Fund Guidelines

Private Grant Project

Mid-Term Report
Project Number: PG YY-nnn
Report Date:

1. Project Summary
Project Title: : Enter Project Title.
Country: Country
Location and GPS Coordinates: Or attach map showing location(s)
Originally planned start Date: Enter date.
Real start Date: Enter date.
Planned end Date: Enter date. If NCE :
Project Duration: In weeks or months
Reporting Date: Enter date of this mid-term report.
ADRA-I Contribution: US$ Enter amount.
Amount from Other Source: US$ Enter amount.
Total Project Amount: US$ Enter amount.
Total Received so far: US$ Enter amount
Total Spent so far: US$ Enter amount.
Number & Type of Direct Planned Realized
Beneficiaries:
Females: Enter number
Males: Enter number
Total: Enter number
If available:
Children: Enter number
Disabled: Enter number
Elderly (+60): Enter number

Table of contents

1. Project Summary...........................................................................................................1
2. Project Overview..........................................................................................................3
3. Project Progress............................................................................................................3
4. Project Performance......................................................................................................4
5. Project Issues................................................................................................................4
6. Financial Report (Please attach the Financial Report table to this report)....................5

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7. Public Relations............................................................................................................5
8. Signatures (mandatory).................................................................................................6

2. Project Overview
About 10-15 lines - Provide a very short summary of the intervention. The context, the target
population, the problem statement and the innovative approach should be briefly restated. This
section should also briefly summarize the main findings of the needs assessment (if there was
any).
What sector did this intervention fit into (shelter, food security, etc.)? What was the project
strategy and approach to the problem?

3. Project Progress
Answer all the questions that apply to your project.

A detailed explanation should be provided where there are any implementation constraints so
far and where the project objectives could not be entirely met. Give a narrative description for
any proposed modifications or re-programmed budget line items that will occur during the
remaining project life.

Project Implementation:
 What was the real project beginning date? Did you experience a slow start? Why?
 Is the implementation on schedule? If not, explain why. Do you foresee any delay or set-
backs in the project implementation?
 Where was this project implemented? Did the location change from the original plan? If
so, why?
 Did you observe any significant changes from the needs assessment? Was any further
assessment information provided by other organizations?
 What criteria did you use to select the beneficiaries from the total number of affected
persons? Was the intervention provided according to the Code of Conduct? If not, why?
 Were there any changes in the planned implementation? Why?

Efficiency and Effectiveness:

 How well has the project used its resources? Do you anticipate that the project will have
sufficient resources?
 Do you have sufficient staff resources?
 To what extent are local expertise and indigenous technologies and resources used?
 What is the project status with respect to target outputs in terms of quantity, quality and
timeliness?
 Is there a general acceptance of the outputs by these beneficiaries? Is there a significant
gender differentiation in the usefulness of the outputs to direct beneficiaries?

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4. Project Performance
 List the main actions that have been taken so far to implement the project and provide
explanation where there is a delay or a change in the implementation objectives.
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 What will be your next step/activity?
 How much time to you need to complete the project?
 From your view, what are the barriers that needs to be overcome to reach success?

5. Project Issues, Challenges and potential risks

 How confident are you that the project will be completed in time, and will accomplish
desired results?
 What problems in the project implementation still need to be resolved?
 What are the problems, if any, in the project design, implementation?
 Is there adequate government and beneficiaries’ commitment to the project? Do the
stakeholders have a sense of ownership of the project?
 Are there early indications of potential problems? What measures have already been put in
place to mitigate/avoid problems?
 What are the major foreseen risks or conflicts?

6. Financial Report (Please attach the Financial Report table to this report)
In order to receive the second instalment, you must submit a mid-term financial report. Add three
columns to your budget excel file: Actual in local currency, Actual in USD and Difference.
 Is the project implemented as planned so far, or did some budget lines changed during
implementation? Explain why. If changed, please summarize and explain the actual vs.
budgeted changes in cost.
 Give a narrative description for any modifications or re-programmed budget line items that
occurred during the project. Please summarize and explain any deviation in the budgeted
versus actual expenditures, as shown separately in the Table of Expenditures. Are there any
budget lines of concern?
 Was the project income received deposited and maintained in a non-administrative account
dedicated to this project?
 Were price quotes obtained from different vendors to get the best price for materials?

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 Project income: provide a table of income showing all partner, the date their funds were
received, and how much was actually received from the wire transfer
If an increase or deficit of income was caused by the currency exchange, please provide follow-
up in the budget regarding how these additional funds were used, or alternatively what

 Was the quantity of goods/Services the same or less than planned? If not the same, why?
Average weighted exchange rate: total amount of local currency received/total amount of USD
received. It should be given at the top of the Financial Report. It should be the same rate as what
the bank used for the wire transfer from ADRA International.

7. Public Relations
 Mandatory: Attach 2-4 High resolution (size 5184 pixels x 3456 pixels) action photos of
beneficiaries. Preferably, photos should show the ADRA logo and be somewhat self-
explanatory as to what ADRA was did. Pictures should also be sent separately to ADRA
International and the Regional Office, either as email attachments or using Dropbox.
 Include humanitarian interest stories and success stories. Human interest stories document
the experiences of individuals affected by the project and help to personalize its successes
and challenges. Success stories are descriptions of the “when, where, what, why, and how” a
project succeeded in its objectives.

8. Signatures (mandatory)(not just the names)

By signing below, we verify that the contents of this document are true and accurate to the best
of our knowledge:

Name & Signature of Authorized Party for Programmatic Matters Enter date.
Title: Country Director, Program Director, or designee

Name & Signature of Authorized Party for Financial Matters Enter date.
Title: Finance Director, Chief Accountant, or designee

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