NOPSAT - NNNGO

Step 1: Organisation information

Please fill your organisation details.

Institution/Organisation name *

Please enter the organisation name.

Your name (person completing the form) *

Please enter your name.

Email address *

Please enter a valid email.

Country *

Please enter the country.

Phone number *

Please enter a phone number.

State *

Please select a state.

Geo-political zone *

Please select a zone.

Gender *

Please select gender.

Role in Organisation *

Please select your role.

Which type of Non-Governmental Organisation do you work in? *

Please select NGO type.

Thematic focus *

Please select thematic focus.

How many years has your organisation worked in this thematic area? *

Please select years.

Step 2: Governance, Strategy and Structure

Kindly fill out the assessment questions below.

1. (E) A clear specific and compelling expression of organisation’s mission and inspiring vision exits.

Met

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2. (E) An independent board/committee (or some other system) drawn from a wide variety of relevant fields with experience supervises management and takes responsibility for all actions of the NGO. This system is governed by a documented constitution/by-law.

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3. (E) Board members are clear on their roles, provide direction on vision and strategy and actively fulfil other useful roles.

Met

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4. (E) Principal board policies for issues such as conflict of interest, board orientation, term limits etc exits and are in line with best practices.

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5. (E) The board has at least six voluntary (unpaid) members with limited terms of office (e.g. only appointed for 2 years)

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6. (E) Regular meetings are well planned, attended and documented. They lead to transparent and strategic decisions and productive relationships.

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7. (A) Board members fundraise for the NGO and can provide legal, medical and management advice.

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8. (E) The NGO has a written and costed strategic plan that has been revised within the last 3 years in the light of new changes and opportunities to ensure alignment.

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9. (E) Board members, staff and volunteers all know the strategic values, vision and mission of the organisation.

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10. (E) All annual workplans and budgets are developed in line with the strategic plan and approved by the board.

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11. (E) The NGO has a documented organisational structure (organogram).

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12. (E) Management delegate tasks and share information with everyone through regular meetings and do not try to do everything by themselves.

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13. (E) The NGO is properly registered according to local regulations. The board and management ensure the NGO complies with all local reporting, tax and labour requirements.

Met

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Step 3: Human resources and administration

Kindly fill out the assessment questions below.

14. (E) It is clear who is responsible for administrative work, such as paperwork, office maintenance, transport, paying suppliers, organising events and workshops.

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15. (E) The procedures for administrative tasks are understood by everyone and always followed.

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16. (E) All administrative procedures are documented in a manual, frequently updated and reflects best practices.

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17. (R) There is a policy for recruitment, including how: (a) Positions are filled (internally and externally) (b) People are interviewed (c) Job offers are made. This policy is documented.

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18. (E) There is a policy on salaries and promotions, including how: (a) Salaries are structured (b) Pay rises are given (c) Promotions are made. This policy is documented.

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19. (E) All job descriptions are: (a) Clearly defined (b) Documented (c) Regularly reviewed. Staff are clear on roles and responsibilities.

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20. (E) There are clear procedures for how: (a) The work of staff is evaluated (b) ongoing feedback is given (c) coaching and mentoring for constructive improvement . These procedures are documented.

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21. (E) There are clear procedures for how: (a) Staff are disciplined (b) Staff make grievances against the NGO. These procedures are documented.

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22. (E) There are clear procedures for how volunteers are managed, including: (a) Recruitment & induction (b) Training (c) Payment of incentives/stipends. These procedures are all documented.

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23. (A) There is a clear policy for training and development, including: (a) Identifying training needs of staff (b) Providing for study leave if possible (c) Providing financial support if possible. This policy is documented.

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24. (E) There is a policy to protect staff from harassment and discriminatiom in the course of their work.

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25. (E) Staff turnover rates are low, and the organisation takes a proactive role in seeking to retain high performing staff.

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26. (E) Staff are highly committed to the organisation, and this is reflected in the quality of their work efforts.

Met

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Step 4: Programme management, monitoring, evaluation and reporting

Kindly fill out the assessment questions below.

27. (E) All projects follow all stages of the project cycle: (a) Needs assessment (b) Project design & indicator (c) Project planning & budgeting development (c) Regular monitoring (d) Evaluation of project and outcomes (e) Re-planning of projects based on evaluation outcomes.

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28. (E) All stages of the project cycle are done in consultation with all stakeholders, including all project staff, marginalised groups and members from the community.

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29. (E) Projects and programmes are developed in line with the strategic mission, goals and objectives of the organization.

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30. (E) Indicators have been identified for each objective/goal. All objectives are SMART (Specific, Measurable, Achievable, Relevant, Time-based).

Met

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31. (E) All projects have documented workplans. These are reviewed against activity and updated between staff and management at least every 3 months.

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32. (E) All projects have documented budgets. These are reviewed against expenditure and updated between staff and management at least every 3 months.

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33. (E) The NGO has a monitoring and evaluation system: • Project staff collect and submit accurate monitoring data on time. • Collected data is summarised, analysed and produced in reports at least every 3 months. • Monitoring reports are used by project staff and managers to review and update workplans at least every 3 months. The M&E system is clearly documented and functions fully

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34. (E) Systematic evaluation of programs effectiveness and impact occurs and is generally defined by organisations priorities, constituent feedback, theory of change and/or learning objective.

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35. (E) Data collection and analysis systems are effectively integrated into organisations work. Evidence collected provides useful information for tracking progress towards outcomes.

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36. (R) All necessary project reports are completed and sent to donors on time

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37. (R) The NGO completes evaluation reports at the end of every project and distributes these to relevant audiences including management, the board and donors.

Met

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38. (E) Project reports are compared to financial expenditure reports to ensure activity matches with expenditure.

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39. (R) Project teams all meet (or communicate) at least once a week to review and co-ordinate work.

Met

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40. (E) A culture of learning and reflection exists, and resources are available and used to ensure that learning from evidence and experience occurs. What is learnt leads to improvements in strategy and practice.

Met

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Step 5: Financial management and sustainability

Kindly fill out the assessment questions below.

41. (E) All financial transactions are recorded with relevant receipts and supporting documentation

Met

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42. (E) All staff clearly understand the procedures for how: (a) Income is received and accounted for (b) Money is held in bank accounts (c) Staff purchase goods (d) Staff claim expenses (e) Suppliers are paid (d) Staff are paid salaries. All these financial policies and procedures are documented in a manual.

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43. (R) Project staff plan, budget and manage financial aspects of their jobs effectively based on the organisations financial systems.

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44. (E) Management prepares an overall budget for the organisation as part of the annual planning process.

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45. (E) Systems are in place to prevent fraud, such as: (a) Two signatures required for every cheque (b) Regular audits of stock/inventory (c) Strict procedures for purchase of goods/services.

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46. (E) All expenditure is accounted for under different account categories and different donors’ funds.

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47. (E) Monthly financial reports (including a balance sheet, income statement, and report of expenses by activity) are produced and reviewed by management

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48. (E) Management compare expenditure against budgets for projects and overheads at least every 3 months and investigate any variances with staff. A budget to actual comparison is done.

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49. (E) Programs and finance are fully aligned in how they track money.

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50. (E) An independent audit is conducted at least every 18 months and includes a review of management practices. Recommendations made in audits are implemented.

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51. (E) The NGO always has enough cash to pay for things on a day-to-day basis.

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52. (A) The main funding source (donor) of the NGO provides no more than 65% of the NGOs total funds. The NGO has developed many different sources of income including the local community.

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53. (E) The NGO has the capacity to develop successful proposals and wins over 50% of the bids it applies for.

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54. (R) The NGO tries to ensure its programmes and services will be sustained by the community when its funding runs out.

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55. (R) The NGO engages in external relations with the community, the media, networks and coalitions of organisations.

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56. (A) Funders and external organisations invite the NGO to contribute to discussions and policy development

Met

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Step 6: Advocacy

Kindly fill out the assessment questions below.

57. (E) A sophisticated advocacy strategy is employed that proactively and reactively builds a relevant base that influences policymaking or holds target groups accountable.

Met

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58. (E) Political engagement is proactive, strategic and responsive, informed by updated analysis of what it takes to win.

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59. (E) Staff are ready and skilful, well-respected and regularly called upon to participate in or lead policy/accountability discussions at local, national, or international levels.

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60. (E) Clear and pragmatic policy recommendations consistent with organization’s mission and strategic plan are adjusted, as necessary, to changes in the political landscape.

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61. (E) Outside research in advocacy is effectively employed and, where appropriate, organization conducts its own research that contributes to the field, incorporating it into policy work that reflects best practices

Met

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Step 7: Communication

Kindly fill out the assessment questions below.

62. (E) There is a clearly outlined strategy for communications, with targeted and distinct messages to prioritized audiences that are regularly revised in light of changing contexts.

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63. (E) Messages are consistently highly effective at furthering organizational goals.

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64. (E)The organization disseminates its information in ways that are inclusive and equitable, in easily accessible forms.

Met

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Step 8: Fundraising

Kindly fill out the assessment questions below.

65. (E) The organisation has highly developed long-term fundraising strategy that leads to sustainable and diverse support for core work, including institutional and individual donors.

Met

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66. (E) Organization receives sufficient funder support to realize the organizational priorities outlined in its strategic plan

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67. (E) The organisation has Highly qualified executive leadership and/or experienced staff, whose tasks include significant fundraising, are effective and successful in raising funds.

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68. (E) The organization is known for clear and timely, proactive and reactive communications and reporting.

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Step 9: Safety and Security

Kindly fill out the assessment questions below.

69. (E) Regularly updated policies on staff physical and emotional safety exist and are followed consistently.

Met

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70. (E) Regularly updated policies regarding physical assets, including infrastructure and digital security, are consistently followed.

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71. (E) The safety and security of partners and members of the field (including families, volunteers and communities the organization works within) are regularly considered.

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72. (E) The information technology (IT) team is part of the staff and the organization’s work, contributes to day-to-day strategy, and attends most organizational meetings.

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73. (E) We implement comprehensive, documented internal digital security policies.

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74. (E) Security costs are well integrated into the budget and contingency funds are available, if needed.

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75. (E) Consistently documented security incidents lead to revisions to procedures based on lessons learned. These lessons are shared within and among organizations to establish best practices.

Met

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Step 10: Executive Leadership

Kindly fill out the assessment questions below.

76. (E) Executive leadership reflects the communities that the organization works within.

Met

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77. (E) Highly effective executive director(s) who demonstrates clear, fair, participatory, and transparent decisionmaking that allows the organization to thrive; recognizes and makes regular efforts to improve on areas of weakness.

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78. (E) Executive director(s) has exceptional financial judgment, ability to allocate financial resources soundly and a good understanding of medium- and long- term needs.

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79. (E) Executive director(s) has strong people and communication skills and manages constructively. Staff mentoring and development is prioritized.

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80. (E) Executive director(s) actively hires, retains, motivates, cultivates and recognizes talent. They appropriately delegate work and support staff.

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81. (E) Executive leadership is highly respected among key audiences and seen as a leader in the field.

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82. (E) Organization proactively fosters leadership renewal and has a succession plan, with a smooth transition to a new leader to be expected.

Met

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Step 11: Review your responses

Kindly review all your responses below. You can use the "Previous" button to edit any section. When ready, submit the assessment.

NOPSAT - Nonprofit Self Assessment Tool

Step 1: Organisation information

Step 2: Governance, Strategy and Structure

Step 3: Human resources and administration

Step 4: Programme management, monitoring, evaluation and reporting

Step 5: Financial management and sustainability

Step 6: Advocacy

Step 7: Communication

Step 8: Fundraising

Step 9: Safety and Security

Step 10: Executive Leadership

Step 11: Review your responses