1. Review of End of Year/ End of Grant Reports
Role of Grants Officers

2. Review of Reports – Report Types
Reports all similar – differences around levels of information required
End of Year
Mid Year
End of Grant
Review form as a whole – completeness
All sections completed
Signed by authorised person
Follow up any omissions

3. Review of Reports – Outcomes & Milestones
Assess progress of project against agreed outcomes
How they were achieved
How they were measured
Assess progress of milestones
Review Discrepancies
Discrepancy justified
Is this acceptable
What remedial action is required: Adjustment
Deletion
Additional

4. Review of Reports – Assess Overall Project progress
What worked
What didn’t work
Where things went wrong
What was done about it
Or what is being done about it and by when
Considered to be a “Good Practice”
What is the current staff position
Leavers
New Starts
Concerns – abilities, training etc
Any impact on the budget

5. Review of Reports – Budget v Actual 1
Is all spend eligible
Spending across agreed budget heads
Capital items as agreed, receipts provided
Are any Budget Heads Over-Spent or Under-Spent
It is unusual to see a perfect match of budget to actual
Description or justification provided
Where the budget is Over Spent
How was it accounted for

6. Review of Reports – Budget v Actual 2
Where the budget is Under Spent
Is there a desire to carry it forward
Agreement of GO is required – maybe higher authority
Confirm agreement – or repayment will be necessary
Confirm any remedial action if required
Needs to be added to next project year budget
Next project year Budget
Fully reviewed and agreed
Under spend accommodated where relevant

7. Review of Reports – Other Funding
Was all other funding for year being reviewed
Received?
Evidenced?
Is funding for new year expected? – if so
Secured?

8. Review of Reports – Conclusion
Grading of Report by GO
Project and Outcomes are graded
Unacceptable
Problematic
Good
Outstanding
Confirm follow on actions with Grant Holder
Detail of action
Review process if required
To agreed deadlines

9. Any Questions?

10. End of Year Reports – Frequent Issues
Questions on forms not properly answered
Explicit information on progress of outcomes and milestones is lacking
Different activities reported on than what was recorded during assessment
Justification for under-performance not provided
Unexpected outcomes often not reported
Lack of information about the project overall and the differences it has made
Budget Reporting is too exact
No explanation or justification as to why underspend or overspend
Other funding - not included or evidence not provided
New Year Budget - underspend not included when agreed
Checklists not completed
Supporting documents often not provided