Each awarded project has defined indicators against which project performance and achievements are tracked on quarterly basis. To track actual achievement and performance of each FIP Key Performance Indicators Tracking Sheet has been developed which reflects assigned KPIs with targets, gender segregation, quarterly and cumulative achievements. This KPI Tracking System is embedded with Summary Sheet which is linked with each FIP KPI Tracking Sheet. Once the status is updated in FIP sheet, Summary Sheet grab the progress and update the progress in Summary Sheet as well as other related sheet.
Construction of small to large scale infrastructure is most important and key element of awarded project occupying major portion of budget. Keeping in view the importance, Schemes Status Tracker is developed for rigorous monitoring of each scheme progress which is being updated on quarterly basis.
This is a detail tracking sheet entails details of each schemes which include: scheme type, location, expected direct and indirect beneficiaries, cost, and length and completion status. Furthermore, this sheet serve as data hub and M&E unit generate overview, graphs, and dashboards for management reporting and enable them to take informed decision.
Project Status Report is one of the important document that M&E unit compiles, this report is prepared for each FIP by end of each reporting quarter to show the comprehensive status of accomplishment and financial liquidation. This report encompass mandatory project and financial information (FIP share, NDRMF share, and disbursement and utilization status). In addition, the report provides overall performance and status of each KPI, output, and activity and reflects status of gender and safeguards compliance. KPI table display most recent update and progress of each Key Performance Indicator agreed with FIP in Grant Implementation Agreement (GIA). Project Assessment & Rating is critical part of the report, where the FIP performance is rated against defined parameters (Satisfactory, Moderate Satisfactory, Partially Satisfactory, UN Satisfactory and At Risk) based on the progress made against the lapse time.
The M&E Unit works in close coordination with FIP counterpart and provide technical support on regular basis. The Unit used to conduct pre- QPR meeting with FIP to build unified understanding on quarterly progress reporting template and requirements.
Monitoring and Evaluation Unit designed and established Red, Amber and Green (RAG) reporting mechanism. The Unit prepares RAG report on quarterly basis for management for their timely action and curative measure to keep the project on track and enhance delivery. Each of the color scheme denotes a status and following the status of FIP, color is marked under Project Risk Rating
Monitoring field visits enable the M&E Unit to measure the progress of project implementation, verify delivery of outputs and achievement of results, verify received written reports, identify possible bottlenecks and divergences from the main course of action (an integral part of monitoring of activities and results is monitoring of risks and assumptions) and assist the implementing partner in correction of errors. Verification ensures that the above mentioned project components are done against the indicators set at the beginning of each project.
A dedicated Field Visit Report is prepared at the end of every monitoring visit whereby documenting overall visit observations, major findings, key issues and challenges, recommendations, action items along with list of people met for reference.
This section provides an overview of the reporting requirements from NDRMF FIPs.
The Quarterly Progress Report (QPR) describes major accomplishments of the quarter, including actual versus planned results vis-à-vis the annual targets presented in the project Implementation and M& E plan, and explain any significant deviations from expected results. The FIPs are required to submit QPR within five (5) days after ending of a calendar quarter.
Environmental and social performance is evaluated by NDRMF on a semi-annual basis. FIP is required to prepare and submit a semi-annual environmental and social monitoring report to review and assess the FIP’s performance on environmental and social safeguard issues. The FIPs are required to submit an ESMS report within five (5) Days every alternate quarter along with QPR.
An annual report is provided at the end of each year. This replaces the quarterly report for the fourth quarter of each year and broadly reports on progress towards achievements of the project during the past twelve (12) months. The FIPs are required to submit APR within five (5) Days every calendar year.
FIPs are expected to prepare an End of Program / Completion Report that include a comprehensive analysis of the grant project accomplishments in achieving results and conclusion about areas in need of future assistance. The FIPs are required to submit their final reports to NDRMF no later than forty-five (45) days after the end of the program.
These Progress Dashboards are designed to reflect progress against activities and deliverables and “RAG-Rate” deliverables. The RAG rating is an approach to present progress against deliverables and their deadlines. The FIPs are required to keep this updated at all times and submit a copy to NDRMF along with their QPR.
NDRMF is a government-owned not-for-profit institution registered with the Securities & Exchange Commission of Pakistan under Section 42