Project Planing Page 17
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June 2000
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Field personnel are often responsible for collecting data and reporting this information to
the organisational directors and leadership—who then base their actions and decisions
partially on this information. It is critical in these cases that the information provided helps
these decision-makers clarify particular problems and make informed choices. Reports and
information can add value to a decision maker’s actions and choices by:
• Selecting and presenting only information relevant to the decision maker’s
context
• Logically organising the information (i.e., formatting, grouping, and classifying)
• Providing an initial analysis and recommendations (i.e., evaluation, validation,
comparison, synthesis and interpretation)
• Formatting the document for easy reading, with attention drawn to major points
Timely, regular and accurate reporting is the most important tool to ensure good
management support and sufficient funding for an emergency operation or longer-term
disaster preparedness programs. Reports are management tools that provide key
information to facilitate effective decision making, fundraising efforts and donor relations.
Conscientious reporting also is important for ensuring accountability and transparency in
the use of funds and in program implementation. The collection and reporting of
information should always have a clear purpose and a specific audience in mind.
Many staff, in setting priorities, often accord low status to the reporting function.
Emergency response organisations should, as a preparedness measure, establish and
communicate to all staff their expectations concerning reporting requirements. Staff should
understand that reporting is a critical part of their jobs, not a burden but rather an essential
tool in decision-making.
5.3.2 Reporting contents
Purpose of project activity reports
These reports are compiled monthly or quarterly, (and annually) and are submitted to one’s
supervisors, to the organisation's headquarters, and if required, to donor agencies. These
reports:
• Help facilitate national level appeals and fundraising efforts
• Keep the leadership and donors abreast and informed about progress, accomplishments,
and challenges
• Are useful for future program planning and strategy
• Serve as institutional memory and recorded history
• Highlight potential opportunities, problems and constraints
• Ensure accountability and transparency in the use of funds and in program
implementation
International Federation
Disaster Preparedness Training Programme
of Red Cross and Red Crescent Societies
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