Documentation

Documentation
Documentation can be understood as bringing on record a plan or a happening, turn of events, change, and progress with the purpose of it leading to change or action for the better or simply dissemination of information to different stakeholders.

Why Documentation
For Keeping a record for future reference For analysis and learning leading to improvement For dissemination building credibility

Types of Documentation
Documentation of Case study Documentation of Events/ programs Documentation of Project Progress Documentation of evaluation study Documentation of process

Case Study

Purpose
Highlighting Success/failure of an intervention Highlighting the present status (case study could be of an individual, or a group or of an initiative) before or after an intervention

Pre-requisites
Details of before and after situation History and personal details Personal interview / group discussion / observation for data collection

Qualifying factors
Clear before and after situation Clear reasons for change Challenges if any and how overcome Substantial qualitative and quantitative data Interesting to read Quotes

Contents of a Case Study

Name and personal details Description of before situation Intervention made / turning point Challenges faced How challenges were overcome Present status - change Feelings, views (Quotes)

Documentation of Project Progress

Purpose

Ascertain and record the progress in relation to expected results and set targets Highlight accomplishments and failures Draw learnings / refine the process Assess output in relation to inputs

Pre-requisites

Clear plan- Clear results,set targets, logical framework analysis Indicators Established system of ongoing data collection Reporting format

Qualifying Factors
Reliable and verifiable Clear and specific Supported with facts and figures Specifying extent of accomplishment Should update on past accomplishment

Identify reasons for non accomplishment Outline remedial steps Bring to notice difficulties, problems, constrains and issues Explain deviations Should lead to decision making

Contents of a progress report

Project title Project duration Period of report Overall objective Specific objective Results expected during the reporting period

Results achieved during the project period Reasons for non accomplishment / partial accomplishment Remedial steps Activities to be completed during the reporting period

Activities completed during the reporting period Reasons for non completion / partial completion of activities Major difficulties / challenges Any changes in the plan / project Plan for the next planning / reporting period

Attach Comparative statement of account Attach quantitative progress report Attach case studies

Documentation of Events/ Programs

Purpose
Recording and disseminating a true and complete accounts of events such as

Training, workshop, seminar (Highlight process and outcome learnings, plans made, conclusions drawn) Social, sports and cultural events Awareness camps, Rally, campaign (Process and outcome major aspects emphasized, memoranda issued, media coverage) PRA, micro planning exercise (Major findings, decisions)

Pre- requisites
Statement of purpose and objectives of a particular event Detailed account of process and outcome and major highlights

Qualifying Factors
True account Detailed Highlight unique, special moments Should clearly spell out, leanings, findings, plan of action, decision, recommendations

Broad Framework
Background and objectives Participants and facilitator Methodology Dates and duration Process and outcome (major learnings, realization, conclusions, decisions, findings Comments and feedback Conclusions

Documentation of Evaluation

Purpose
Assessing the achievements and results Accomplishments and nonaccomplishments Positive and negative impact Assess the goals and objectives Assess the strategy and approach

Program design and content Administrative structure and staffing Financial management Suggesting improvements, changes, documenting learnings

Pre- requisites
Project proposal/management plans Project progress reports Program, administrative and financial records Field visits, meeting for primary observations and data collection

Qualifying factors
Objective, non-judgmental assessment Enquiring into all aspectscomprehensive Substantiate the findings Making recommendations to remove limitations

Broad Framework
About the evaluation objectives, methodology, duration, participants in evaluation About the project objectives, methodology, duration, administration and finance Areas of strengths and accomplishments

Non-accomplishments and reasons Anticipated and unanticipated outcome Positive and negative impact Major limitations Steps to overcome limitations Recommendations

Skills for Documentation

Facility of language Ability to compose the text Ability to summarize and detail Analytical ability Ability to conceptualize

Ability to relate theory with practice Eye for Detail Curiosity Patience Concentration

Tips to improve documentation

Be mindful of audience Use simple or local language Be Logical, direct and spontaneous Dont let trivial issues overtake Summarize if actual text is long

Document must have

Table of contents Abbreviations Mention the date Interesting to read

Appropriate balance between background,Process and outcome/ impact Distinct Chapters with appropriate headings, Main points highlighted All technical words explained

Process Documentation

Process Documentation is a process of ascertaining the why and how of continuous happenings (planned and unplanned) with a view to reflect upon and analyze them and to document the major learning and insights.

Process may include

Turn of events Realization/learning Flow / sequence Change Evolution Turning points

It could also document feelings dynamics culture

Process Documentation is not

Monitoring and evaluation Documentation of events, program and activities Is not a report

PD vs M&E
PD focuses on the PROCESS and its various dimensions PD does not primarily probe into CHANGES that have occurred M&E focuses on the accomplishments of RESULTS M&E looks into CHANGES that have occurred as a result of the intervention

PD focuses on WHY and HOW Documenter has to agree with the objective content and approach of NGO/project

M&E focuses on WHAT and HOW MUCH Evaluator assess the relevance, efficiency and efficacy of the NGO/project

Need for PD
For learning from experience Leading to refinement of process and strategies Further leading to achievement of results and organization building

Mission re-articulation Organizational diagnosis Bringing changes in programs

Stages of PD
Preparatory Stage Data collection stage Documentation Analysis, reflection and learning Final documentation

Preparatory stage
Decide the purpose Understanding the context Identify areas of enquiry Decide methodology Draw a sample Finalize the schedule Decide the logistics

Focus of PD
What happened What triggered it Who played a major role Difficulties and constraints Interventions and response Facilitative factors Major learnings about process, methodology

Methods of data collection

Observation Interview Group discussion Study of reports/ records

Tools of the trade

Pen Paper/notebook Open mind
Like an empty film Record everything permanently

What to look for

Catalytic factor
From NGO From Community From outside Any incident / tragedy Any organized event

Caste factor Gender factor Administration / Politicians Panchayats Role of husbands / Families How power was resisted How cooperation was ensured

Task of the PD facilitator

Make the respondent comfortable Keep probing but dont intimidate Keep listening Keep documenting

No fixed schedule of questions Remember the purpose Dont be evaluative be neutral. Never take sides during discussions

Move the respondent carefully away from the evaluative comments Spend time, dont hurry Discuss in informal settings Let it be a talk, not an interview

Keep observing Time and venue as comfortable to the respondent Explain the purpose of the exercise Focus equally on How and Why Go as a learner

No pre-conceived notions or biases No loaded options Be flexible Be patient On the spot recording of the data is a must try to record as much as possible and dont leave things for your mind to remember later

Qualities for PD
Curiosity Interest in people Objectivity Patience Ability to probe without intimidating Openness to understand differences

Types of PD
Project focused Organization focused

Project focused
1. 2. 3. Choice of particular program Implementation mechanism Project management, structure, systems, linkages with overall organization

Organization focused
1. 2. 3.
4. 5.

Initial thinking of the founders Evaluation of the agency Initial mission and strategy formulation Shifts/Changes Organizational systems/culture formulation and its shifts

Human resource development mechanism Internal analysis and reflection mechanism Linkages with outside world

How to make PD a collective Process?

Reflection and sharing of individuals experience with organization as its member and person at various levels. Collective recall and reflection on the history and the activities of the organization

Collective introspection on organizations history in terms of its purposes, its perspectives and its relationships with various elements of wider environment Common understanding of critical events or happenings and turning points or shifts in priorities and strategy

Collective articulation of organizations future direction and shape

PD by Implementing agency
Knowledge of local realities Concurrent greater likelihood of capturing the process Cost effective Greater ownership to findings

Disadvantages
Chances of bias Conflict with own people Fear in opening up Low credibility Inadequate attention busy in implementation

PD by External person
More professional and skilled More objective and critical Can encourage people to open up Relates to wider experiences Greater credibility

Disadvantages
High cost Can be biased People might not be genuine Difficult to retrace the process after passage of time

Open ended questions asked in a PD exercise

Ikaththa kaise shuru kiya Father ke paas kaise pahunche Satish se pehchaan kaise hua / Sambandh kaise hua Man mein kaise aaya ki handicapped ke liye kaam karenge Aap log doubtful logon ko kaise tackle kiye Milk cooperative chalai Father ki madad se ?

Loaded questions
Pehle to man mein thoda shanka rahi hogi? Do you feel that the flood brought the people together? Aap log missal ban gaye ! Do the other villagers also think like you? Achha zyada milte nahin the. Camp se fark aaya.

Father bhi aapke saath khelte the? Pehle kitne member the aur aaj kitne member hein? Aap bhi aisa sochte hein, involve karna chahte hain?

PD of Social forum North east

Construction of building Taking charge by Father Joy Evaluation of Cordaid project Strategic planning exercise Focus on capacity building Advocacy included as an issue Recruitment of lay staff