Civora
Guide contents

Department guide

Programmes

Delivery on the ground: projects, activities, field reports, participants and implementing partners.

Who uses it: Programme managers and officers, field staff, and anyone following deliveryOpen in Civora

What it is for

Programmes is where the work the organisation exists for is planned and evidenced. A project is funded by one or more grants, has a team, locations and a budget, and is delivered through activities that someone owns and moves from planned to completed.

Field staff send field reports from their phones, even without network; supervisors review them, and M&E validates the figures that count towards the project's indicators. People served are registered once in the participants register, and local organisations delivering part of a project are managed as implementing partners with their own sub-grant.

Its menu

Each entry in the workspace menu and what you do there. You only see the entries your role allows.

  • Overview

    Active projects, how many activities are done, field evidence this month, people reached this quarter, and what needs attention.

  • ProjectsDelivery

    Every project with its lead, grants and delivery. Open one for its grants, budget, results framework, team, partners, participants and requests.

  • ActivitiesDelivery

    The workplan: filter by mine, overdue, blocked or project. Blocked activities ask for support from the project lead.

  • Field reportsDelivery

    Reports from the field: yours, those waiting for your review, those waiting for M&E validation.

  • ParticipantsParticipants & partners

    The register of people served, with consent, duplicate checks, project enrolment and attendance by session.

  • Implementing partnersParticipants & partners

    Implementing partners: capacity assessments, sub-grant agreements, their reports and disbursements.

Setting it up

1Create your first project

Programme manager

  1. Open Programmes → Projects and choose New project.
  2. Give it a name, dates, sector and locations, choose the lead, and tick the grants that fund it.
  3. Add the team: everyone on the team (and only them, for programme managers and field officers) sees the project.
  4. Ask finance for budget lines on the project, or add them yourself from the project if you manage budgets.

2Plan the activities

  1. From the project, choose Add activity.
  2. Set the owner, due date, location and the budget line it will spend from.
  3. Owners update progress themselves; a blocked activity asks the project lead for help.

3Get field reporting ready

  1. Ask M&E for the report templates your field staff will use (MEL → Report templates).
  2. Field staff open Civora on their phones and install it (browser menu → *Add to home screen*), so the report form works offline.

How to

Submit a field report (online or offline)

Field staff

  1. Choose New → Field report, or *Submit field report* on the project or activity.
  2. Pick the project, the activity and the template, then fill in the figures and attach photos or registers.
  3. Without network, the report is saved on the phone and sent automatically when the connection returns; it is never sent twice.

A supervisor can approve, ask for changes or reject. If changes are asked for, you see the comment on the report and in your attention list.

Review a field report

Supervisors and programme managers

  1. Open Field reports or your Approvals inbox.
  2. Check the figures against the evidence.
  3. Approve, ask for changes with a comment, or reject. Approved reports go to M&E for validation.

Register participants and record attendance

  1. In Participants, register a person once, with their consent; Civora warns you about likely duplicates.
  2. Enrol them in the projects they take part in.
  3. Record a session's attendance by participant code; each project then shows unique people reached by sex, age and disability.

If a person withdraws consent, their personal details are erased and only anonymous counts remain.

Bring in an implementing partner

  1. Add the partner in Implementing partners; it also becomes a contact in Finance.
  2. Record a capacity assessment (governance, finance, procurement, people, MEL, safeguarding). A weak finance or safeguarding score makes the partner high risk.
  3. Sign a sub-grant agreement on a project budget line. Its report schedule is created automatically (monthly for high-risk partners).
  4. Disbursements are paid by Finance as bills on that line.

Rules Civora enforces

Controls built into the system, so good practice does not depend on memory.

  • Programme managers and field officers only see the projects they are on or lead.
  • Field reports count towards indicators only once M&E has validated them.
  • A partner cannot be activated before its capacity assessment, and Finance cannot approve the next tranche while a partner report is overdue or the partner is suspended.
  • Registering a participant needs recorded consent (Data Protection Act, 2019).

How it connects

Grants & FundingEach project is funded by grants; spending is charged to the grant's budget lines and its donor rules.Monitoring, Evaluation & LearningValidated field reports become indicator results, judged against targets in MEL.Finance & AccountingPartner disbursements and project spending post to the ledger by grant and project.Everyday work for everyoneActivities and reports needing your decision appear in your Approvals inbox.

Questions

Why can't I see a project?
Programme managers and field officers see only the projects they are on. Ask the project lead to add you to the team.
Does the field report form really work offline?
Yes, once Civora has been opened on that phone with a connection. Reports wait on the phone and sync when the network returns.

Last checked against Civora on 30 Oct 2026.