ICA: Chicago
GRA '79
Documentation
July 11, 1979
At least seven types of documentation have been used this past year:
1. Program Reports: Mississippi Is Leading the Way TM Report
2, Annual Reports: The Institute of Cultural Affairs, Annual Report '78 (USA)
3. Status Reports: Maharashtra Village Replication Project, Human
Development Projects in Latin America
4. Program Evaluations: AID Formative Evaluation (AID/W), AID Project
Evaluation Summary (USAID/Indonesia)
5. Pictoral Brochures: Sudtonggan Human Development Project, Two Years of Comprehensive Community
Development; Human Development Projects, Four Years of Comprehensive Community Development (Philippines)
6. Financial Audits: AID/17 on the Development Program Grant for ICA: Chicago
7. AudioVisuals: Film: The World of Human Development, Lorimor VideoTape, various HDP and TM
slide presentations
Eight components of documentation that have been
used this past year are as follows. Each type of documentation
does not use all of the components.
1. PROGRAM ANALYSIS
Program analysis involves a description of program accomplishments in a ,given geography. This description commonly consists of stating the contradiction and the accomplishments, the statistical verification to back it up, and sometimes the methodology for implementing the tactics set forth in the initiating HDP Consult. Some reports have been written in the following format:
l. The contradiction and observable accomplishment, before and current.
2. How it was done.
3. Benefits to the community.
4. Shifts/changes in the people and the community.
5. Future directions or next steps.
2. LEARNINGS
Learnings refer to where the program has been blocked and what breakthrough
occurred. Often this is what is being asked by such grant accountability
questions as: "What have been your failures? How have you changed the
way of doing your work?" A format could be as follows:
l. What was the program that was planned.
2. What was done.
3. What blocks occurred.
4. What was done to overcome these blocks or new programs created.
5. What is the current situation.
6. What are some future directions envisioned?
3. PROCESS/METHOD
The accomplishment catches the attention, but how it was done is what
is convincing. Describe:
1. HDP site selection
2. TM set up
3. Consult process
4. Stake and Guild operation (community participation)
5. Community assemblies
6. TM description
4. PARTICIPATION
Participation refers to human participation in activities relating to the project or
program. These fall into at least two categories: (1) local participation and (2) external participation.
1. Local participation: probably best done through
a participation screen done by stakes with families listed and
related to categories like stake meetings, guild meetings, preschool,
workdays, etc. Distinguish number of people on salary versus number
of volunteers listed in number of man hours of work.
2. External participation:
a. Voluntary time: by guardians for project related activities or Town Meetings done in man hours.
b. Services: electricity, roads, water system, etc.
c. Technical Expertise: agricultural training, industrial,
commercial, health. etc.
5. BENEFITS
Benefits are usually written up as part of the Program
Analysis (see No. 1), but are often useful to be pulled out in
a later part of the report to dramatize the cumulative effect.
Benefits can fall into two categories (1) direct such as new jobs,
training, , etc. and (2) indirect which are side benefits, not
originally planned, such as a new store resulting from increased
income.
6. INPUTS/OUTPUTS (financial)
Inputs/Outputs is one of the ways of measuring the effectivity of a project or program, especially in terms of economic indicators. Original baseline data and the current data are needed for input/output data.
1. Inputs:
1. Local: the monetary investment of the community
2. External: the monetary investment beyond the community
3. In Kind: value of goods and services
4. Labor: voluntary in terms of man hours, not helpful to monetize voluntary labor
The total inputs = Cash + In Kind. Total inputs are calculated on an annual basis. Then inputs can be calculated on the basis of costs person/year and cost/family/year.
2. Outputs:
1. Agricultural Net Profits (total profits cost of production and services = net profits)
2. Industrial Net Profits
3. CommercialNet Profits
4. Total salaries, both in the community and external.
The total outputs = Total Net Profits + Total Salaries
Total outputs are calculated on an annual basis. Then outputs
can be calculated on the basis of output/person/year and output/family/year.
There has been some experimentation with the ratio
of outputs to inputs in terms cf a benefit ratio' but not too
helpful at present. The same can be said for the concept of Gross
Village Product (GVP), both of which need more work.
7. FINANCIAL STATEMENT
Financial Statement refers to the Income and Disbursements
for any unit over a period of time, usually one fiscal year.
I. Income
1. Revenue from
1. Training Programs
2. Community Forums
3. Project Programs: preschool fees, health clinic fees, etc.
4. Other
2. Contributions
1. Local Community
2 . Private Sector
a. Individuals
b. Foundations
c. Corporations
d. Organizations
3. Public Sector
a. Village Council
b. District
c. State
d. National
e. International
II. Disbursements
1. Program Services
1. Project Programs: Preschool, etc., by each program
2. Community Forums
3. Training
2. Support Services
1. Administrative and Management
2. Fund Raising
8. FUTURE DIRECTIONS
Future directions refers to the projection within
the next time frame, usually one year. Continuing programs and
new programs, spin offs from what has been done, and may include
a budget for the next time frame, including anticipated income
and projected expenses.