Six Monthly Progress Report

2013/14

mpumalanga

DEPARTMENT SOCIAL development

2014/2015

SIX MONTHLY PROGRESS REPORT

NAME OF ORGANISATION: ______
PERIOD OF REPORT: April 2014 to September 2014 / October 2014 to March 2015
¨ Progress reports must be compiled and submitted to the Department as agreed in the Service Level Agreement.
¨ THE REPORT MUST BE WRITTEN ACCORDING TO THE PROVIDED FORMAT. The format must not be changed.
¨ AUDITED FINANCIAL STATEMENTS FOR THE YEAR 1 APRIL 2013 TO 31 MARCH 2014 MUST BE ATTACHED TO THE FIRST PROGRESS REPORT. IF NOT ATTACHED FUNDING WILL BE SUSPENDED. DO NOT DEVIATE FROM THIS REP.
¨ IT IS COMPULSORY TO RESPOND TO ALL THE SECTIONS. DO NOT LEAVE OPEN SPACES.
¨ Four copies of the progress report must be submitted to your nearest district / sub-district office.
¨ Confine your report to the reporting period. Reporting periods and submission dates are:
¨ First report: 1 April to 30 September 2014: Submit 15 October 2014.
¨ Second report: 1 October –31 March 2015: Submit 15 April 2015.
¨ Make additional copies of the sheets where the space provided is not sufficient.
¨ Attach any additional information the organization would like to bring to the attention of the Department.

URGENT COMMENT: IT IS COMPULSORY TO RESPOND TO ALL THE SECTIONS

SECTION 1

1. ADMINISTRATIVE DETAILS

1.1. Identification details

(Specify the identification details of the service provider)

Name of Service Provider: ……………………………………………………………………….…………………..

Municipal district: …………………………………………………………………………………………………..…

The period of this report: ……………………………………………………………………………………………

Telephone number: …………………………………………………………………………………………………

Fax number: ………………………………………………………………………………………………………….

Cell phone number: ……….…………………………………………………………………………………………

E-mail address: ………..……………………………………………………………………………………………

Physical address: ………………………………………………………………………………………………….

………………………………………………………………………………………………………. Code ……………

Postal Address: ………………………………………………………………………………………………………..

………………………………………………………………………………………………………. Code ……………

Contact person and cell number …………………………………………………………………………………….

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1.2 Organisation banking details

BANKING DETAILS
* Name of the Bank where your account is held
* Name of Branch
* Type of account
* Account Number
* Branch Code
* Names and surname of signatories / ID and Position
1.
2.
3.
* Name of the firm or person responsible (Accountant/ Auditor) for the compilation of the certified or audited financial statements.

SECTION 2

2.1. Programme details

2.1.1. Name / title of the programme/service: (Specify the name / title of the programme/service for which funds were allocated eg Home for orphaned children)

NATURE AND SCOPE OF THE SERVICE / AREA OF OPERATION
Province / Village / City / Municipal district / Township / Informal Settlement
e.g. Home for orphaned children / Limpopo / Ngwenani Wa Themeni / Thohoyandou / Makhado Township
1.
2.
3.
4.

2.2. Target Groups (Provide the number of people who benefitted or were part of the service)

AFFILIATES / African
Number / Coloured
Number / Asian
Number / White
Number / Age / TOTAL /
M / F / M / F / M / F / M / F /
1. Children /
2. Youth /
3. Adults /
4. Older Persons /
5. Persons with disabilities /
6. Persons with HIV / AIDS /
7. Other (specify) /
TOTAL /

2.3. Service/Programme goals and objectives

(Specify the primary objectives of the service. The objectives should be developmental, measurable and time bound. The objectives should be such that would lead to the action / activities)

OBJECTIVE 1

ACTIVITIES What did the Service Provider do to achieve the objectives? / ACHIEVEMENTS Were results or outcomes achieved in terms of the set objectives? Also indicate achievements taking into consideration performance indicators set / CHALLENGES What were challenges or problems experienced during the implementation of the service / TOTAL BUDGET How much was budgeted to implement the service during the annum? / EXPENDITURE TO DATE How much was spent during the reporting period against the budget allocated? / PLAN TO ADDRESS CHALLENGES How did you try and plan to resolve challenges? State any further plan to resolve challenges.
1.
2.
3.
4.

OBJECTIVE 2

ACTIVITIES / ACHIEVEMENTS / CHALLENGES / TOTAL BUDGET / EXPENDITURE TO DATE / PLAN TO ADDRESS CHALLENGES
1.
2.
3.
4.
5.

OBJECTIVE 3

ACTIVITIES / ACHIEVEMENTS / CHALLENGES / TOTAL BUDGET / EXPENDITURE TO DATE / PLAN TO ADDRESS CHALLENGES
1.
2.
3.
4.
5.

OBJECTIVE 4

ACTIVITIES / ACHIEVEMENTS / CHALLENGES / TOTAL BUDGET / EXPENDITURE TO DATE / PLAN TO ADDRESS CHALLENGES
1.
2.
3.
4.
5.

OBJECTIVE 5

ACTIVITIES / ACHIEVEMENTS / CHALLENGES / TOTAL BUDGET / EXPENDITURE TO DATE / PLAN TO ADDRESS CHALLENGES
1.
2.
3.
4.
5.

SECTION 3

3.1. Structure and Management Committee of the organisation: (Provide details of each member of the management committee including race, gender and disability if any)

POSITION

FULL NAME AND SURNAME

ID NUMBER

CELL NUMBER

REPRESENTATIVITY

/ Qualifications & area of expertise/ experience relating to the service / position on committee
GENDER / RACE / Nature of Disability if Applicable
M / F
Chairperson:
Vice Chairperson
Secretary:
Vice Secretary:
Treasurer:
Members:
1
2
3
4
Other (specify)

3.2. Profile of staff members: (Provide position of key staff members involved in the service during the reporting period)

POSITION OF PERSONNEL MEMBER (manager, cleaner, ext)

NAME,SURNAME & ID NUMBER OF PERSONNEL MEMBER

/ Nature of Disability if Applicable /

REPRESENTATIVITY

/ Qualifications & area of expertise/ experience relating to the service / /
BLACK / ASIAN / COLOURED / WHITE /
M / F / M / F / M / F / M / F /
TOTAL NUMBER OF PERSONNEL MEMBERS

3.3. Volunteers: (Provide number of volunteers involved in the programme during the reporting period)

Position of Volunteers /

RACE AND GENDER

BLACK

ASIAN

/ COLOURED /

WHITE

No of Males / No of Females / No of Males / No of Females / No of Males / No of Females / No of Males / No of Females
1. Management
2. Fundraising
3. Staff
4. Other (specify)
-
-
-
TOTAL

3.3.1. Do your volunteers receive stipend?

If Yes, indicate amount R ………………………………………

3.3.2 information in respect of individuals that received stipends:

NAME AND SURNAME / ID / POSITION / AMOOUNT RECEIVED

3.4 Training and capacity building: (Provide information about training and capacity building conducted)

Target

Type/topic of training

Number to be trained

Duration of training

/ Time frame for completion / Responsible person /
Personnel
Management
Volunteers

3.5 Networking with other stakeholders: (To what extent has the service provider engaged other resources in the implementation of this service. Identify resources and state nature and of their contribution)

…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………….

SECTION 4

4. SUSTAINABILITY OF THE PROGRAMME

4.1. Finances

SOURCE OF INCOME / NAME OF FUNDER / AMOUNT OR DONATIONS RECEIVED / PURPOSE FOR WHICH FUNDS WERE AWARDED / FUNDING PERIOD / REMARKS
Department Social Development
Corporate Business
National Lottery Fund
National Development Agency
Other Departments
International Donors
Other (specify)
-
-
TOTAL RECEIVED

4.1.1. Are the beneficiaries contributing towards the project / programme through membership fees, material, labour or skills

4.1.2. If yes, what are fees R ……………………………………

4.1.3. If no, are there any prospects of contributions and how?

……………………………………………………………………………………………………………………………………………………………………………………………………………………

4.1.4. Means of Sustenance: (Provide ways in which the organisation plans to sustain itself after cessation of funds from the department. Example how will buildings be maintained, salaries be paid, equipment be purchased, ect if the Departments terminates funding)

- Buildings Explain : …………………………………………………………………………………………………………………………………

- Equipment Explain : …………………………………………………………………………………………………………………………………

- Labour Explain : …………………………………………………………………………………………………………………………………

- Cash reserves Explain : …………………………………………………………………………………………………………………………………

- Other Explain : …………………………………………………………………………………………………………………………………

SECTION 5

5.1 Financial matters

5.1.1 Name of person who managed financial records during the reporting period (on a day to day basis eg Treasurer of bookkeeper employed by the organisation)

…………………………………………………………………………………………………………………………………………………………………………………………………………………………………

5.1.2 Training and qualification of this person

5.2 Resources utilized

5.2.1 Material Resources: (Indicate resources/material donations eg equipment, used to achieve the objectives. Translate the usage of these resources in terms of costs e.g. If transport was used. How much did it cost? In the remarks column state a concern / problem / anything that you would like to bring to the attention of the department)

DESCRIPTION OF RESOURCES / COSTS / VALUE / REMARKS
1.
2.
3.
4.
5.

5.3 Financial resources: (Report on income and expenditure until the end of the reporting period)

INCOME / BUDGET FOR REPORTIN PERIOD / INCOME RECEIVED FOR REPORTING PERIOD / EXPENDITURE / BUDGET FOR REPORTIN PERIOD / EXPENDITURE FOR REPORTING PERIOD
1.
2.
3.
4.
5.
6.

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SECTION 6

6.1 Name of Accountant / Auditor / Bookkeeper (person or firm /company):

………………………………………………………………………………………………………………

6.2 Individual or Firm registration number: …………….………………………………………………………………………………………………….

6.3 Contact details: (Must be an outside individual or accounting company or auditor/chartered accountant)

Physical Address: Postal Address:

Tel No: …………………………………………………………………………………………..…………

Cell No: ……………………………………………………….…………………………………………

Fax No: …………………………………………………………………………………………………..

Email: ……………………………………………………………………………………………………

6.4 Are the annual audited statements of accounts been approved and accepted by your organisation’s management / executive committee? (NB: The Department will only accept a report and financial statement that has been approved by the management / executive committee)

Yes / No

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SECTION 7

7.1 Organisation Developmental Plan

(Report the extent to which the service provider implemented the organisation developmental plan as stated in the Business plan)

DEVELOPMEMTAL ISSUE / ACHIEVEMENTS / TARGET REACHED / CHALLENGES / PLAN TO ADDRESS CHALLENGES
Specify the area of development e.g. accessibility of the service ect. / Did you achieve anything during this reporting period? / Who benefited from this process? / What challenges / problems / concerns did you encounter? / How did you try to resolve challenges? State any further plan to resolve challenges
1.
2.
3.
4.
TOTAL

SECTION 8

8.1. Impact of the service

(What are the end results / effects / benefits of the service to the target group?)

…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

SECTION 9

9. MONITORING AND EVALUATION PLAN

(How will the organization monitor or measure their performance against set goals and objectives)

9.1. Balanced scorecard

FINANCIAL PERSPECTIVE / CUSTOMER PERSPECTIVE / ORGANISATIONAL (INTERNAL BUSINESS PERSPECTIVE) / INNOVATION AND LEARNING
PERSPECTIVE
How will you monitor compliance with financial requirements as stipulated in the Memorandum of Agreement e.g. compliance with PFMA. / How will you ensure that customers are satisfied with the services provided? e.g. conduct a customer satisfaction survey / What internal departmental or organizational policies, legislations, procedures and guidelines will the service provider adhere to thus ensuring excellence in provision of services e.g. Policy on Financial Awards to Service Providers procedure guidelines etc / How will you keep pace with the latest developments and demand for service thus ensuring adaptation to change and improve. e.g. Training and capacity building programmes
FINANCIAL PERSPECTIVE / CUSTOMER PERSPECTIVE / ORGANISATIONAL (INTERNAL BUSINESS PERSPECTIVE) / INNOVATION AND LEARNING PERSPECTIVE
1.
2.
3.
4.
5.
6.

2013/14

I, the undersigned, hereby declare that the information supplied is true and valid.

……………………………………………………………………………………

NAME AND SIGNATURE OF PROGRAMME MANAGER / DIRECTOR

DATE:

…………………………………………………………………………………

NAME AND SIGNATURE OF CHAIRPERSON

DATE:

……………………………………………………………………………………

NAME AND SIGNATURE OF TREASURER

DATE

FOR OFFICIAL USE

Comments on the progress report

…………………………………………………………………………………………………………………………………………………

Compliance with the Business Plan

…………………………………………………………………………………………………………………………………………………

Issues for discussion within the Department

Issues for discussion with the Service Provider (to be included in the letter to the organisation)

…………………………………………………………………………………………………………………………………………………

Recommendations

………………………………………………………………………………………………………………………………………………

………………………………………………………………………………….

SIGNATURE

PANEL CHAIRPERSON

DATE