a project report
Steps to writing a report
The following steps
provide a guide to the writing process :
1. Clarify Purpose
about purpose, audience(s), resources to support report production, roles
and responsibilities. Make sure this understanding is shared by other
key people involved.
2. Decide on appropriate
structure for report
funders will have a specific pro forma they would like you to follow.
It's worth being familiar with this well before you start writing the
report. This way you can be on the look out for what to include as your
project progresses. If you have no proforma provided, you will need to
choose some appropriate headings as a guide.
some examples of proformas for reports, please use index below :
HEALTH CARE INITIATIVES & ADVANCEMENT PROGRAMS
3. Produce 1st
Get it all
down, worry about editing, length, style etc. later. Cut and paste from
previous progress reports and evaluation plans etc. Leave gaps for others
to fill in if necessary.
edit 1st draft, trying to read it from the perspective of a key person
you would like the report to influence, or a member of your audience.
the draft to the project team or advisory committee if appropriate. Ask
for written comments and ideas for recommendations by a fixed date, allowing
readers enough time to do so. Be specific about what aspects you would
like feedback about, eg. content, specific sections you are unsure about,
style, tone, language, flow, recommendations, layout, typos, grammar.
If you have only a few people and enough time, circulate just one copy
for all comments, so as to make editing easier.
6. Integrate Comments,
comments to incorporate, preferably in a small project team meeting. Discuss
recommendations. If your recommendations involve others taking action,
it may be advisable to involve these people in the process. This can help
make sure they are drafted in a way that is most likely to be well received,
and acted upon. It is important to put the most important recommendations
first. It can also be helpful to sort your recommendations according to
who you would like to be taking action. This way they have quick and clear
access to the implications for them.
more on developing, presenting and following up on recommendations, please
use index below :
MORE ON RECOMMENDATIONS
7. Write Executive Summary
a VERY important part of your project report. Executive summaries are
the most used source of information about project outcomes. It is necessary
to keep the executive summary short, preferably 1-4 pages. It is useful
to contain a brief summary of the project purpose, key strategies, findings
of relevance to the audience. Make clear the implications of the findings,
possibly including the recommendations as part of the executive summary,
or following just after it.
8. Circulate Final
acknowledgements, title page, contents page, Executive Summary, recommendations,
references, lists of acronyms, appendices (eg. any questionnaires used,
background info examples of publicity,etc.)
9. Do final Edits
11. Obtain ISBN
report is to be a public document. This can be done via the Department
of Human Services Library. They will require details of author, publisher,
date, keywords, and a copy of the draft report.
12. Register your
project with HEAPS
13. Print and Distribute
14. Launch with
Promotion Grants Project Report Proforma - Health Promotion SA
for Part A of Final Report
Please provide a report
using the following headings :
1. Executive Summary
of the entire report (no more than 1 single - sided A4 page)
2. Background History
how successful strategies were in achieving objectives
dates of commencement, special events and completion
5. Project Advisory
List membership of
project advisory group Comment on level of involvement of target group
6. Budget Attach
on results measured against objectives. Include comments on evaluation
of project materials and results of any promotional, educational, structural,
and community development activities. If you conducted a survey as part
of your evaluation, comment on the process and any problems experienced.
Were there any unexpected outcomes of the project, positive or negative?
Comment on the likelihood of the projects making an impact on the health
8. Other results
anecdotal, qualitative or quantitative results of the project not covered
in Part B. Were there barriers to the project progressing as expected?
Were they overcome? If so, how were they dealt with? What aspects of the
project will continue beyond the term of the sponsorship/ what would you
do differently next time?
9. Comment on the
implications of your work for health promotion
(Reflect on the implications for your work; make recommendations for future
action and by whom
10. Comment on
how you plan to disseminate your project findings
B of Final Report
This section of the
report is a statistical evaluation form, and covers the following areas
1. Population Reach
of organisers, participants, spectators
2. Media Publicity
of any print media, Radio or television coverage of the project
of articles, reports, newsletters, papers
4. Community Involvement
of community involvement
5. Structural Changes
to which the project had an impact on areas such as smoke free areas,
safe alcohol practices, sun protection measures, healthy food choices,
disability access, access for disadvantaged groups.
duration, in-service training, teacher/student resource material.
7. Survey Results
target group, impact on knowledge, attitude, skills, behavioural intention,
immediate action, behaviour.
Report Pro-forma for Primary Health Care Initiatives & Advancement
for preparation of the Final Report
on protocol developed for the NBHP evaluation jointly copyrighted with
Auer, Chung and Hemmings and SAHC Social Health and Policy Development
Branch, and on guidelines for funding of PHCIP and PHCAP)
The final report brings
together all the information required to describe the project and how
it worked. It is a document that people should be able to read to get
an idea of what was achieved and what did and did not work well. The final
report will cover the complete duration of the project and some ideas
for the future. It will also include an assessment of the project overall,
using information collected as part of the evaluation.
overview of the entire report (1-2 pages) Write this when you have completed
the rest of the report.
Why did we do the Project?
- What is the
problem being addressed
history of the project, the issue being addressed, why was it chosen
and who identified the issue as important.
- Who is the program
the target group and geographical area. Did you reach the target group
you intended? Comment on any changes.
What were we trying to do?
- Project management
organisations and location of project - list details
Sources of funding and budget - list
Project Advisory Group - list the membership
Were there any
changes in membership over the time of the project? What impact, if
any, did these changes have on the project?
Did you involve
all the people you wanted to involve? What sort of involvement did
the group have with the project and was it what was expected?
of the target group
Were members of the target group on the Program Advisory Group?
If so, were they able to participate and contribute to the group?
What other involvement
did the target group have with the project and was it what was expected?
List any other organisations, agencies, groups, community
members etc, who were involved in the project. Were there any changes
in these stakeholders over the time of the project? If so, what impact
did these changes have on the project? How much involvement, and what
sort of involvement, did these stakeholders have with the project
and it what was expected?
- Project goal,
objectives, strategies and indicators
information from the evaluation plan you prepared earlier. Comment on
any changes made to the goal, objectives, strategies or indicators over
the time of the project.
What have we actually done?
actions taken in implementing the project, who was involved and the
of numbers and types of clients, post code, age, language spoken at
home, aboriginality, type of service provided etc. eg Community Profile:
description of members involved and number of members, type of activity,
regularity of events etc.
What have we achieved? Results of the evaluation
- Evaluation Plan
Include your final
evaluation plan as submitted previously.
Summarise the evaluation
methods you used and describe the purpose of each method i.e. What information
did it seek to collect? Attach copies of any questionnaires, interview
or focus group schedules etc. Describe any problems you had in collecting
or using information for your evaluation. Describe any changes you made
to your evaluation methods or plan.
- Process evaluation
Did the program reach
the target group? Did all parts of the program reach all parts of the
target group? Were participants satisfied with the program? Were all
the activities of the program implemented? Were all the materials and
components of the program of good quality?
Where do we go from here?
- The future
What aspects of the
project will continue after the life of the project grant? What role
will your organisation and other stakeholders have in this issue in
the future? What else needs to be done? What changes should be made
to the program? Have other needs been identified?
List your recommendations
for action and how these could be implemented.
- Final comments
Hendricks & Papagiannis
provide the following suggestions on the 'Dos and Don'ts for Offering
Develop Effective Recommendations
- cover all issues
to be "fair game" ·
- draw possible recommendations
from a wide variety of sources ·
- work closely with
agency personnel throughout the process ·
- consider the political,
organisational contexts within which your recommendations must fit
- wait until the
end of your evaluation to start thinking about recommendations
Present Effective Recommendations
- offer only realistic
- decide how specific
you want your recommendations to be ·
- think twice before
recommending fundamental changes ·
- show the future
implications of your recommendations ·
- make recommendations
easy for decision makers to understand
Effectively follow up Recommendations
- stay involved after
recommendations have been accepted, where possible ·
- look for other
opportunities to recommend if an important recommendation is not accepted