Monitoring Feedback
Evaluation and monitoring is the process by which you can check
that your organisation is meeting its aims and objectives and
achieving the plans outlined in your funding application form. This
is an important part of the funding process. It is a standard term
and condition of your grant that you must return monitoring
information twice a year. The first monitoring form is required 6
months after the funding closing date, with the second/ final one
at the end of the years funding or once the project/ event has
finished.
Timescales for monitoring feedback:
| Funding Round |
February |
September |
| First Monitoring form required |
By the end of August |
By the end of March |
| Second/final monitoring/project evaluation |
By the end of January |
By the end of August |
You must return monitoring and evaluation information,
as failure to do so will impact on your next funding
application.
Guidance on completing monitoring form
The first section is where you need to supply your organisations
details. It is important that you put the project reference number
down; the funding round that you were awarded at; and contact
details, should you need to be contacted for further
information.
Question 1
This is self explanatory – the
number of participants that the project/ service has benefited. If
that number is over 100, then please could you state how many.
Question 2
Here you will need to supply
information regarding the beneficiaries. This will include the
ratio of men to women; age; area of residence; whether they have
any disabilities; or are a BME beneficiary. If you could supply
graphical visuals to support your claims, that would be very
helpful.
Question 3
You will need to explain in
detail how exactly the people using your service/ project are
benefiting from it. This would include: activities undertaken;
skills learnt and increased confidence. If you state that
beneficiaries have an increase in confidence and self esteem, then
you will need to explain how this has been measured – can the
beneficiaries now do something that wasn’t possible before?
Question 4
Specify the steps/ methods
undertaken to monitor the success of your project/ service. You
should refer to your original application form for the proposed
activities to be undertaken.
If you have indicated that you will obtain feedback from your
service users, carers, course leaders etc. then you must provide
examples of the questionnaires and the findings from the feedback.
If you state that a suggestion box will be available for users to
put in their suggestions, then you will need to include a few
examples of these suggestions. If you have said that the number of
new referrals will be monitored, then in your feedback you will
need to state the number of new referrals received etc.
Question 5
This is an opportunity for you
to say whether your service/ project is delivering as you hoped
that it would. If this is not the case, and the service/ project is
not delivering all that you hoped, then this will not penalise you.
This will be an opportunity for you to say, if there has been any
problems with the start up and delivery of your project. If there
is something that we can help you with then we will do all that we
can. We appreciate that projects can take a certain amount of time
before they are in operation.
Project Financial Details/ Expenditure
Question 6
It is important in this
question to list all the expenditure that has occurred within your
project. And most importantly, you will need to supply
physical evidence e.g. copies of receipts, invoices, to support
your claim. If you fail to do this, then you will only be
contacted and notified to send them in ASAP.
Question 7
This is an opportunity for you
to supply us with any other additional information about your
project/ service that you would like us to know. This may be to do
with elements of your delivery that you may feel is not covered in
the monitoring form.
The more information supplied with your monitoring and
evaluation the better, as it will give us a good overview of the
activities being carried out and the benefits/ objectives being
achieved.
Other Points to Remember!
Do not forget to send in financial evidence to support your
claims!
Send in your recent/ most up to date accounts.
Photographic evidence of projects is always welcomed.
Monitoring Evaluation Form (Word,
723Kb)