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 four weeks prior to the end of a grant, 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 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.
Note that the Foundation 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.
Click here for Sample MMF Evaluation 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. Only one section of this Evaluation Report Template will apply to each indicator and only the relevant section should be uploaded for each of the four indicators. It is also extremely helpful to have a copy of the MMF Evaluation Plan that was submitted with your application handy when completing the status report, and especially the evaluation questions for each of the four indicators.
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. The standard approximation is six characters per word. Each question will indicate the number of characters allowed for that question.)
- Was the funded Project/Program implemented as outlined in the Grant? If not, please explain why.
- 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.
- List the outcomes that were submitted for this Grant. Did you achieve the results you expected? Be specific and detail how they were met. If exceeded, what enabled this?
- If you achieved less than the expected results, what issues or obstacles did you face?
- If results were not as expected, what strategies are being used to address this?
- What were the primary lessons learned while working on these outcomes? How will you use what you learned to inform your work?
- Explain your evaluation process.
- Provide an accounting of expenses incurred and funds expended to date in carrying out the terms of the Grant Agreement. Complete the Status Report Financial Template, rename it under your organization's name and upload where indicated.
- 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)
- Date funds received from MMF
- Individual who prepared the Status Report (name, title, phone number; a separate question will ask for the preparer's email address). This information should be for the executive who was assigned the report.
- Total number of Unduplicated/Unique Clients Served in the Project/Program
- Zip Codes in which Clients Resided
- Race/ethnicity of clients served
Once the Final Status Report is completed and submitted, the lead executive of the grantee organization will receive an automated email notification that it was submitted. Upon Foundation staff approval of the status report, the grant will be closed and the lead executive notified by email.