Mid-Term Report Form

Mid-Term Report Form

Instructions

Before sending the mid-term report, please ensure that you have signed, correctly filled in and attached the following documents. The report must be sent to ABILIS always via the ABILIS facilitator in your country. If they are not available in your country, then you can send the report directly to ABILIS.

CHECKLIST

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Yes

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No

Narrative report

Financial report

Copies of receipts & vouchers

List of beneficiaries, participants to workshops (with original signatures) …..

List of staff and salary details

List of procurements from Abilis funds (the list must include name of the item, price and the date of purchase)

Bank receipt with currency rate (If not yet sent)

When you start filling in the mid-term report form, please take a look at the project application that you submitted to ABILIS. Also look at the budget that was agreed upon in the mutual project agreement. Then think back and make a comparison between;

A. your plans: what you thought you would do when you were writing the proposal

B. what you have actually done and what has happened

The mid-term report form has two parts, a Narrative Report where you describe in words what happened during the first phase of the project and the Financial Report which is a summary of all project costs, based on your accounts. The Financial Report should be filled in cooperation with your accountant and the person responsible for the finances of the project. Please remember that there must be a receipt and/or a voucher for every item of the list of expenses.

Number and group your receipts and vouchers according to the original budget in the project agreement and then fill in the financial report. Please note that the Abilis office will have to be able to compare the receipts and vouchers to the list of expenses. Please take note that non conformity to the reporting formats given leads to delays in the processing of the reports.

When we have received your Mid-term Report including the ABILIS facilitator’s statement (if applicable) and accepted it, we will remit the second instalment to your group’s bank account. The second instalment is 40 % of the total grant.

Please do not forget to sign the report on the last page!

Mid-Term Narrative Report

Project Number: 14AF021

Reporting period: from (Date) APRIL, 2014 to (Date) SEPTEMBER, 2014

1. / Title of the project (Please write in block letters only)
ADVOCACY FOR THE INCLUSION AND RECOGNITION OF ALBINOS INTO MAINSTREAM DEVELOPMENT ACTIVITIES IN SIERRA LEONE.
2. / Name of the Applicant Organisation/Group? (Please write in block letters only)
ALBINO SAVERS ASSOCIATION- SIERRA LEONE (ASA-SL)
3. / Contact person for this project
3.1 / Full name: BAMI THOMAS (Mr/Mrs/Ms)
3.2 / Position within the Organisation/Group: PROJECT COORDINATOR
3.3 / Email:
Phone: +232-76-309-904
4. / Contact details of the Organisation/Group
4.1 / Postal address:FREETOWN CENTRAL PARK, OLD CLAY FACTORY,
OFF BAIBUREH ROAD, FREETOWN, SIERRA LEONE.
4.2 / Visiting (physical) address:
SAME AS ABOVE
4.3 / Email: SAME AS ABOVE
Web-address:
4.4 / Phone: SAME AS ABOVE
Fax: N/A
5. / Project Information
5.1 / Country: SIERRA LEONE
Project Place (s): FREETOWN
5.2 / When did the project begin?
Month: APRIL Year: 2014
5.3 / When do you think the project will be completed?
Month: MARCH Year: 2015
6. / Project Activities (Please compare your original work plan and timeline in your proposal)
6.1 / Which activities have you done in the 1st Phase?
Name of activity / When & where did it take place / Who were responsible (full name & position) / Who where the beneficiaries (include total number of disabled females, males, youth & non disabled)
Hosting of workshop in Freetown. / 9/05/2014
Freetown / Bami Thomas project coordinator
Ayo Bendu finance officer / Fifty (50) albinos benefited from the advocacy and lobbying workshop program
Radio discussion program / 6/06/14 / Bami Thomas project coordinator
Ayo Bendu finance officer / Five (5) members of ASA-S/L participated on the radio discussion program
Television discussion program / 17/07/14 / Bami Thomas project coordinator
Ayo Bendu finance officer / Five (5) members of ASA-S/L participated on the television discussion program
Note: Please use a separate paper if this given table is too short
6.2 / List down the procurements made with ABILIS funds, if applicable
Item Name / Quantity / Cost / Date of purchase
Lap top / 1 (one) / 4,000,000 / 22/04/14
Printer / 1 (one) / 1,500,000 / 22/04/14
Fan / 2 (two) / 500,000 / 22/04/14
KVA Generator / 1 (one) / 1,500,000 / 22/04/14
TOTAL / 7,500,000
Note: Please use a separate paper if this given table is too short
7. / Involvement and Participation
7.1 / How were people with disabilities involved in the project activities in the 1st phase? Give specific examples e.g. their roles when carrying out the activities, mobilisation, meetings…
The project was specifically designed with the aim of building the capacity of albinos by organising training workshop on advocacy and lobbying, raise awareness through radio and television discussion programs in order for albinos to be recognised and included into the mainstream development agenda in Sierra Leone. This was achieved through several consultations/ meetings among themselves to plan the workshop and members were given the responsibility to share their tasks in mobilising other albinos to fully involve and participate on the program. In addition, a total of ten (10) out spoken albinos were identified during the planning meetings and at the advocacy workshop to participate on the radio and television discussion programs.
8. / Project Achievements
8.1 / What were the results achieved by these activities and indicate measurable outcomes (number of people, trainees, existence of a new programme, production of materials)?
Name of activity / Results / Indicators (for example, list of participants, procurements, number of cows etc.)
Hosting of workshop in Freetown / The program was very impressive and excellent result was achieved as many albinos turn out as expected / Fifty (50) albinos fully participated in the workshop in Freetown
Organise Radio
discussion program / Excellent result was achieved / Five (5)members of ASA-S/Lparticipated on this program
Organise Television discussion program / Very good result was achieved / Five (5)members of ASA-S/Lparticipated on this program
Note: Please use a separate paper if this given table is too short.
9. / Difficulties and Changes in the project
9.1 / Did everything go as planned or was it necessary to make changes to the project plan, and/or budget during the 1st phase? If yes, why and what kind of changes? Please fill the table.
EVERYTHING WENT AS PLANNED.
Activity / Type of change made / Reason(s) for change
Note: Please use a separate paper if this given table is too short.
9.2 / Did you have the possibility to discuss these changes with Abilis before making them? If not, explain briefly.
9.3 / What are the needed changes during the second phase? (If applicable)
NO CHANGES NEEDED IN THE SECOND PHASE
Original activity / Changes in activity / Changes in budget
Note: Please use a separate paper if this given table is too short.
10. / Unexpected results
10.1 / What are the unexpected / not planned results you have encountered?
NONE

Mid-Term Finances Report

Project Number: 14AF021

1. / Title of the project (Please write in block letters only)
ADVOCACY FOR THE INCLUSION AND RECOGNITION OF ALBINOS INTO MAINSTREAM DEVELOPMENT ACTIVITIES IN SIERRA LEONE.
2. / Name of the Applicant Organisation/Group? (Please write in block letters only)
ALBINO SAVERS ASSOCIATION- SIERRA LEONE (ASA-SL)
3. / Finance person for this project
3.1 / Name of person responsible for finances (Please write in block l
AYO BENDU
3.2 / Name of book keeper (Please write in block letters only) (Mr/Mrs/M
FATMATA KABIA
PART A: PROJECT INCOME
1. / Funds
1.1 / Funds received from Abilis
In local currency LE / Exchange rate LE / Date of exchange / In Euros (€) / Bank fees (in local currency)
1st instalment
NB: Please attach bank statement in case you have not already sent it to Abilis! / 25,010,315 / 5,815 / 10/04/14 / 4,301 / NIL
Full Name of your local currency LEONES AND CENTS
2. / Own Contribution
2.1 / What was your own contribution in cash (money) or in kind (time, type of labour, or goods) to the project?

Self financing (in cash)

Type of contribution / By whom, how / Total in local currency
Incentive for officer cleaner / ASA-SL / 467,000
TOTAL SUM / 467,000

Self Financing in Kind

Item, activity or type of contribution. (Contribution of materials, voluntary work etc.) / Explain what quantity of material, or who conducted the work / Total in local currency
Transfer of chairs to workshop center / Fifty (50) chairs transferred by ASA-SL officer assistant / 100,000
Cleaning of Hall / ASA-SL officer cleaner and three (3) volunteers / 150,000
TOTAL SUM / 250,000
The value of the voluntary work is determined by using the local professional’s payment for the same work. Please attach a signed list of volunteers and type of contribution to the project.

PART B: PROJECT COSTS

We ask you to specify the actual costs that incurred during the implementation of the project. The expenses covered with ABILIS grant should be categorised according to the budget included in the project agreement.
Under the heading ‘original budget’ (in the table), please copy the amounts estimated in the budget of the mutual project agreement for each cost item. Under the heading ‘Expenses’ in the table, please provide the actual costs of the item or activity funded by your Abilis grant. Please do not group the receipts in chronological order but according to the agreed upon budget in the project agreement.
Together with this report, please send us copies of receipts and vouchers for the project costs covered with the first instalment. Each of the receipts should be given a number and grouped according to the budget items of the project agreement. A receipt list grouped this way should be attached.
Please note that the ABILIS office will have to be able to compare the receipts and vouchers to the list of expenses. Please take note that non conformity to the reporting formats given leads to delays in the processing of the reports.
PLEASE FILL IN the table below for ABILIS funds. All the items should be added up together.
BUDGET ITEM / ORIGINAL BUDGET (Le) / ACTUAL EXPENSES (in local currency) (Le)
Salary for Project Coordinator / 4,200,000 / 1,400,000
Salary for Finance Officer / 3,000,000 / 1,000,000
Salary for Admin Officer / 3,000,000 / 1,000,000
Office Rental / 5,000,000 / 5,000,000
Office Equipments / 16,400,000 / 7,500,000
Workshop Materials / 5.010,000 / 2,855,000
Hall Rental / 600,000 / 300,000
Facilitators’ Fees / 800,000 / 400,000
Breakfast & Lunch / 2,500,000 / 1,250,000
Transport refunds / 2,000,000 / 1,000,000
Radio Programs / 2,300,000 / 1,150,000
Television Programs / 1,600,000 / 800,000
Audit Fees / 3,000,000 / _____
Petty Cash / 1,800,000 / 562,500
Miscellaneous / 1,190,000 / 682,000
GRAND TOTAL / 52,400,000 / 24,899,500
PART C. BALANCE OF PROJECT FUNDS
1. / Please indicate the difference between the total amount received (see Part A. Project Income) and the total expenses (see Part B. Project Expenses) at the end of the reporting period.
Date / In local currency / In Euro
Total amount received / 10/04/2014 / 25,010,315 / 4,301
Total expenses so far / 31/07/2014 / 24,899,500 / 4,281.94
ABILIS funds in the account of the organisation / 31/07/2014 / 110,815 / 19.05
ABILIS cash at the organisation / 31/07/2014 / 110,815 / 19.05
PART D. SIGNATURES
1. /

Signature of the accountant

I hereby confirm that the information given in this project report is correct and valid.
Date: 4TH AUGUST, 2014 Place: FREETOWN
______(Mr/Mrs/Ms) ______

Name in block letters Signature

2. /

Signature of the bookkeeper

I hereby confirm that the information given in this project report is correct and valid.
Date: 4TH AUGUST, 2014 Place: FREETOWN
______(Mr/Mrs/Ms) ______

Name in block letters Signature

3. /

Signature of the contact person for the project

I hereby confirm that the information given in this project report is correct and valid.
Date: 4TH AUGUST, 2014 Place: FREETOWN
______(Mr/Mrs/Ms) ______

Name in block letters Signature

4. / Signature of the chairperson
I hereby confirm that the information given in this project report is correct and valid.
Date: 4TH AUGUST, 2014 Place: FREETOWN
______(Mr/Mrs/Ms) ______

Name in block letters Signature

Mid-Term report- Long established organization Page 1