2016-01-25
ANNUAL REPORT DEVELOPMENT PROJECT
Annual Report Form
The Annual Report consists of the Report Form (a separate
Word document to be signed by two authorised
signatories), the Monitoring Report and the Financial
Report, including the separate Excel appendix in which
you fill out the financial outcome for the past year.
In the Monitoring Report you
focus on how you can best
work towards your set goals
by using your lessons
learned
The purpose of the Annual Report is for you, together with
your local partner organisation in the South/East (LEO), to submit a separate, critical
and transparent review of the implementation of the project over the past year. The
report can give you the support to further strengthen your project implementation and
your expected results. We would like concise and specific answers.
All three parts of the Annual Report are to be sent as an electronic document to Forum
Syd and printed, signed and sent by post to Forum Syd together with the relevant
organisational documents.
Please make sure to read the instructions to the Annual Report in the Manual on
Reporting in order to compile it correctly.
All questions must be answered if not indicated otherwise.
Part 1: Monitoring Report
In order to answer the questions in the Monitoring Report, we recommend you use the
team self-review method. There is a guide for how to use this method in the instructions
for the Annual Report.
The answers in the Monitoring Report will be based on your conclusions from your
team self-review. The Monitoring Report is expected to be 1-4 pages, depending on
your project size, complexity and the deviations and lessons that you find important to
highlight.
Base your answers on the granted goal and risk matrix while answering the questions
below:
1. Are we doing what we said we would do?
a. Follow up the project goal and sub-goals in your matrix. Describe
possible deviations.
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b. What has caused these deviations? Are they external or internal
factors? The focus should be on those factors that you can control and
thereby have a possibility to improve.
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2.
Are we making any difference?
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The authorised signatories shall sign each page of the Annual Report
ANNUAL REPORT DEVELOPMENT PROJECT
a. Can you see signs that your work over the past year has made a
difference in your partner organisation or in the project’s target group?
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3.
Are we doing the right things?
a. Some of the deviations that you have observed may mean that you need
to reconsider your approach. Describe how you can strengthen and
adjust your work to ensure the goal fulfilment.
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4. If the project is implemented either in an area with an on-going conflict or in a
post-conflict area, describe how you are monitoring the situation.
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Part 2: Financial Report
Some explanations and definitions can be found in the instructions for the Annual
Report. In addition to the questions below, please fill out the financial outcome in the
separate Excel appendix.
Management of approved budget
1. Describe deviations from the granted budget regarding:
a) all budget line deviations over 10%
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b) interest rate earnings
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2. Have you informed Forum Syd of deviations over 10% in advance? (State the date
of approval.)
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3. State the amount:
a) of funding transferred to the partner organization and the dates of the transfers
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b) the currency in which the transfers were made
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2 (5)
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ANNUAL REPORT DEVELOPMENT PROJECT
c) the exchange rate applicable at the time of the transfers
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d) the budgeted exchange rate
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e) of possible exchange rate profits or losses (difference between budgeted
exchange rate and outcome)
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4. Has funding been transferred from LEO to one of its own partner organisations?
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a) Were the transfers regulated in the agreement between LEO and their partner?
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5. What have you used the administration grant for?
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6. How was your own contribution raised?
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7. Have the Swedish organisation and the partner organisation(s) adhered to the
generally accepted accounting principles in each relevant country? If not, what
discrepancies have occurred?
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8. What bookkeeping principle has been applied for the project (accounting on a cash
basis or earnings basis)?
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9. Have you procured any products or services for a total cost of 50,000 SEK/year or
more, excluding VAT?
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a) Have the procurement terms in Forum Syd’s General Conditions been adhered
to? Describe how the procurement was carried out.
3 (5)
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ANNUAL REPORT DEVELOPMENT PROJECT
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Wage costs
If the project budget included any wage costs, answer the following questions.
10. Describe the wage costs included in the project budget by both the Swedish and the
partner organisations.
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a) State the amount of wage costs and the proportion of the employees’ working
time (as a percentage of a full-time employment).
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b) Explain the principles applied in the allocation of wage costs.
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Local audit
11. Have all funds transferred to your partner organisation been audited?
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12. Has the audit been performed in accordance with the audit instructions included in
Forum Syd’s General Conditions, Appendix 1 and/or in the Grant Agreement?
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a) Was the local auditor external, independent and qualified?
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13. Have you assessed the report submitted by the local auditor?
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a) Has the auditor submitted an audit certificate in accordance with ISA 805,
including a part that refers to ISRS 4400, and a separate audit
memorandum/management letter?
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b) Describe possible significant shortcomings that appear in the audit and how
you have responded to them.
4 (5)
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ANNUAL REPORT DEVELOPMENT PROJECT
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Audit of the Swedish organisation
14. Has the Swedish audit adhered to the relevant instructions in Forum Syd’s General
Conditions, Appendix 1? If not, why?
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15. Has the auditor submitted an audit certificate in accordance with ISA 805,
including a part that refers to ISRS 4400, and a separate audit
memorandum/management letter?
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16. Describe how you have responded to possible significant shortcomings in the audit
(attach a possible plan of action in a separate appendix).
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5 (5)
The authorised signatories shall sign each page of the Annual Report