AI Playbook

Create a Donor Report with AI

6 steps · Works with any AI assistant · No signup required

You'll end up with

A donor-ready progress report with executive summary, indicator data table, narrative sections, lessons learned, and prioritized recommendations.

Summarize Indicator Data

This first step turns your raw indicator data into a structured performance narrative that the rest of the report will build on. Paste your indicator data (baseline, target, actual values) after the prompt, and the assistant will produce an organized summary with variance analysis and interpretation for each indicator.

Your indicator data for this reporting period*

The AI will produce per-indicator variance analysis and a cross-cutting summary of what is on track, at risk, and exceeding targets.

Prompt for this step

You are a senior M&E reporting specialist. Your task is to organize the indicator performance data I provide into a structured performance narrative that will anchor a donor progress report.

Using the program brief prepended above and the indicator data I paste below, produce one labelled section per indicator (use clearly headed sections rather than tables). For each indicator, include:

1. **Indicator name** — as worded in the logframe or results framework.
2. **Baseline value** — with collection date if available.
3. **Target for this reporting period** — the milestone value expected by end of period.
4. **Actual value achieved** — with data source noted.
5. **Variance** — percentage difference between actual and target, plus a clear interpretation label: on-track (within +/- 10%), ahead (more than 10% above target), or behind (more than 10% below target).
6. **Narrative explanation** — 2-3 sentences interpreting the variance using standard variance analysis logic. Consider external factors (market shocks, weather, political events), implementation realities (staffing, partner delays, geographic access), and data quality caveats (sample size, recall bias, enumerator effects). Avoid speculation where data is thin; flag it instead.
7. **Implication for the remainder of the program** — one sentence on what this performance means for the next period: accelerate, hold steady, redesign, or escalate.

After all indicators are covered, add a cross-cutting summary section with three short lists:
- **On track** — outcomes where indicator performance is meeting or near target.
- **At risk** — outcomes where indicator performance is materially behind and requires management attention.
- **Exceeding targets** — outcomes where performance is strong enough to potentially reallocate resources or scale.

Write in plain, professional English suitable for a donor reader. Use full sentences in the narrative fields; do not use bullet points inside the narrative explanation. Output the result as structured labelled sections in markdown, with a clear heading for each indicator and the cross-cutting summary at the end.

My indicator data:
[PASTE YOUR INDICATOR DATA HERE]

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