Tuesday, December 26, 2006

Reporting to Grant Donor After End of Project

You know that communication is everything in raising grant donations.

Let's say that your organization received its first grant five months ago for a new program. You work at Slow Drivers Assistance (SDA) and your group received the grant from Safe Driving Foundation for a new educational program called "Driving At the Speed Limit With Confidence". You applied for the grant and after receiving it, understood that the grant money would cover the workbooks, guest speakers' fees, and the rental car you used to practice with your agency's clients. The new class began three months ago. Safe Driving Foundation provided their assistance and in return asked that at the end of your project you provide them with a "End of Project Report".

You may ask, 'what the heck is an End of Project Report'?

This is a report that explains to the grant donor:

1. That your group and constituents appreciate their participation.
2. What did their money pay for? (You may break this down as a quick budget or write out what their money paid for (unless they asked for a specific format; follow their directions, always)). Include what was paid for by them, your organization, and include what was paid for by other donors.
3. What, in general, was achieved with their assistance?
4. If the grant donor required any advertising (or none) was this honored?
5. Did you follow up your program/project by studying/surveying the attendees, participants, recipients, etc. to get their feedback? If so, what were the results? How was feedback determined? (It's ok to share the negative comments, too - nothing is perfect - state what your group learned from this negative feedback).
6. Did you track project/program results? If so, what were they? How were results determined? (It's ok to be honest about poor results; state what lesson you learned from them).
7. Will you do this project/program again? When?
8. Thank them again.

It is always important to get any reporting that a donor requests to them on time, filled out completely, and honestly. This is true, too, for grant donors.

Even if a grant donor does not require such a report, provide them with the following reporting at the end of the project/program that they donated towards to be communicative, thorough, and to provide them with information about where their money went, and what it did in your community. If you provide them with a one page report that details the above described results and information, they'll know that your organization is honest, professional, on top of your work, and communicative. This will lead them to strongly consider another grant request from your group (when they allow another grant request from grant recipients). This is the goal; a relationship!

Here's an example End of Project Report based on your organization's latest program.

(Example beginning)
Driving At the Speed Limit With Confidence End of Program Report
Slow Drivers Assistance
August, 2006

On behalf of Slow Drivers Assistance's (SDA) clients, volunteers, and staff, thank you for your participation in our program and all of your excellent work in our community.

On March 2, 2006 we received from the Safe Driving Foundation a grant, in the amount of $5,000 to pay for the clients' workbooks, guest speakers' expenses, and the rental car expenses.

Ricky Recovered Slow Driver speaker fee -----$ 500
Leslie Stay In Her Lane travel costs-----------$1000
Leslie Stay In Her Lane speaker fee ----------$1000
12 How To Stay On Speed Workbooks --------$1200
1 Rental Car for one month -------------------$1000
Rental Car Insurance -------------------------$ 300
Conference Room Fee for 10 sessions--------- $ 100 (Paid for by Ford Foundation)
Coffee, Desserts, Bagels ---------------------- $ 500 (Paid for by local Starbucks store)
1 SDA Staff (at 20 hours) ---------------------$ 400 (Paid for by SDA individual donors)
1 SDA Administrator (at 5 hours) -------------$ 100 (Paid for by SDA individual donors)
Photocopies, Mailings, Paper, Printing --------$1000 (Paid for by Speedy Mavens Foundation)
Total Accounts Payable: $7,400

Donations received from clients --------------$ 100
Total Accounts Receivable $100

Net Accounting for Program: $7,300

At the end of ten free sessions for 12 low income drivers who are afraid to drive the speed limit, 80% of attendees were able to drive the speed limit. This is safer for the clients, their loved ones in the car with them, and for others driving on our community's roads.

As Safe Driving Foundation asked that their donation be accepted as an anonymous gift (when listed or described publicly) we honored your request. When your grant was listed, we noted the donor as "anonymous".

At the end of the course all twelve participants were asked to fill out a one page survey asking for their feedback. They were given questions and then asked to respond on a scale. The scale ranged from 1 to ten; one being "very poor" and ten being "excellent". All twelve students returned their surveys and SDA received "excellent" marks, in 70% of the surveys, on all aspects of the class but one. 90% of our students felt that the class would be better if we had more sessions. Next year we will spread the cirriculum over more class sessions. If you, at the Safe Driving Foundation, would like to see a blank copy of the survey that we used, we are happy to provide you with one.

We tracked the results of our course among the students by noting attendance at each class, progress made in the class work, and progress made in practicing driving at the speed limit. As stated above, 80% of the students, who began this course unable to drive at the speed limit for fear of 'speeding', are now able to regularly drive at the speed limit. SDA continues to encourage, assist, and work with the 20% who did not achieve the course's goal. Their success at driving safely at the speed limit is not required for the class, but rather a goal that we hope to meet.

We remain grateful, here at Slow Drivers Assistance to the Safe Driving Foundation for your working with us to assist people to be able to drive safely for the good of all.

If you have any questions or comments on this educational program or how your grant money was spent, please call our office at 555-5555 and ask to speak with our Executive Director, Sam Safety. We're happy to share any information that we have. Again, thank you.

(End of example)

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