project close-out report · project close-out report city of brampton community grant program 2.4...

Project Close-Out Report City of Brampton Community Grant Program

Project Close-out Report

Template and Guide


What is a Project Close-Out Report?

The Project Close-Out Report prompts you to pause and reflect - to evaluate the success of your project and identify lessons learned.

This is the final document Community Grant recipients are asked to provide. It will be considered in the evaluation of future community grant requests.

How to use this template:

Please complete all sections of this report. The level of detail is intended to be brief but thorough.

Instructions are provided for each section.

Text in italics provides guidance as to how to complete each section.

How to submit:

The completed documents can be returned electronically to the following email: [email protected]

mailto:[email protected]


PROJECT CLOSE-OUT REPORT

Version


Review and Approval

This section contains the signatures of individuals who can legally bind the named

organization signifying they have reviewed and accepted the project close-out document.

______________________________________________ _______________________

Full name Date

Title

______________________________________________ _______________________

Full name Date

Title


Table of Contents

1 Executive Summary ................................................................................................................... 4

1.1 Project overview ............................................................................................................... 4

2 Summary of project results and performance ......................................................................... 4

2.1 Project quality .................................................................................................................. 5 2.2 Project organizational effectiveness ................................................................................. 6 2.3 Community impact ........................................................................................................... 7 2.4 Project Financial Performance Report .............................................................................. 8

3 Lessons learned ......................................................................................................................... 8

3.1 What worked well? ........................................................................................................... 8 3.2 What could be improved? ................................................................................................ 9

4 Financial Statement ................................................................................................................... 9


1 Executive Summary

1.1 Project overview

Briefly describe the intent of the Project as presented in your 2017 Community Grant application and the high-level highlights of the project’s end result. (A more detailed description can be done in section 2.)

2 Summary of project results and performance

All projects vary to some extent from the original plan. These variations should be identified and the reasons for the variance described. Summarize the actual performance of the project against the planned performance using the following guideline:

2.1 Project quality

Describe on the next page the actual performance of the project in relation to how the project was planned and its objectives such as:

a. What did your project achieve for the City of Brampton?

b. Did your project add value to the community as anticipated?

c. How well did the project define and address a community need or gap that was highlighted in your project proposal?

d. Did your pre-project research assist with the outcome of the project?

e. Were all planned and targeted outcomes of the project achieved? And to what degree?

f. Did the quality of the project meet expectations?

g. How well, and to what degree did the project achieve anticipated attendance and participation? Please provide numbers.

h. How would you compare your project with other non-profit organizations serving similar target audiences?


2.2 Project organizational effectiveness

Describe the actual performance of the project in relation to the achievement of targeted outcomes by the project staff such as:

a. How well the project team worked together and were accountable for their actions? b. Who was responsible for the ongoing measurement and reporting of progress

towards their achievement?

c. Describe what measures you have in place to continuously improve your team that includes permanent and volunteer staff.

d. Has your organization experienced any organizational changes since the time of your application and the event?


2.3 Community impact

Describe the actual performance of the project in relation to the project need within the City of Brampton.

a. How well did the project’s purpose meet the needs of Brampton’s diverse communities?

b. Do you feel that this project benefited those communities in the way that you had envisioned?

c. How did your project benefit or impact other Brampton communities or visitors to Brampton?

d. What are the measures of success you have in place to determine customer satisfaction?

e. Did you obtain feedback from participants? If so, please provide examples.

f. Identify the long-term positive impact this project may have on Brampton’s communities.


2.4 Project Financial Performance Report

2.4.1 Provide an overview of the project’s budget by completing the Project Financial Performance Report. There is a separate fillable pdf template that you must use for this part of your report and send back to us electronically. You can download it at the following

location. http://www.brampton.ca/EN/City-Hall/grants/Pages/Welcome.aspx

2.4.2 Scan all supporting receipts and provide them electronically also.

2.4.3 In addition, please answer the following questions below:

a. How were the grant funds used, what activities, compared to the planned project?

b. Were all the funds used?

c. How would the project’s success have been impacted without the grant funding?

d. Were other sources of funding pursued and obtained?

3 Lessons learned

It is important to capture feedback from various perspectives such as:

questionnaire, survey or face to face interviews with participants;

feedback from social media articles, newspaper or other;

follow-up sessions with staff.

Briefly describe the how you identified the lessons learned. Comment on whether lessons learned from past projects were incorporated into this year’s project planning and, if so, how they contributed to the outcome of the project.

http://www.brampton.ca/EN/City-Hall/grants/Pages/Welcome.aspx


3.1 What worked well?

Was the project completed to your satisfaction? Provide the main reasons for your satisfaction or dissatisfaction with this project.

Describe how the actual event compared to what was planned. Were there any surprises?

3.2 What could be improved?

Please provide suggestions on how your organization could improve the project delivery in future.

Describe what could have been perceived to be inappropriate and/or ineffective for the project, as reflected by the stakeholders and the project documentation.


4 Financial Statement

Submission reminder:

The completed documents can be returned electronically to the following email: [email protected]

Contact:

For assistance, please contact the Advisor, Community Events, at 905-874-5957.

mailto:[email protected]

2017 Community Grant Program

Project Financial ReportThe Corporation of the City of Brampton

2 Wellington Street West

Brampton, Ontario L6Y 4R2

REVENUES

2017 Submitted

Budget $

2017

Actuals $Variance $

Reference for

Supporting

Documentation

1. Earned Revenue

a. Admission Fees/Ticket Sales 1a

b. Membership Fees (proportion allocated on project) 1b

c. Concessions/Merchandise Sales (net) 1c

d. In-Kind Revenues (non-City) 1d

e. Charitable Donations (proportion allocated to Project) 1e

f. Other Earned Revenue - please specify 1f

Total

2. Public Sector (Government) Support

a. Federal Government Grants 2a

b. Provincial Government Grants 2b

c. Regional Government Grants (i.e.Region of Peel) 2c

d. City of Brampton Funding 2d

e. Other Municipal Funding - please specify 2e

Total

3. Other Sector Support and Fundraising

a. Private Foundations 3a

b. Public Foundations 3b

c. Community Foundations 3c

d. Other Foundations - please specify 3d

Total

4. Other Revenue

a. Corporate Sponsorships 4a

b. Other Sponsorships 4b

c. Fundraising Events 4c

d. Sponsorship 4d

e. Other Revenue - please specify 4e

f. Other Revenue - please specify 4f

Total

TOTAL REVENUE

EXPENSES

5. Administrative Expenses - Operating

a. Salaried Employee Assignments 5a

b. Part-time and Temporary Employees 5b

c. Office Supplies 5c

d. Communication Costs 5d

e. Travel Expenses 5e

f. Consultant Fees 5f

g. Other - please specify 5g

h. Other - please specify 5h

Total

6. Staffing

a. Coordinator/Planner 6a

b. Volunteers 6b

c. Officials 6c

d. Security 6d

e. Other - please specify 6e

f. Other - please specify 6f

Total

7. Marketing and Registration

a. Print and Design Work 7a

b. Advertisements 7b

c. Invitations 7c

d. Registration Management 7d



Total

8. Facility Costs

a. Room Rental 8a

b. Security Deposit 8b

c. Insurance Coverage 8c

d. Parking 8d



Total

9. Audio-Visual/Tech Support Rentals

a. Tech Equipment 9a

b. Screens and Projectors 9b

c. Other Specialized Equipment - please specify 9c

d. Other Specialized Equipment - please specify 9d


Total

10. Entertainment

a. Artistes/Stage Acts 10a

b. Musicians or DJ 10b

c. Instruments/Band Equipment 10c

d. Speaker Fees 10d

e. Food, accommodation, transportation 10e


Total

11. Equipment and Décor

a. Flowers, Centerpieces, Decorations 11a

b. Linens, Table Skirting, and Chair Covers 11b

c. Tents, Staging, and Amusement Attractions 11c

d. Labour and Delivery for Setup/Teardown 11d



Total

12. Food and Catering

a. Meals 12a

b. Beverages 12b

c. Catering 12c

d. Tax and Service/Gratuity Fees 12d



Total

TOTAL EXPENSES

SURPLUS (+) / DEFICIT (-)

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Textfield334: Textfield335: Textfield336: Textfield337: Textfield338: Textfield339: 0Textfield340: 0Textfield341: 0Text2: 0Text4: 0Text5: 0Text1: As per section 2 of your 2017 grant agreement, your organization was required to providea financial statement. In October 2017 this requirement was revised to remove thisrequirememt and replace it with the submission of mandatory invoices and receipts afterthe completion of the project.

Project CloseOut Report, must contain all invoices and receipts from your project(s) andbe submitted within six (6) months after your project or before the end of the calendar year.Failure to submit this documentation within the required timelines will impact your eligibilityfor future funding.

Please be aware however, that the review committee, after assessing your 2017 ProjectCloseOut report and Post Project Performance Report, may require financial statements from your organization as stated in section 2, item 2.4 of your 2017 grant agreement.

project close-out report · project close-out report city of brampton community grant program 2.4...

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