Step 5: Status Report
The Final Status Report is the final grant report due to the Fund. It is due no later than one month following the grant end date. If a Final Status Report for an open grant is not received and approved within at least one month of the grant application deadline for a new grant cycle, the grantee organization will not be eligible to apply during the next cycle. Final Status Report reports are submitted and processed online; paper copies will not be accepted.
Approximately two weeks prior to the end of a grant period, the grantee's lead executive, the person who signed the Grant Agreement, will receive email notification that s/he has been assigned an online status report and it is available for processing. The report will be available only to that person, who will access it by logging on to our Grant Management System Portal, going to their organization's account, and selecting the most recent grant. There they will see that a "Follow-Up" form (the Final Status Report) has been added. If the executive wants to assign someone else to complete the report, that person will need to have the executive's logon credentials or will contact MMF staff if the contact person has changed.
Note that the Fund will not consider another grant application from the grantee until a status report has been received and approved for a prior grant. Final Status Reports must be submitted to our office at least one month prior to the deadline for a subsequent grant application, unless otherwise noted.
Click here for the updated MMF Evaluation Plan and Report Template. This does not constitute the entire final status report. This template is a guide to help you "show your work" when reporting total number evaluated and total number achieved for each of the four MMF outcomes/indicators chosen in your application. You will complete this Evaluation Plan and Report Template in the application (leaving the final column blank) and then on the Final Status Report, you will be asked to go back to your original Evaluation Plan and Report and fill in the final column with actual numbers achieved, also noting at this time if any evaluation tools, methods, or processes changed during the grant period.
Here is a link to a recording of our staff walking through the Final Status Report Process. The video is about 30 minutes long, but feel free to scroll through to relevant sections/slides as needed. The slides from our Status Report Workshop in June 2020 are also available for download.
The questions that comprise the full online final status report are listed below.
Points to Consider in Preparing the Report
Examine the original application submitted. Review how you described your program approach and planned activities, who and how many you expected to serve, what changes you expected to see in your participants and by when, and the measurement tools you said you would use to measure, verify and track progress. Next, check your data and reflect upon what progress has actually taken place. This will be your opportunity to tell us your story.
Listed below are the questions that must be answered. (FYI: There will be limits to the number of characters allowed per answer. Each question will indicate the number of characters allowed for that question.)
- Total number of unduplicated/unique clients who completed the project/program.
- If your grant proposal included a MMF Proposal Workplan, provide a summary to update each listed activity as originally planned and upload it where indicated.
- If applicant-specific outcomes were included in the Grant Application (Section A:Q16), please share the results. Did you achieve the results you expected? Be specific and detail how they were met. If exceeded, what enabled this?
- What issues or obstacles did you face in implementing the grant project?
- If results were not as expected, what strategies are being used to address this?
- What were the primary observations or lessons learned while working on the grant project/program? How will you use what you learned to inform your work?
- How did your evaluation process change from the plan submitted, if at all?
- Provide an accounting of expenses incurred and MMF funds expended to date. Complete both tabs of the Status Report Financial Accounting Template, rename it under your organization's name and upload where indicated.
General Operating Support reports must include copies of the Statement of Financial Position/Balance Sheet and the Statement of Activities/Income & Expense Statement for two (2) 12-month periods: one ending April 30 (for spring grants) or October 31 (for fall grants) of the current year, and the other period ending April 30 or October 31 of the previous year.
- Were actual costs consistent with estimate? Please explain variances.
In addition to responses to questions in the status report, the grantee must either provide the information described below or confirm that what is already listed is correct:
- Name of Organization
- Title of Project
- Amount of Grant from MMF
- Purpose of Grant (1 sentence)
- Individual who prepared the Status Report (name, title, phone number, email address).
- Zip Codes in which Clients Resided (top ten most frequent)
- Race/ethnicity of clients served
- Electronic signature of lead executive of the organization
Once the Final Status Report is completed and submitted, the person to whom it was assigned will receive an automated email notification that it was submitted. Upon MMF staff approval of the status report, the grant will be closed and the lead executive notified by email.