Project reports**Mavole, 2015

Mavole, 2015

Project reportThe project report is the end product, afterundertaking a funded project, based on thefunding proposal It is the process through which results of projectobjectives and activities are communicated toother people, including the funding agency, otherinstitutions and stakeholders The report should capture the importantoutcomes of the project and the methodologyemployed in achieving the results**Mavole, 2015

Mavole, 2015

Basic parts of a project reportSections that participants need include in the project report are:- TitleAuthorsExecutive SummaryTable of ContentsIntroductionMethodologyResults DiscussionEvaluationSummary/ConclusionsReferencesAppendix/Appendices (if any)**Mavole, 2015

Mavole, 2015

Using a Report Writing TeamThe team must write the report based on the proposal implementedThey must begin writing the report after the project has been completed if its a summative report;The report must be based on draft recordings ofthe various stages and activities during projectimplementation.Keeping a diary/documentation is useful for this purpose.**Mavole, 2015

Mavole, 2015

1. Title Page

This should convey the area and scope of the project.This should contain the title and must include:Name of Project: (F.e The Kajiado County ImprovedCharcoal Stoves Project)Name and logo of organization submitting the reportContact address, telephone number/s and email Name of Potential Funding Agency;Date Submitted.**Mavole, 2015

Mavole, 2015

2. Table of contentsThis should list the main chapters and (sub)sections of your report. Choose self-explanatory chapter and section titles and use double spacing for clarity If possible you should include page numbers indicating where each chapter/section begins Try to avoid too many levels of subheading - three is sufficient.*Mavole, 2015*

Mavole, 2015

3. Executive SummaryThe executive summary provides a brief summary of the report The summary should give an overview of how the project was undertaken and an indication of what was found out and what conclusions were drawn from the project implementation

**Mavole, 2015

Mavole, 2015

Body of Executive Summary

Purpose: This part of your executive summary explains the purpose briefly. The executive summary is all about brevity, the briefer and to the points you would be, the more closer you would be to your targeted audience. You should make clear sense of your report here. Project vision, Mission, Goal and ObjectivesMethodology: The methodology indicates the procedures and practices which are being used in the project. You must utter all the ways being used by the project. The project can go through many procedures so you must say out all thatFindings: The finding part of your executive summary inculcates the facts which you find while working on the projectConclusion & Recommendations: Conclude your report with all the results came out through the report; suggest the recommendations and suggestions which have come in report. The time scales, costs and return on investment, these are the key points where you can emphasize the value of your recommendationFinal Editing: After writing the report you must read it out twice or thrice for proof reading. Try to omit the repeated wordings, give the clear cut vision to your targeted audience. Check the spelling mistakes and grammatical mistakes which may occur easily

*Mavole, 2015*

Mavole, 2015

4. IntroductionThis is one of the most important components of the report. It should begin with a clear statement of what the project is about so that the nature and scope of the project can be understood by a lay reader. It should summarize everything you set out to achieve, provide a clear summary of the project's background, relevance and main contributions. The introduction should set the context for the project and should provide the reader with a summary of the key things to look out for in the remainder of the report. *Mavole, 2015*

Mavole, 2015

Introduction continues..When detailing the contributions it is helpful to provide pointers to the section(s) of the report that provide the relevant technical detailsThe introduction itself should be largely non-technicalIt is useful to state the main objectives of the project as part of the introduction *Mavole, 2015*

Mavole, 2015

5. MethodologyOutline how you implemented the project Here you have to indicate the processes and methods used

**Mavole, 2015

Mavole, 2015

6. Results and Discussions:Present the results of the project in a logical sequence based on the objectives and activities as well as methodology stated in the project proposal In discussing the results, highlight what is important and how data obtained has been analyzed to provide the results discussedDiscuss what you infer from the data. Make sure that all diagrams, graphs etc are properly labeled and have been captioned**Mavole, 2015

Mavole, 2015

7. Evaluation

Many projects fall down through poor evaluation Simply building a system and documenting its design and functionality is not enough to gain top marks It is extremely important that you evaluate what you have done both in absolute terms and in comparison with existing techniques, software, hardware etc. This might involve quantitative evaluation and qualitative evaluation such as expressibility, functionality, ease-of-use etc. At some point you should also evaluate the strengths and weaknesses of what you have done. Avoid statements like "The project has been a complete success and we have solved all the problems associated with ...! It is important to understand that there is no such thing as a perfect project. Even the very best pieces of work have their limitations and you are expected to provide a proper critical appraisal of what you have done.

*Mavole, 2015*

Mavole, 2015

8. Summary and ConclusionThis is the section in which you pull all the strands of the report together. It should include a concise version of the discussion, highlighting the outcomes of the project, problems encountered and what could be done in the futureAlso indicate in this section is how the investigation could be usefully continued.**Mavole, 2015

Mavole, 2015

9. Bibliography

This consists of a list of all the books, articles, manuals etc. used in the project and referred to in the report. You should provide enough information to allow the reader to find the source. In the case of a text book you should quote the name of the publisher as well as the author(s). A weakness of many reports is inadequate citation of a source of information. It's easy to get this right so there are no excuses. Each entry in the bibliography should list the author(s) and title of the piece of work and should give full details of where it can be found.

*Mavole, 2015*

Mavole, 2015

10. Appendix

The appendices contain information which is peripheral to the main body of the report.Information typically included are things like parts of the code, tables, test cases or any other material which would break up the theme of the text if it appeared in main project body. You should try to bind all your material in a single volume.*Mavole, 2015*

Mavole, 2015

Tips for doing the reportIdentify the story you wish to tell; Draw up a plan of what you want to say and write;Develop an outline that includes all the section headings you will need;Check through the outline to ensure that the sequencing is logical and nothing vital is left out;Ensure gender issues are mainstreamed into the outlineCheck through the outline with another person;Write a first full draft for consistency and omissions;Revise the draft, do a spell check and recheckuntil you are satisfied.**Mavole, 2015

Mavole, 2015

Tips for doing the report continues.....Most agencies prefer short, succinct reports thatshow clarity of thought and purposes;If you don't have solid writing skills and experience, ask help from someone who does;Ensure key goals and planned outcomes are clearly stated-get to the point early;Use the active rather than passive voice (e.g., wesupported women food vendors" instead ofwomen food vendors were supported");Describe the human element of your project;**Mavole, 2015

Mavole, 2015

Tips for doing the report continues.....Highlight extent of achievement of gender equality and inclusiveness Don't leave your readers to assume anything; Be honest about your organization's strengths and weaknesses;Use an enthusiastic and positive tone, but remain credible;**Mavole, 2015

Mavole, 2015

Tips for doing the report continues..... Write a complete first draft before attempting toedit; Be certain that you have achieved the project objectives you made in your proposal Identify a contact person: someone who is readilyavailable and able to answer questions about the report=> Different founders may require different formats of reporting, either a public report or confidential report content, its upon you to get it clearly

**Mavole, 2015

Mavole, 2015

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