Project reports

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Project report

The project report is the end product,

after
undertaking a funded project, based on the
funding proposal
It is the process through which results of
project
objectives and activities are communicated
to
other people, including the funding agency,
other
institutions and stakeholders
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Basic parts of a project

Sections that participants need include in the
report
project report are: Title
Authors
Executive Summary
Table of Contents
Introduction
Methodology
Results
Discussion
Evaluation
Summary/Conclusions
References
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Appendix/Appendices (if
any)

Using a Report Writing

Team
The team must write the report based on
the proposal implemented
They must begin writing the report after
the project has been completed if its a
summative report;
The report must be based on draft
recordings of
the various stages and activities during
project
implementation.
Keeping a diary/documentation is useful
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1.
Title
Page
This
should
convey the area and
scope of the project.
This should contain the title and must
include:
Name of Project: (F.e The Kajiado County
Improved
Charcoal Stoves Project)
Name and logo of organization submitting
the report
Contact address, telephone number/s and
email
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2. Table of contents
This should list the main chapters and
(sub)sections of your report.
Choose self-explanatory chapter and
section titles and use double spacing for
clarity
If possible you should include page
numbers indicating where each
chapter/section begins
Try to avoid too many levels of
subheading - three is sufficient.
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3. Executive Summary
The executive summary provides a brief
summary of the report
The summary should give an overview of
how the project was undertaken and an
indication of what was found out and what
conclusions were drawn from the project
implementation

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Purpose: This part of your executive summary explains the purpose briefly.
The executive summary is all about brevity, the briefer and to the points you
would be, the more closer you would be to your targeted audience. You
should make clear sense of your report here. Project vision, Mission, Goal and
Objectives
Methodology: The methodology indicates the procedures and practices
which are being used in the project. You must utter all the ways being used
by the project. The project can go through many procedures so you must say
out all that
Findings: The finding part of your executive summary inculcates the facts
which you find while working on the project
Conclusion & Recommendations: Conclude your report with all the
results came out through the report; suggest the recommendations and
suggestions which have come in report. The time scales, costs and return on
investment, these are the key points where you can emphasize the value of
your recommendation
Final Editing: After writing the report you must read it out twice or thrice for
proof reading. Try to omit the repeated wordings, give the clear cut vision to
your targeted audience. Check the spelling mistakes and grammatical
mistakes which may occur easily

Body of Executive Summary

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4. Introduction
This is one of the most important components of the
report.
It should begin with a clear statement of what the
project is about so that the nature and scope of the
project can be understood by a lay reader.
It should summarize everything you set out to achieve,
provide a clear summary of the project's background,
relevance and main contributions.
The introduction should set the context for the project
and should provide the reader with a summary of the key
things to look out for in the remainder of the report.

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Introduction continues..
When detailing the contributions it is
helpful to provide pointers to the section(s)
of the report that provide the relevant
technical details
The introduction itself should be largely
non-technical
It is useful to state the main objectives of
the project as part of the introduction

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5. Methodology
Outline how you implemented the project
Here you have to indicate the processes
and methods used

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6. Results and Discussions:

Present the results of the project in a
logical sequence based on the objectives
and activities as well as methodology
stated in the project proposal
In discussing the results, highlight what is
important and how data obtained has been
analyzed to provide the results discussed
Discuss what you infer from the data.
Make sure that all diagrams, graphs etc are
properly labeled and have been captioned
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7. Evaluation

Many projects fall down through poor evaluation

Simply building a system and documenting its design and
functionality is not enough to gain top marks
It is extremely important that you evaluate what you have
done both in absolute terms and in comparison with existing
techniques, software, hardware etc.
This might involve quantitative evaluation and qualitative
evaluation such as expressibility, functionality, ease-of-use
etc.
At some point you should also evaluate the strengths and
weaknesses of what you have done. Avoid statements like
"The project has been a complete success and we have
solved all the problems associated with ...!
It is important to understand that there is no such thing as
a perfect project.
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Even the very best pieces of work have their limitations and

8. Summary and Conclusion

This is the section in which you pull all
the strands of the report together.
It should include a concise version of the
discussion, highlighting the outcomes of
the project, problems encountered and
what could be done in the future
Also indicate in this section is how the
investigation could be usefully continued.

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9.
ThisBibliography
consists of a list of all the books,
articles, manuals etc. used in the project
and referred to in the report. You should
provide enough information to allow the
reader to find the source. In the case of a
text book you should quote the name of
the publisher as well as the author(s). A
weakness of many reports is inadequate
citation of a source of information. It's easy
to get this right so there are no excuses.
Each entry in the bibliography should list
the author(s) and title of the piece of work
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10.
Appendix
The appendices
contain information which
is peripheral to the main body of the
report.
Information typically included are things
like parts of the code, tables, test cases or
any other material which would break up
the theme of the text if it appeared in main
project body.
You should try to bind all your material in
a single volume.
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Tips for doing the report

Identify the story you wish to tell; Draw up a
plan of what you want to say and write;
Develop an outline that includes all the section
headings you will need;
Check through the outline to ensure that the
sequencing is logical and nothing vital is left out;
Ensure gender issues are mainstreamed into
the outline
Check through the outline with another person;
Write a first full draft for consistency and
omissions;
Revise the draft, do a spell check and recheck
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Tips for doing the report

Most agencies prefer short, succinct

continues.....

reports that
show clarity of thought and purposes;
If you don't have solid writing skills and
experience, ask help from someone who
does;
Ensure key goals and planned outcomes
are clearly stated-get to the point early;
Use the active rather than passive voice
(e.g., we
supported women food vendors" instead of
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Tips for doing the report

Highlight extent of achievement of

continues.....

gender equality and inclusiveness

Don't leave your readers to assume
anything;
Be honest about your organization's
strengths and weaknesses;
Use an enthusiastic and positive tone, but
remain credible;

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Tips for doing the report

Write a complete first draft before

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attempting to
edit;
Be certain that you have achieved the
project objectives you made in your
proposal
Identify a contact person: someone who
is readily
available and able to answer questions
about the report
=> Different founders may require
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