TerraFund Report Quality Assurance Process

Every report submitted on TerraMatch goes through a quality assurance process to maintain accuracy, transparency, and accountability. This article serves as a guide to the TerraFund Report Quality Assurance (QA) process, clearly defining the roles and responsibilities of each stakeholder involved, as well as the timelines and steps followed to ensure every report meets the required standards before approval.

The purpose of the quality assurance process

Quality assurance Process for Non-Profits

Quality assurance Process for For-Profits (Enterprises)

The Purpose of the Quality assurance process

Every six months, Champions are required to submit reports through TerraMatch. These reports undergo a quality assurance review conducted by project managers from the VIA Foundation and WRI teams for non-profit organizations, and enterprise managers for enterprise organizations. This process ensures that projects are progressing according to the agreed milestones, timelines, and contractual requirements.

Once all reports are approved, payment is processed. Throughout this process, clear and timely communication between champions and the TerraFund team takes place directly through TerraMatch, ensuring data accuracy and consistency. Quality assurance is a vital mechanism for maintaining project integrity, accountability, and transparency, which are essential to ensuring the success of our restoration projects.

Quality assurance Process for Non-Profits

• Notification and Submission: Once you submit a complete report in TerraMatch, notifications are sent to the TerraMatch team and your assigned project managers from the VIA Foundation and WRI for review and follow-up.
• Reports Quality Assurance: Your project manager conducts a thorough review of the submitted reports to assess the progress of your project, comparing the data in your contract against the information you have submitted to verify accuracy, completeness, and consistency. If any questions or gaps are identified, the project manager will communicate these directly to you through TerraMatch. You receive a notification in your TerraMatch account requesting clarification or additional information.
• Feedback and Revision: You review the feedback from your project manager and you are expected to address any queries or provide additional information as requested. All updates and additional information must be submitted on TerraMatch, in the specific section where the clarification was requested within 5 days of receiving the feedback.
• Final Review and Approval: Once revisions are submitted, your project manager conducts a final review to verify the accuracy and completeness of the report.  If further clarification is still needed at this stage, your project manager will follow up with you via TerraMatch. Upon approval, the report is considered ready for payment processing.
• Payment Processing: Following final approval of all reports, submission, review, and approval of polygon data (where required) by the GIS Associates, and the project is on track to meet the targets outlined in the contract, the project manager begin the payment process and coordinates with the finance team to complete the payment steps.

Quality assurance Process for For-Profits (Enterprises)

• Notification and Submission: Once you submit a complete report in TerraMatch, including the project report, site reports, nursery reports, and disturbance report, notifications are sent to the TerraMatch team and your assigned enterprise manager from WRI.
• Report Quality Assurance: The enterprise manager conducts a thorough review of your submitted reports to assess the progress of your project, comparing the data in your contract against the information you have submitted to verify accuracy, completeness, and consistency. If any questions or gaps are identified, the project manager will communicate these directly to the you through TerraMatch. You receive a notification in their TerraMatch account requesting clarification or additional information.
• Feedback and Revision: You receive feedback from you enterprise manager and you 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 further clarification is still needed at this stage, the enterprise manager will follow up with you via TerraMatch. 
• Payment Processing: Depending on the terms set in the contract, you may receive payments according to the agreed-upon schedule. These payments are conditional on the completion of the reports and loan repayments. Please check your agreement and/or this article on TerraFund Grants, Loans, and Equity Investments to learn more.

This process takes at least 30 days, and both Champions and project and enterprise managers play an important role in keeping it smooth and efficient. Submitting your report on time ensures it is reviewed promptly and that your payment is released without delays. Please note that payment installments cannot be processed until your project or enterprise manager has approved your reports.