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PIIRS FY17 data collection and reporting process
As in every year, the annual data collection and reporting process - made through the Project and Program Information and Impact reporting System (PIIRS) - is central to guarantee our ability to communicate the reach of CARE's work around the world in the FY, as well as to continue demonstrating CARE's contribution to lasting change and progress toward the commitments in the CARE 2020 Program Strategy.
This data collection and reporting process involves many parts of the organization and is a very important piece of CARE's organizational accountability to a variety of stakeholders (partners, participants, donors, our own internal teams and offices, etc).
If you have questions during the data collection and reporting process, please contact firstname.lastname@example.org
Overview of the process and steps recommended
Watch this video for a general overview of the process
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|The scope of the FY17 process
|* The data collection and reporting process for FY17 applies to all projects and initiatives that had on-going actions during FY17, that means, in the period from July 1st, 2016 to June 30th, 2017
|* Mid July to Mid September 2017: CARE offices in all countries where CARE had programmatic presence in FY17 collect data, and submit their country data and reach and impact forms for all their projects and initiatives in the FY.
Please submit your PIIRS forms to email@example.com by Friday, 15 September 2017
* Mid September to Mid November: Quality control of data; feedback to CARE offices; consolidation of FY17 global data base.
* End November onwards: Reporting and use of data - global figures and reports by region, by country, by outcome area, by CARE member, etc. All data available online at PIIRS Global data web-platform for multiple purposes.
|The Forms for FY17
|* In previous years, PIIRS collected data through the following tools: 1 form for country data, 1 form for projects (addressing reach and impact) and 1 form for initiatives (addressing reach and impact as well).
* This year, we have improved the structure and content of the forms, in order to make them more clear, dynamic and user friendly. The FY17 forms now consist of:
The Country form: Applicable to all countries where CARE had any type of presence in the FY. The information collected through this form allows for the identification of countries where CARE had presence in the FY, the type of presence, key contact information and the number/composition of CARE staff.
The Reach form: Applicable to every project and initiative implemented in your country during FY17.The data in this form provides with an overview of the scope of CARE's work in the FY, in terms of participants reached, themes/sectors addressed, strategy elements incorporated, etc.
The Impact/Outcomesform: Applicable to those projects and initiatives that - at any point of FY17 - compiled and documented evidence of impact/outcomes/lasting change for any of the global and supplementary indicators of the CARE 2020 Program Strategy.
* What if your project or initiative did not collect impact or outcome data in FY17? No worries! Please leave this form aside until you have gathered such information.
|Steps recommended for the collection, validation and submission of your FY17 data
|For the Country form
* The form is quite straight forward so no special steps recommended.
* For information on staff, please make sure that the data reported comes from your human resources records.
For both the Reach and the Impact/Outcomesform
* Step 1: Review your FY16 data and reflect on how you want to improve your data for FY17 and who needs to be involved
Look at the data from FY16 and explore what your data was telling in FY16 in relation to the CARE2020 Program Strategy; reflect on the story that visual said for your Country in FY16 (is the data accurate? does that fully reflect the work done in my Country? should the data improve? in which ways?) and identify areas that should be taken particular attention while reporting for FY17.
Decide who needs to be involved: Every project and initiative provides a great space for learning about CARE's contribution to fighting poverty and inequality. One of the most critical challenges we face is ensuring the quality, accurateness and reliability of data. We have learned from previous years that involving different staff in the data collection and reporting process can greatly improve the quality of the information. It is recommended that the following staff of Country Offices and CI Members be part of the process:
* Project or Initiative Manager, technical experts and project MEL specialist: a) obtains data for projects or initiatives s/he manages (from documents/activity records/registries); b) enters data in the format provided in Excel; and c) checks for consistency of data supported by the “summary” sections on the forms.
* Country MEL Specialist and/or Program Director: a) provides technical support to Project and Initiative Managers when filling the format; b) consolidates data from all projects and initiatives; c) checks for consistency of the data; d) identifies missing information fields; and e) checks for double counting (when multiple projects work with similar populations) and makes adjustments.
* Program Director: a) checks the overall consistency of the data; b) endorses and submits the information to PIIRS
* Program Director, MEL specialists and technical specialists: facilitate the analysis and promotes the use of the information.
* Step 2: List the projects and initiatives that will be reporting on the Reach form for FY17
Look at the list of projects and initiatives your country reported in FY16, specially those that would be expected to report data for FY17. If your country has projects that were part of CARE's largest 50 projects from FY16, note that there is ci_mel_group colleague that could support you in the data reporting for these ones (see MEL group members listed in that same document).
If you responded to large humanitarian crises in your country during FY17, please also review the list of crises that CARE responded to in FY17 (as reported to the CARE International Emergency Group), and consider this list as a reference for identifying humanitarian projects that should be reporting for FY17.
* Step 3: Map the projects and initiatives that will be reporting on the Impact/Outcomes form for FY17
Look at the list from Step 2 and identify the projects and initiatives that may have collected evidence of impact/outcomes in the FY.
Look at the list of projects and initiative that, according to the data reported by your country in FY16, had evaluations planned for FY17. These may be the projects or initiatives that have evidence to report in the Impact/Outcomes form.
* Step 4: Prepare yourself and your team for collecting data
Do some preparation training or see if there is a training taking place anywhere near you.
Make sure everyone is familiarized with the following resources that are critical for the data collection process:
* The PIIRS FY17 forms: what they are about, how to fill them and how to read and validate the data.
* CARE's Global and Supplementary Indicators for measuring change
* CARE's Gender marker
* CARE's Inclusive Governance marker
* CARE's Resilience marker
* Step 5: Reach out if you have questions, doubts or need specific support
Refer to the Frequently Asked Questions or
Contact firstname.lastname@example.org for a member of the CI MEL group to provide you with support
And finally, please submit your PIIRS forms to email@example.com by Friday, 15 September 2017**