Common Report Form

ROCHESTER AREA COMMON REPORT FORM

INFORMATION FOR GRANTSEEKERS AND GRANTMAKERS

July, 1999

This form was developed in 1999 by the Rochester Grantmakers Forum and its Rochester Effectiveness Partnership to facilitate the reporting process for both grantmakers and grantseekers, and to focus on results. Grantmakers and grantseekers worked together to create it.

Funders want to know about the actual outcomes of funded projects and what service providers have learned – positive and negative - not just how many people were served or how many activities took place. Our community needs to know whether or not particular program services make a difference in the lives of those who receive the services. Examining outcomes helps grantmakers and grantseekers function as "learning organizations," gaining information about how to strengthen their work and improve results for those who use their services. Communicating what is learned, including results, can also strengthen the relationship with those who might support or become involved with an effort in the future. We recommend that grantseekers complete the Common Report Form (CRF) and send it to funders 12 months after having received their financial support unless the funder indicates that it should be provided it sooner.

This latest version of the CRF is a companion piece to the newly revised Common Application Form. It will be easiest to complete if a logic model is used to develop plans for the project or capital purchase being reported upon, and are tracking results based on that logic model.

If you have little or no experience developing or understanding logic models or determining the impact of your services we refer you to:

The Logic Model Packet, consisting of the Rochester Area Logic Model format, guidelines for developing a logic model, samples of completed logic models. It is in The Guide to Grantmakers in the Rochester Area, 1999-2001 (see #3 below). It can be downloaded at no charge from this web site.
The Program Evaluation Manual developed by the United Way of Greater Rochester. It describes a step-by-step process that you can use, even if you are not a United Way-funded agency, to track the effects of your work. Call Ray Specht at United Way, 716/454-2770 ext. 113 to request a copy.
The Guide to Grantmakers in the Rochester Area, 1999-2001. It includes an evaluation resource list and a Directory of Area Evaluators who work on a contracted basis with nonprofits and funders, helping to evaluate their programs. The bibliography and listing are in the "Evaluators and Other Resources" section of the Guide. The Guide is available for purchase from the Rochester Grantmakers Forum. In addition many Monroe County public libraries have a reference copy of the Guide, and the main library in Downtown Rochester has both reference and circulating copies. The 1999-2001 Guide is $64 + a tax-exempt number if you are purchasing it for a tax-exempt organization, or $69.12 if you are not tax-exempt. Call the Forum at 716/232-2380 or email us if you have questions about the Guide.

1999 COMMON REPORT FORM

PLEASE ANSWER THE FOLLOWING AS COMPLETELY BUT SUCCINCTLY AS POSSIBLE.

Submit this report 12 months after receiving a grant unless the funder asks for the report sooner.

SECTION A (Complete Section A directly on this sheet.)

Organization completing report:

Address:

Contact Person:

Phone:

Project Name:

Funder receiving report:

Grant Amount:

Report Due Date:

This report covers the time period of ______________ (date) to ______________ (date).

Type of Support:

___Capital:

__construction

__renovation

__equipment

___Endowment

___Program/Project

___General support for agency operations

___Other (describe)

Your signature:

Your title:

Date:

SECTION B: FUNDER’S NOTES (leave blank for funders to make notes here)

SECTION C

Answer items 2-5 in up to 2 pages:

Use the attached form to compare your original budget with actual figures. Explain any variations from the original budget that are larger than 10%.
Has this grant been instrumental in attracting additional support in the form of people, money, goods, services or publicity? If so, describe.
Review your logic model (or original plans, if no logic model exists for this effort) and:

Provide information about each outcome you indicated you would track.

Describe and explain any significant variances from the original plans outlined in the logic model.

Lessons Learned: What have you learned, e.g. about effective program strategies, realistic outcomes, usefulness of the logic model (include any feedback you want us to have about the logic model), ongoing value of the project.
If applicable, summarize your current plans for the project’s future:

Programming envisioned

Financial support envisioned

Your ability to secure necessary support in the future

1. FINANCIAL REPORT

A. Provide the following information regarding the program or project for which you received funds.

SUPPORT/REVENUE BUDGETED ACTUAL

	Total Anticipated Support/Revenue	Actual Support/Revenue
1. Requested grant
2. Fundraising events
3. Gifts/bequests
4. Miscellaneous contributions
5. Foundation/corporate grant support
6. United Way
7. Grants/contracts: govt. agencies
8. Program service fees
9. Membership dues
10. Investment income/transactions
11. Sales: services, products, crafts
12. Miscellaneous revenue
13. Subtotal Direct Support/Revenue
*14. Proration: General & Management Income
15. Total Support/Revenue

* General organizational funds/income that are applied to this program/project, eg. endowment earnings, general contributions

EXPENSES BUDGETED ACTUAL

	Total Anticipated Expenses	Total Actual Expenses
16. Salaries of provider staff
17. Fringe benefits
18. Professional fees (contract, consultant)
19. Supplies (consumable)
20. Printing and postage
21. Occupancy
22. Phone and fax
23. Travel and meetings
24. Training
25. Evaluation
26. Equipment purchases
27. Miscellaneous expenses
28. Subtotal Direct Expenses
**29. Proration: General & Management Expenses
30. Total Expenses

31. Surplus (Deficit)

** Administrative staff and/or general organizational expenses applied to this program/project.

B. Explain any variances between budgeted and actual figures that are larger than 10%.

Rochester Grantmakers Forum
919 Winton Road South, Rochester, NY 14618
ph. 585/232-2380, fax. 585/232-8413, email. rgf@frontiernet.net