Australian Mercy Project Status Report Please note this report is for a 6-month reporting cycle 1 July – 31 Dec or 1 Jan – 30 June. The financial section requires both 6 and 12 monthly reports.
[Project Name] - [Project Number]	Reporting period [dd mmm yyyy] to [dd mmm yyyy]
Risk Status Code – Use these color indicators to quickly rank your comments (Word users can use “home” tab format buttons others may copy and paste) Please use the risk management matrix to determine risk level (Appendix A)
Low risk -on track - on schedule - under control – done! Medium risk – minor obstacles – needs attention	High risk – difficult - significant obstacles - going off track. Extreme risk - off track – needs immediate action – missed it!
Milestones accomplished:	[To replace any placeholder text (such as this) just click it and start typing. Add and subtract bullet points as needed.] [What are the significant things achieved during this reporting period?] [How many people did you help?] [Milestones may refer to your project plan and its goals and activiites] [more?]
Milestones planned but not achieved, or achieved with variance:	[Discuss what went right and what went wrong, how did you respond to obstacles?] [What outcomes are you happy with even if they are different from your initial goals? Why?] [more?] [more?] [more?]
Milestones planned for next report:	[What things do you hope to accomplish in the next reporting period? describe them here] [Describe any new developments that you are working towards?] [Dont forget to color rank the risk factor] [more?] [more?]
Previously reported issues or milestones:	[Discuss previously reported issues here] [What has happened? How did you solve problems? have your methods changed?] [How do these issues relate to the overall project] [more?] [more?]
Finance:	[Please see Appendix D] [Financial Statement and Balance Sheet - For January report please attach July - Dec financials (6 months). August report please attach July - June financials (12 months).] [What has been your most signigficant financial challenge?] [What plans do you have to meet your finiancial requirements for the next reporting period?] [Did you have any major fundraising events, how will you spend the proceeds?]
Staff and Associates:	[Do your staff have appropriate child protection procedures in place? Where they utilised during this period?] [How is staff morale? any complaints about management or conditions?] [How about staff training and development?] [Describe how you have partnered with other organisations] [If you used teams, what did they do? How many people?]
Project Management Group:	[How are you going as a management group?] [How often are you discussing the project? are you working well together? are you on top of policy requirements? need help?] [Do you need to update your PMG membership? mention that here] [Have you organised your next Monitoring visit? when is it? just been? include info! ] [more?]
Estimate of the number of volunteer hours during this reporting period:	See job descriptions in Appendix B 1-Project Assistant (general staff) [hrs] 4-Project Manager (site manage) [hrs] 2-Project Officer (skilled staff) [hrs] 5-Team Leader (PMG members) [hrs] 3-Middle Professional (group leader)[hrs] 6-Higher Professional (legal, finance) [hrs]
Other Information and Project Modifications:	[Discuss other things you would like to report not already mentioned] [Do you need to modify the original project design? Comment fully here]
Project evaluation Summary Statement:	[Please read appendix C prior to entering your comment]
Story:	[Please write a couple of summary paragraphs of the project so far or write of an exciting happening "tell the story" you can include pictures and testimony. We may use this information in our newsletter or annual report please comment if you prefer not]
Signature:	This report was compiled and submitted by [Name] Signature. Date: [dd mmm yyyy]

Please zip together and upload - this completed document, accompanying reports and photos as appropriate - to the project management web portal and indicate completed in the task list.

APPENDIX A

Impact
Likelihood	Insignificant - 1	Minor - 2	Moderate - 3	Major - 4	Catastrophic - 5
Probably - A	Medium	High	High	Extreme	Extreme
Likely - B	Medium	Medium	High	High	Extreme
Possible - C	Low	Medium	High	High	High
Unlikely - D	Low	Low	Medium	Medium	High
Rare - E	Low	Low	Medium	Medium	High

Risk Matrix

APPENDIX B

Job descriptions

These estimates are to assist our reporting to the Australian Government. Please just give it your best estimate!

Project Assistant – person volunteering for general duties.

Project Officer – person volunteering in country with defined skills, i.e. visiting building teams.

Middle Professional – Nurses, IPHC workers, teachers, TESOL workers, trainers, community educators.

Project manager – Administrative staff and on site manager.

Team Leader – PMG member or a defined leader of significant responsibility.

Higher Professional – Doctors, lawyers, accountants.

APPENDIX C

The importance of project evaluation.

Project evaluation helps us to gauge the effectiveness of what we are doing. From January 1, 2018 a statement of project evaluation has been required as part of your annual reporting.

The statement of evaluation answers the question. “Is the project achieving its stated goals?” These are the goals that are stated in your project proposal.

A single sentence of "we evaluated our project and adjusted accordingly" is not what we are looking for, so here are a few examples of what a statement of evaluation might look like.

Example 1: Statement of evaluation.

Is the project achieving its stated goals?

Yes our project is achieving its goals, but as we have been evaluating our project outcomes we have made the following changes.

Our management has been evaluating the training of classroom assistants at XYZ project. Although the training is of a good standard we are noticing that some of the class assistants are struggling with class supervision when the class teacher is temporarily absent or sick. After talking to the teachers and the class assistants we have decided to give some extra training to the class assistants to help give them confidence in supervising the class.

Example 2: Statement of evaluation.

Is the project achieving its stated goals?

Yes our project is achieving its goals, but as we have been evaluating our project procedures we have made the following changes.

A drop in donations has forced us to review parts of the ABC program and as a consequence, we are only running our clinic two days a week, our PMG is looking at ways in which we address this problem and once we have secured more stable income we slowly expand the clinic to 4 days a week as it was before. The expansion of clinic services to the village in the mountain will have to be delayed another 6-12 months until we know that the funds are available for that expansion.

Example 3.: Statement of evaluation.

Is the project achieving its stated goals?

No our project had not been achieving its goals, so we have made the following changes.

After six frustrating months with military checkpoints refusing to allow our health care trainers into the refugee camp. (some weeks we only get our workers on-site twice a week.) We decided to do our health care training digitally three days week and have our health care trainers only try to enter the camp twice a week. This has worked well. We have supplied our camp project leaders with laptops and Ipads that have the pre-recorded training on them. The trainee's go through these pre-recorded videos and on the days when we can’t access the camp and on the days we are present in the camp we take them through the practical aspects of training.

Of course, it is harder to answer questions on the day but the trainees can watch the same video multiple times if they want and we can answer questions in person on the days that we are in attendance. Currently, we are seeing if it is possible to incorporate applications such as Zoom into our training program.

This new approach is working well and has helped to refocus the project on its original goals. We are in the midst of making more short video teaching courses.

APPENDIX D

Financial Statement – this is very important – please read. The information required is outlined below.

Please copy and use this table (add rows if you need to).

Financial Statement [dd mmm yyyy] to [dd mmm yyyy]
Income
Funds received through Australian Mercy
Local donations
Other income
Total
Expenditure
Direct Project Costs
Project Admin
Other costs
Unspent funds
Total

Income

Funds received through Australian Mercy.

Total of funds your project received through Australian Mercy 01/07/20XX - 30/06/20XX

Local donations

Donations received from other sources other than Australian Mercy during the same period

Other income

This can be anything that is not a donation like interest from investments, sale of goods, rent from properties, etc.

Total

The total of income must match the total of expenditure.

Expenditure

Direct Project Costs

The funds you used on the project from the income that you received 01/07/201XX – 30/06/20XX

Project Admin

The cost of you admin (these are not project costs and can include things like office costs, phones, computers, postage, internet costs, stationery, etc.

Other Costs

Any other costs that were met from funds 01/07/201XX – 30/06/20XX that were not project or admin related

Unspent funds

The unspent funds from the income you received 01/07/20XX – 30/06/20XX

Total

The total of income must match the total of expenditure.