Draft policy 06
Project Approval & Reporting Policy
A proposed framework requiring each humanitarian project to move through documented need, approval, delivery, evidence and closure stages.
Purpose
No project should begin with only a good intention.
Each future project should have a documented need, defined target group, budget, delivery plan, safeguarding review, responsibilities and evidence requirements before funds are committed or public claims are made.
Approval principle: the person proposing a project should not be the sole person approving its budget, risk controls and completion report where independent review is practicable.
Project lifecycle
Six documented stages.
1. Needs assessmentDescribe the problem, proposed location, target group, available evidence, selection criteria and why the proposed response is appropriate.
2. Project designDefine activities, responsible persons, expected outputs, timeframe, operational dependencies, safeguarding considerations and delivery method.
3. Budget & approvalPrepare a written budget, identify funding restrictions, assess procurement needs and obtain the required governance approvals before spending begins.
4. Delivery & monitoringTrack expenditure, implementation progress, significant changes, risks, complaints and appropriate evidence while protecting beneficiary privacy.
5. Completion reviewReconcile funds, confirm what was actually delivered, document material differences from plan and review any unresolved issues.
6. Public reportingPublish an understandable summary of purpose, funds, expenditure, delivery status and outcomes without overstating evidence or exposing beneficiaries unnecessarily.
Change control
Projects may change, but the record must remain clear.
Material changes to location, target group, budget, delivery partner or use of restricted funds should be recorded and approved at a level proportionate to the change.
Where a project cannot proceed safely or lawfully, pausing, redesigning or cancelling it may be more responsible than continuing simply because funds or expectations already exist.
Public report
What a completed project report should show.
IdentityProject title, tracking code, location at an appropriate level, dates and status.
PurposeThe need addressed, intended beneficiaries and principal activities.
FinancialsApproved budget, verified funds received, expenditure categories and remaining or returned balance.
DeliveryWhat was delivered, quantities or outputs where reliable, and any material deviation from plan.
EvidenceA description of the records used to verify delivery, while withholding information that would create privacy or safety risks.
LimitationsDelays, uncertainties, complaints, incomplete evidence or other material limitations relevant to interpreting the report.