2026 HNRP Monitoring Guidance & Resources

Guidance materials

This guidance covers the roles and responsibilities for reporting, as well as key instructions and best practices. Frequently asked questions have also been provided at the end of the section.  

• Key references
• Reporting cycle
• Support and guidance
• Minimum reporting requirements
• XLS template for bulk imports
• Data responsibility

Key references

• 2026 HNRP: The Ukraine 2026 Humanitarian Needs and Response Plan can be found here.
• Strategic priorities: The ICCG guidance on the framing of the strategic priorities and considerations for planning and monitoring can be found here [being finalised].  
• Vulnerability criteria: The ICCG guidance on vulnerability criteria to guide planning and prioritization of assistance can be found here [being finalised].  
• Logframe: The monitoring indicators, which are categorized by strategic priority and sector, can be downloaded here. The logframe also outlines the required disaggregation of reporting.  

Reporting cycle

Project registration and planning

1. A project should be registered as soon as funding (or a commitment from a donor) has been received. A project should only be registered once, and details of the project should be updated as required.  
2. Project planning information should be reported when available and updated, if the project implementation plan changes.  

Monthly monitoring

1. For partners, the deadline for reporting on the progress of activities for a given month is the 10th of the following month (e.g. reporting on activities for the month of March need to be completed by the 10th of April).  
2. The database will be closed for five days (from the 11th to the 15th of the month) for data review, cleaning and validation by OCHA and the Clusters.  
3. The database will be opened again on the 16th of the month for partners to begin reporting on the current month. 

Support and guidance

Technical user support: For questions relating to access of the ActivityInfo Country Module database or technical issues relating to the ActivityInfo service, please contact OCHA at ocha-ukr-im@un.org.

Project registration and planning: For general questions or guidance relating to project registration and planning, please contact OCHA (ocha-ukr-im@un.org) in the first instance.

Sector guidance on reporting: For questions or guidance relating to sector-specific reporting, please contact the respective cluster focal point as listed below.  

Corrections to past reports: If previous report submissions need to be corrected, please contact the respective cluster(s) in the first instance, with OCHA in copy ocha-ukr-im@un.org. 

Minimum reporting requirements

Project registration and planning:

• For project registration, complete forms 2.2 and 2.2A.
  • Only the Lead Organization should create a project record, and must specify all implementing partners for the project. An implementing partner will be able to view the project record and create monitoring records against the project record.
  • Project name: The project name must be specified but may be in English or Ukrainian.  
  • Start and end dates: Specify the actual start date of the project, even if it commenced before 2026; and specify the actual end date of the project, even if it finishes after 2026.
  • Total Budget Requirement: For a multi-year budget, only specify the proportion of the project budget that relates to the activities to be delivered under the 2026 HNRP.
  • Note: Form 2.2A is only visible to the lead organization.
  • Donor Code: This is the project code that has been set up with the donor, which is for the partner’s reference only, but may be useful to support triangulation with funding reported to FTS. This code may also be used to link separate project records within the Country Module.  
  • Total Project Budget Requirement: For multi-year projects, specify the total project budget relating to both the budget for the 2026 HNRP, as well as the budget for previous and subsequent HNRPs.
  • Total Caseload for 2026: Specify the total unique number of people anticipated to be reached through this project in 2026.
• For project planning, complete forms 4.0, 4.1, 4.2. and 4.3.  
  • Project coverage [Form 4.0]: Specify the oblasts to be covered by the project; disaggregation by Raion and/or Hromada is optional.
  • Caseload per activity [Form 4.1]: Specify the number of people to be reached or the number of units to be delivered for each activity of the project. This can be broken down by implementing partner, if required. However, if only the total caseload is to be specified for an activity, leave the implementing partner field empty.  
  • Caseload per sector [Form 4.2]: Specify the total number of people to be reached in each sector. The logframe entity is to be left blank.  
  • Budget per implementing partner [Form 4.3]: Specify the total cost (i.e. the proportion of the total budget amount) of the project per implementing partner. This amount also needs to be broken down by sector. The cost may be broken down by modality as well, however, this field can be left blank, if not applicable.  
  • Budget per category [Form 4.3A]: This form MUST be completed by Health Cluster partners only, as per the guidance provided by the Health Cluster. The cost may be broken down by modality as well, however, this field can be left blank, if not applicable.

Monitoring:

• Activity achievements are to be reported monthly using Form 5.1A.
• The available indicators for reporting on the activities of the HNRP, including the required disaggregation, are outlined in the logframe (download here).  
• Cluster guidance should be followed to ensure complete and accurate reporting is achieved.  
• When reporting on the number of people reached through an intervention, the standard practice of reporting only new unique beneficiaries is to be applied, if not stated otherwise.

XLS template for bulk imports

• The XLS template to support offline data compilation can be downloaded here.  

Data responsibility

Throughout all stages of the response planning and monitoring cycle, the relevant actors will take all necessary measures to protect and safeguard sensitive data and to minimize the risk of attributing findings to specific individuals or households. Personally Identifiable Information (PII) of beneficiaries and humanitarian partners is not to be uploaded to ActivityInfo. The relevant actors will uphold data responsibility: the safe, ethical and effective management of data as outlined in the IASC Operational Guidance on Data Responsibility in Humanitarian Action. This includes taking measures to prevent the exposure of sensitive non-personal data, ensuring data protection and security in line with the principles for data responsibility in humanitarian action.