Reporting Guidelines for Grantees

We are delighted to fund your organisation and look forward to learning more about the progress of your project. Your Grants Programme Manager will remain your main contact throughout your project and if you need to discuss any changes to your project, please do not hesitate to contact them.

Monitoring and Evaluation

By monitoring – we mean that you are regularly collecting information about the progress of your project so that you know what you are achieving and can tell us about it.

By evaluation – we mean using the information you have collected to tell us about what you have learnt about the project. This should help you to review your project and compare it to what you hoped to achieve before you started. Evaluation tells us about the difference your project made, and whether anything has changed because of your project. Please help us learn from your successes and your mistakes.

Written reports, ongoing telephone and email contact with your Grant Programmes Manager will be the main channels of communication. We may also visit your project.

By outcomes – we mean the change that you want to see as a result of your project.

By outputs – we mean the activities that you will implement within the project.

See here to understand the difference between outputs and outcomes.

Baseline Report – You must complete and email the Baseline Report to us, including the updated financial information. We will use the information you give us, in particular the description of the outcomes, to help us monitor the progress of your project.

Progress Report – For projects lasting up to 12 months, we usually will not require a progress report and will only expect a final report.  Grantees who have been awarded a multi-year grant must also complete an annual progress report. A Progress Report Form will be emailed to you about a month before the report is due. In some cases, we may ask you to report more often.  Your Grant Programmes Manager will let you know whether you need to send additional updates.

For multi-year grants, no further payments will be made until you have submitted a progress report and this report is approved.

The Progress Report will ask you to tell us about your achievements, successes and challenges. Tell us about any changes or events which may endanger the success of your project or affect its future. Pending further discussion, we may agree to relevant changes. In addition to your narrative report, we welcome photos and digital copies of flyers, brochures, etc.

In addition, you should let us know about any changes to your bank details or project dates, as well as changes to staffing, funding sources, budgets and the content of project activities. It is important that you keep us informed of issues arising so that we can respond and support you as appropriate.

Final Report – Grantees are expected to send a final report within 60 days of the completion of their project. A Final Report Form will be emailed to you about a month before the project end date. In the final report we will ask you to:

  • Describe how you achieved the approved purposes, based on the expected outcomes that you stated in the baseline report.
  • Describe issues or changes and the impact on the timetable or costs
  • Send in project records, for example, digital images

Metrics – In addition to the narrative and financial information, we might ask you some quantitative questions (metrics) that will help us assess the aggregated impact of our granting.

We also carry out our own programme evaluation research and may ask you for additional information on your project outcomes as part of your work.

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