Activity Completion Report: [Activity Name]

This template is for use by implementing partners.

Note: Please delete the guidance text in plum italics before submitting the report.

Summary

Activity information

Activity Title

Goal

Intended outcomes

Contract or grant information

Start and end dates

Total cost

Reporting period

Completion report preparation

Prepared by:

Others involved or
consulted

Date report
submitted:

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Executive Summary

The Executive Summary should be comprehensible as a brief stand-alone document (1-3 pages)

Most significant achievements

Highlight the most significant achievements (or difference made). Indicate MFAT’s contribution to the
achievements. (if you have some success stories or photos, please attach the Appendix).

Overall assessment
Provide a brief overall assessment of the performance of the Activity against the 5 DAC evaluation criteria
covered in this report (i.e. relevance, effectiveness, efficiency, impact, sustainability)

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Lessons learned
Highlight any specific lessons learned- clearly set out to whom they are directed, e.g. implementing
organisation, partner government, MFAT or technical specialists.

Best practices (optional)

Indicate any good practices, techniques or methods that led to success for this Activity and can be shared
to strengthen our performance overall

Key issues and challenges addressed

Summarise the critical issues faced and how they were addressed, including any adaptation to timeframe,
scope and budget.

Recommendations
Recommendations for addressing any outstanding issues or how to leverage gains from the Activity.
Clearly state to whom they are directed.

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Report

Background and context

Brief description of the Activity’s identification, design and implementation and the changing institutional,
social and physical environment in which it was working.

Assessment against DAC evaluation criteria

Relevance
To what extent is the Activity still relevant to the Partner government’s priorities? Have there been any
changes in the Activity’s relevance since it started?

Effectiveness
Before completing this section, complete the Results Table in Appendix C.

Assess the effectiveness of this Activity by considering the following:

a) Progress in delivering outputs. Consider (if relevant) quality, relevance, timeliness of outputs and
whether the Activity is reaching the intended target.
b) What unintended consequences (positive or negative) might have also resulted? If negative,
how are these being addressed?
c) Assess how achieved outputs are contributing to reaching outcomes. Comment on linkages
between outputs and outcomes
d) Comment on progress against short term outcomes and medium-term outcomes

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  What difference is the Activity making, if any?
 Which aspects are working better, for whom, why?

e) Comment as appropriate on Cross-cutting issues (particularly if they are a Principal or Significant

outcome for the Activity):
 Describe how Gender Equality and Women’s Empowerment was enhanced or protected and
demonstrate how the principles outlined in the Gender Analysis guideline have been
addressed in this Activity
 Describe how Human Rights were enhanced or protected and demonstrate how the
principles outlined in the Human Rights Guideline have been addressed in this Activity
 Describe how the Environment was enhanced or protected in keeping with the
Environmental and Social Impacts Guideline and how climate change was addressed in
keeping with the Climate Change Operational Policy.

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Efficiency
Comment on the extent to which this Activity was managed and delivered cost effectively with the least
waste of time and effort? Consider if relevant:
 Funds spent against results achieved during the assessment period were reasonable and
good value for money
 The requisite knowledge, skill and industry was available and used
 Leveraging coordination with other donors/partners to maximise Activity results
Describe any necessary changes to the governance and management arrangements between NZ,
partners, contractors and other donors (where applicable).

Impact
To the degree possible, include assessment of the extent Activity is contributing to long term outcomes.
Consider what other external factors are influencing the outcomes? Include available evidence on
changes in the economic, social and political situation and status of beneficiaries.

(Note: the Activity Completion Report is not expected to perform the function of an impact evaluation.)

Sustainability

Comment on how any benefits from Activity outcomes are likely to continue. Reference should be made
to the Activity’s transition or exit planning (see Appendix B).

 What did the Activity do to to ensure benefits from the Activity will continue beyond MFAT
funding (for example increase country capacity and ownership)
 What challenges are faced in addressing sustainability?

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Risk Management
Reflect on how risks were managed and the effectiveness of identification, mitigation and adaptation
measures. Refer back to the ADD and Activity Risk Register for the identified risks and consider any others.
Risk categories might have included:
 External e.g. Economic, Political, Natural Event, Security,
 Organisational e.g. Personnel, Capacity, Policies,
 Financial e.g. financial management weaknesses, corruption, fraud, cost/exchange rate escalation, lack
of funding
 Health and safety e.g. risk relating to the location; key risks to workers and others relating to the work.
Were there any health and safety incidents that you are aware of?

Monitoring and Evaluation Issues

Reflect on the quality of the Results Framework and its implementation, including the degree to which it
aided activity management and eventual assessment of Activity results and lessons learned.

Governance and Management Issues

Reflect on the quality of the governance and management arrangements for the Activity, including
identifying any key issues that arose and how they were addressed.

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Final actual expenditure against budget
Attach the completed table “Reporting against the Agreed Workplan and Budget” (see Appendix D, or
Excel document #2559430). Include reporting on Activity cessation costs and disposal of assets, where
relevant; explain significant variances; and describe the total balance of funds remaining and their
proposed use.

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Appendices (checklist)
This report includes the following appendices:
 Appendix A: Asset Register - showing where, how and why Activity assets have been
disposed of, where relevant (please complete the table)
 Appendix B: Transition or Exit Planning (please complete the table)
 Appendix C: Achievements against the Activity Results Framework (please complete the
table showing results against targets)
 Appendix D: Reporting Against the Agreed Workplan and Budget – summarising total
expenditure (including all relevant contracts or other payments) over the life of the Activity
 Process and stakeholders involved in preparation of the Activity Completion Report
 Summary / chart of governance structures of the Activity (e.g. steering committee)
 Other relevant information including success stories, photos etc.

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Appendix A: Asset Register

For all non-consumable capital items valued at NZ$1000 or more:

Asset Name Purchase Price Date of Purchase Location Held Asset Disposed (where relevant) Date Disposed
Comment on where, how and why asset has
been disposed of

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Appendix B: Transition or Exit Planning

Task to be continued beyond Activity Necessary inputs Timeframe Responsible Capacity development required to support
completion organisation responsible organisation

Transition or exit planning should suit the particular context of the Activity, so details will vary. The checklist below intends to support activity managers:

 Reflection on the quality of transition or exit planning during design and implementation, including whether actions have been completed, the results
from those actions, and the degree to which they will aid sustainability of outcomes

 If transition, brief description of what is intended for the new, follow-up Activity; anticipated approach or modality; and implementing partner(s)

 Outline of key steps that are necessary to support sustainability of outcomes beyond completion of the existing Activity, including monitoring and
evaluation tasks

 Identification of inputs, timeframes, responsibilities and any capacity development required for carrying out each step

 Consideration of expectations / roles of other donors

 Integration of cross-cutting issues by:

- Providing for women’s meaningful and equitable participation in transition or exit planning,

- Including steps that provide opportunities to address cross-cutting issues considered ‘principal’ or ‘significant’.

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Appendix C: Achievements against Results Framework

This table shows progress of the Activity against the intended outcomes and outputs defined in the Results Framework.

Note: Planned and actual indicators and targets should be sex-disaggregated where possible.

From agreed Results Measurement Table in the Activity Design Document Data up to and including this reporting period

Results Indicators Baseline data Targets Actual measurement Variance explanation Actual methodology
(against targets and data sources
using indicators)

Long-Term Outcomes

Medium-Term Outcomes

Short-Term Outcomes

Outputs

Output 1

etc

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Appendix D: Reporting Against the Agreed Workplan and Budget

Planned Actual
Output Variance Reason for Variance
Expenditure Expenditure

Output 0. Non-output specific costs / Management

costs

Output 1. Description
1.1 Description
1.2 Description
1.3 Description
1.4 Description
Output 2. Description
2.1 Description
2.2 Description
2.3 Description
2.4 Description
Output 3. Description
3.1 Description
3.2 Description
3.3 Description
3.4 Description
Output 4. Description
4.1 Description
4.2 Description
4.3 Description
4.4 Description
TOTALS

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