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Type 1 report templates – 2023 revision�Info session for Initiatives, Impact Platforms and Science Group Projects

Portfolio Performance Unit and Project Coordination Unit

6 December 2023

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Contents

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#1  Type 1 report templates: 2023 revision process

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#2  Type 1 report components

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#3  Type 1 report main changes

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#4  Internal approval process & submission deadline

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#5  What happens after submission of reports?

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PRMS Reporting Tool Update: Section 6: Evidence Upload Function is now available

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#1 Type 1 report templates: 2023 revision process

Templates revised to include feedback from Learning & Optimization process

Early Oct 2023 

Templates reviewed by stakeholders (Senior Program Managers, Impact Platform Directors, Communication & Outreach, MELIA Focal Points, Science Group Project leads) 

20 Oct-�10 Nov 2023

    • Draft mockups
    • Share mockups with SIMEC and stakeholders

10 Nov-�5 Dec 2023

Examples of Learning & Optimization feedback included in the revised Type 1 report templates:

  • Replace the factsheet with an executive summary that presents key messages, objectives, results, and impacts 🡺 removal of a couple of elements in the fact sheet and adding an executive summary to it;
  • Develop standardized guidelines for Type 1 reports while allowing flexibility in content;
  • Minimize redundancy in the template;
  • Explore ways to represent strategic information on engagement and partnerships beyond diagrams.
  • Consider using online reports accompanied by a printable PDF to enhance accessibility and comprehension.

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#2 Type 1 report components

For Initiatives

Type 1 Technical Report Template - 2023

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For Science Group Projects (SGPs)

Type 1 Technical Report Template- 2023

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#3 Type 1 report main changes

    • For the Initiative template, no substantive changes have been made to the template and the template sections remain the same. Changes made primarily relate to: 
      • Additional guidance;
      • Some content modifications (e.g. the inclusion of an executive summary);
      • The provision of additional standard text to be included (e.g. standard text for copyright and citation information, general Technical Reporting information); and 
      • Revised word limits.

INITIATIVE TEMPLATE

    • The SGP template uses the Initiative template as the key source for development, with minor changes made where necessary to align with the specificities of their projects. 

Science Group Project (SGP) TEMPLATE

A document outlining the key updates to the 2023 Type 1 templates, and the feedback these updates relate to, can be found here.

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#2 Type 1 report components

For Gender Impact Platform

Type 1 Technical Report Templat  2023 – WITH MODULES  

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#3 Type 1 report main changes

    • For the Impact Platform templates, similar updates as mentioned above have been made to ensure alignment with the Initiative template as much as possible. 
    • Gender Platform and other platforms using modules:
      • Section 2:  Overall Impact Platform progress against the theory of change and four key functions”  has been created and will include any relevant mention of the four key functions 
      •  Section 3: Module Progress:  a “Module-specific progress” section is now included to align with their Theory of Change which is a major update in 2023.

IMPACT PLATFORM TEMPLATE

A document outlining the key updates to the 2023 Type 1 templates, and the feedback these updates relate to, can be found here.

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For the other Impact Platforms

Type 1 Technical Report Template 2023 - WITHOUT MODULES

#2 Type 1 report components

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#3 Type 1 report main changes

    • For the other Impact Platform templates, similar updates as mentioned above have been made to ensure alignment with the Initiative template as much as possible. 
    • For the non-module Impact Platforms, Section 3:  “Key function progress” will be used (not Module Progress)

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OTHER IMPACT PLATFORM TEMPLATES

A document outlining the key updates to the 2023 Type 1 templates, and the feedback these updates relate to, can be found here.

www.cgiar.org

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#3 Type 1 report main changes

A document outlining the key updates to the 2023 Type 1 templates, and the feedback these updates relate to, can be found here

www.cgiar.org

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#4 Internal approval process & submission deadline

Before 28 March 2024. Pre-submission clearance processes are to be arranged by Initiatives/Impact Platform/SGP and should include clearance by the relevant Science Group Managing Director (SMD)/Impact Platform Director/Lead Center & Funders.

More info on the internal approval process for each entity will be shared in January.  

Each Initiative/Impact Platform/SGP is required to submit a completed and cleared Type 1 Technical Report in Microsoft Word format by Thursday, 28 March 2024 to performanceandresults@cgiar.org. PPU will acknowledge receipt of your submission. 

The formatted and edited Type 1 Technical Reports will be reviewed and cleared by the SMDs and CGIAR’s Executive Managing Director (EMD) in April 2024, for publication on 1 May 2024.

Photos for inclusion in the report can be submitted into the Microsoft Teams folder available for photos. For photos, include captions and credits. 

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#5 What happens after submission of reports?

Release of formatted and edited Type 1 reports

Any final editing or formatting updates made 

1 May

29 Apr

19-24 Apr

Initiatives/

IPs/SGPs and SGDs/SPMs review reports

19 Apr

Reports sent to Initiatives and SGDs for review and feedback 

2-19 Apr

Final formatting of reports by graphic design consultants (previously designed graphics and text compiled)

Reports checked and edited

Initiative/IP/SGD and SGD/SPM approval of reports; reports submitted

28 Mar

1-28 Mar

Reports developed, cleared and shared with PPU

CGIAR Results Dashboard published

1 Mar

19 Feb-1 Mar

24 Feb-28 Mar

Reflect period

CGIAR Results Dashboard published (internal)

SPMs + Initiatives/IPs/SGPs review and provide feedback on the Results Dashboard (based on uploaded results) and D&D team implement changes

Type 1 report elements – available in the PRMS

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Start designing the TOC diagrams

24 Jan- 19 Feb

Quality Assurance process

Initiative/Impact Platform/Science Group Project PRMS reporting closes

1 Jan

19 Feb

23 Jan

2023 Type 1 Reports

Key dates and process:

Jan-May 2024

24 Apr

Reports sent to EMD for final approval

EASTER: Friday 29 March – Monday 1 April

Copyediting done in TOC

Deadline 19 Feb

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Type 1 report packaging

Type 1 Technical Reporting templates for Initiatives, Impact Platforms and Science Group Projects are now available on the Reporting resources page of the P&R Hub (see the "Reporting templates" section).

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  • Impact Platform Technical Report template (for Impact Platforms not using Modules)

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Design mock-ups for each template are also available to provide an example of how the �formatted Type 1 reports will be presented. These are also available on the Reporting resources �page of the P&R Hub (see the "Reporting templates" section).

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PRMS Section 6: Evidence Upload Function

  • There is a new option to select the type of evidence: "Link" or "Upload file".
  • For “Upload File” the users have the option to specify if the file it will be public.
  • If the answer is no, the link to the file will only be accessible to users with CGIAR accounts.
  • All files once uploaded to the repository will have "view only" permissions, if the user want to edit the file, they needs to make the changes offline, then delete the already uploaded file and finally upload the updated file

Please see the Release Note for more information

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