Tony Nyumba Apindi

48 respondents were from the Country Offices forming the majority a majority of 71.6%. 10 respondents were from HQ making up 14.9% while the Regional Office had 3 respondents forming 4.5%. 5 respondents reported Other forming 7.5% while there was only 1 respondent did not state the level of organization translating to 1.5%. 22 out of 67 respondents stated that the overall experience in following the ECW Reporting Procedures and writing the ECW Report(s) had a very clear guidance and easy to write, representing 32.8%. 1 respondent found that the rep reporting procedure had Very confusing guidance and difficult to write. 41.8% of the respondents found that the ECW Reporting Guideline was somewhat clear and helpful and 35.8% found it was very clear and helpful. 40.3% found the ECW Grants Management Handbook being somewhat clear and helpful and 28.4% found that it was very clear and helpful. 46.3% of the respondents found that the ECW reporting webinar was somewhat clear and helpful with another 25.4% finding it very clear and helpful. 46.3% of the respondents found the instructions provided in the report templates as somewhat clear and helpful and 35.8% found it very clear and helpful. 44.8% of the respondents found the direct support from ECW Secretariat staff as being very clear and helpful and 34.3% found it somewhat clear and helpful. 48.2% of the respondents that filled the narrative report recorded a score of 8 and above out of 10, which was made up of 39 out of 67 respondents. 14 respondents did not use the narrative report. 25 out of 40 respondents that used the financial report had a good experience with it, with 37.3% providing a rating of 8 or more out of 10. 27 of the total respondents did not use the financial report. 22 out of 34 respondents that used the results report had a good experience with it, with 32.8% giving a rating of 8 or more out of 10. 33 of the total respondents did not use the financial report. 31 respondents wrote or coordinated the joint narrative report and or results report, accounting for 46.3%. 22 respondents did not write or coordinate the joint narrative report and/or results report, accounting for 32.8%. 14 respondents stated that it was not applicable, accounting for 20.9% of the total respondents. 20 respondents out of 67 provided a rating of 8 or more out of 10 forming the majority of the respondents that provided a feedback and accounted for 29.8% of those that responded. 37 respondents out 67 did not respond to this question. The rating for the narrative, financial, and results report requirements, instructions, and ease of writing varied among the respondents. i) Narrative Report Many respondents found the requirements, instructions, and ease of writing to be clear and manageable. The reporting template was praised for its clarity, guidelines, and examples provided for each section. The availability of guidance notes and regular updates were also appreciated, as they facilitated the delivery of high-quality reports. ii) Financial Report Some respondents mentioned challenges with specific sections or certification requirements. However, overall, the instructions were considered clear, and the template was seen as manageable. Direct support from the ECW secretariat was mentioned as helpful in addressing any difficulties or uncertainties. iii) Results Report Some respondents expressed concerns about the cumulative data and the size and complexity of the reporting template. The long and wide spreadsheet format was mentioned as problematic, particularly for users with limited experience or technical capacity. Simplification and user-friendliness were suggested as improvements to make the template more accessible. Overall Remark While the majority of respondents found the instructions clear and the templates manageable, there were specific areas of improvement highlighted. These included providing more translations, ensuring consistency in reporting templates, and enhancing the usability of large spreadsheets. Overall, the feedback suggests that the clarity of instructions and the ease of writing varied depending on the specific report and template. Simplification, accessibility, and ongoing support were mentioned as important factors in improving the reporting process. Analysis of the Comments from the Overall Experience in Coordinating and/or Writing the Joint Narrative or Results Report Coordination and Collaboration: Several responses highlight the collaborative efforts involved in the joint narrative or results report. They discuss the aim of establishing suitable roles and responsibilities, emphasizing the necessity of joint reporting workshops, and recognizing the significance of regular meetings and effective communication among consortium members. Challenges and Time Constraints: Some respondents acknowledge the challenges and time limitations associated with finalizing the report. They mention the need to address the specific challenges faced by individual consortium partners, the issue of delayed response times, and the labor-intensive process of consolidating separate reports. Comprehensibility and Ease of Writing: A few respondents emphasize the simplicity of writing the joint narrative and results report, attributing it to clear instructions and the availability of helpful tools. They also mention the ease of anticipating qualitative details and the overall smooth coordination with other partners. Language and Cultural Considerations: One response emphasizes the importance of support from the education cluster in countries with multiple non-consortium grantees who may encounter difficulties due to language and cultural disparities. Benefits of Joint Reporting: Some respondents highlight the advantages of joint reporting, such as gaining a comprehensive understanding of performance, sharing experiences and knowledge, and fostering a shared understanding of the program through frequent meetings and active participation of all consortium members. Some of the identified ideas regarding the ECW (Education Cannot Wait) reporting procedures that got obtained included: Many respondents appreciated the unambiguous instructions that facilitated better understanding of the required information. Some respondents required accurate translation of templates to be in their preferred languages. Simplifying the template and making it more user-friendly would enhance the reporting process for cumulative data. Several respondents face challenges with the online reporting platform, including issues with access, navigation, and occasional loss of document access. Respondents note the presence of repetitive questions or sections within the templates, leading to confusion. Instances were reported where feedback on reports was received several months later, negatively impacting the reporting process. Some respondents suggest making the reporting templates more user-friendly, especially for individuals lacking technical expertise. Respondents emphasize the need to consider the context in which the reporting templates are used. Some respondents express the need for clearer instructions regarding report submissions and consistent guidelines for reporting across different teams or countries. Some respondents noted that modifying templates in the middle of a program can create difficulties and confusion. Based on the suggestions provided, here are some ways to make the ECW reporting procedures and requirements more user-friendly: Support and Assistance Consistently offer support to organizations throughout the reporting process, utilizing avenues such as Technical Committees or other communication channels. Schedule webinars before each reporting period to refresh knowledge, clarify procedures, and aid new reporters in comprehending the requirements. Regularly hold training sessions on reporting templates, taking into account staff transitions between organizations, to ensure familiarity and proficiency with the templates. User-Friendly Guidelines and Templates Enhance the user-friendliness and comprehensibility of guidelines and instructions, catering to the diverse backgrounds and varying skill levels of reporters. Streamline the complexity of financial and results report templates, making them more easily navigable, understandable, and simpler to complete. Ensure a consistent reporting format throughout the Multi-Year Resilience Program (MYRP) agreement, minimizing changes that could lead to confusion among partners. Timely and Effective Communication Share reporting templates well in advance of reporting periods, accompanied by explanatory webinars or documentation, to allow stakeholders sufficient time for preparation. Strive to deliver timely response and feedback from the ECW team after report submission, ensuring organizations receive prompt support and guidance. Timely provide feedback to organizations after report submission, facilitating efficient communication and addressing any concerns or inquiries. Streamlined Processes and Accessibility Digitize the submission of the Annual Performance Evaluation (APE) and joint narrative/results reports to minimize delays in fund transfers. Translate all tools and templates into languages other than English to accommodate users who are not proficient in English. Establish a user-friendly platform that facilitates the downloading of supporting documents alongside reporting templates, streamlining the overall reporting process. The evaluation of ECW's reporting guidance and instructions elicits a diverse range of opinions. Some survey respondents found them to be transparent and beneficial, particularly emphasizing the value of webinars, the Grants Management Handbook, and direct support from the ECW team. These resources were highly valued for their role in comprehending the reporting requirements and facilitating the process. The prompt and accessible assistance provided by the ECW team was also acknowledged with appreciation. However, certain participants encountered challenges in accessing and comprehending the instructions. They identified changes in reporting guidelines without prior notification as a hurdle. Language barriers were highlighted, and suggestions were made to provide additional translations to enhance understanding. Moreover, concerns were expressed regarding the intricate and time-consuming nature of the reporting procedures. Participants favored simpler and more straightforward instructions, as they believed the current requirements to be burdensome and detrimental to program implementation.