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CSCF Project Completion Report (PCR) Form

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CSCF Project Completion Report (PCR) Form Civil Society Challenge Fund PROJECT COMPLETION REPORT 2014 Please read the following instructions carefully. This project completion report template is designed to: enable you to communicate to DFID what your project has achieved record project achievements against outcomes/outputs draw out conclusions and learn lessons of value and wider application check compliance with the terms and conditions of the grant; and inform a wider analysis of all CSCF projects. Some revisions have been made to this year’s form following feedback and discussions with CSCF grant-holders at the M&E Seminar held in October 2013. What is required? How Use the 2014 Project Completion Report template (this document). Please note that, following feedback, the template is an unprotected WORD document. Please do not alter the structure or content of the template. Cover the whole period of your project Follow the instructions provided to ensure that you provide the information required Ensure that you draw on and refer to the findings of your external evaluation Refer back to your previous feedback letter(s) to guide completion Submit the report and all accompanying documentation including separate annexes as WORD documents, not as pdf files. Send it by email to [email protected]. Hard copies are not required. Entitle your email “CSCF [reference number] PCR and closure documents” When The project completion report and associated documents are required within three months of your DFID grant end date. CSCF Project Completion Report Template 2015 1 What to send – use as checklist: 1. Narrative Report (this document) Mark Section and Title Ideal Notes with an max no. of “X” pages 1 Basic Information 1 2 Progress and 3 In this section we ask you to report on Results progress since that covered by the last annual report, and then on overall results for the project. Please note that, as in the previous PCR, this section includes the consolidated beneficiary figures. 3 Risk assessment 0.5 4 Value for Money 1 Improved guidance and clearer questions. 4 Sustainability 0.5 Sustainability previously included in value for money. Clearer guidance. 6 Lessons 2 Only answer the questions which you feel are appropriate to your project. This section now has a blank box for writing about any other project experience or lesson. 7 Project 1 Previous questions asked in 2013 AR/PCR, accountability to replaced with one about your experience of stakeholders beneficiary feedback processes in action. Annex A Outcome and 6 Use ANNEX A to report progress against your Output Score logframe. Include an assessment of progress against each indicator, state the evidence which supports your statements and provide information about beneficiaries. Annex B Portfolio Analysis 5 Simplified scoring. More space, as requested, to explain methodology and process. 2. Project Documents (attachments) Mark Document Notes with an “X” Photograph A new photograph(s) which illustrates or tells the story of your project. Attach as a separate file(s) (i.e. do not embed into another document), preferably a JPEG. IMPORTANT: In separate document provide: * caption or explanations of the photos; * the photographer’s name if possible; * assurance that subjects have given their consent, both for the photograph to be taken and for its possible use in learning/publicity materials. Most recently approved In word or excel format. Please label it “CSCF (ref no.) Logframe and Activity Log MOST RECENT LOGFRAME”. External evaluation report Please label it “CSCF [ref no] final evaluation report”. Guidance for commissioning a final independent external evaluation is available at : https://www.gov.uk/civil- society-challenge-fund CSCF Project Completion Report Template 2015 2 3. Financial Report – Use the most recent Excel template available on DFID’s CSCF website. Guidance notes can be found on the first worksheet (tab) of the workbook (file). Mark Document Notes with an “X” Final annual financial report Worksheets 2 and 3 of excel template showing expenditure over 2013/14 and explanation of variance Financial summary Worksheets 4 and 5 of excel template giving a summary of expenditure over the life of your project and an explanation of variance It is very important to note that: project expenditure must be reported against the full budget agreed by Fund Manager and not the summary budget used for expenditure claims any variances in excess of 10%, either positive or negative, (or transfers between main budget-sub-headings) must be explained; and you should show any variances both in terms of total amount in GBP (£) and percentage of your budget. 4. Closure Documents Mark Document Notes with an “X” Final claim or statement of If you claim in advance, you will need to fill in a expenditure statement of expenditure as part of your closure process. If you claim in arrears, please only ensure we have your final claim Inventory of disposal of This should list all assets purchased under the project assets and which are about to be transferred to the beneficiary organisation. This must be signed by both the grant holder and the asset benefitting organisation. Asset transfer letter This must be signed by both the grant holder and the asset benefitting organisation. Annual Audited Accounts (if A hard copy of your Annual Audited Accounts for the available – see note) financial year in which your project ended must be posted to us four months after the end of your financial year If you have any questions about the completion of your annual reporting requirements, please contact Triple Line Consulting Ltd at [email protected] or on 020 8788 4672. CSCF Project Completion Report Template 2015 3 CSCF PROJECT COMPLETION REPORT SECTION 1: BASIC INFORMATION This information is needed to update the fund manager’s records 1.1 UK Organisation Name Traidcraft Exchange 1.2 UK Organisation Address Traidcraft Exchange, Kingsway, Gateshead, Tyne and Wear, NE11 ONE; 1.3 Project partner(s) Please include Christian Partners Development Agency all partners. Provide approximate dates where partners changed mid- project. For multi-country projects please indicate which partner is in which country 1.4 Project Title A Faircup – Ensuring the rights of small holder tea farmers 1.5 CSCF Number CSCF 0556 1.6 Country/ies Kenya 1.7 Location within Country/ies Nyeri and Kirinyaga Counties of Central Kenya 1.8 Project Start & End Dates Start: April 2011 End: March 2015 1.9 Total project budget £430,453 1.10 Total funding received from £409,801 DFID 1.11 Financial contributions from Total £20,652 other sources Please state the List all contributions amounts and sources of funding for £3,000 (WF South Trust) this project e.g. £75,000 (ABC £1,476 (Dorfred Charitable Trust) Foundation) £1,200 (N. Smith Charitable settlement) £250 (Samuel story Charitable Trust) £1,000 (Gateway World Shop) £2,000 (Carol E Farrer) £125 (St Patrick’s Primary School) £142 (Traidcraft Exchange) £2000 (Gateway Development Trust) £7000 (LD Rope Charitable Trust) £3000 (W F Southall) 1.12 Date report produced 30th June 2015 1.13 Name and position of Name: SAMMY BUNYALI person(s) who compiled this Position: PROJECT MANAGER, CPDA report Name: Yohannes Tesfamichael Position: Regional Director East Africa, Traidcraft Name: Position: 1.14 Name, position & email Name: Yohannes Tesfamichael address for the main contact Position: Regional Director East Africa, Traidcraft person for correspondence Exchange relating to this project Email 1: [email protected] Email 2: [email protected] 1.15 Secondary contact person Name: Charlotte Timson (optional) Position: Director of International Programmes & Policy Email 1: [email protected] Email 2: [email protected] 1.16 Acronyms Try not to use CPDA – Christian Partners Development Agency acronyms but if you do, please list TX – Traidcraft Exchange CSCF Project Completion Report Template 2015 4 them here FUM – Factory Unit Manager FSC – Field Services Co-ordinator TESA – Tea Extension Services Assistant KTDA- Kenya Tea Development Agency FGD – Focused Group Discussion CCs – Collection Centres for green leaf CCCs – Collection Centre Committees LSPs – Local Service Providers CSCF Project Completion Report Template 2015 5 SECTION 2: PROGRESS AND RESULTS (Aim for no more than 3 pages) 2.1 PROJECT SUMMARY (200 words) In your own words please describe the aims of your project. Fair Cup is a project aimed at empowering 26,729 smallholder tea farmers associated to four KTDA managed tea factories in Central Kenya namely Gitugi, Iriani, Chinga and Ndima. For a long time, smallholder tea farmers have continued to grow tea, deliver to the factories and wait for whatever income will be declared by the factories, without sufficient understanding of what their rights are as shareholders of the factories. This subjects them to prices that they are not in control of as they do not participate in determining the market as it is ceded to brokers at the auction. Although there have been efforts by the government to address the farmers’ rights through legislation of the Tea Act and other laws, farmers’ awareness on the Tea Act and relevant laws remains low. This project therefore aimed at enhancing farmers’ awareness of their rights in piloted locations in Kenya as provided for under the Tea Act and other relevant laws of Kenya. Further, this project sought to support the farmers practice their rights by strengthening the capacity of their representatives (collection centre committee members and board of directors) to execute their roles and responsibilities as representatives of the farmers effectively. It also aims to enhance the lobbying skills of the farmers’ representatives so that they can effectively articulate farmers’ issues with the factory management. The project also worked with the factory management so that they are more responsive to issues farmers raise, demonstrate openness and accountability towards farmers. Finally, the project supported farmers to diversify their source of income so that they are not dependent on tea only as their source of livelihood.
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