TerraFund Report Quality Assurance Process

Efficient project management and quality assurance are essential to ensure the success of our restoration projects. TerraFund for AFR100 is a program that deploys grants, loans, and equity investments to support non-profit community organizations and for-profit businesses in Africa that restore land by growing trees. Within this framework, a robust report quality assurance process is imperative to maintain accuracy, transparency, and accountability.

Quality Assurance Process Purpose

This document serves as a comprehensive guide to the TerraFund Report Quality Assurance Process, outlining the steps involved from report submission to payment processing by TerraFund Partners. By defining roles, responsibilities, and timelines, we aim to streamline the workflow and facilitate seamless communication between all involved parties.

Process for Non-Profits:

• Notification and Submission: Once a champion submits a full report in TerraMatch that includes a project report, site reports, and nursery reports, the TerraMatch team and One Tree Planted's project manager are notified.
• Project Quality Assurance: The project manager initiates a thorough review of the submitted report(s), ensuring data accuracy and consistency. Any queries are communicated to the partner for clarification through TerraMatch. The champion will receive a notification on their TerraMatch account.
• Feedback and Revision: The champion receives feedback from their project manager and is expected to address any inquiries or provide additional information as requested by the project manager. All additional information should be added on TerraMatch on the section where the information was requested.
• Final Review and Approval: After revisions are made, the project manager conducts a final review to verify the detailed information provided and accuracy of the report. Upon approval, the report is is considered ready for payment processing. If the project manager still needs more clarification after this stage, they will reach out to request further information via TerraMatch.
• Payment Processing: Following final approval on all reports, the project manager requests an invoice from the champion to initiate the payment process while engaging the finance team. 

Process for For-Profits:

• Notification and Submission: Once a partner submits a full report in TerraMatch that includes a project report, site reports, and nursery reports, the TerraMatch team and World Resources Institute's enterprise manager is notified.
• Project Quality Assurance: The enterprise manager initiates a thorough review of the submitted report(s), ensuring data accuracy and consistency. Any queries are communicated to the champion for clarification through TerraMatch. The partner will receive a notification on their TerraMatch account.
• Feedback and Revision: The champion receives feedback from their enterprise manager and is expected to address any inquiries or provide additional information as requested by the enterprise manager. All additional information should be added on TerraMatch on the section where the information was requested.
• Final Review and Approval: After revisions are made, the enterprise manager conducts a final review to verify the detailed information provided and accuracy of the report. If the enterprise manager still needs more clarification after this stage, they will reach out to request further information via TerraMatch.
• Payment Processing: Depending on the terms set in the contract, the champion may be receiving tranche-based payments. These payments are conditional on the completion of the reports and loan repayments, but the terms and timeline for the payment tranches may vary. Please review your agreement and/or this article on TerraFund Loan and Equity Investments to learn more.

It is important to note that corresponding payments or contractual installments cannot be given to the partner until the project or enterprise manager approves the report. A report submitted on time is reviewed on time. and the payment is released without any delays.

Both the champion and TerraFund implementing partners play an important role to make this process smooth and swift. This process takes at least 30 days, which means it is important to report on time so the team can address any issues on the report within that time and incorporate input from the champion and proceed with processing payments.

Conclusion

The TerraFund Report Quality Assurance Process serves as a vital mechanism for maintaining project integrity and accountability. By keeping up the great restoration work we are doing, adhering to established projects milestones, timelines and fostering effective communication, we can support and accelerate the land restoration movement in Africa.