Document 527 – Program Closeout Report
Instructions for Report Preparation
Please go to the EWB-USA website to make sure that you are using the most current version of this document.
This document provides guidance for chapters wishing to complete the 527-Program Closeout Report. The purpose of the 527-Program Closeout Report is to ensure that the community is properly prepared to take over responsibility and ownership of the project(s) which were implemented under your program. Chapters must perform a monitoring trip at least one year after the final implementation before closing out a program. If your chapter is closing a program due to political unrest or other extenuating circumstances, you should explain the situation in Section 3.0 of this report. Be as detailed as possible with your answers and answer the questions for EVERY project that was implemented.
Once complete, send your 527 – Program Closeout Report to Projects@ewb-usa.org. The 527 – Program Closeout Report will follow the same review cycle as the pre-trip reports and will be processed and reviewed within one month of the deadlines listed on the submittal deadlines table on our website. For example, if a 526 – Post-Implementation Report is submitted on the Monday one day after the monthly Sunday deadline, the report will be processed and reviewed after the following month’s deadline.
Formatting – Please ensure correct page numbering in your document, and include a Table of Contents. Also, please minimize the number of documents submitted. Multiple documents are unprofessional and confusing.
Size Limit (10MB) – Please limit the size of the reports submitted to the National Office to a maximum size of 10MB. If you compress the photos within the document, this will help reduce the size of the entire document. If you do not know how to compress photos, please see our website for instructions. Please contact firstname.lastname@example.org if you have special circumstances that may require a larger report submittal.
If your chapter has not met the requirements for closing out a program, you will be asked to perform a follow-up trip with the community. This is not meant to be a burden to your chapter, but rather an integral step in ensuring the long-term success of your program.
Part 1: Administrative Information – Instructions
1.0 Contact Information – Fill in the table completely with updated contact information for current project leaders. This information will be used by EWB-USA National Office staff to contact your project team throughout the review process.
2.0 Travel History – Include ALL trips, beginning with your chapter’s first assessment trip and ending with your chapter’s last visit to the community.
3.0 Final Program Budget
3.1 Cost – This should be your actual budget including what team members paid. Please include in-kind contributions.
Part 2: Technical Information – Instructions
1.0 Program Background – Provide a general overview of the program, the community(s) involved, and all projects implemented within the program.
2.0 Community Ownership – Provide an overview of the steps that have been taken to ensure the community is ready to take over each project. What training has the community received? What entity(s) owns, operates and maintains the infrastructure?
2.1 Written Correspondence from Community Acknowledging Program Closeout – Submit the written correspondence that the chapter sent to the community and the community’s acknowledgement that they understand the chapter is closing out the program. You may attach this communication separately when submitting the 527-Program Closeout Report.
2.2 Transfer of Technical Skills/Information—Describe in detail how technical information—including operation, maintenance and repair—was transferred to members of the community for each project. Be as specific as possible. For example, do not write “we ran workshops”. Describe in detail the content of the workshops, who attended them, and how long they were.
2.3 Transfer of Non-Technical Information – Describe in detail how relevant non-technical information was transferred to the community for each project. For example, if you installed fuel-efficient stoves, how was the community made aware of the benefit of the stoves? How were households taught to use the stoves safely and effectively? Be as specific as possible regarding content, participants, and number and duration of training sessions.
2.4 Financial Mechanisms – Describe the systems that have been established to ensure long-term maintenance and repair costs will be met. What mechanisms are being used? Who has been put in charge of the financial aspects? How were they trained to carry out their duties? Be as specific as possible regarding content, participants, and number and duration of training sessions.
3.0 Reason for Closing Program – Describe in detail the reasoning behind closing the program.
4.0 Description of Implemented Projects – Provide the following information for each project:
Description of Project –Be as specific as possible by including the exact type (i.e. gravity-fed household water distribution system), and the level at which the project was implemented (i.e. household/public access), and the number of interventions that were implemented (i.e. 45 bio-sand filters or 25 household taps).
Project Start Date – The date that the chapter first communicated with the community about the project.
Final Day of Implementation – The date the implementation was considered complete.
Date of Last Monitoring Trip – The date of the last trip a chapter member visited the community to monitor the project.
4.1 Additional Information – Provide any additional information that may be pertinent. If applicable, clarify why the project was not completed.
5.0 Monitoring—Include all data, both quantitative and qualitative, that were used to measure the success of your project(s). Also provide details on the methods used for data collection. In addition, complete the following information.
5.1 Project Monitoring – Include answers to the questions below for each project implemented within the program.
Date of Completion – What was the date of the completion of the project implementation? (month/day/year)
Functionality – Is the implemented project still functioning as designed? (Yes, Mostly, Partially or No)
Enhancement – Has the community enhanced the system implemented at all? (Yes or No)
Duplication – Has the community duplicated the design on their own in another location? (Yes or No)
5.2 Additional Information – If applicable, provide any additional information to clarify why the project is not functioning as designed.
6.0 Partnering Organization/NGO and Community Contact Information—Provide the name and contact information for your community contacts.
6.1 Additional Information – Describe your experience working with your partner organization/NGO. What role did they play? Would you recommend them to other chapters? Do they work in other communities?
7.0 Educational/Training Materials – Please include all educational/training materials that were used in your program. You may attach these materials separately when submitting the 527-Program Closeout Report.
8.0 Mentor Assessment – The Professional Mentor (for student chapters) or Technical Lead (for professional chapters) should write a short assessment of how the project team prepared this program closeout document. This assessment should include individuals involved, community communications carried out and project management tasks performed. You should discuss the requirement in this section with your Professional Mentor/Technical Lead ahead of time to accommodate their schedule in anticipating the submittal deadline. This section is required for review.
8.1 Professional Mentor/Technical Lead Name – List the name of the Professional Mentor/Technical Lead who wrote the assessment.
8.2 Professional Mentor/Technical Lead Affirmation – The Professional Mentor/Technical Lead should write one sentence here acknowledging their involvement in the program closeout phase and their acceptance of responsibility for the course that the program is taking.