Regenerant Catalunya

ENCAES

Activity Report Guide

Activity Report Guide

This page helps you prepare the activity report that we’ll use in Regenerant Catalunya. By following it, projects can ensure their activities are well-organized, impactful, and aligned with shared objectives.

We’ll first work only with a Google Docs document; later we’ll hold a practical workshop to transfer this information to Karma GAP and Web3 tools.

1. Introduction

A. What is this report and why do we request it?

The activity report is a simple way to tell what you’ve actually done, with enough detail so that:

  • It’s easier to assess each project’s work
  • We can explain the impact to funders and partners
  • You have a foundation for future funding rounds (within or outside Web3)

In this phase of the program:

  • We focus on activities and outputs (deliverables and metrics)
  • We don’t ask for complicated “impact measurement” models
  • We want a document that’s useful for you, not just for the program

Later, this report will be the foundation for:

  • Publishing activities on Karma GAP
  • Completing the simplified program evaluation
  • Building a public record of your project’s work

B. Context: measuring and reporting impact

Impact measurement and management is increasingly recognized as a fundamental tool for organizations, funders, and investors committed to generating meaningful, sustainable, and transparent change.

The Impact Value Chain

The Impact Value Chain is a basic framework for understanding how an organization’s efforts contribute to meaningful change. It offers a structured way to connect resources, actions, and results, helping organizations track and communicate their impact more effectively.

By understanding and using the Impact Value Chain, organizations can strengthen their capacity to:

✅ Track progress – See clearly how their work leads to change.

✅ Align activities with objectives – Ensure that day-to-day efforts contribute to intended outcomes.

✅ Communicate impact effectively – Provide funders, stakeholders, and partners with clear evidence of results.

The Impact Value Chain helps map the progression from effort to change, consisting of five main components:

  1. Inputs – The resources invested (e.g., funding, staff, technology, materials).

  2. Activities – The key actions carried out to create change (e.g., training sessions, policy advocacy, technology development).

  3. Outputs – The direct, measurable results of activities (e.g., workshops delivered, reports published, partnerships created).

  4. Outcomes – The real effects of those outputs on people, communities, or systems (e.g., increased knowledge, new policies adopted, increased biodiversity).

  5. Impact – The proportion of outcomes that can be attributed to the organization’s activities, accounting for external factors.

What is Impact?

“The changes (outputs, outcomes) that occur in the organization (within and/or through its programs) and with its stakeholders (including users, clients, partners, etc.) over time (short and long term) as a result of the organization’s activities.”

(Source: Innoweave)

📖 Additional reading:

C. Key concepts: activities, deliverables, metrics

So we all speak the same language, we use three key terms:

Activities – What did you do?

Activities are the central actions an organization carries out to advance toward its goals. They answer the question: “What did we do?” Activities reflect the work done to generate outputs.

Key characteristics of Activities:
  • They are actionable and meaningful.
  • They can be simple tasks or multi-step efforts.
  • They are the work performed to generate outputs.
Examples of activities may include:
  • Organizing a workshop or neighborhood assembly
  • Launching a campaign or series of meetings
  • Conducting cleanup, planting, or restoration days
  • Designing and publishing a guide, report, or educational resource

You don’t need to list every small step. It’s better to choose the activities that best represent your work.

Deliverables – What tangible things did you produce?

Deliverables are the concrete things that come out of an activity.

Examples:
  • Slides, materials, or worksheets from a workshop
  • Recording of a meeting or podcast
  • Reports, dossiers, memoirs, zines
  • Photo or video folders
  • Tools, prototypes, working documents
For each deliverable we want to know:
  • Name: what you call it
  • Link / proof: where it can be seen (Drive folder, website, social media, etc.)
  • Brief description: what it’s for / why it’s important

Metrics – What numbers show the scale?

Metrics are numbers that help understand the scale or reach of your work.

Examples:
  • Number of people who participated in a workshop
  • Number of sessions held
  • Hectares restored, trees planted, meals served
  • Views or downloads of a resource
  • Projects or groups involved
For each metric we look for:
  • Metric: what you’re counting
  • Description: how it was counted / what that number represents
  • Value: the number (can be a reasonable estimate if there’s no exact data)
  • Proof (if exists): link to attendance sheet, table, report, etc.

D. What activities should you report?

You don’t need to report absolutely everything you do. Choose activities that:

  • Are central to your project
  • Have deliverables and at least some clear metrics
  • Help explain what kind of work you do

Good examples:

  • A major process or project developed during the year
  • A cycle of workshops or community meetings
  • A specific restoration, care, or mutual aid action
  • A relevant collaboration with another organization or network

You can group small, repeated activities into a single entry, for example:

“Weekly workshop on [topic] – 10 sessions between March and June, 15–25 people per session”.

E. Example report

Imagine your project organized a workshop in Pomezia:

Activity: Community workshop on agroecological food in Pomezia

Description: 3-hour workshop with neighbors and network projects to share cooking and agroecological farming practices. Included participatory dynamics and shared meal.

Dates: December 3, 2025

Location: Pomezia Space, L’Hospitalet de Llobregat

Outputs – Deliverables:

  1. Deliverable name: Presentation and recipe sheet

    • Link / proof: Drive folder with recipes and presentation
    • Brief description: Material that can be reused in other meetings.

  2. Deliverable name: Photo folder

    • Link / proof: Workshop photo folder
    • Brief description: Visual documentation for memory and communication.

Outputs – Metrics:

  1. Metric: Participants

    • Description: Number of people who attended at least half the workshop
    • Value: 24
    • Proof: Group photo and attendance list in Drive folder.

  2. Metric: Projects represented

    • Description: Number of different groups that participated
    • Value: 8

This level of detail is sufficient for this phase.

2. Activity Report - Practical Guide

A. Preparing resources and information

Before your network’s workshop (Miceli or Keras Buti), it’s very helpful if you can:

Gather in a folder:

  • Reports or records you already have
  • Presentations, documents, zines, materials
  • Photos and videos of activities

Think of 3–5 important activities you’d like to document:

  • Something that represents your work well
  • That has materials and/or numbers that can be counted

Identify who from your project can fill out this document:

  • Someone with some computer and Google Docs proficiency
  • Who knows the project’s activities well

If you don’t have time to prepare everything, no problem – in the workshop we’ll work directly with what you already have available.

B. How to fill out the Google Docs template (step by step)

Each project will have its own document called something like:

“Activity Report – [Project Name]”

The structure is based on a block that repeats once per activity.

Top of the document

At the top you’ll see:

  • A short block of “How to use this document”
  • A basic information section:
    • Project name
    • Network (Miceli / La Fundició / Keras Buti)
    • Contact person(s)
    • Territory
    • Link to the Drive folder where you’ll upload materials (reports, photos, etc.)

Activity block

Below you’ll find the first activity block. For each activity:

  1. Change the title to something like Activity 1 – [Activity name]

  2. Fill in the fields:

    • Description: what you did, with whom, how it went
    • Dates: when it happened (specific date or period)
    • Location: neighborhood / town / space

  3. In the Outputs – Deliverables section:

    • Make a list of deliverables
    • For each one indicate name, link, and brief description

  4. In the Outputs – Metrics section:

    • Add the metrics that make sense for this activity
    • Indicate name, description, value, and if it exists, a link to the source

Adding more activities

To add a new activity:

  • Copy and paste the entire block from a previous activity
  • Change the title (Activity 2…, Activity 3…, etc.)
  • Fill in the fields with the new information

No problem if it’s not perfect at first. During the workshops we can correct and refine together.

C. Next Steps

Later: taking this to Karma GAP

In the first workshops we will NOT ask you to:

  • Open Web3 wallets
  • Create Karma GAP accounts
  • Do anything “on-chain”

The goal of this first round of workshops is:

  • That you have a clear activity report in Google Docs
  • That you better understand your own work: activities, deliverables, metrics

In a second round of workshops (after December):

  • We’ll open or review Web3 wallets (Celo)
  • We’ll create or review Karma GAP accounts
  • We’ll copy, step by step, the information from the Google Doc to activities in Karma

All of this will be accompanied, you don’t have to do it alone.

If you have questions about how to fill out the report or what activities to choose, you can ask in the WhatsApp group: https://chat.whatsapp.com/LB9pK2swHYN6oTdX1erjbB

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