PIIRS Digitization
PIIRS FY16
PIIRS FY17
PIIRS FY18
PIIRS FY19
- FY19 guidance - defining participants
- FY19 guidance - treating double counting
- FY19 guidance - reporting on carbon footprint
- FY19 Frequently Asked Questions
PIIRS FY20
- FY20 guidance - reporting on carbon footprint
- FY20 guidance - reporting on gender pay gap
PIIRS FY19
Instructions for Organizing and Managing the Data Collection and Reporting Process
Every year, the annual data collection and reporting process – facilitated by 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 a given Fiscal Year (FY), as well as to continue demonstrating CARE's contribution to lasting change and progress toward our impact and outcome targets in the CARE 2020 Program Strategy.
This annual data collection and reporting process involves many parts of the organization and is a key piece of CARE's organizational accountability to a variety of stakeholders: partners, participants, donors, our own internal teams and offices, etc.
The data to be reported by all CARE countries, includes three types of data and their related forms:
| COUNTRY data | REACH data | IMPACT/OUTCOMES data | ||
| * Applies to all countries where CARE had any type of presence in the FY (for reference, see the countries where CARE had presence in FY18). * Only ONE form needs to be filled for each country. * The data to be reported for FY19 covers the period from July 1st, 2018 to June 30th, 2019. * Includes data on: - The type of CARE presence in the country - Contact information - Composition of the staff - Composition of board of trustees (where applicable) - Gender pay gap - Carbon footprint and climate-smart practices | * Applies to all on-going projects and initiatives (advocacy or influencing) that were active in your country during FY19. * The data collection and reporting process for FY19 covers the period from July 1st, 2018 to June 30th, 2019 * Includes data that answers to the following big questions:  | * Applies only to those projects/initiatives that -at any point between FY15 and FY19 - have documented impact/outcomes data, that means, two measurements (e.g. baseline and mid-term or end line) of the impacts/outcomes that their actions contributed to. * The data collection and reporting process for IMPACT/OUTCOMES data covers the period from FY15 to date (the time frame of the 2020 Program Strategy). * Includes data that answers to the following big questions:  |
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The following scheme explains the timeline for the different moments of the FY19 PIIRS process (note that there is a different timeline for COUNTRY and REACH data vs. IMPACT/OUTCOMES data) and some more specific dates to submit the PIIRS forms.
Want to see if your country submitted data on time last year? See the PIIRS submission summary from FY18
 | Instructions, guidance, forms, tutorial videos and other: http://careglobalmel.careinternationalwikis.org/piirs_fy19 | |
 | Recordings of the PIIRS FY19 Introductory sessions to take place in the week of July 22nd (in English, Spanish and French), explaining the FY19 process. | |
 | Skype helpdesk https://join.skype.com/hca8Q0YlO3mb From July 15 to September 16, you can send a SKYPE message anytime during the week to the SKYPE helpdesk. Members of the CI MEL group will process the questions and respond as soon as possible. |
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 | piirs@careinternational.org From July 15 to September 16, you can send an email to PIIRS anytime during the week to the SKYPE helpdesk. Members of the CI MEL group will process the questions and respond every Wednesday (if not earlier). |
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This year, each CARE country has assigned a PIIRS contact person. This person would have the role of acting as main focal point during the organization of the PIIRS process, and also for receiving/responding to communications with other parts of CARE during data collection, validation or analysis. All of this with the intention of reducing duplication of coordination/communication channels.
The steps described below are destined to help PIIRS contact persons to organize the PIIRS FY19 PIIRS process, depending on the type of office in which you are located:
For CARE Members, Candidates and Affiliates
| Country Offices where CARE had on-going projects or initiatives during FY19 have the main role of leading/organizing the reflection, collection, submission and validation of quality data for all those projects/initiatives implemented in the country. STEP 1: Confirm the PIIRS contact person for your office: This person would have the role of acting as main focal point during the organization of the PIIRS process, and also for receiving/responding to communications with other parts of CARE during data collection, validation or analysis. All of this with the intention of reducing duplication of coordination/communication channels. STEP 2: Follow the individual steps recommended for each type of data: |
| COUNTRY data | REACH data | IMPACT/OUTCOMES data | ||
| 1. Define who needs to be involved and make it a collaborative learning exercise: Given the type of data reported in this form, you will need input from: * Country MEL Specialist * Country level HR staff * Country level Program Support staff * Program Director or Assistant Country Director * Lead Member colleagues 2. Take the time to familiarize your team with the COUNTRY forms and all additional guidance: Do some preparation reading and training with your team and make sure everyone is familiarized with the forms, guidance, tools and resources that are critical for the reporting of this data. This includes: a. Instructions to download and submit the COUNTRY form. b. The PIIRS FY19 COUNTRY FORM c. Video tutorial for filling the PIIRS FY19 COUNTRY form d. Guidance for responding to section 6 of the COUNTRY form : CARE's carbon footprint and climate-smart practices 3. In collaboration with different colleagues, fill the form, review and validate the data and then submit it to PIIRS. 4. Write an email to piirs@careinternational.org confirming that the reporting of COUNTRY data for your country has been completed. | 1. With support of your finance team, make a list of all the projects and initiatives that were active during FY19 and should report on the REACH form. 2. Identify/treat any potential double counting from the beginning: You may have projects/initiatives working with the same population and in the same location, therefore, generating potential double counting at the time of reporting reach figures. For instance, there is risk of double counting if multiple emergency response actions are supporting one same affected population in one location or if all funds that compose a program are all working with the same population. If that is your case, you can now find more guidance on “how to deal with double counting” and see examples of how different COs have managed this. 3. Go back to the REACH data from FY18: What aspects of the data should improve for FY19?. Identify which parts of the data require attention while reporting for FY19. 4. Define who needs to be involved and make it a collaborative learning exercise: Given the type of data reported in this form, you will need input from: a. Project or Initiative Manager, Technical Expert, Finance Expert, Project MEL Specialist: a) obtains data from projects or initiatives he/she manages or supports (from documents/activity records/MEL and financial systems); b) enters data in the forms; and c) checks for consistency of data (e.g. the “summary” sections at the bottom of each of the forms give you an overview of consistency in the data reported in the form) b. Country MEL Specialist, Program Director or Assistant Country Director: a) provides technical support to project/initiative managers when filling the format; b) consolidates data from all projects/initiatives; c) checks for consistency of the data; d) identifies missing information; and e) checks for double counting (when multiple projects work with similar populations) and makes adjustments; f) endorses and submits the information to PIIRS; g) facilitates the analysis and promotes the use of the information. c. CARE Member/Lead Member staff: a) troubleshoots questions or difficulties that may arise while projects are filling the form (e.g. reflecting on the markers, analyzing the figures.), b) reviews the data from their projects with project team and adjusts any agreed details before submission to PIIRS. 5. Take the time to familiarize your team with the REACH forms and all additional guidance: Do some preparation reading and training with your team and make sure everyone is familiarized with the forms, guidance, tools and resources that are critical for the reporting of this data. This includes: a. Instructions to download and submit the REACH form. b. The PIIRS FY19 REACH FORM c. Video tutorial for filling the PIIRS FY19 REACH form d. PIIRS Definitions for Tracking, Counting and Reporting participants REACHED and IMPACTED by CARE projects and initiatives e. Gender Marker: Overarching guidance, training materials, and Gender Marker Vetting Forms can be accessed via the Gender Marker CARE Insights Page. f. Governance Marker: Access materials on the Governance Marker here. Materials include: the IG Marker Vetting forms (English, French, Spanish and Portuguese) and IG Marker Guidance Note. g. Resilience Marker: Access materials on the Resilience Marker here. Materials include: The Resilience Marker Guidance; IG Vetting forms and Training Materials (all in English, French and Spanish) h. If you work with VSLAs: The historical VSLA data, by country. 6. In collaboration with different colleagues, fill the form, review and validate the data and then submit it to PIIRS. 7. Write an email to piirs@careinternational.org confirming that the reporting of REACH data for all projects in your country has been completed. | 1. Go back to the IMPACT/OUTCOMES data from FY15 to FY18 and Identify which parts of the data require attention while reporting for FY19. 2. Identify the projects and initiatives that may have generated evidence of impact/outcomes that can be reported to PIIRS: a. Make a list of the projects/initiatives that may have compiled evidence of impact/outcomes during FY19 (two comparable measurements) and would be ready to report. b. Review the list of all those projects that ended at some point between FY15 to FY18 in your country, which have not reported data in PIIRS, and may have evidence of impact that could still be reported to PIIRS. From those projects/initiatives you have listed, make sure they: * Have measured and compiled data related to the CARE Global and Supplementary Indicators for Measuring Change, or have achieved (and documented) a significant advocacy/influencing win. * Have gone through an evaluative process and have documented impact/outcomes data for two comparable measurements (e.g. baseline and next measurement). Note: an evaluative process refers to baseline studies, evaluations (mid-term, final) but also to any solid systematic review or project MEL system (annual report, annual MIS survey) that shows progress on outcome indicators. * May have already reported IMPACT/OUTCOMES data in previous FYs but, either have new data available to report, or want to adjust data that was reported in previous FYs. 3. Look at overlap between projects and treat double counting from the very beginning: You may have impact/outcomes data that is the combined contribution from multiple projects/initiatives working with the same population and in the same location. If this is the case, and in order to avoid double reporting, you can now find more guidance on “how to deal with double counting” and see examples of how different COs have managed this. 4. Define who needs to be involved and make it a collaborative learning exercise. Given the type of data reported in this form, you will need input from: a) Project or Initiative Manager, Technical Expert, Finance Expert, Advocacy Expert, Project MEL Specialist: a) obtains data from projects or initiatives he/she manages or supports (from documents/activity records/MEL and financial systems); b) enters data in the forms; and c) checks for consistency of data (e.g. the “summary” sections on each of the forms give you an overview of consistency in the data reported in the form) b) Country MEL Specialist, Program Director or Assistant Country Director: a) provides technical support to project/initiative managers when filling the format; b) consolidates data from all projects/initiatives; c) checks for consistency of the data; d) identifies missing information; and e) checks for double counting (when multiple projects work with similar populations) and makes adjustments; f) endorses and submits the information to PIIRS; g) facilitates the analysis and promotes the use of the information. c) CARE Member/Lead Member staff: a) troubleshoots questions or difficulties that may arise while projects are filling the form (e.g. reflecting on the markers, analyzing the figures.), b) checks any impact evidence that may have been documented between FY15-18, which may have not reported impact or outcomes data in the previous PIIRS cycles, c) troubleshoots questions or difficulties that may arise while COs are filling the forms (e.g. extracting data from an evaluation, etc.), d) reviews the data with relevant project teams and adjusts any agreed details before submission to PIIRS. 5. Take the time to familiarize your team with the IMPACT form and all additional guidance: Do some preparation reading and training with your team and make sure everyone is familiarized with the form, guidance, tools and resources that are critical for the reporting of this data. This includes: a. Instructions to download and submit the IMPACT/OUTCOMES form b. The FY19 PIIRS IMPACT/OUTCOMES FORM c.Video tutorial for filling the PIIRS FY19 IMPACT/OUTCOMES form d. PIIRS Definitions for Tracking, Counting and Reporting participants REACHED and IMPACTED by CARE projects and initiatives e. CARE Global and Supplementary Indicators for Measuring Change f. CARE’s Advocacy and Influencing Impact Reporting (AIIR) Tool. 6. In collaboration with different colleagues, fill the form, review and validate the data and then submit it to PIIRS. 7. Write an email to piirs@careinternational.org confirming that the reporting of IMPACT/OUTCOMES data for all projects in your country has been completed. \\ |
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| STEP 1: Confirm the PIIRS contact person for your office: This person would have the role of acting as main focal point during the organization of the PIIRS process, and also for receiving/responding to communications with other parts of CARE during data collection, validation or analysis. All of this with the intention of reducing duplication of coordination/communication channels. STEP 2: For reporting data on COUNTRY: Members themselves must report data on: A. The list of countries where you had presence in FY19 (PIIRS has already requested this directly to all Members, Candidates and Affiliates via email, using a different template). For reference, see the country list for FY18. B. The PIIRS FY19 COUNTRY form: provide data on staff, gender pay gap, climate smart practices in your own country. (e.g. CARE Austria reports a COUNTRY form for Austria and another one for Czech Republic as sub-office). Please follow the same steps described for country offices. STEP 3: For reporting data on REACH and IMPACT/OUTCOMES from actions that take place in your own country (e.g. data for CARE Austria for advocacy actions implemented in Austria or data for CARE Germany’s actions of the Kiwi project inside Germany), please follow the same steps described for country offices. STEP 4: For accompanying the reporting of REACH and IMPACT/OUTCOMES data form projects and initiatives that take place outside of your country but are managed by the CARE Member office (e.g. data for projects in Ghana where CARE Austria is the contract holder), please follow the steps described here below: |
| REACH data | IMPACT/OUTCOMES data | |
| 1. List all the projects and initiatives that your Member Office is contract holder for and that should be reporting to PIIRS for FY19. 2. Contact all your projects and make sure all project teams are aware of PIIRS FY19 reporting, the tools and the timeline (full steps and guidance available at steps described for country offices). We want to ensure that all projects are reporting. 3. If you are not able to accompany the reporting of all your projects or initiatives, focus on your 10 most strategic projects and initiatives around the world, connect with them and agree on the best ways to be involved in the reporting of the data. For example: agreeing with your projects on who fills or who reviews a form; going back to the data reported by projects in the last FY and bringing back recommendations; supporting a dialogue on the markers; or extracting data from monitoring reports; troubleshoot questions during the filling of the form, etc.). Please coordinate this with the PIIRS contact person in the country where your project is located, EARLY IN THE PROCESS. Don't wait till September as there is little space to improve the data if you leave it for then. | 1. List all the projects and initiatives that your Member Office is contract holder for and that should be reporting to PIIRS for FY19. This includes projects or initiatives that have gone through an evaluative process AND have two measurements of impact/outcomes that can be reported. 2. Contact all those projects and initiatives, and make sure all project teams are aware of PIIRS FY19 reporting, the tools and the timeline (full steps and guidance available at steps described for country offices). We want to ensure that all projects or initiatives that should be reporting, are reporting. 3. Agree with the project or initiative on the collaboration for the reporting. This could include agreeing with your projects on who fills or who reviews a form; going back to the data reported by projects in the last FY and bringing back recommendations; extracting data from evaluation documents from projects/initiatives that ended between FY15-18, which may have not have reported impact or outcomes data in the previous PIIRS cycles; troubleshoot questions during the filling of the form, etc. |
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