Feedback Presentation - NGO Workshops Jun 2010

This report is intended for workshop presentation only. June 2010

FEEDBACK REPORTING

Agenda for the Feedback Session

THE BASICS

• What is a Feedback Report?

• Why you need to give a Feedback Report?

• Donation Feedback cycle

• A Donor’s perspective…

TECHNICAL TERMS

FEEDBACK REPORT QUALITY

VERIFICATION PROCESS

• What we mean by….

• Why GI conducts VVs?

• The Verification Visit Process & VV Report

• Information required from the NGO

• Informing NGOs on the VVs

• A Volunteer’s experience

• Why focus on improving your Feedback Report quality?

• GI DONOR SURVEY ‘09/’10

• Donor comments on your Feedback Reports

• Tips on bettering your FBR - Content, Photography, Microsoft Editor, Uploading films on youtube, Zip files etc.

• The NEW template for GI FBR

THE BASICS

What is a Feedback Report?Why you need to give a Feedback Report?Donation Feedback cycleA Donor’s perspective…

TECHNICAL TERMS



What we mean by….

Why GI conducts VVs?The Verification Visit Process & VV ReportInformation required from the NGOInforming NGOs on the VVsA Volunteer’s experience

Why focus on improving your Feedback Report quality? GI DONOR SURVEY ‘09/’10Donor comments on your Feedback ReportsTips on bettering your FBR - Content, Photography, Microsoft Editor, Uploading films on youtube, Zip files etc. The NEW template for GI FBR

Report specifying how the donation was utilizedReport specifying how the donation was utilized

Provides individually verifiable information to the donorProvides individually verifiable information to the donor

Represents our commitment to the donor of giving back a feedback reportRepresents our commitment to the donor of giving back a feedback report

Details of feedback are decided by the NGO with advice from GIDetails of feedback are decided by the NGO with advice from GI

Photograph is not mandatory but makes a feedback more appealingPhotograph is not mandatory but makes a feedback more appealing

What is a Feedback Report?

Why you need to give us a Feedback Report?

Benefits to Donors

It provides the donor information on the difference that the donation has made

It encourages the donor to engage with the NGO/cause a lot more closely

The above therefore intends to create a self perpetuating giving habit in an individual

Benefits to NGOs

It encourages the NGO to become more accountable and transparent

It enables the NGO to track impact at an individual level.

It cultivates the ability of the NGO to engage their other donors more responsively as a result of this experience through GI

It is a Listing requirement.

Donation Feedback Cycle

GIVE INDIA

DONOR

DONOR CHOSEN NGO - PROJECT / CAUSE SUPPORTED

BENEFICIARY

FEEDBACK REPORT

FEEDBACK REPORT

GIVE INDIA VOLUNTEER

VERIFICATION VISITS

Verification Template

Date : Name of visiting GI Volunteer / Official : Name of NGO : Donation Option –

Trans act ion Number Benefi c iary Name Got Bene fit Y/N Com ment s

Specific cause and donation options for such a cause

A Donor’s perspective…

-----Original Message-----

To: [email protected]: Re: Feedback for your donation (Txn No. 5215_5309) as received from Social Economic Assistance for Rural & City Habitants

Thank you for the detailed report on utilization of donated funds! It is much appreciated. It is nice to know that the small amount donated could make such a difference to so many lives.

To answer some of your questions:

Q) What motivated you to donate through GiveIndia?

The donation was made in Oct 2004 and it is difficult to recall the exact reasons/motivations now. Most likely, at that moment I was feeling blessed with my good fortune and fairly secure and privileged life and realized there are countless people who are not as lucky. Wanted to do something for the less fortunate but did not know how to go about it and which causes/NGOs to focus on. I chanced upon the Give India website, through ICICI Bank's online banking site. GiveIndia showed one way by listing out the different NGOs, their work and projects, their target beneficiaries, etc. The site also categorised the NGOs and donation seekers by various causes. The information appeared useful and promised transparency with reassuring affiliation with ICICI Bank and various governmental recognition by way of tax concessions on donations for the affiliated NGOs, etc. Online donation facility through direct debit in bank account also made it very easy to select a cause, NGO and project and execute the donation immediately as soon as the decision was made.

Continued in next page…

Q) What is your reaction to the Feedback about how your money was utilised?

A) I am very pleased to receive the feedback. It is a relief to know that the donation was utilized appropriately for intended cause. It is also nice to see the names and pics of the beneficiaries who havebenefited in some way or other due to the donation. It makes the donation more personal. It fills me with a sense of wonder that the small donation which could have otherwise been easily squandered away on meaningless luxuries could have the power to offer such crucial opportunities to improve the lives of so many. The feedback report is informative, reassuring, heartening and satisfying. It further motivates me to make new donations in the future.

All said and done, Keep up the good work! And Thanks for keeping me in the loop, by way of the feedback report!

Regards,

Saroja Hadpad

THE BASICS


TECHNICAL TERMS



What we mean by….

Why GI conducts VVs?The Verification Visit Process & VV ReportInformation required from the NGOInforming NGOs on the VVsA Volunteer’s experienceA Donor’s View…

Why focus on improving your Feedback Report quality? GI DONOR SURVEY ‘09/’10Donor comments on your Feedback ReportsActivities Tips on bettering your FBR - Content, Photography, Microsoft Editor, Uploading films on youtube, Zip files etc. The NEW template for GI FBR

A feedback passes through multiple stages before it reaches the donor

FB receives MIS from BO

1. Pending

FB sends Template to NGO

2. Pending

NGO sends feedback to GI in 4-6 months

3. Sent by NGO to Give

GI sends feedback to DesiCrew for processing

4. Sent by Give to DC

DesiCrew sends back feedback after processing

5. Sent by DC to Give

GI sends feedbacks to donors

6. Sent by Give to Donor

Problem feedbacks sent back to NGO for clarifications

7. Returned by Give to NGO

Activity

<<Feedback Status>>Legend

ALL OK

NOT OK

1. Pending – A feedback is pending from you for 6 months from the date of when the donor has made the transaction

2. Overdue - A feedback is overdue from you over 6 months. For example, if the donor has donated on 01/01/2010 , you have got until 30/06/2010 to send us the feedback.This feedback becomes overdue from 01/07/2010.

3. Unit of donation - When a donor makes ONE donation towards the selected donation option, he has made one unit of donation.

What we mean by…

4. No of units

When the donor makes more than one donation for the same donation option, lets say 2, then the number of units for that donation is 2. For example, a donor may make 2 units of donation for the donation option:

a) Sponsor the education of a child for 1 year or

b) Sponsor the monthly medical expenses of a child

The beneficiary details must match the number of units of donation being made.

In this case:

The NGO could provide details of 2 different beneficiaries for the same month of utilisation OR provide details of the same beneficiary for 2 months.

What we mean by…

5. What you get from us when a donation has been made?

Form 1 – this has the disbursement details for the month- usually sent around the 10 th of every

month

Feedback templates on or before the 20th of every month

Reminder mailers every week

Pending feedbacks details – usually on Fridays every fortnight

Overdue feedback details- usually on Mondays. If Overdue exceeds 10, 3 weekly reminders are

sent. If still no response, then DO temporarily disabled from site till all overdue FBRs submitted.

What we mean by…

What is a template?

A. You cannot edit/change the information that is there in the template

B. You will only be able to fill in the details for the beneficiary section

C. This information must match what you have agreed to provide for the donation

option at the time of listing.

What we mean by…

Creating systems within the NGO to facilitate efficient processing

Check with your CEO that you have recd. the monthly disbursement details – the Form 1 which will

usually arrive around the 10th of every month

Ensure that you have received the feedback templates for the pending feedbacks from GiveIndia.

This will usually arrive on or before the 15th

Ensure that you understand the donation options and the type of feedback that is required for each

donation

Create a mechanism for tracking at your end to ensure that allocation/ utilisation of donations is not

duplicated to beneficiaries.

Ensure that the details of beneficiaries matches with the number of units of donation

Maintain a back up of all feedbacks sent to GI on a CD as well as on your machines

Keep a track of what you have already sent to GI and what is pending at your end. Check back with

us if you have any doubts

Ensure that we have received the feedbacks that you have sent. You will know that we have received

the feedbacks if these do not appear as pending or overdue in the weekly reminder that we send you.

What we mean by…

6. Feedback Efficiency Ratings

What are these ratings?

These ratings reflect the feedback sending efficiency of GiveIndia-listed NGOs.

It compares how good an NGO is at sending these feedback reports for the donors.

Why are we rating NGOs for their efficiency in sending us feedback reports?

Our commitment to the donor - customised feedback report within 4-6 months of the

donation.

Sooner donor receives the feedback, the more likely he/she will engage with the

cause/NGO.

Hence NGOs are rated to send us these feedbacks asap.

What we mean by…

THE BASICS


TECHNICAL TERMS



What we mean by….



Benefits to GIVEINDIA

It increases the donor belief on GI

It helps to state with certainity that the beneficiary actually exists and the donor’s money has been utilised.

Benefits to NGOs

It encourages the NGO to become more transparent to the donor

It goes a much longer way in engaging the donor with your cause and organisation.

Why GI conducts Verification Visits?

DONOR CONCERN : how GI can state with certainty that the person mentioned in the report actually exists or has actually received the benefit in the manner that has been mentioned in the FBR.

BENEFICIARY VERIFICATION VISITS

The purpose of the Verification visit is only:

a) to meet the beneficiary and

b) confirm that the description of

the utilization as given by the

NGO in the feedback report.

GiveIndia’s Verification Visit Process

GI selects random beneficiaries from FBRS

One verification per NGO only

Volunteers selected and briefed on the VV process

Volunteer meets beneficiary and checks ONLY on 2 points:• Does the beneficiary exist?• Did the beneficiary receive the benefits as stated in the FBR?

Volunteer send GI the Verification Report

GI publishes the report on the GI website

Verification Template

Date : Name of visiting GI Volunteer / Official : Name of NGO : Donation Option –

Trans act ion Num ber Benefi c iary Nam e Got Bene fit Y/N Com ment s

Volunteer Verification Visit Report

INCASE DONATION OPTION OF THE NGO IS

COLLECTIVE OF BENEFICIARIES

INDIVIDUAL

BENEFICIARY

Eg: Institutions, Schools, Residential Campuses, Old Age Homes etc

NGO to provide to GI:1. Transaction details

2. Donation Option

3. Address in detail

4. Routes from nearest towns

5. Person In Charge of the Institution

6. Phone Numbers

7. Visiting Hours

8. Holidays etc

NGO to provide to GI:

1. Transaction Detail

2. Donation Option

3. Address in detail

4. Routes from nearest towns

5. Phone Numbers

Information required from NGO for a successful VV

A Volunteer’s experience…

Name of visiting GI Volunteer : Dr. Kushal Banerjee

Name of NGO : Child In Need Institute [CINI]

Address : 63, Rafi Ahmed Kidwai Road, Kolkata-16

Date of visit : 14th May, 2009

Volunteer Comments I must thank GiveIndia and Mrs. Aarti Madhusudan for giving me this wonderful opportunity to meet those nice students and the nice people who are making their dreams real. Mrs. Sanghamitra Nath and her colleagues from CINI-ASHA have been very cordial to give me an overview on how the kids lives have changed. The students, whom I met at Hamara Ghar, used to live on the railway platforms. After reaching the NGO, they were provided education at the school run by the NGO. Later, they have been sent to formal school and have been re-united with their families. The NGO has been taking care of their education, for the past 10 years, in some cases. After meeting four (4) children at the Hamara Ghar they kindly took me to a club in the Topsia slums to meet the three (3) other children. These children are from families in the slum. The NGO runs regular surveillance to find out potential children who often get engaged in earning a livelihood and stay away from education. CINI-ASHA has taught these children for four (4) years. Now these children have been admitted to different schools in standard V.

It has really been a wonderful experience and I must thank you, once again.

THE BASICS


TECHNICAL TERMS



What we mean by….



Why you should focus on producing a high quality FBR?

BENEFITS TO THE NGOs

Best way to engage your donor

May motivate a donor to support your NGO again

Additionally, GiveIndia use such examples in our

marketing material ( website, direct mailers,

newsletter etc.)

Donor’s views on the FEEDBACK REPORTS

Feedback Reports lend credibility to our donation

Wished the FBR had more details on how the money was utilised

Would like to see the photographs of the beneficiary so that there is a face to the donation

More details on the impact the money has made to the beneficiary

Very brief info about the NGO

These reports motivate us to donate again.

Tips on improving your FBR from Donor’s point of view

All these are only our suggestions based on Donor Feedback.

By providing more information than what is ‘required’:

Only a one time report so provide as many details to the donor

Getting a quote from the beneficiary on how the donation helped them would be helpful

A brief on the NGO and the kind of work it is involved in would motivate the donor to donate

more towards the work

QuickTime™ and aTIFF (Uncompressed) decompressor

are needed to see this picture.





CONTENT

Mandatory Details: Name(s), complete POSTAL address and period of sponsorship(date/ month)

Additional Details (not mandatory):

Personal details(age/grade/school etc),

Background(family/health),

Activity details (progress of beneficiary(ies)

Impact and learning/brief write up - Story of change

Title : Short, meaningful, single sentence with 5 words

Before, now and after:

The story should be relevant to D O name. You must convey the IMPACT of your help on the beneficiary strongly as this influences donor decision.

CONTENT

Take photos of beneficiaries where ever possible. People want to see the positive

difference that they have made.

Photo should be clear; not blurred

Avoid stamp size/passport photos

If possible, take a picture of the beneficiary with the benefit that the donation option offers

eg: wheelchair, a meal, school supplies etc.

The final photograph to be uploaded to the FBR should be a .jpeg file not bigger than 500

kb.

PHOTOGRAPHS

A photograph is good if people like it...if it touches

you...if it tells a story…

Using your PHONE CAMERA:

The best photos are usually the ones you don’t plan for. Be ready, and you can get some amazing shots…

Take lots of pictures - Since the phone is always with you, take advantage of capturing spontaneous moments of the beneficiary

Move in close to the beneficiary - fill in phone camera lens with the subject

Shoot at eye level - Hold the camera at the person’s eye level to unleash the power of magnetic gazes and mesmerizing smiles. If child, bend down to his level.

Watch the light - low light = bad light





Use a plain background - helps focus more on the beneficiary

Try different angles - start at eye level and shoot top and bottom angles. Keep ones you like and delete rest.

Set resolution to high - set your phone to highest level for the best quality pictures. This not clear on phone but huge difference on computer screen

Stay still - Keep your hands still a second or two before you click.

USE MICROSOFT PICTURE EDITOR TO GIVE LIFE TO YOUR PHOTOS











How to insert your beneficiary photograph into the FBR?

1. Place the cursor where you want the graphic in your document.

2. Go to the Insert menu and select Picture.

3. Select from the File if you want to insert a photo that you have saved in a specific folder.

4. Locate the photo file on your hard disk, select it and click Insert.

5. After the picture appears in the document, resize it by dragging one of the handles (small boxes) located around the outside edges of the graphic's frame.

WHY ZIP YOUR FEEDBACK REPORTS WITH PHOTOGRAPHS?

What is a Zipped file?

Creates a compressed version of the file that is considerably smaller than the original file.

The zipped version of the file has a .zip file extension. For example, if you zip a Microsoft Office Word document called feedback report.doc that is 6.5 megabytes (MB) in size, the file created, feedback report.zip, is reduced to 2.5 MB.

Some advantages of zipping a file are:

Smaller file size drastically reduces e-mail transmission time.

The smaller file size of e-mail messages that you want to keep is useful when your mailbox has a

space limit.

Many zip utilities allow you to encrypt files and protect sensitive data, especially when you send it in

e-mail.

You can send and receive e-mail attachments, such as .exe files, that would otherwise be blocked

by Outlook for security reasons. By default, .exe attachments are blocked by Outlook.

Who makes zip utilities?

There are a number of excellent zip utilities available that have good Help systems and supporting Web sites, including the following: PentaZip, PicoZip, PKZip, PowerArchiver, StuffIt, and WinZip.

Most programs offer a 30-day limited trial period where you can download and try the utility for free.

How to Zip a file

Right-click a file, such as FBR.doc, click a command on the shortcut menu, such as Add to Zip file or Add to Archive, to create FBR.zip.

How to Unzip a file

Right-click the file, such as FBR.zip, and then click Extract on the shortcut menu.

Open a zipped attachment

To open a zipped attachment, double-click the attachment.

In the Opening Mail Attachment dialog box, if you click Open, the zip utility automatically unzips the file for you if the utility is configured to do that; typically this is the default setting.

If you click Save, you can save the .zip file to the location that you want by using the usual Windows Save As dialog box.

UPLOADING BENEFICIARY FILMS ON YOUTUBE

1. Create a free YouTube Account by going to youtube.com. If you have a Google Mail Account, then you can log in with your Gmail and password.

2. If you signed up as a new user you will get a verification email. Click on the verification link to confirm your YouTube Subscription and then log into your account. Go to Account and then select "Mobile Profile".

3. On Mobile Profile Page create your mobile profile by entering your cell phone number and carrier. Now Select "Save and Send Verification:

4. Do not navigate away from this next page. When you receive your mobile text message enter the verification number into the webpage. Your profile is now set up.

5. Enter the email address given on your profile page into you cell phone address book. The email address will look like: [email protected]. Now you can upload the videos.

Thank you

Self Improvement

Feedback Presentation - NGO Workshops Jun 2010