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Akvo Really Simple Reporting

What is Really Simple Reporting?

Akvo Really Simple Reporting is a web- and SMS-based reporting system that allows partners that work on projects to easily share short text updates, images and movie clips. RSR is an easy and transparent way to track projects in the field on a regular basis, and to share and visualise results in an appealing way. One of the benefits is the increased transparency from publishing all the project details including funds, deliverables, and updates, on a freely accessible website.

Each project in the system gets its own webpage, on which the updates (text, photo or video) of the project can be placed through a web interface. The updates function as a blog, reporting on the progress of the project. At the moment, we are piloting a system to send updates to the website though SMS, which can be used from places without internet access.

In addition to the updates, the project page contains other information on the project, such as background, planning information, a gallery with photos and videos, etc.

Donors and fundraisers can follow project progress online and can showcase project developments automatically in their own websites using Akvo Widgets.

How can I use SMS as a reporting tool?

We are piloting a system to use SMS to send messages and photos directly to the project webpage. Say you are giving a training in the field on how to drill a well. The update could then be a short description of what is taking place and the progress that has been made that day. When the SMS is sent, within a few minutes the update will be published on the project webpage.

How can I use Akvo tools to report on ongoing projects?

Using the Akvo Really Simple Reporting tool, you can post pictures, text updates and short movies using a web interface. Soon, you will be able to use SMS to send updates to the project webpage. As an example, have a look at the updates at this project in Madagascar.

Which partner is responsible for entering project updates on Akvo?

This can be decided between the Field and Support partners. Updates should preferably come from the Field partner, as they are the ones implementing the project.

Who can make an update on a project?

Anyone who has an Akvo RSR account and who is associated to a particular project in the capacity of Field partner or Support partner can make updates on that particular project. Funding partners can post updates as well.

Who can comment on a project?

At the moment, anyone who is an Akvo partner and who has created an account can comment on all projects. The comments are shown on a separate section of the project page.

Isn't reporting via RSR an extra burden on NGOs which are already overburdened with reporting requirements?

We are not trying to create an additional layer of reporting. We are trying to make simple tools that make it possible to move some of the reporting that is already happening to a place where more people can follow it, and where it can be more useful. As the RSR tools are easy to use, this does not add an extra burden - on the contrary, it will safe time of field staff.

If my project is in the Akvo system, how often do I need to provide updates?

This can be decided between the different project partners, but we ask that as a minimum, updates are given at least every two weeks. As a typical update consists of a single or a few paragraphs of text and a picture, this should be relatively light task. If the project is stopped for some reason, this is also valid information - you could say why the project is on hold, what the status is, and what will happen in the future.

How many people from my organization can use Akvo?

As many as you like. Organizations using the Akvo tools pay per project, not per user.

What happens if something goes wrong with my project?

If something goes wrong with the project and you are the Field partner, explain what went wrong, what was done to fix it, and what the outcome was. In such a case, the project should at least be a learning experience for others. For transparency, we never delete projects from the Akvo system.

Can I edit project information?

Yes, if you are the Field partner or Support partner of a project. We are currently refining the rights of who can edit what, and to which degree the history of a project is editable.

What happens if I want to cancel an active project or programme?

Canceling a project is not a lightweight decision, especially if funds were received from donors. If there are sufficiently important reasons why a project must be canceled, an update explaining why the project has been canceled should be entered so others can learn from your experience.

Although a project can be canceled, we never delete a project from Akvo.org. The principle is that once a project has been entered into Akvo, it should never be removed. This is for the sake of transparency and continued learning.

When you cancel an active project or programme, any related Akvo fees cease.

What happens if I want to stop using Akvo?

You can stop using the Akvo services for your projects or programmes at any time. However, for transparency, we never delete projects from the Akvo system.

People could upload any picture in an update and say "This is our new pump". How do you know they are telling the truth?

This question holds equally true for Akvo RSR as for conventional types of reporting. It is both a matter of trust and of adequate monitoring. Akvo works with a trusted network of Support partners, which is carefully build up with organizations which are part of the international water and sanitation network, both through personal contacts and a thorough vetting process. Support partners recommend and support Field partners that they have a trust relationship with.

The monitoring is carried out by the Support partner. In some cases, projects make use of reporting by external parties, such as an independent journalist or reporter. In the ideal case, independent local video reporters visit projects to report on them, both before the project starts and after the project ends. A number of projects in Akvo are already reported on in this way by reporters of Africa Interactive.

How do you follow up on projects that are completed? Many projects fail a year or two after implementation.

In many cases, Support and Funding partners follow up on projects that are completed. Akvo does not mandate how projects should be followed up, but we encourage that it is done. Completed projects are stored for free on the Akvo system and updates from follow-up visits to projects can still be posted to the project.