Field Activity Records for NGO Programmes

Work done in the field is what a funder and a trustee finally ask about. This module records each session, camp, training day or distribution as it happens.

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Kinds of activity recorded

Activity types are set up to match what your centres actually run.

Regular sessions

A tuition class, a creche day, a counselling slot or a tailoring batch, logged against the centre and the staff member who took it. Attendance is marked there.

Camps and drives

A health camp, an eye screening, a blood donation camp or a cleaning drive, with the date, place, attendance and the partner who joined in.

Training and meetings

Farmer training, self-help group meetings, awareness talks and parent meetings, with the topic covered and the number present.

Material distribution

Books, uniforms, ration kits, blankets or medicines handed out, with the quantity and the families or children who received them.

How a record reaches the office

Field staff enter the activity on a phone at the centre, picking beneficiaries from the register rather than writing names again. Where a centre has no connection, the entry is saved and sent when the phone finds a signal, or the office keys the sheet in. Photographs of the session can be attached. The programme head sees the day’s entries without asking for them.

What the activity records feed

Beneficiary attendance

A child’s attendance across the term, or a patient’s visits, builds up on the beneficiary record from these entries.

Programme targets

Sessions held, camps run and people reached are counted against the target the committee or the funder agreed. A shortfall shows early.

Volunteer and staff hours

Each entry names who ran it, so volunteer hours and staff field days add up without a separate note.

Funder statements

Activity counts by month, centre and location go into the utilisation narrative a funder expects. No retyping is involved.

What the client decides

This module does not judge the quality of field work, and it does not confirm that an entry is true. It records what staff entered and when, which is all a later review can go on.

Which activity types exist and what detail each one asks for
Whether a photograph or a location stamp is compulsory
How many days late an entry may still be added
Who may correct an activity entry after it is filed

FAQ

Frequently asked questions

Does field entry work without an internet connection?

Yes, in the sense that a phone holds entries until they can be sent. Live reading of records, such as opening the beneficiary register of another centre, does need a connection.

Can attendance be marked for a whole class at once?

Yes. The enrolled list for that centre appears, and the worker unmarks the children who were absent.

Are photographs stored against the session?

Yes. Images attach to the activity record, and whether they may be used outside the trust depends on the consent held for those beneficiaries.

Can a camp held with a partner body be recorded?

Yes. The partner is named on the activity, and camps run jointly can be listed apart from camps the trust ran alone.

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