Master’s in International Cooperation and Monitoring Emergency Projects using Reports-

Humanitarian Aid ECHO

Monitoring Emergency Projects

using Reports - ECHO

Monitoring emergency projects using Reports - ECHO

Introduction

Procedures

The urgent, short-term nature of emergency

projects, many of which are carried out in under
six months, does not allow for the generation of
a large number of documents. These projects
require for their control and management
procedures that are somewhat simplified, or
simply adapted to the circumstances.

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Master’s in International Cooperation and Monitoring Emergency Projects using Reports-
Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

Introduction

ECHO

We are going to see how to manage a project of

this nature based on the procedures for the
European Union Humanitarian Aid and Civil
Protection department–ECHO-.
In ECHO just one format is used for; this is also
where we will ask for any amendments the project
requires.
This format is called the “eSingle form", and we
use it for presenting a project, producing an interim
report and submitting a final report.

Monitoring emergency projects using Reports - ECHO

Introduction
In this presentation we will see how to
But first let’s take a
use it to provide interim reports, how any
look at some
requests for amendments are
common tips for
incorporated within it, and how to use it
reporting.
to present the final report.

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Master’s in International Cooperation and Monitoring Emergency Projects using Reports-
Humanitarian Aid ECHO

Content

Monitoring Emergency Projects

using Reports - ECHO

An Overview of Reports

The Interim
Reports – ECHO

Project Modifications

Finals Reports 5

Content

Monitoring Emergency Projects

using Reports - ECHO

An Overview of Reports

The Interim
Reports – ECHO

Project Modifications

Finals Reports 6

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Master’s in International Cooperation and Monitoring Emergency Projects using Reports-
Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

Overview of Reports
An Overview
How we report of Reports

Most project funders follow the Integrated Project

The Interim
Cycle Management approach using the Logical Reports
Framework. ECHO

This method requires regular and close

monitoring of the project. Project
Modifications
To do this we will use some documents that we
already provided in the project proposal
(particularly the schedule of activities, the
budget and the logical framework) as tools to Finals Reports
manage said project.

Monitoring emergency projects using Reports - ECHO

Overview of Reports
We need to know how things are going! An Overview
Both to explain it to others and to take of Reports

corrective measures when necessary.

The Interim
Reports
ECHO

Project
Modifications

Finals Reports

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Master’s in International Cooperation and Monitoring Emergency Projects using Reports-
Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

How do we monitor what the project is achieving?

An Overview
Monitoring of project achievements of Reports

We use the indicators identified in the Logical

The Interim
Framework. Reports
Based on these, we can measure the progress ECHO

made towards achieving the results and the

specific objective of the project. Project
Modifications
We should aim to use the indicators in the Logical
Framework in our project monitoring tools.

Finals Reports

Monitoring emergency projects using Reports - ECHO

Who is responsible for monitoring?

An Overview
Liability of Reports

The monitoring of activities should be carried out

The Interim
by the humanitarian organization's staff and, when Reports
possible, by those who were involved in planning ECHO
the project, particularly the beneficiaries.
Project
Modifications

Finals Reports

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Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

Which tools should be used?

An Overview
Tools of Reports

The Integrated Project Cycle Management

The Interim
approach promotes the use of tools for monitoring Reports
and adapting the project to ensure that it meets the ECHO
real needs and is the most appropriate and
effective response to a given situation.
Project
Progress reports and monitoring activities will be Modifications

the basis of the reports that we present.

Finals Reports

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Monitoring emergency projects using Reports - ECHO

ECHO
An Overview
ECHO of Reports

We will continue developing the topic of reporting

The Interim
taking ECHO as an example and a source of Reports
materials. ECHO

It is important to study ECHO’s peculiarities as it is

one of the main donors in the world and we will Project
often find ourselves dealing with ECHO in our Modifications

humanitarian career.
Moreover, while ECHO shows some flexibility in
project implementation, it is not as flexible in its Finals Reports
administrative requirements.
We can change things in the project, but we cannot
change the way in which we have to present the
information.

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Humanitarian Aid ECHO

Content

Monitoring Emergency Projects

using Reports - ECHO

An Overview of Reports

The Interim
Reports – ECHO

Project Modifications

Finals Reports 13

Monitoring emergency projects using Reports - ECHO

The Interim Report

Interim reports An Overview
of Reports
When should it be made?
What should it cover?
The Interim
ECHO What documents are included? Reports
ECHO
What information should it contain?
Interim reports allow ECHO to monitor the progress
of the projects it approved, and the degree of How should they be made?
Project
achievement of the objectives of the funding When? Modifications
decision.
What format should be used?

Finals Reports

14

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Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

The Interim Report

Interim reports An Overview
of Reports
When should it be made?
What should it cover?
The Interim
When should it be made? What documents are included? Reports
ECHO
What information should it contain?
 The requirements for reporting are stipulated in
the ECHO grant agreement (usually 3 months How should they be made?
Project
before the end of the Action). When? Modifications

 The interim report is not required in these cases. What format should be used?
• Urgent Actions.
• Short Actions (less than 10 months). Finals Reports

 When operationally justified, ECHO may request

an interim report for urgent or short actions (e.g.
difficult context, Actions under Remote
Management, or when ECHO does not have the
possibility to do a monitoring of the action).
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Monitoring emergency projects using Reports - ECHO

The Interim Report

Interim reports An Overview
of Reports
When should it be made?
What should it cover?
The Interim
What should it cover? What documents are included? Reports
ECHO
What information should it contain?
In the case of co financing, the report should cover
the entire operation and not just the part financed How should they be made?
Project
by ECHO. When? Modifications

What format should be used?

Finals Reports

16

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Master’s in International Cooperation and Monitoring Emergency Projects using Reports-
Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

The Interim Report

Interim reports An Overview
of Reports
When should it be made?
What should it cover?
The Interim
What documents are included? What documents are included? Reports
ECHO
What information should it contain?
The interim reports must include:
How should they be made?
 A narrative report (including a schedule of Project
activities). When? Modifications

 An updated logical framework. What format should be used?

 A financial report.
Finals Reports

17

Monitoring emergency projects using Reports - ECHO

The Interim Report

Interim reports An Overview
of Reports
When should it be made?
What should it cover?
The Interim
What information should it contain? What documents are included? Reports
ECHO
What information should it contain?
The narrative should not be over 15-20 pages (apart
from the logical framework) and should focus on the How should they be made?
Project
status of project implementation, the activities When? Modifications
carried out and their results, the problems that
have been encountered and how they have been What format should be used?
solved and, finally, the number and status of
beneficiaries reached. Finals Reports

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Master’s in International Cooperation and Monitoring Emergency Projects using Reports-
Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

The Interim Report

Interim reports An Overview
of Reports
When should it be made?
What should it cover?
The Interim
How should they be made? What documents are included? Reports
ECHO
What information should it contain?
The reports should correspond to the original
proposal and refer to the indicators set out in it to How should they be made?
Project
monitor and measure the success of the project. When? Modifications

What format should be used?

Finals Reports

19

Monitoring emergency projects using Reports - ECHO

The Interim Report

Interim reports An Overview
of Reports
When should it be made?
What should it cover?
The Interim
When? What documents are included? Reports
ECHO
What information should it contain?
Reporting at the right time is very important and
ECHO exercises strict control over it. The exact How should they be made?
Project
dates will depend on the project’s starting date When? Modifications
of commencement of the project and the reports
stipulated to in the contract. What format should be used?

Finals Reports

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Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

The Interim Report

Interim reports An Overview
of Reports
When should it be made?
What should it cover?
The Interim
What format should be used? What documents are included? Reports
ECHO
 The narrative report is constructed using the What information should it contain?
“eSingle form" for humanitarian operations, How should they be made?
updating and amending the information provided Project
in the proposal stage to reflect the project's When? Modifications

progress. What format should be used?

 To start drafting the Interim Report, the partner
has to follow the Pdf workflow and use the Finals Reports
standard format provided in the Pdf Single Form
filling in only the field marked with INT.
 There is no mandatory financial reporting model
so the organization can deliver a report according
to its own criteria, although it will be asked by
ECHO to clearly identify some figures as detailed
in the "Financial Guidelines".
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Monitoring emergency projects using Reports - ECHO

Don't forget in the interim report to ECHO...

An Overview
of Reports

The Interim
The following list is not Reports
ECHO

exhaustive; it only aims

to present general Project
Modifications

information on the
preparation of reports Finals Reports
submitted to ECHO.

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Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

Aspects to remember in the interim report to ECHO

Aspects to remember in the interim report to
ECHO
 The requirements for interim reports are detailed in the grant agreement.
 ECHO Field Experts and ECHO Desk Officers use the report to monitor the operation.
 The pdf application is the only form to be used to write proposals, reports, and modification
requests.
 The interim report between ECHO and the partner is shared through the APPEL system, so it
reaches the ECHO Technical Assistant in the field and the Desk Officer in Brussels at the same
time.
 To describe what activities have been carried out, progress towards achieving the project's
objectives, any problems that arose and how they were overcome.
 To be used when necessary in order to communicate changes in the project to ECHO, and to
request changes be made to said project.
 “Non-essential” changes can be included in the report.
 N.B Partners should avoid including in the interim report changes which requires ECHO consent.
The modification request is to be used for this purpose.
 The deadline for the interim project is specified in the contract. It is usually 6 months, but can vary
depending on the project. 23

Monitoring emergency projects using Reports - ECHO

This report includes

An Overview
of Reports

The Interim
This report includes Reports
ECHO
 Narrative report (including activities undertaken
and impact achieved, according to the project’s Project
indicators). Modifications

 Financial report.
 Attachments.
Finals Reports

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Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

This report includes

Narrative Report An Overview
of Reports
The narrative report should:
Be done in eSingle Form, in the
same one used for drawing up the The Interim
This report includes Project and including new Reports
information in sections highlighted ECHO
 Narrative report (including activities undertaken with INT.
and impact achieved, according to the project’s Be about 15- 20 pages long (lists
Project
indicators). and additional information should be
Modifications
added as annexes).
 Financial report. Be presented in the correct format
 Attachments. (the single form for humanitarian
operations).
Finals Reports
Specify the number of direct
beneficiaries and their current
situation.
Explain what activities have been
undertaken and progress made in
achieving the project objectives,
citing the indicators and sources of
verification described in the 25
proposal/logical framework.

Monitoring emergency projects using Reports - ECHO

This report includes

Narrative Report An Overview
of Reports
Describe original risks and
assumptions, how these were
overcome and the consequences The Interim
This report includes for the project. Reports
ECHO
Explain any meaningful budgetary
 Narrative report (including activities undertaken variation so as to make it easier to
and impact achieved, according to the project’s understand the financial report. Project
indicators). Modifications

 Financial report.
 Attachments.
Finals Reports

26

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Master’s in International Cooperation and Monitoring Emergency Projects using Reports-
Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

This report includes

Financial report An Overview
of Reports
The interim project will not provide
financial information unless there is
a big budgetary gap and we use this The Interim
This report includes report to announce this change. Reports
ECHO
 Narrative report (including activities undertaken
and impact achieved, according to the project’s Project
indicators). Modifications

 Financial report.
 Attachments.
Finals Reports

27

Monitoring emergency projects using Reports - ECHO

This report includes

Attachments An Overview
of Reports
You can also include as
attachments the following
documents if appropriate: The Interim
This report includes 1. Maps of the project location.
Reports
ECHO
 Narrative report (including activities undertaken 2. Photos.
and impact achieved, according to the project’s 3. Distribution lists. Project
indicators). Modifications
4. Statements by partners or
 Financial report. beneficiaries, and their monitoring
reports.
 Attachments.
5. Publicity or promotional material Finals Reports
for donor visibility.

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Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

What happens then to the report?

An Overview
What does ECHO do with this report? of Reports

The Desk Officer in Brussels will ask the Field

The Interim
Expert to comment on the interim report and, if Reports
appropriate, on any request to amend the ECHO
budget.
Once the Desk Officer has approved the interim Project
report it will be sent on to the finance Modifications

department to make a second payment of the

grant, where relevant and after it has been
requested and approved. Finals Reports
If the Desk Officer approves the budget
amendment a new grant agreement with the
humanitarian organization will be awarded.

29

Content

Monitoring Emergency Projects

using Reports - ECHO

An Overview of Reports

The Interim
Reports – ECHO

Project Modifications

Finals Reports 30

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Master’s in International Cooperation and Monitoring Emergency Projects using Reports-
Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

Project Modifications
An Overview
of Reports

The Interim
Project Modifications Reports
ECHO
Very few projects are developed as planned,
especially during humanitarian crises with unstable Project
and unpredictable contexts. Modifications

Projects must always adapt to the circumstances in

order to achieve their goals. A project’s
implementation must never be carried out strictly as
Finals Reports
planned, as what will usually happen is that we will
move away from its goals, or they will be achieved
but les effectively than if we made changes to
improve said implementation.

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Monitoring emergency projects using Reports - ECHO

Project Modifications
An Overview
of Reports

The Interim
Project Modifications Reports
ECHO
In order to benefit the goals, everyone that takes part
in managing a project, regardless of how they
contribute, needs to work in unison, both the NGO Project
Modifications
and the donor, the technical teams and the
administrative one, the governing team and the
support one.
Donors are wrong not to allow changes, or to be Finals Reports
bothered when the request shows at their desk.
Changes don’t usually mean that the project was ill-
conceived, but rather that the operation is still being
analysed and specified.
The process is still being carried out appropriately.
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Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

Amendments to an ECHO project

An Overview
of Reports

The Interim
Amendments to an ECHO project Reports
ECHO
The interim report allows modifications to be
made to the project budget Project
Modifications
The approval process for other types of
amendments to the project varies depending on their
importance.
Finals Reports

33

Monitoring emergency projects using Reports - ECHO

Suspensions
An Overview
of Reports

The Interim
Suspensions Reports
ECHO
When changes in the external environment result in
the suspension of a project, you must immediately Project
inform ECHO and the partner should indicate in Modifications
detail what costs he proposes to charge to ECHO
during the suspension.
What costs ECHO will continue to cover (for
Finals Reports
example, the costs of staff who have been
evacuated) will be the subject of negotiation between
ECHO and the NGO.

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Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

Suspensions
An Overview
of Reports

The Interim
Suspensions Reports
ECHO
The suspension can not last more than a third of the
total duration of the project. Project
Modifications
Again, it is very important to maintain a dialogue with
the Field Expert and the ECHO Desk Officer about
the situation and how the project could be adapted to
accommodate it.
Finals Reports

35

Monitoring emergency projects using Reports - ECHO

Other Modifications
An Overview
of Reports

The Interim
Other Modifications Reports
ECHO
In all cases, ECHO will want to be informed of these
modifications as soon as possible and it is very Project
important to maintain regular communication Modifications
between the NGO and the donor.
Any request to make an amendment to the project,
particularly to extend the period of implementation,
Finals Reports
must be submitted not less than one month prior to
the end of the project.

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Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

Other Modifications
By Mutual Consent An Overview
of Reports
To be used if the modification
affects articles of the Specific Grant
Agreement, title, objectives, results, The Interim
Types of Modifications indicators, number and type of Reports
beneficiaries, country or region, use ECHO
 Amendments by mutual consent. of remote management, or financial
support.
 Non-essential changes. Project
In these cases the modifications Modifications
In any case proposed modifications can never put have to be submitted through a
into question the award of the grant or the equal Modification Request 30 days
treatment of partners. before the end of the Action (in
exceptional cases: up to the final
Finals Reports
report).
The Clerical errors referred to the
Specific Grant Agreement are to be
rectified through this procedure.

37

Monitoring emergency projects using Reports - ECHO

Other Modifications
By Mutual Consent An Overview
of Reports
Are those modifications that affect
an element of the action that does
not follow under the ones mentioned The Interim
Types of Modifications above. Reports
ECHO
In this case, the Partner can
 Amendments by mutual consent. implement the change and inform
 Non-essential changes. ECHO at the subsequent Project
reporting stage. Modifications
In any case proposed modifications can never put It is possible to notify DG ECHO
into question the award of the grant or the equal through a new function in Appel
treatment of partners. which allows the integration of all
non-essential changes. Finals Reports

38

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Master’s in International Cooperation and Monitoring Emergency Projects using Reports-
Humanitarian Aid ECHO

Content

Monitoring Emergency Projects

using Reports - ECHO

An Overview of Reports

The Interim
Reports – ECHO

Project Modifications

Finals Reports 39

Monitoring emergency projects using Reports - ECHO

The Final Report

All projects require a final report
which will evaluate the success
of the project in terms of
achieving its objectives.

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Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

When should it be made?

An Overview
of Reports

The Interim
When should it be made? Reports
ECHO
The partner will submit the Final Report (and the
Final Payment Request) at the end of the Project
implementation period and no later than the date Modifications
mentioned in the article 4.2 of the Specific Grant
Agreement, i.e. usually 3 months after the end date
of the Action.
Finals Reports
However, if partners needs more time (e.g. for
complex actions or in case of a consortium), they
can request an extension of the deadline using
the Modification request in APPEL and including
their request in section 13 of the Single Form.

41

Monitoring emergency projects using Reports - ECHO

About The Final Report...

An Overview
of Reports

The Interim
About The Final Report... Reports
ECHO
To start drafting the Final Report the partner should
follow the PDF application workflow. Project
Modifications
The Final Payment Request and Final Report will be
submitted using APPEL.
The Desk Officer has 45 days to approve the
report, with inputs from the Field Expert and by Finals Reports
requesting additional information from the
implementing partner, who has 30 days to respond.

42

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Master’s in International Cooperation and Monitoring Emergency Projects using Reports-
Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

About The Final Report...

An Overview
of Reports

The Interim
About The Final Report... Reports
ECHO
Then a report is sent, approved by a financial officer,
which verifies whether the request for payment can Project
be accepted and whether it is complete. ECHO has Modifications
60 days to approve the Final Report and make
the payment.
These deadlines are suspended whenever ECHO
Finals Reports
raises new questions, until the report is approved.
The partner receives the final payment once the
report has been approved by the financial officer.

43

Monitoring emergency projects using Reports - ECHO

What should the Final Report include?

Narrative Report An Overview
The Final Narrative Report has to of Reports
be drafted on the Single form format
filling only the fields marked with
FIN. The Interim
What should the Final Report include? This report shares the same
Reports
ECHO
characteristics of the interim report
 Narrative report (including activities undertaken in terms of format, number of
and impact achieved, according to the project’s pages, information of the Project
indicators). beneficiaries, activities carried out, Modifications
challenges encountered…
 Financial report.
The final report is a comprehensive
 Attachments. report of all project activities and an
evaluation of the success made on Finals Reports
the basis of the indicators described
in the proposal.
It must explain the reasons why the
project has had greater or less
success than anticipated and
describe the problems encountered,
their impact or how they were 44
overcome.

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Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

What should the Final Report include?

Financial Report An Overview
of Reports
Must be explained in the narrative
report.
The Interim
Must keep accounting support of all
What should the Final Report include? expenses in case of audit.
Reports
ECHO
 Narrative report (including activities undertaken Must have evidence of all expenses
and impact achieved, according to the project’s for all accounting elements (if not,
explain why in the narrative report). Project
indicators). Modifications
Report on the situation of the whole
 Financial report. project, not just the part financed by
 Attachments. ECHO.
Check that figures add up. Finals Reports

Do expenses presented to ECHO

match with the project’s acccounts?

45

Monitoring emergency projects using Reports - ECHO

What should the Final Report include?

Financial Report An Overview
of Reports
A financial report, including:
The Financial Overview including a
budget breakdown (single form The Interim
What should the Final Report include? 10.1). Reports
ECHO
The Financial Statement (to be
 Narrative report (including activities undertaken attached in Appel).
and impact achieved, according to the project’s
The General Ledger (in the currency Project
indicators). of general accounts). Modifications

 Financial report. The list of equipment included in the

low value equipment allowance (if
 Attachments. applicable).
Finals Reports
The list of transferred and donated
supplies (if applicable).
A Declaration signed by a legal
representative starting that the
information is full, reliable and true.
The audit and evaluation reports (if
already done).
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Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

What should the Final Report include?

Attachments An Overview
of Reports
You can also include as annexes
the following documents, if
appropriate: The Interim
What should the Final Report include? 1. Maps of the project location.
Reports
ECHO
 Narrative report (including activities undertaken 2. Photos.
and impact achieved, according to the project’s 3. Distribution lists. Project
indicators). Modifications
4. Statements by partners or
 Financial report. beneficiaries, and their monitoring
reports.
 Attachments.
5. Publicity or promotional material Finals Reports
for donor visibility.

47

Monitoring emergency projects using Reports - ECHO

What does ECHO do with final reports?

What does ECHO do with final reports?

 The Desk Officer in Brussels will ask the Field Expert to comment on the report.
 The Desk Officer will approve or query the final report within 60 days from the date of receipt.
 ECHO at this stage may submit duly justified comments to the implementing partner. Final
reports can be considered approved 60 days after receipt in the event that ECHO has shown
no response.
 Having approved the report, ECHO checks it for consistency between the documents, and
processes the payment request.
 The issues raised by the Desk Officers and Financial Officers of ECHO will be faxed to the
humanitarian organization, which has 30 days to respond.

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Master’s in International Cooperation and Monitoring Emergency Projects using Reports-
Humanitarian Aid ECHO

Monitoring emergency projects using Reports - ECHO

What does ECHO do with final reports?

What does ECHO do with final reports?

 In this case, the deadlines for approving the final report and payment are suspended until
ECHO receives the additional information requested.
 Having approved the payment request, ECHO sends a notification of payment that the
humanitarian organization must check.
 Then it makes the payment to the bank account of the humanitarian organization and closes
the file. The humanitarian organization has two months to challenge the payment notification.

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