2013/2014
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 / subdistrict 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.
2013/14
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 …………………………………………………………………………………….
2
2013/14
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
1.
ID and Position
2.
3.
* Name of the firm or person responsible (Accountant/ Auditor) for the compilation of the certified or audited financial statements.
3
2013/14
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)
AREA OF OPERATION
NATURE AND SCOPE OF THE SERVICE
e.g. Home for orphaned children
Province
Village
Limpopo
City / Municipal district
Ngwenani Wa Themeni
Thohoyandou
1.
2.
3.
4.
2.2.
Target Groups (Provide the number of people who benefitted or were part of the service)
AFFILIATES
African
Number
M
F
Coloured
Number
M
F
Asian
Number
M
F
White
Number
M
1. Children
2. Youth
3. Adults
4. Older Persons
5. Persons with disabilities
6. Persons with HIV / AIDS
7. Other (specify)
TOTAL
4
Age
F
TOTAL
Township / Informal
Settlement
Makhado Township
2013/14
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
1.
2.
3.
4.
5
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.
2013/14
OBJECTIVE 2
…………………………………………………………………………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………………………………………………………………………………………
ACTIVITIES
ACHIEVEMENTS
CHALLENGES
1.
2.
3.
4.
5.
6
TOTAL
BUDGET
EXPENDITURE
TO DATE
PLAN TO ADDRESS CHALLENGES
2013/14
OBJECTIVE 3
…………………………………………………………………………………………………………………………………………………………………………………………………………………………………
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…………………………………………………………………………………………………………………………………………………………………………………………………………………………………
ACTIVITIES
ACHIEVEMENTS
CHALLENGES
1.
2.
3.
4.
5.
7
TOTAL
BUDGET
EXPENDITURE
TO DATE
PLAN TO ADDRESS CHALLENGES
2013/14
OBJECTIVE 4
…………………………………………………………………………………………………………………………………………………………………………………………………………………………………
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…………………………………………………………………………………………………………………………………………………………………………………………………………………………………
ACTIVITIES
ACHIEVEMENTS
CHALLENGES
1.
2.
3.
4.
5.
8
TOTAL
BUDGET
EXPENDITURE
TO DATE
PLAN TO ADDRESS CHALLENGES
2013/14
OBJECTIVE 5
…………………………………………………………………………………………………………………………………………………………………………………………………………………………………
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…………………………………………………………………………………………………………………………………………………………………………………………………………………………………
ACTIVITIES
ACHIEVEMENTS
CHALLENGES
1.
2.
3.
4.
5.
9
TOTAL
BUDGET
EXPENDITURE
TO DATE
PLAN TO ADDRESS CHALLENGES
2013/14
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
GENDER
RACE
M
Chairperson:
Vice Chairperson
Secretary:
Vice Secretary:
Treasurer:
Members:
1
2
3
4
Other (specify)
10
F
Nature of
Disability if
Applicable
Qualifications & area of
expertise/ experience
relating to the service /
position on committee
2013/14
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
ASIAN
COLOURED
BLACK
M
F
TOTAL NUMBER OF PERSONNEL MEMBERS
11
M
F
M
F
WHITE
M
F
Qualifications & area of expertise/
experience relating to the service
/
2013/14
Volunteers: (Provide number of volunteers involved in the programme during the reporting period)
3.3.
RACE AND GENDER
Position of Volunteers
BLACK
No of Males
No of Females
No of Males
ASIAN
No of Females
COLOURED
No of Males
No of Females
WHITE
No of Males
No of Females
1. Management
2. Fundraising
3. Staff
4.
Other (specify)
TOTAL
3.3.1. Do your volunteers receive stipend?
Yes
No
If Yes, indicate amount R ………………………………………
3.3.2 information in respect of individuals that received stipends:
NAME AND SURNAME
ID
POSITION
12
AMOOUNT RECEIVED
2013/14
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
Personnel
Management
Volunteers
13
Time frame for
completion
Responsible person
2013/14
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)
…………………………………………………………………………………………………………………………………………………………………………………………………………………………………
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.
SECTION 4
4.
SUSTAINABILITY OF THE PROGRAMME
4.1.
Finances
SOURCE OF INCOME / NAME OF FUNDER
AMOUNT OR DONATIONS
PURPOSE FOR WHICH FUNDS
RECEIVED
WERE AWARDED
Department Social Development
Corporate Business
National Lottery Fund
National Development Agency
Other Departments
International Donors
Other (specify)
TOTAL RECEIVED
14
FUNDING PERIOD
REMARKS
2013/14
4.1.1. Are the beneficiaries contributing towards the project / programme through membership fees, material, labour or skills
Yes
No
4.1.2. If yes, what are fees R ……………………………………
4.1.3. If no, are there any prospects of contributions and how?
……………………………………………………………………………………………………………………………………………………………………………………………………………………
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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
Yes
No
Explain : …………………………………………………………………………………………………………………………………
-
Equipment
Yes
No
Explain : …………………………………………………………………………………………………………………………………
-
Labour
Yes
No
Explain : …………………………………………………………………………………………………………………………………
-
Cash reserves
Yes
No
Explain : …………………………………………………………………………………………………………………………………
-
Other
Yes
No
Explain : …………………………………………………………………………………………………………………………………
15
2013/14
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)
16
2013/14
INCOME
BUDGET FOR
REPORTIN PERIOD
INCOME RECEIVED
FOR REPORTING
PERIOD
1.
2.
3.
4.
5.
6.
17
EXPENDITURE
BUDGET FOR
REPORTIN PERIOD
EXPENDITURE FOR
REPORTING
PERIOD
2013/14
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:
………………………………………………………………………………………………………………
………………………………………………………………………………………………………………
………………………………………………………………………………………………………………
………………………………………………………………………………………………………………
Postal Code: ………………………………………………
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
19
2013/14
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
Specify the area of development
e.g. accessibility of the service ect.
1.
ACHIEVEMENTS
Did you achieve anything
during this reporting period?
TARGET REACHED
Who benefited from this
process?
2.
3.
4.
TOTAL
20
CHALLENGES
What challenges / problems / concerns
did you encounter?
PLAN TO ADDRESS CHALLENGES
How did you try to resolve challenges? State
any further plan to resolve challenges
2013/14
SECTION 8
8.1.
Impact of the service
(What are the end results / effects / benefits of the service to the target group?)
……………………………………………………………………………………………………………………………………………………………………………………………………………………
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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
How will you monitor compliance with
financial requirements as stipulated in the
Memorandum of Agreement e.g.
compliance with PFMA.
CUSTOMER PERSPECTIVE
How will you ensure that customers are
satisfied with the services provided? e.g.
conduct a customer satisfaction survey
ORGANISATIONAL (INTERNAL BUSINESS
PERSPECTIVE)
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
21
INNOVATION AND LEARNING
PERSPECTIVE
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
2013/14
FINANCIAL PERSPECTIVE
CUSTOMER PERSPECTIVE
ORGANISATIONAL (INTERNAL BUSINESS
PERSPECTIVE)
1.
2.
3.
4.
5.
6.
22
INNOVATION AND LEARNING
PERSPECTIVE
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
23
2013/14
FOR OFFICIAL USE
Comments on the progress report
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Compliance with the Business Plan
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Issues for discussion within the Department
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2013/14
Issues for discussion with the Service Provider (to be included in the letter to the organisation)
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Recommendations
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SIGNATURE
PANEL CHAIRPERSON
DATE
25