General Reporting Procedures for Sponsored Projects
(see PDF for current doccument)
Introduction:
We can create all the policies and procedures we want, but without your program or project acuratly reporting and informing us of your progress and pitfalts, it is impossible for us to gather the information necessary to be able to doccument and keep our umbrella non-profit functional. So here is a review of the most essencial reporting procedures all in one place.
Annual Reporting:
- Annual Reporting is covered in the Top Legal Requirements section. But just as a reminder your Annual Report is dew March 15th for the previous calendar year January 1st -December 31st. Your Annual Report should be about 1/2 page and include the following informaiton:
- Total Revenue
- Total Expenditures
- Total Assets and Bank Holdings
- Total Debts or Liabilities
- Main Activities for the Year
- Highest Priority Next Steps for the Year
- List Primary Project Leadership and Positions
Basic Doccumentation of All Project Activities, including financial:
- Basic Doccumentation is also covered within the Top Legal Requirements. Every pice of paper, doccument, picture, flyer, recipts, invoices, and anything and everything you can possibly think may be doccumentation of your project needs to be sent to the Community LIFE Network Head Quarters. Make sure to report all meeting minutes, and any other decisions made by officers, regardless of weather they are doccumented within meeting minutes or not. This also includes all grants, grant doccumentation, grant reports, and anything other doccumentation related to the grant. In other words, activly doccument, and just send us EVERYTHING! It is perfectly fine to do this by email attachment: inc@communityLIFEnetwork.org or send physical origionals or copied doccuments to CLN PO Box 20175 Stanford CA 94309
Quarterly Evaluations
- As an internal protocol, the CLN Inc. Board has decided that all fiscally sponsored projects are now required to submit a quarterly Self Evaluation. If you think this is too often, please let us know, but this evaluation need only be a brief single paragraph, or about 5 bullet points. You do not need to report on your project and program activites like in the Annual Report. The goal is to evaluate your project or programs ability to meet the CLN Top 9 Legal Requirements, and also the other Most Important Policies. Again, all you have to do, is read through this packet to understand what the the CLN policies are, decide which are applicable to your project, and then write up a quick paragraph at the end of the quarter describing what you have acomplished and what still needs to be done. Here are the list of dates and time cycles for each quarter:
- Q1: Jan 1st - March 31st
- Q2: April 1st - June 30th
- Q3: July 1st- Sep 30th
- Q4: Oct 1st - Dec 31st
Personel/Worker/Volunteer Daily/Weekly Time Sheets
- As part of our network protocol all workers, weather paid or not, should be doccumenting their work, and submitting basic work reports to the HR Board. This is very easy and just takes a minute or so. After completing work for a day, write down the date, what you did, how long it took (if applicable), and also note people you were working with if you aren't sure they are going to be sending in a work report, especially volunteers. Send it right away, or send it weekly, but minimally monthly. Just email hr@heeo.in You should also be sending all your hiring, outreach, and recuitment policies to the HR Board as well. Make sure everyone know that their work within our network is publicly accountable, and if they are worried about privacy, anyone is welcome to create an alias for work within our network, but overall our policy is complet transparency for all processes including personel, and all personel, paid or not are publically accountable. The purpose of gathring this information is more than just tracking and keeping an eye on your progress and the work you are doing, but is primarily to tie in work time into the policies and processes for Community Equity and Project Prioritization throughout our entire network. All workers and work time is integreated into a Equity pool, as overall the entire network is run as a Worker Cooperative, and if work isn't reported then people are loosing out on their rightfull benifits to establish their potential equity within the network. Additionally workers and work time also is used to establish project and program priorities throughout the network, and we simply count peoples feet and active participation as one type of voting. So if people do not report their work, their work is not counted in our tabulatios and we end up with the wrong tallies, and the wrong priorities as a network. These priority updates are made multiple times a week, so for the most acurate input work updates need to be made daily. Just do your best.