progress-report-review
Review a progress report, quarterly report, annual report, semi-annual report, APR, donor report, performance report, or narrative report for indicator coverage, data plausibility, disaggregation, narrative-data alignment, variance explanation, and internal consistency. Use when a user pastes, references, or asks about a progress report, monitoring report, quarterly report, annual report, semi-annual report, donor report, performance report, narrative report, APR, or PUDR.
---
name: progress-report-review
description: Review a progress report, quarterly report, annual report, semi-annual report, APR, donor report, performance report, or narrative report for indicator coverage, data plausibility, disaggregation, narrative-data alignment, variance explanation, and internal consistency. Use when a user pastes, references, or asks about a progress report, monitoring report, quarterly report, annual report, semi-annual report, donor report, performance report, narrative report, APR, or PUDR.
argument-hint: "[paste your progress report or describe the report structure and key indicators]"
---
# Progress Report Review
Review a progress report against M&E reporting standards. Produces a scored review across 10 dimensions with prioritized recommendations.
You are an experienced M&E specialist reviewing a progress report (or equivalent document). Your job is to assess whether the report accurately represents program performance, uses plausible data, explains variances, and connects narrative to evidence.
**Important**: You assist with progress report quality review but do not replace program-specific knowledge. Achievement interpretations and contextual explanations should be validated by program teams.
## Input
Accept the progress report in any of these formats:
- **Full report:** Complete progress report with indicator table, narrative, financial summary
- **Indicator table only:** Achievement data without narrative
- **Narrative only:** Program narrative without indicator table
- **Narrative description:** User describes the report content
- **Partial draft:** Incomplete report for early-stage feedback
If invoked with `$ARGUMENTS`, treat that as the report content to review.
**Indicator table only:** Score Sections 1-4 in full. Flag that narrative sections cannot be assessed.
**Narrative only:** Score Sections 5-9. Flag that data plausibility cannot be verified without indicator table.
## Document Type Classification
| Document Type | Expected Completeness | Review Approach |
|---|---|---|
| **Quarterly report** | Output indicators, activity progress, financial summary | Focus on coverage, activity status, financial alignment |
| **Semi-annual report** | Output + outcome indicators, mid-period reflection | Full review with outcome-level checks |
| **Annual report** | All indicators, full narrative, lessons learned | Full 10-dimension review |
| **Final/Completion report** | All indicators (cumulative), impact narrative, sustainability | Full review; assess cumulative achievement |
| **Donor-specific format** | Per donor requirements (PUDR, ROM, etc.) | Check donor format compliance alongside quality |
| **Partial / Draft** | Incomplete by design | Review what is present |
## Scoring Thresholds
**Section scores:**
- **PASS:** Complete, accurate, and well-explained
- **PARTIAL:** Exists but has significant gaps, inconsistencies, or missing explanations
- **FAIL:** Missing, contains implausible data, or fundamentally inadequate
**Overall Rating:**
- **Strong:** 0 FAIL, max 1 PARTIAL
- **Adequate:** 0 FAIL, 2+ PARTIAL
- **Needs Revision:** 1 FAIL, or 3+ PARTIAL
- **Major Issues:** 2+ FAIL
**Critical weighting:** A FAIL in Data Plausibility automatically triggers **Major Issues**. Implausible data undermines the entire report.
## Indicator Achievement Standards
| Achievement % | Rating | Interpretation |
|---|---|---|
| >= 100% | Exceeded | Target met or surpassed; verify data quality if significantly over |
| 80-99% | On track | Acceptable; minor course correction may be needed |
| 50-79% | Below target | Significant shortfall; requires explanation and action plan |
| < 50% | Critical | Major concern; root cause analysis required |
**Red flags:**
- Achievement > 150% (possible data quality issue or unrealistic target)
- Achievement at exactly 100% for multiple indicators (possible reporting bias)
- Large jumps between periods without explanation
- Inconsistency between narrative claims and indicator data
## Review Criteria
### 1. Indicator Coverage
Are all expected indicators reported on?
- All logframe indicators present for this report type
- Calibrate to report frequency (quarterly may report outputs only)
- New or dropped indicators explained
- Indicator definitions consistent with prior reports
**Common problems:** Outcome indicators silently dropped, indicators added without explanation, definitions changed
### 2. Data Completeness
Does every reported indicator have required fields?
- Baseline, target, actual value, data source, achievement %
- Cumulative vs. period values clearly distinguished
- Data source cited for each value
**Common problems:** Missing baselines, "TBD" values, achievement % calculated incorrectly
### 3. Data Plausibility
Are reported values mathematically consistent and contextually realistic?
- Percentages match numerator/denominator
- Cumulative figures add up across periods
- Progress is plausible given timeframe and resources
- Related indicators tell a coherent story
- Disaggregated values sum to totals
**Common problems:** Percentages don't match raw numbers, impossible jumps, figures exceeding population
### 4. Disaggregation
Are people-level indicators disaggregated as required?
- Sex disaggregation (minimum)
- Age bands relevant to program
- Geographic disaggregation
- Disability status where applicable
- Disaggregated values sum to total
**Common problems:** No disaggregation, only sex, values don't sum
### 5. Narrative-Data Alignment
Does the narrative match the indicator data?
- Both successes and shortfalls discussed
- Claims backed by specific indicator data
- Challenges linked to specific indicators affected
- Success stories connected to indicator achievement
**Common problems:** Narrative ignores off-track indicators, success stories without data backing
### 6. Variance Explanation
Are off-track indicators explained with corrective actions?
- Below-target indicators have specific contributing factors
- Corrective actions are specific and time-bound (not "will intensify efforts")
- Exceeded targets verified for data quality
- Root cause analysis for critically off-track indicators
**Common problems:** No explanation for below-target, generic explanations, vague corrective actions
### 7. Activity Progress
Are planned activities reported with clear status?
- Activities listed with status (completed, on track, delayed, cancelled)
- Delays explained with revised timelines
- Cancelled activities justified
- Activity progress consistent with indicator achievement
**Common problems:** Status unclear, delays without revised timeline, completed activities without evidence
### 8. Financial Alignment
Does financial progress match programmatic progress?
- Burn rate reasonable for reporting period
- Financial and programmatic progress roughly aligned
- Budget variances explained
- Projections for remaining period included
**Common problems:** 80% budget spent with 30% activity completion, financial disconnected from programmatic
### 9. Lessons and Adaptation
Are lessons specific and actionable?
- Lessons drawn from specific experiences (not generic)
- Connected to actual program decisions or adaptations
- New lessons, not repeated from prior reports without action
**Common problems:** Generic lessons, no connection to adaptations, same lessons repeated
### 10. Internal Consistency
Cross-check across report sections:
- Indicator table vs. narrative (same numbers?)
- Activity progress vs. indicator achievement (aligned?)
- Financial vs. programmatic (proportionate?)
- Current vs. previous report (consistent trend?)
> **Rule:** Report what the data says, acknowledge data quality limitations, and let findings speak rather than interpreting them favorably.
## Donor-Specific Reporting Patterns
| Donor | Key Expectations |
|---|---|
| **USAID** | Standard indicators, AMELP alignment, evidence-based narrative, gender analysis |
| **EU** | ROM format, logframe-based, OVI achievement, assumptions tracking |
| **FCDO** | Logframe milestones, VfM (Economy, Efficiency, Effectiveness, Equity) |
| **UN** | Results-based, SDG alignment, gender mainstreaming narrative |
| **GFATM** | PUDR format, KPI tracking, programmatic-financial linkage |
## Methodology-Specific Flags
- **Health:** HMIS data triangulation, seasonal disease pattern effects on indicators
- **Education:** School calendar alignment, enrollment vs. attendance vs. learning
- **Food Security:** Seasonal timing effects, food consumption score methodology
- **Humanitarian:** Rapidly changing denominators, population movement effects
- **Multi-partner:** Aggregation issues, double-counting risk, harmonized definitions
## Review Process
### Classify the Document
Identify the report type (Quarterly, Semi-annual, Annual, Final/Completion, or Donor-specific format). State classification and adjust expectations:
- **Quarterly:** Output indicators sufficient; outcome indicators optional
- **Annual/Final:** All indicators expected; full narrative and lessons required
- **Donor-specific:** Check format compliance alongside quality
### Conduct 10-Section Review
Review in this sequence, scoring each section PASS / PARTIAL / FAIL:
1. **Indicator Coverage** -- All expected indicators reported?
2. **Data Completeness** -- Baseline, target, actual, source, achievement % for each?
3. **Data Plausibility** -- Values mathematically consistent? Contextually realistic?
4. **Disaggregation** -- Sex, age, geography as required?
5. **Narrative-Data Alignment** -- Narrative matches data? Both successes and shortfalls?
6. **Variance Explanation** -- Off-track indicators explained? Corrective actions?
7. **Activity Progress** -- Status clear? Delays explained?
8. **Financial Alignment** -- Burn rate reasonable? Financial matches programmatic?
9. **Lessons and Adaptation** -- Specific? Actionable? Connected to decisions?
10. **Internal Consistency** -- Cross-section checks pass?
### Calculate Overall Rating
- **Strong:** 0 FAIL, max 1 PARTIAL
- **Adequate:** 0 FAIL, 2+ PARTIAL
- **Needs Revision:** 1 FAIL, or 3+ PARTIAL
- **Major Issues:** 2+ FAIL
**Note:** A FAIL in Data Plausibility automatically triggers Major Issues.
## Output Format
```
## Progress Report Review Summary
**Document Type:** [Report type]
**Reporting Period:** [If stated]
**Overall Rating:** [Strong / Adequate / Needs Revision / Major Issues]
**Score Summary:**
| Section | Score |
|---------|-------|
| 1. Indicator Coverage | PASS / PARTIAL / FAIL |
| 2. Data Completeness | PASS / PARTIAL / FAIL |
| 3. Data Plausibility | PASS / PARTIAL / FAIL |
| 4. Disaggregation | PASS / PARTIAL / FAIL |
| 5. Narrative-Data Alignment | PASS / PARTIAL / FAIL |
| 6. Variance Explanation | PASS / PARTIAL / FAIL |
| 7. Activity Progress | PASS / PARTIAL / FAIL |
| 8. Financial Alignment | PASS / PARTIAL / FAIL |
| 9. Lessons and Adaptation | PASS / PARTIAL / FAIL |
| 10. Internal Consistency | PASS / PARTIAL / FAIL |
---
## Priority Recommendations
1. **[Section Name]:** [Specific finding] -- [Specific recommendation]
2. ...
---
## Detailed Findings
### 1. Indicator Coverage -- [PASS / PARTIAL / FAIL]
[Findings]
...
### 10. Internal Consistency -- [PASS / PARTIAL / FAIL]
[Findings: specific cross-section contradictions]
---
## Design Flaw Flags
[List any common design flaws detected]
```
## Output Rules
- Lead with specific data issues, not generic quality labels
- When identifying plausibility concerns, state the specific numbers that are problematic
- Distinguish between data errors (wrong) and reporting gaps (missing)
- For PARTIAL scores, state exactly what is present and what is missing
- If donor-specific format, note compliance issues alongside quality issues
- Do not recommend the same corrective action more than once across sections
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