Documentation Collect all the documentation and archive it in an organised manner. Much of this project’s material will be required for the final report and will be useful for projects in the future. People in your organisation or a funding body may want information or images from the project for annual reports, or simply because it was a successful project and they want to know how it was developed. They need to know how to access this information even if you are no longer involved. Reporting An internal report summarising the project is valuable for everyone involved. It is an opportunity to analyse and reflect upon what worked and what did not work, ensuring that lessons are learned and shared. Funding bodies and partners require different levels and forms of reporting and documentation and the internal report can provide the basis for these. Always leave enough time and resources at the end of a project to be able to complete this process effectively. Often the time it takes to wrap up the project and prepare, write and disseminate the reports is underestimated. Funding Acquittals If the project received funding, follow the acquittal and reporting procedures outlined in the funding agreement. Organise an independent audit if required. There will be a deadline after the project has been completed when the acquittal is required. Sharing with the Sector and Advocacy Apart from the report there may be additional reporting or promotions that need project’s final to be completed. Other organisations or people working in the field may be interested to see how the project worked. Prepare and send reports to other staff, websites, journals, newsletters or conferences. Internal Report Tips In preparing your internal report, include the following: Name of the project Partner organisation details Artists involved Names of main project managers, community coordinators, etc. Participant names and numbers A description of the project (e.g. workshops, an exhibition) A review of the goals and objectives, and whether and to what degree they were achieved Reflection and analysis of what happened throughout the project Overview of how things changed from the original plan and why Recommendations Evaluation material Financial report Publicity report Copies of publicity and promotional materials Copies of any media coverage Documentation of the process and result (e.g. still photos, video, audio) Copy of the entire report for archiving
Documentation Collect all the project’s documentation and archive it in an organised manner. Much of this material will be required for the final report and will be useful for projects in the future. People in your organisation or a funding body may want information or images from the project for annual reports, or simply because it was a successful project and they want to know how it was developed. They need to know how to access this information even if you are no longer involved. Reporting An internal report summarising the project is valuable for everyone involved. It is an opportunity to analyse and reflect upon what worked and what did not work, ensuring that lessons are learned and shared. Funding bodies and partners require different levels and forms of reporting and documentation and the internal report can provide the basis for these. Always leave enough time and resources at the end of a project to be able to complete this process effectively. Often the time it takes to wrap up the project and prepare, write and disseminate the reports is underestimated. Funding Acquittals If the project received funding, follow the acquittal and reporting procedures outlined in the funding agreement. Organise an independent audit if required. There will be a deadline after the project has been completed when the acquittal is required. Sharing with the Sector and Advocacy Apart from the project’s final report there may be additional reporting or promotions that need to be completed. Other organisations or people working in the field may be interested to see how the project worked. Prepare and send reports to other staff, websites, journals, newsletters or conferences. Internal Report Tips In preparing your internal report, include the following: Name of the project Partner organisation details Artists involved Names of main project managers, community coordinators, etc. Participant names and numbers A description of the project (e.g. workshops, an exhibition) A review of the goals and objectives, and whether and to what degree they were achieved Reflection and analysis of what happened throughout the project Overview of how things changed from the original plan and why Recommendations Evaluation material Financial report Publicity report Copies of publicity and promotional materials Copies of any media coverage Documentation of the process and result (e.g. still photos, video, audio) Copy of the entire report for archiving
6042-1_Community_Partnerships_Workguide.docx