Reporting your progress for Million Hours Fund phase 3
If you have Million Hours funding we'll ask you for progress reports
We'll contact you when you’ve reached a progress reporting point for your Million Hours Fund grant. We'll ask you to tell us about how you are getting on with your grant and how you’ve spent the funding so far. We'll send you a form to tell us about the difference your work is making.
Your funding officer will contact you to remind you when your next progress report is due.
We'll usually ask you to complete and submit your answers within 4 weeks of receiving this form.
Make sure to keep records about your project
As stated in your terms and conditions of this grant, you must keep accurate and comprehensive records about your project both during the project and for 7 years afterwards. We can ask you to provide us with copies of those records and evidence of expenditure of the grant such as original paper or electronic receipts, invoices and bank statements.
The questions we'll ask in your progress report
1. Please tell us the first day of your reporting period
2. Please tell us the last day of your reporting period
3. Please tell us your organisation name
This is the legal name of your organisation.
4. Please give us your project ID or funding request ID
This is 8 digits you can find on your grant offer letter or any recent correspondence with us. For example, 20304050.
5. Please tell us the name of your project
This is the funding request name you provided when you applied for the funding.
6. Please tell us your name
Monitoring forms should be completed by a contact you have provided to us, this could be either the main or senior contact.
7. Please tell us your role in the organisation
We will check this against the contact details you have provided for your organisation.
8. Please tell us your email address
We will check this against the contact details you have provided for your organisation.
9. Tell us about the extra youth work hours you have delivered during this reporting period
In this section, please tell us about:
- the activities you provided during the reporting period
- any feedback you have received during the reporting period
- any other work you’ve done during the reporting period, for example if you’ve been planning future activities
- any youth voice activities related to this funding that you’d like to highlight
- any changes to anti-social behaviour incidents related to this funding. If this is your first progress report tell us about your work since starting your project
10. Tell us about the extra youth work hours you have planned in the next reporting period, including any changes you need to make and why.
This could include changes to your budget or delivery plans. You should request any changes in advance and this section of the report gives you the opportunity to request a change and to explain why it is needed. It also lets us know about the extra youth hours you have planned for the next reporting period.
11. Please tell us the number of additional hours of youth work you have delivered with this funding during this reporting period
This is just the number of hours that young people are attending or engaging in the additional activities in the reporting period. We know there are staff work around these hours, but only record here the hours where young people are attending.
12. Please tell us the total number of additional hours of youth work you have delivered since the start of your grant
This is just the number of hours that young people are attending or engaging in the additional activities since the start of your grant. We know there is staff work around these hours, but only record here the hours where young people are attending.
13. Please tell us the total number of young people who attended the youth work activities delivered with this funding during this reporting period
This is the total number of young people who attended the sessions in total, so add up the number of young people who attended each session in the reporting period. If you have regular attendees they will be counted for every activity they attended e.g. if they attended Wednesday and Thursday night you would count them twice.
14. Please tell us the total number of young people who attended the youth work activities delivered with this funding since the start of your grant
This is the total number of young people who attended the sessions in total, so add up the number of young people who attended each session since the start of your grant. If you have regular attendees they will be counted for every activity they attended. For example, if they attended Wednesday and Thursday night you would count them twice. You could calculate this by adding up the attendance registers for each session since the start of your grant as this will include a young person’s attendance each time they attend.
15. Please tell us how many young people, on average, attended each hour of additional youth work activities delivered with this funding
We understand that this might be difficult to calculate, so please provide us with your closest approximation.
16. How many of these young people were new to your service?
By ‘new’ we mean young people who are accessing your services for the first time through the Million Hours funded programme during the reporting period. You should only count these new young people once, so if they are new to your service in the period and then keep attending, just count them once.
17. If new young people attended your service, please let us know how and where the young people heard about your activities (this is just in general not for each young person)
Report where most ‘new’ young people have heard about your service.
18. The number of hours that staff have worked to deliver the additional youth work hours since your last reporting period
This should be the total number of staff hours worked in delivering the activities, including staff time spent on the activity when young people weren’t there, such as for planning, setting up and tidy up time. Only include hours of staff working directly on the activities, do not include hours of support staff. For example, three staff working two hours to set up and deliver a session would equate to six hours of delivery, as 3 staff x 2 hours each = 6 hours.
19. The number of hours that volunteers have worked to deliver the additional youth work hours since your last reporting period
This should be the total number of volunteer hours in delivering these activities. You only need to include hours of volunteers working directly on the activities.
20. Did you recruit any new staff to deliver this work in the reporting period?
21. If yes, how many staff did you recruit?
22. Did you recruit any new volunteers to deliver this work in the reporting period?
23. If yes, how many did you recruit? (please enter a number not words)
24. How much of your grant have you spent during this reporting period?
Only include the amount of grant funds you have spent during the reporting period
25. How much of your grant have you spent since the start of your project?
Include the total amount of grant funds you have spent from the start of your project to the end of the reporting period.
26. How much do you forecast to spend to the end of your project?
Consider here whether you are on track to spend the full grant amount awarded by the end of your project. For example, if you were awarded £50,000 but expect to spend only £40,000 by the end of your project, then your answer to this question would be £40,000; if you intend to spend the full grant amount awarded then the answer for this example would be £50,000.
27. Have you varied from your projected grant expenditure as per your budget this period?
28. If yes, detail which budget headings you moved funding from and to
Please provide details of how much money you have moved and why you needed to do this.
29. Do you have a grant underspend to date?
An underspend would be the total amount of grant funds that have been paid into your bank account to date less the total amount you have spent to date. For example a total of £35,000 received into your bank account less £32,000 total spent would give an underspend of £3,000.
30. If yes, how much is the grant underspend for?
Please provide details of how much you have underspent. Please also provide details of how you plan to use the underspend, as this will need to be considered and agreed by your funding officer.
31. Any additional information that has been requested by your funding officer should be provided here
If your funding officer requested any additional information in their email requesting this monitoring report please provide it here.