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. Click here to write 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. Click here to write 2. Are we making any difference? Forum Syd | Katarinavägen 20 | Box 15407 | SE-104 65 Stockholm | Sweden | tel: +46(0)8 506 370 00 | fax: +46(0)8 506 370 99 | www.forumsyd.org 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? Click here to write 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. Click here to write 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. Click here to write 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% Click here to write b) interest rate earnings Click here to write 2. Have you informed Forum Syd of deviations over 10% in advance? (State the date of approval.) Click here to write 3. State the amount: a) of funding transferred to the partner organization and the dates of the transfers Click here to write b) the currency in which the transfers were made Click here to write 2 (5) The authorised signatories shall sign each page of the Annual Report ANNUAL REPORT DEVELOPMENT PROJECT c) the exchange rate applicable at the time of the transfers Click here to write d) the budgeted exchange rate Click here to write e) of possible exchange rate profits or losses (difference between budgeted exchange rate and outcome) Click here to write 4. Has funding been transferred from LEO to one of its own partner organisations? Click here to write a) Were the transfers regulated in the agreement between LEO and their partner? Click here to write 5. What have you used the administration grant for? Click here to write 6. How was your own contribution raised? Click here to write 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? Click here to write 8. What bookkeeping principle has been applied for the project (accounting on a cash basis or earnings basis)? Click here to write 9. Have you procured any products or services for a total cost of 50,000 SEK/year or more, excluding VAT? Click here to write a) Have the procurement terms in Forum Syd’s General Conditions been adhered to? Describe how the procurement was carried out. 3 (5) The authorised signatories shall sign each page of the Annual Report ANNUAL REPORT DEVELOPMENT PROJECT Click here to write 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. Click here to write a) State the amount of wage costs and the proportion of the employees’ working time (as a percentage of a full-time employment). Click here to write b) Explain the principles applied in the allocation of wage costs. Click here to write Local audit 11. Have all funds transferred to your partner organisation been audited? Click here to write 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? Click here to write a) Was the local auditor external, independent and qualified? Click here to write 13. Have you assessed the report submitted by the local auditor? Click here to write 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? Click here to write b) Describe possible significant shortcomings that appear in the audit and how you have responded to them. 4 (5) The authorised signatories shall sign each page of the Annual Report ANNUAL REPORT DEVELOPMENT PROJECT Click here to write 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? Click here to write 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? Click here to write 16. Describe how you have responded to possible significant shortcomings in the audit (attach a possible plan of action in a separate appendix). Click here to write 5 (5) The authorised signatories shall sign each page of the Annual Report