management).

 

For longer Actions, the indicative reporting schedule is the following:

 

Duration of the ction in months	IR after month	IR after month	IR after month
< 10	-	-	-
11 and 12	8 or 9	-	-
18	9
24	9	18	-
36	9	18	30

 

 

When the Partner submits a Modification Request requesting an extension of the Action duration, DG ECHO may deem necessary (an) extra IR(s) as per the table above. This should be confirmed with the Desk Officer at modification request stage and will be reflected in DG ECHO letter accepting the amendment – should this entail both a change in the submission date of the progress report or the addition of new progress reports.

 

This being a consequential change linked to the upstream request submitted by the Partner (extension of the duration of the action), the agreement of the Partner on the new reporting schedule will not be explicitly requested.

 

If the Partner fails to submit the progress report within the agreed deadline and without any valid justification, DG ECHO may terminate the Agreement with advance notice.

 

Through the Progress Report the Partner shall provide an update on the status of the implementation of the whole Action regardless of DG ECHO’s contribution and the report shall cover the period up to one month before its submission. The Progress Report can also be used to communicate to DG ECHO any Non-Essential Changes to the Action implemented up to the reporting date. Upon receipt of the report, DG ECHO may request additional information, which need to be provided within 30 calendar days. 

 

The Progress Report allows DG ECHO to monitor the Action’s implementation, to make sure it is compliant with the Agreement, and, if problems are detected, to decide on possible action. It is expected that the Partner explains how progress values are calculated (in order to ensure consistency with the methodology used at request or approved modification stages) and to analyse whether the activities trend should allow the achievement of the activities / results / objectives.

To draft the Progress Report, the Partner should create the e-Single Form (new Interim Report) in APPEL, following the Single Form Offline - Online workflow. This e-Single Form will contain all information encoded at proposal stage (or approved modification, if any), which will appear in non-editable form, and specific sub-chapters, marked with [INT], to be completed with information related to the Progress Report.

Once completed and validated, the Progress Report shall be submitted to DG ECHO via APPEL. Not all the e-Single Form chapters contain [INT] fields.

 

 

1. General Information

1.4 Executive summary of the Action. This section is optional at Progress Report stage. The summary can be updated to record the changes in the Action since the submission of the previous e-Single Form-based document. The Partner will not report on progress in here.

2. Project data overview in the country

The numeric data introduced in this chapter at the Progress Report stage should be understood as figures (number of beneficiaries, budget amounts) reached during the reporting period. In case of the first IR: the reporting period runs from the beginning of Action until the moment of submitting the IR. In case of the second IR: the reporting period runs from the moment of submitting the first IR until the moment of submitting the second IR.

2.3.1 [INT] Number of unique beneficiaries. This section is mandatory at Progress Report stage. The Partner will provide the number of direct female beneficiaries and direct male beneficiaries targeted during the reporting period per country of implementation.

2.3.2 [INT] Number of unique beneficiaries by sex and age. This section is mandatory at Progress Report stage. The Partner will provide the age breakdown of direct beneficiaries (divided according to gender) targeted during the reporting period per country of implementation.

2.3.3 [INT] Number of unique beneficiaries with disabilities. This section is mandatory at Progress Report stage. The Partner will provide the number of female and male direct beneficiaries with disabilities targeted during the reporting period per country of implementation.

2.3.4 [INT] Number of unique beneficiaries by profile. This section is mandatory at Progress Report stage. The Partner will provide the status breakdown (local population, internally displaced, refugees/asylum seekers, other persons on the move, returnees and in camp or camp like) of direct beneficiaries targeted during the reporting period per country of implementation.

2.3.5 [INT] Number of organisations directly targeted and benefiting from the action. This section is mandatory at Progress Report stage. The Partner will provide the number of local and International Organisations directly targeted during the reporting period per country of implementation.

2.4 [INT] Sectoral information. This section is mandatory at Progress Report stage. For each identified sector in the country, the Partner will provide the following information:

- total amount incurred during the reporting period;

- total number of final beneficiaries, divided per gender, targeted in the sector during the reporting period;

- update on transfer modalities, detailing the amount incurred and the beneficiaries targeted per specific transfer modality during the reporting period;

- (if applicable) explanation on why cash transfers were not used;

- (only applicable to health, nutrition, protection and education in emergencies sectors): specific information on targeted beneficiaries.

4.Needs assessment and risk analysis

4.5 [INT] Update on needs assessment: This section is optional at Progress Report stage. The Partner will provide as necessary, an update of section 4. In particular, it will provide information on new assessment(s) carried out since the submission of the previous e-Single Form, including an update on newly emerged risks of on-going crises. 

5. Beneficiaries

5.4 [INT] Update on final beneficiaries' identification criteria and their involvement. This section is optional at Progress Report stage. The Partner will comment and provide, if needed, an update on the final beneficiary sections. By sector, the partner should explain 1) how final beneficiaries have been targeted, 2) how they have been involved in the implementation and monitoring of the Action. When relevant, the Partner will provide information on difficulties encountered with the selection and involvement of final beneficiaries and the corrective measures identified and undertaken due to the final beneficiary involvement.

6. Gender and age marker

6.3 [INT] Update on Gender and Age marker. This section is mandatory at Progress Report stage. The mark cannot be updated at Progress Report stage; however, the Partner is requested to provide updated information on each criterion.

 7. Logic of intervention

7.2 [INT] Progress value. This section is mandatory at Progress Report stage. The Partner will indicate the progress value for each indicator at specific objective level achieved during the reporting period. 

7.2 [INT] Update on indicator, baseline, progress and target value. This section is optional at Progress Report stage. Here the Partner can provide an overall update on progress made towards the achievement of the Specific objective, and if necessary, mention difficulties in data collection. If using a pre-defined KOI, the questions listed in the KOI guidance should be answered here. 

7.3 [INT] Progress value. This section is mandatory at Progress Report stage. The Partner will indicate the progress value, using the correct unit (percentages or absolute numbers) as defined by the indicator, for each indicator at result level achieved during the reporting period. 

7.3 [INT] Update on all the indicators for this result. This section is optional at Progress Report stage. Here the Partner can provide an overall update on progress made towards the achievement of all the indicators of the result, and if necessary, mention difficulties in data collection. If using a pre-defined KRI, the questions listed in the KRI guidance should be answered here. 

7.3 [INT] Update on all the activities for this result. This section is optional at Progress Report stage. Here the Partner can provide an overall update on the progresses made in the implementation of the activities during the reporting period. 

7.7 [INT] Update on preconditions, assumptions and risks. This section is optional at Progress Report stage. Here the Partner can provide an update on the assumptions, preconditions and risks. 

8. Resilience marker

8.2 [INT] Update on Resilience marker. This section is mandatory at Progress Report stage. The mark cannot be updated at Progress Report stage; however, the Partner is requested to provide information on achievements, changes or possible difficulties in any of the elements covered by the four questions of the marker.

9. Monitoring and evaluation

9.6 [INT] Update on monitoring and evaluations (including complaint mechanism). This section is optional at Progress Report stage. Here the Partner will only provide an update on the complaint mechanism, monitoring and studies sections if necessary. 

10. Implementation

10.1.1 [INT] Update on human resources and management capacities. This section is optional at Progress Report stage. The Partner should provide an update only in case of changes or in cases where Human Resources aspects of the Action may have a negative effect on the implementation of the Action. 

10.3.3 [INT] Update on supply chain. This section is optional at Progress Report stage. The Partner should provide an update only in case of changes or in case where equipment and goods aspects may have a negative effect on the implementation of the Action. 

10.4.3 [INT] Update on supply chain challenges and mitigation measures. This section is optional at Progress Report stage. If relevant, the Partner can report on the supply chain management main challenges (including environmental dimension) and measures taken to mitigate them.

10.5 [INT] Workplan. This section is optional at Progress Report stage. The Partner should upload an updated version of the work plan if needed. 

11. Field coordination

11.5 [INT] Update on field coordination. This section is optional at Progress Report stage. The Partner will provide updates on the coordination section, only when necessary. For instance, in case of difficulties in coordination aspects of the Action which could have a significant impact on the implementation of the Action. 

12. Visibility, communication and information activities.

12.3 [INT] Update on the progress and on the challenges encountered. This section is optional at Progress Report stage. The Partner shall provide an update on the implementation of above standard where applicable. 

13. Financial overview of the Action.

13.1 [INT] Estimated costs. This section is mandatory at Progress Report stage. Here the Partner will state the amount of incurred direct costs and the corresponding percentage of indirect costs during the reporting period.

13.2 [INT] Percentage of direct eligible costs allocated to the support costs. This section is mandatory at Progress Report stage. Here the Partner will provide the % value of direct eligible costs allocated to support costs for the reporting period.

[INT] Financial annex. This section is optional at Progress Report stage. From a financial point of view, in the progress report, the Partner has to update sections 13.1 (estimated costs) and section 13.2 (percentage allocated to support costs) of the e-Single Form. The Partner may annex an updated budget to the progress report, but it is not mandatory.

16. Conclusions and lessons learned

16.2 [INT] Conclusions and lessons learned at progress report stage. Here the Partner may include any additional comments that are relevant for understanding the state of play of the Action and are not covered by other parts of the e-Single Form.