Refresher on Type 1 report template and deep-dive into Key Results Story section��Info session for Initiatives, Impact Platforms and Science Group Projects

Portfolio Performance Unit�Project Coordination Unit  and Communications & Outreach

17 January 2024

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Content

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#1 Type 1 report template: key attention points

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#2 Science Group internal approval process & submission deadline

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#3 What happens after submission of reports?

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#4 Type 1 Report Resources

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#5 Key Results Story section 

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www.cgiar.org

#1 Type 1 report – key attention points

• Section 1. Executive summary (max 500 words) added in the fact sheet
• Section 2. TOC diagrams – copy-edited by Initiative/Platform and ready for formatting by 20 February
• Section 3. WP progress rating & rationale – do not copy the definitions, provide a summary WP progress rating for the year.
• Section 4. Key results - either opt for the proposed graphs (through Type 1 report elements) or develop your own graphs based on PRMS QA’ed results. It is strongly encouraged to include a one/two-sentence blurb describing each diagram/data.
• Section 5. Partnerships. The “map” is optional, but strongly encouraged for inclusion (it’s a map, not a complex network)
• Section 6. CGIAR Portfolio Linkages – The “network” is optional, but we strongly encourage you to add it (see example in the Mock-up)

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• Please refer to the Type 1 Report Template and other Reporting Resources on the P&R Hub  for specific details on what to address �in each section

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www.cgiar.org

#2  Science Group internal approval process

• By 15 March. Initiative Lead/Co-Lead shares the annual report with the assigned Senior Director/SG Managing Director (copy SPM).
• By 20 March. Senior Director provides feedback to each initiative.
• By 22 March. Senior Director provides feedback to each Platform.
• By 26 March. for any substantive issues identified by the Senior Directors, initiative leadership provides feedback on how these have been addressed.
• 28 March. Initiatives submit their 2023 annual technical report to PPU (performanceandresults@cgiar.org ), copy SPM. �
• 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.

For more details, please view the full Science  Group processes for approval of 2023 Type 1 Reports presentation here

www.cgiar.org

#3 What happens after submission of reports?

Any final editing or formatting updates made 

1 May

26 Apr

19-24 Apr

Initiatives/

IPs/ review reports

19 Apr

2-18 Apr

Final formatting of reports by graphic designer & copyeditors

Reports checked and edited

28 Mar

1-28 Mar

CGIAR Results Dashboard published

1 Mar

22 Feb – 1 March

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CGIAR Results Dashboard published (internal)

22 – 27 Feb 🡺 2023 results available in the dashboard for internal validation

28-29 Feb: D&D team implement final changes

1 March 🡺 Type 1 report elements – available in the PRMS

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24 Jan - 19 Feb

Quality Assurance process�*2 – 12 Feb process �is with Initiatives

PRMS 2023 reporting phase closes for Initiatives, �Gender Platform and RTB.�KPs can be reported until 16 Feb.

1 Jan

22 Feb

16 Feb

2023 Type 1 Reports

Key dates and process:

Jan-May 2024

24 Apr

Easter: Friday 29 March – Monday 1 April

20 Feb – Initiatives complete final editorial changes to TOC diagrams

28 Feb – 22 March

Designed TOC diagrams shared w Initiatives for final review & validation

PRMS closes for AVISA & other Platforms

Deadline for submitting 2023 Knowledge Products

23 Jan

Publication of formatted and edited Type 1 reports

Internally cleared reports submitted

Reports sent to EMD for final approval

Reports sent to Initiatives for review and feedback 

Reports developed, cleared and shared with PPU

www.cgiar.org

#4 Type 1 Report Resources

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• Type 1 Technical Reporting Guidance 2023 (updated 2 December 2023)

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• Type 1 Technical Reporting Templates for Initiatives, Impact Platforms and Science Group Projects and Design mock-ups for each template are available on the Reporting resources page of the P&R Hub (see the "Reporting templates" section).

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• 6 Dec - Info session on Type 1 reporting templates 
• Meeting recording (10am - 11am CET)
• Meeting recording (3pm - 4pm CET)
• Info session on Type 1 reporting templates (slides) 

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www.cgiar.org

#5 Key Results Story

Overview

1. What is a Key Results Story (KRS)?
2. Why are Initiatives submitting a KRS?
3. Who writes the KRS?
4. Where will the KRS be?
5. When will the KRS be due/published?
6. How to write a KRS: A closer look at the template
7. KRS layout: print and web versions
8. KRS FAQs

www.cgiar.org

What is a Key Results Story (KRS)?

• The KRS is a short, compelling narrative about your Initiative’s greatest success (impact, outcome), accompanied by media (photos, videos, infographics, etc.) that bring the narrative to life
• Select your best “key result” of the ones you have entered into the PRMS to elaborate on
• The KRS should expand on a single result – an innovation or intervention that led to a specific outcome. More general stories can be included in the broader Type 1 report narrative but should not be the basis of your KRS
• It can be a result that is based on or builds on work started pre-Initiative (eg as part of the CRPs), but should not be from a bilateral project

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www.cgiar.org

Why are Initiatives submitting a KRS?

• Great way to capture CGIAR successes to share with our stakeholders, and funders require one KRS per Initiative per year
• The aim is to create a communications product, for an external audience, that is web ready

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www.cgiar.org

Who writes the KRS?

• The KRS should be selected and written by an Initiative communications professional in conjunction with the Initiative co-leads
• Ideally this is the Initiative’s communications focal point or officer; if your Initiative has neither, please discuss with the respective Science Group communications lead:
• ST: Janet Hodur – j.hodur@cgiar.org
• GI: Adam Hunt – a.hunt@cgiar.org
• RAFS: Sherwin Pineda – s.pineda@cgiar.org
• Each KRS will be reviewed by C&O before submission to ensure that the criteria have been met and word counts have not been exceeded

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www.cgiar.org

Where will the KRS be?

• The KRS template is section 8 of the Annual Technical Report Word template for Initiatives
• Each KRS will also have its own webpage, which will be put together by the C&O team using the text and media provided in the Word template
• These will appear on Initiative websites
• Will also be searchable through the Results Dashboard
• Ultimately, a selection of stories will be featured in the broader overarching CGIAR Annual Report

www.cgiar.org

When will the KRS be due, and published?

Key dates:

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www.cgiar.org

• Title (6-8 words max)
• Informative, simple, short, jargon-free, and catchy headline
• E.g. ‘Rice and fish: Cambodia’s nutrition win’
• Standfirst (20 words max)
• Summarize the outcome or impact at the center of the story, and include action verbs that bring the story to life 
• E.g ‘Rice field fisheries are netting nutrition gains for over 124,876 people in Cambodia’  

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How to write a KRS: �Title and standfirst

Rice field fisheries are netting nutrition gains for over 124,000 people in Cambodia

Research/innovation

Outcome/impact

Beneficiaries

Geographic scope

www.cgiar.org

How to write a KRS: �Outcome/impact statement

• Short outcome/impact statement (80 words max.)
• Succinct, clear statement of the outcome or impact.
• Can contain elements of the title, with the addition of context.

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www.cgiar.org

How to write a KRS: �Narrative

• Narrative (600 words max)
• Audience: Aim at intelligent reader, without specialist knowledge
• Spell out acronyms
• Engaging and flows towards a clear conclusion
• A good lead-in is very important
• Short sentences and paragraphs 
• Written for a web environment with hyperlinks to source material
• No footnotes
• Key elements
• Challenge addressed
• Objective of CGIAR’s intervention
• Solutions co-developed w/ stakeholders
• Users/beneficiaries
• Important activities conducted to achieve the result

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www.cgiar.org

• Header photo, with caption and credit
• Should be high-res for the website
• Should be illustrative of the narrative
• Avoid images that stereotype, sensationalize or discriminate
• No group pictures from meetings or workshops
• Quote from a key stakeholder or Initiative co-lead
• Additional media and further reading
• Media: Photos, videos, infographics that can be embedded in the online narrative. Include title and source for each
• Further reading: Related resources, websites, news articles, publications, events

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How to write a KRS:

Header photo, quote and other media

www.cgiar.org

Print version

Summary statement

Quote

Main story

Header photo

Impact Areas + �collective global targets 

Contributors

Geographic scope

Title and standfirst

www.cgiar.org

Web version

Title

Short summary statement

Quote

Main story

Links & further reading

Header photo

Impact Areas + collective global targets (to add) 

Contributors

Geographic scope

www.cgiar.org

KRS: FAQs

• Can I write more than one KRS?
• Yes, but please include only one in your Technical Annual Report
• C&O will put this KRS online; Initiatives are welcome to put additional KRS online using the webpage template, so long as the same guidelines and wordcounts are adhered to
• What if my Impact Area Platform or Science Group Project doesn't have a good outcome for a KRS?
• Please get in touch with us – m.vanepp@cgiar.org
• Can I promote my KRS once it’s on the web?
• Since selected KRS will be included in the Annual Report, we ask that you wait until the Annual Report is published so we can strategically amplify the KRS through joint promotion

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For more on FAQs on KRS, see last year’s Type 1 Technical Report Q&A.

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www.cgiar.org