The benchmark for the success of project implementation by an organization is that the project that is implemented fully provides benefits to the beneficiaries because what is implemented really answers the needs of the beneficiaries. The accountability of the institution in managing the project will also be considered good so that it can become an accountable institution. It is not easy to maintain institutional accountability, especially if the project funding comes from a donor institution where there are limitations of time and resources that often make a project already considered good by the donor institution when it succeeds in displaying data in the form of fantastic figures in a short period of time when in fact it fails to measure the real investment value of the program against the impact that the project wants to achieve because the achievement of these figures fails validated as data that can be accounted for later

One of the challenges in maintaining organizational accountability is presenting accurate data, such as beneficiary data. Problems related to beneficiary data that often occur are double counting or one same beneficiary counted several times just because the beneficiaries participate in several activities carried out by the organization. This makes it seem as if the number of beneficiaries looks like a lot when in fact it is not that number. When holding activities, there is indeed a list of attendees. However, often this attendance list is only to see and count how many people attend and sort male and female participants, without examining whether the same name has participated in previous activities held by the same institution.

The impact of  this double counting not only makes the beneficiaries seem to be many, but also the analysis of the use of funds or project budgets becomes invalid. The one received by the beneficiary becomes smaller than it should be because the dividing number is bigger. The accountability of project governance as well as the project implementing agency may be questioned by donors in further evaluations, for example, due to data inconsistencies during project implementation at the time of project evaluation.

To mitigate the risk of these problems, the Project Lead of the Inovasi Tangguh Indonesia (InTI) together with the project implementation team created a form that became a data collection tool to the database of beneficiaries or program participants.

"This form answers the problem of double counting. The project implementation team does not only depend on the attendance list that is filled out when a beneficiary or program participant attends an activity. In addition, the project team can provide data to donor institutions and other parties including the program beneficiary community and other program stakeholders quickly and accurately," Phoebe Pandyopranoto, Project Lead of MITLTW-TIWA Project of InTI, explained.

With this Beneficiary Form, the same name will be detected and the project team can know the real total number of participants or beneficiaries of the project involved from the beginning to the end of the project. Valid and reliable information on the number of beneficiaries is a form of accountability of InTI and the MITLTW-TIWA program to the main beneficiary community of the program, donor institutions that fund the program and also other stakeholders involved in this program.

The information collected on this form includes the participant's name, gender, age, disability information and the type of activity being followed.

"The information of all project participants at all levels, from villages, districts, provinces, and nationals is summarized in this form," said Andi Tana, InTI Project Officer stationed in Malaka Regency, NTT.

For InTI, in addition to the number of valid participants accurately recorded, efforts to ensure the quality of data for participants in this program will also help ensure the accuracy of the analysis of the contribution of investment in project value to the results and impacts achieved by the project to support institutional accountability. (InTI)