The Culture Cone

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Report submitted by

First

Last

Project name and number

Report Number *

Year 1A
Year 1B
Year 2A (Mid-Project Report)
Year 2B
Year 3A
Year 3B (Final Report)

Reporting Period *

1 January - 30 June
1 July - 31 December

Note: This report is for a 6 month period. However for the financial and volunteer hours sections please calculate over a 12 Month period - add your last reports numbers to this reporting period and enter the combined total.

Reporting period year

File uploads can be done on the last page

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Milestones are significant moments or activities and usually refer to your project plan and its actions and outputs..

Milestones

Milestones accomplished.

List the significant things (milestones) achieved during this reporting period? How many people did you help? What was exciting during this reporting period? What did you do? etc.

Milestones planned but not achieved or achieved with variance.

Discuss what went right and what went wrong, how did you respond to obstacles? What things are you happy with even if they are different from your initial project proposals actions and outputs? Why?

Milestones previously reported with issues.

Discuss previously reported issues here. What has happened? How did you solve problems? Have your methods changed? How do these issues relate to the overall project?

Milestones planned
Please describe your hopes and plans for the next reporting period below.
Usually (although not always) a milestone will relate to an action or output mentioned in your project proposal.
Also use this risk management matrix (opens in new tab) and plot the risk factor regarding each of your anticipated milestones.

Select below how many milestones you hope to achieve in the next reporting period?

How many milestones?

1: Milestone planned

1:Milestone risk assessment

Low Risk	Medium Risk	High Risk	Extreme Risk
Low RiskMilestone 1 Low Risk	Medium RiskMilestone 1 Medium Risk	High RiskMilestone 1 High Risk	Extreme RiskMilestone 1 Extreme Risk

2: Milestone planned

2: Milestone risk assessment

Low Risk	Medium Risk	High Risk	Extreme Risk
Low RiskMilestone 1 Low Risk	Medium RiskMilestone 1 Medium Risk	High RiskMilestone 1 High Risk	Extreme RiskMilestone 1 Extreme Risk

3: Milestone planned

3: Milestone risk assessment

Low Risk	Medium Risk	High Risk	Extreme Risk
Low RiskMilestone 1 Low Risk	Medium RiskMilestone 1 Medium Risk	High RiskMilestone 1 High Risk	Extreme RiskMilestone 1 Extreme Risk

4: Milestone planned

4: Milestone risk assessment

Low Risk	Medium Risk	High Risk	Extreme Risk
Low RiskMilestone 1 Low Risk	Medium RiskMilestone 1 Medium Risk	High RiskMilestone 1 High Risk	Extreme RiskMilestone 1 Extreme Risk

5: Milestone planned

5: Milestone risk assessment

Low Risk	Medium Risk	High Risk	Extreme Risk
Low RiskMilestone 1 Low Risk	Medium RiskMilestone 1 Medium Risk	High RiskMilestone 1 High Risk	Extreme RiskMilestone 1 Extreme Risk

Milestone review

Being mindful of your project proposal, do the milestones mentioned in this report indicate you are on track? Explain your answer.
Consider; How has the project progressed compared to the original plans?
Has the expected completion date changed?
What other conclusions or decisions have been reached during the period that indicates progress status?

Milestones review (final)

Being mindful of your original project proposal, are you satisfied with the end outcomes for the project? Are you satisfied with any variance that you had to your initial project proposal?
Explain your answers.

How likely are you to achieve your ambitions for the next reporting period?

Likelihood of achieving ambitions.


0	1	2	3	4	5	6	7	8	9	10

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Financial report (Snap Shot)

Please provide all amounts in AU Dollars Currency Converter

6 month period - 1 July to 31 December

Financial report (Snap Shot)

Please provide all amounts in AU Dollars Currency Converter

Please add your previous 1 July to 31 Dec numbers with the current reporting period and enter the combined totals below.

12 month period - 1 July to 30 June

Financial report (Snap Shot)

Please provide all amounts in AU Dollars Currency Converter

6 month period - 1 Jan to 30 June

1. Starting funds balance

Funds on hand at start of reporting period (include bank and cash)

Income

2. Australian Mercy

Funds received through Australian Mercy

3. Local income

Donation income received from local sources (other than via Australian Mercy)

4. NGO's, Government & Grants

Income from other NGO's, Governmental bodies or Grants that bypassed processing by Australian Mercy

5. Goods and services

Income from services or items sold

6. Investments and Interest

Investments or interest income

7. Other income

Any income that is not listed above

8. Total income

Auto Calculates - total from 2 to 7

Expense

9. Direct project

The funds you spent directly on the project

10. Administration

Office costs, phones, computers, postage, internet costs, stationery, etc

11. Maintenance and Vehicles

Property and vehicle maintenance, vehicle insurance registration etc

12. Grants and Donations given

For example ,a grant you have given for an orphan to go to school or a gift you gave to someone who has served the project or a donation you made to a like-minded organisation
(must be relevant to the project aims)

13. Personnel

Staff training and welbeing, payrol etc

14. Other costs

Any other costs that were met from funds.

15. Total expenditure

Auto Calculates - total from 6 to 11

16. Balance on hand

Auto Calculates - 1+8 minus 15

Liabilities

17. Total current liabilities

Debts or obligations that you expect to settle during the next reporting period

18. Total non-current liabilities

long-term debts or obligations that you don't expect to settle during the next reporting period

19. Total liabilities

Auto Calculates - Combined current and non current liabilities 17+18

Assets Register

List new material assets and their valuations, that the project has purchased during this reporting period. (an item is considered an asset when it has a value of more than AUD 1000 )
Please also list your complete updated asset register here (including valuations).

Assets disposed of

List any assets sold / lost / destroyed during this reporting period.
If sold. be sure to list the income above.

20. Total assets

Total value of material assets listed in the register above.

21. Net position

Auto Calculates - The current value of the project. Total assets minus total liabilities. 16+20-19

Assets management (final)

Please review the Australian Mercy Disposal of Assets procedure.
How will the Assets of the project be managed? Please comment fully on the disposal of assets.

Current profit and loss and balance sheet

These financial documents can be in your local currency and should correspond with the reporting period of this form

I have these documents
I don't have these documents

These documents are fundamental to good financial record-keeping. It would be wise to improve your accounting procedures by utilising them. Please feel free to discuss this further with us.

Please submit the documents with this form - You can do so on the last page.

You must finalise your accounting records at the project cycle's end. Please organise this and email a copy to [email protected].

Recent accountants report

We understand you may not have an accountant's report for this reporting period, but please submit the most recent. This report can be in your local currency

I have an accountants report
I don't have an accountants report

Final accountants report

This report should be current for the end of the project cycle and can be in your local currency

I have an accountants report
I don't have an accountants report

Report currency

Please state the currency of your reporting documents

Please submit the document with this form - You can do so on the last page.

You should have your accounting records checked by an accountant at the end of your financial year. Please make sure you have this available for submission with your next report. Feel free to discuss this further with us.

You must have your accounting records finalised and checked by an accountant at the end of the project cycle. Please organise this and email a copy to [email protected].

Financial control

Rate the implementation of your financial management and control system.

Chaotic
Inconsistent
Marginal
Adequate
Effective
Exceptional

That's great to hear! We are happy to receive tips as to how you think we can further assist you or other projects; comment below.

Financial control explanation

Please describe how you intend to rectify this situation.
Please indicate if you would like specific assistance from our accounts department.

Financial control explanation (final)

How could we have made the job of financial management easier for you?
Do you have comments about your management processes or the requirements that were placed upon you during the project?

Financial comments

Do you anticipate an increase or decrease in income?
What has been your most significant financial challenge? What plans do you have to meet your financial requirements?
Did you have or are you planning to have any major fundraising events? How will you spend the proceeds?

Financial comments (final)

What has been your most significant financial challenge throughout the project?
Describe the current financial position of the project
What plans are in place to manage any remaining project funds?

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Staff and associates

Please comment on staff morale?
Are there any complaints about management or conditions?
How about staff training and development? Are staff familiar with your policies and procedures?
Describe how you have partnered with other organisations. If you used teams, what did they do? How many people? etc

Child protection

Select all that apply

We have an Operational Child Protection Policy and Procedures
We are yet to rollout a functional Child Protection Policy and Procedures
We have had an issue relating to Child Protection

Note: Having an Operational Child Protection Policy and Procedure in place is a non negotiable requirement. Please Implement this with haste.
The The Australian Mercy Policy and Procedures Manual contains sufficient information to make this possible. Comment below on how you will fulfil this expectation. Please ask for assistance if required.

Child protection comments

Please comment on any issue related to Child Protection.

Staff security clearances

We have valid security clearances on file for all current staff
We don't have all staff security clearances on file

Note: Having staff security clearances on file is a non negotiable requirement. Please Implement this with haste.
The Australian Mercy Policy and Procedures Manual contains sufficient information to guide you in this requirement.

Please list below staff for whom you don't have a security clearance on file and comment on how this will be rectified. Please ask for assistance if required.

Security clearance, actions and comments

Staff and associates (final)

Please list any suggestions on how Australian Mercy could serve better in relation to general project staff.

Hours worked

Please estimate the combined hours allocated to the project within each specified category for the six-month reporting period.

6 month period - 1 July to 31 December

Hours worked

Please estimate the combined hours allocated to the project within each specified category for the twelve-month reporting period.
(add your previously submitted 1 July to 31 Dec numbers with the current reporting period and enter the combined totals below).

12 month period - 1 July to 30 June

Hours worked

Please estimate the combined hours allocated to the project within each specified category for the six-month reporting period.

6 month period - 1 Jan to 30 June

1. Project assistant (general staff)

A person volunteering for general duties.

2. Project officer (skilled staff)

A person volunteering in country with defined skills, i.e. professional building teams.

3. Middle professional (group leader)

Nurses, IPHC workers, teachers, TESOL workers, trainers, community educators.

4. Project manager (site manage)

Administrative staff and on site manager.

5. Team leader (PMG members)

PMG member or a defined leader of significant responsibility.

6. Higher professional (legal, finance)

Doctors, lawyers, accountants.

Staff List

Please list all the names of your staff and indicate if they are full or part time (FT PT) and their primary work category 1 - 6 as above.

Project management group

Please comment on how you are going as a PMG?
How often are you discussing the project? Are you working well together? Are you on top of policy requirements or do you need help?
Describe the effectiveness of your group.

PMG membership

Do you want to add a new PMG member or update an existing member's contact details?

Update
Not now

Updating existing PMG Member details? Please inform of the updated details. Adding a new member? Please describe who is resigning or why are you adding a new member and enter the new names. An email will be automatically sent to any newly nominated PMG member with a request for further information.

New Members

Select the number of new members (if required)

1. Name

First

Last

1. Email

2. Name

First

Last

2. Email

3. Name

First

Last

3. Email

PMG membership changes

Project management group (final)

Please comment on your experience as a PMG over the life of the project.
Overall did you feel the PMG was able to serve the project effectively? In what ways could Australian Mercy improve our service of you as a group?
Other comments?

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Evaluation, Monitoring and Followup

Include details regarding your project monitoring practices. How did you as a PMG stay aware of the project operations? etc

Statement of evaluation
Review samples (opens in new tab)

Statement of Evaluation

Other information and project modifications

Discuss other things you would like to report not already mentioned.
If you discover you are off track from the original project proposal what would you like to do about that? Do you need to modify the original project design or address issues? Comment fully here.

Other information (final)

Discuss other things you would like to report not already mentioned.
Please feel free to make any general comments about your experience in the life of the project

Story

Please "tell a story" - write a few summary paragraphs about the project so far. Write of an exciting happening. You can include pictures (upload on last page) and testimony. For security purpose you may change names.

Permission to use story

Please indicate if your story (and attachments) may be used in an Australian Mercy publication, such as a newsletter or annual report.

How would you rate your projects overall effectiveness?

Project effectiveness rating

Rate 1 out of 10Rate 2 out of 10Rate 3 out of 10Rate 4 out of 10Rate 5 out of 10Rate 6 out of 10Rate 7 out of 10Rate 8 out of 10Rate 9 out of 10Rate 10 out of 10

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Mid Project Evaluation
Ideally, the following list should be discussed and completed as a joint exercise between an on-field manager and a visiting external review person such as a PMG member, an experienced development worker from another project or an Australian Mercy staff. We recognise that several areas of focus are covered in other parts of this report but we have repeated them here in order to maximise input from a visiting reviewer.

This list will assist in the following ways:
• As a review of current situational progress
• As a motivator to improve performance in the mentioned areas.
• Encourage the development of relationships between project stakeholders
• Assist in the measurement of progress towards project objectives
• Promote the development of recommendations for project improvement

External reviewer

Did you have an external review person visit the project and discuss the following focus areas?

External reviewers name

First

Last

Reviewers email

Visitation date

Comment on and rate your relationships with;

Direct beneficiaries

Direct Beneficiaries