Guidelines for the Monitoring Form

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Guidelines for the Monitoring Form Powered By Docstoc
					 GRANTS PROGRAMME 2007/08




                  End-of-grant monitoring questionnaire
           Covering the period from 01 April 2007 till 31 March 2008
The deadline for returning BOTH hard and electronic versions of your
Questionnaire is 20 May 2008.
Please send ONE signed hard copy of        Please email ONE electronic copy
this form, including all of your           of this form to:
evidence, to:                              grants@equalityhumanrights.com
Grants Unit
Equality and Human Rights
Commission
3 More London
Riverside, Tooley Street
London, SE1 2RG

If, having read this document, you need further advice, please contact the
Grants Unit on 020 3117 0235 or email grants@equalityhumanrights.com
using the subject title “End-of-Grant Monitoring”

Introduction
This self-assessment exercise should tell us how the work you have received
funding for has progressed and what was achieved in the funding period. We
also ask for evidence of achievements. This self-assessment exercise will also
ask how you have spent your grant funding.

   Please address EVERY milestone and output that you agreed to deliver
    as per Schedule 2 of your funding contract, that is, the agreed outcomes
    that form Schedule 2 of your grant contract.
   Only report on those outcomes we agreed to fund. These form Schedule
    2 and are attached to your grant contract (these may differ from the
    outcomes in your application form). We do not need to know about work
    that you may have undertaken for other funders.
   Keep a copy of the completed form and attachments you send us; you
    may need it if we come to visit your organisation or if we ask you to send
    more information.
When filling in the form you will need to refer to outcomes, milestones and
outputs:
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    Outcomes – these are the changes you planned to achieve in the short,
     medium and long term as a result of your activities or services in your
     chosen area of work.
    Milestones – these are planned and time-tabled stages of progress
     towards your outcome. They allow you (and others) to measure progress
     and success. They help to pinpoint areas where your strategy may be
     falling behind, and give you time to adjust your plans.
    Outputs – these are the activities undertaken as a means of achieving
     the broader outcome. For example, visits, seminars and workshops are
     outputs illustrating the number of individuals trained or briefed.

How to complete the form

Section 1 - Your Organisation
Please tell us if there have been any issues within the funding period in your
organisation that have had an impact on the delivery of your funded outcomes.
These could either be internal or external issues. Internal issues could include
governance, key staff changes, changes in your financial situation, or a
litigation case. External factors could include changes in the law or
government policy. It is important to bear in mind that we only need to know
about issues that have had a direct impact on your ability to deliver the
outcomes you have been funded for.
Section 2 - Your Project/Programme
2a – Your work
Use this section to provide information on each and every milestone and output
as detailed in the schedule 2 of your funding contract. Please address every
milestone and output in the order they are listed in the schedule 2 of your grant
contract. A worked example has been included on page 3 of this document.
Start with a brief summary of the progress for the outcome. Please include
details of any positive aspects in delivering this outcome or any difficulties you
may have faced that has impacted on the overall progress of this outcome. We
are particularly interested in the change that has taken place over the last 12
months. You could describe, in your own words, the changes that have taken
place or use other methods to achieve this, for example, you could submit a
short case-study that profiles how one beneficiary (or group of beneficiaries) of
your project has benefited over the course of the project – how their lives have
changed as a result of your work. (Please also refer to section 3b.)
Please then address each of the milestones and outputs in the tables provided.


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Milestones

  1. Copy the milestones in your schedule 2 document into the first column.
     Please use a separate line for each milestone.
  2. The second column “Progress” should contain either:
       Yes – if you have completed this milestone
       No – if you have not completed this milestone
       Partial – if this milestone has been started, but not fully completed
      Alongside the “Yes”, “No” or “Partial” please provide any further
      information that you feel will be useful to your grant officer when verifying
      your progress. For example, if you state “Partial” you may add “8 out of
      12 meetings attended”. If the milestone was achieved fully and on
      schedule, then a “Yes” will suffice.
  3. The third column deals with “Evidence” to support the milestone progress.
     The evidence that you are able to provide will depend on the nature of your
     project. Examples that we find particularly useful include: adverts,
     attendance lists, photos or training materials for activities that you have
     organised; copies of reports / research that you may have produced;
     meeting minutes that clearly document your developments / achievements;
     newspaper articles. Note, however, that this list is not intended to be
     exhaustive. Please detail this evidence in the third column.
  4. “Cross Reference” – If you are sending in leaflets, newspaper cuttings,
     minutes etc. as evidence, please label them clearly, either through
     numbering or initials, on the relevant document. Please note that it is
     preferable to make a note on the actual document, rather than label a
     plastic wallet in case the contents and the wallet become separated.

Outputs
Follow steps 1 to 4 as above. However, if your outputs contain a quantifiable
element i.e. a certain number of cases, or workshops or leaflets etc, please
detail in the progress column how many leaflets etc you have produced.
Please complete as many tables as appropriate e.g. if you have been
funded for 3 outcomes, please complete 3 tables.




                                         3
EXAMPLE for progress information on milestones and outputs
Outcome 1
           Milestones                            Progress                               Evidence                       Cross Reference*
Recruit a caseworker to deliver                                            Job Advertisement
                                   Yes: Recruited – May 2005                                                      M1 or Appendix 1
the outcome – May 06                                                       Person specification
Identify young people for the      Yes: 23 Young people identified –       List of young people involved in
                                                                                                                  M2 or Appendix 2
first programme – Sep 06           Sep 2005                                the programme
                                   Yes: Link with Police established –
Establish link with Police in      Aug 2005. Slight delay in delivering                                           Page 3 of the attached
tackling racial harassment – Jul   this milestone due to difficulty in     Minutes of the meeting                 minutes(M3) or page 3 of
06                                 getting the stakeholder to agree a                                             the minutes in Appendix 3
                                   date
Develop a training strategy for    Yes: Training strategy developed –
                                                                           Strategy document                      M4 or Appendix 4
the forum members – Dec 06         Dec 2005

            Outputs                             Progress                                Evidence                      Cross Reference*
                                   Partial: 10 Meetings attended,
12 Forum meetings attended to
                                   though there were problems with         Minutes of the meeting attended        O1 or Appendix 5
share and review the racial
                                   the forum please see outcome            during the funding period
incident in the borough
                                   summary for more detail.
                                   Yes: However we had a higher than
                                                                           Names of the three mentors and
3 Mentors recruited                expected turn-over of mentors and                                              O2 or Appendix 6
                                                                           their brief
                                   we ended up having to recruit 5.
                                                                           A copy of the leaflet and area of
2000 leaflet distributed to                                                distribution or list of organisation
                                   Yes                                                                            O3 or Appendix 7
promote the services                                                       through which the leaflet were
                                                                           distributed

* We would like you to cross reference (or signpost) the evidence. You may want to use specific codes for the documents presented as
evidence or you may simply want to use file dividers to divide the files into various appendices. The important thing is to clearly signpost
the evidence so that it is easy for your grants officer to link the evidence with the milestone / output you are reporting progress on.

                                                                     4
Section 2b – The people you serve
Please fill in information about the age, sex and ethnicity of the people who
have benefited from your project over the last year. Please use actual
numbers rather than percentages. Please complete as many tables as
appropriate e.g. if you have been funded for 3 outcomes, please complete 3
tables.
Section 3a - News/success/best practice
We want to know what difference our grants make. We also want to use your
experiences of what works and what doesn’t to inform our own policy work. To
help us we ask you to tell us about any important news, success or best
practice that has been generated by your project. A few examples might be:

    How, step by step, you have successfully engaged with a group who are
     often referred to as “hard to reach”;
    How you built a successful cross-agency partnership and what you think
     were the main ingredients to this success;
    You could provide tips or best practice that you have discovered about
     how to run a successful outreach programme.
We would also be interested in seeing any media clippings that profile your
project or its beneficiaries. As well as sharing your experiences with our policy
department, we may also forward work to our communications team so that
your experiences can be shared more widely. If this is the case we will contact
your organisation for consent in the first instance.
Section 3b – Case study
Please provide a case-study of a local beneficiary whose life has been
positively affected by your work. A local beneficiary could be either an
individual or an organisation you have worked with or changes and
improvements you have made to an area which your organisation covers.

Section 4 – Financial Information

Please tell us how you have spent your grant in the last year. In each financial
table you will need to:
   A. Report on the projected expenditure at the beginning of the project. (This
      should approximately reflect the information provided on your application
      form.)
   B. Report on the actual spend – that is all expenditure incurred by the end of
      31 March 2008.
   C. Explain all variances. For example, if you had difficult in recruiting
      personnel for the project, you should take this opportunity to tell us what
      financial impact this had on the project.

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4a. Please insert the total amount you were awarded. (Please note this may
be different from the total amount you have received to date.)
4b. Please write in the amount of grant that remains unspent as at 31 March
2008. Please be sure to get this figure right as it will be checked and signed off
against your audited accounts when these become available.
4c. Please tick only one of the four boxes and include a cheque, postal order or
spending plans with your monitoring form.
Please return any unspent grant if any of the following applies:

    Your organisation is not in receipt of funding for the main 2008/09 grant
     funding round, which runs from 1 April 2008 to 31 March 2009.
    Your organisation has completed the work outlined in schedule two of
     your grant contract but you did not spend the entire grant.
    Your organisation has not completed all of the work outlined in schedule
     two of your grant contract but you do not intend to complete it.
Your grant contract, under section 5.4, states:
      “With prior written approval of CRE, a maximum of 20% of the grant may
      be carried forward into the 2008-2009 financial year providing that the
      organisation demonstrates that these funds are committed to achieving
      the outcomes contracted for and the organisation is successful in the
      grant round in the 2008-2009 funding cycle. Any funds over and above
      this percentage must be returned to the CRE by the end of the grant
      period by cheque or postal order.”
If your organisation would like to carry over a percentage please make it clear
on a separate sheet how this funding will be spent. Please include dates by
which each milestone or output will be completed.

Section 5 - Signatures
5a. The main contact must sign this section.
5b. The Chair, Secretary or Treasurer must sign this section.


CHECKLIST – Have you:
   Filled out all sections of the form?
   Responded within the required deadline?
   Attached and clearly numbered/labelled supporting evidence in respect of all
the milestones and outcomes? (See section 2)
   Completed section 5 with the correct signatories?
   Submitted ONE hard copy and ONE electronic copy?

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