Monitoring & Reporting Policies

What “Monitoring” Means #

Monitoring is Devxchange’s ongoing process of confirming that charitable activities are happening as described in the Grant Agreement.

It includes:

• receiving quarterly updates
• reviewing progress
• checking alignment with charitable purposes

Monitoring is required by CRA and ensures accountability for donors, PLVs, and the grantee.

Schedule of Items Due #

Item	Due Date
Quarterly or Large Balance Reporting in Smartsheets	April 30, July 31, Oct 31, Jan 31 (following year) OR following a Large Balance transfer
Annual Report Form January 1 – December 31	March 15th of following year
Annual Blurb for Donor Report	April 15th
Annual Budget / Plan	December 15th
Fundraiser Event Donations and Data	30 days after event
Overseas Travel Debrief Form	30 days after trip
Project Closure Form	Upon notice of closure

What PLVs Do #

PLVs help monitoring by:

• requesting updates at least monthly
• helping the grantee understand reporting expectations
• uploading or re-entering reporting information if the grantee cannot
• collecting photos, notes, receipts (when required)
• notifying Devxchange when delays or concerns appear

Using Smartsheet #

Each project has a Smartsheet reporting page (Accounting Module).

If you have not taken the course to report in your accounting module and are a project lead volunteer, please enroll in this course.

https://member.devxchange.org/course/dashboards-planning-module/

Dashboards-

Smartsheet (Quarterly Reporting System) #

The Accounting Module in Smartsheet is where:

• the grantee submits quarterly activity updates
• receipts, photos, and notes are uploaded
• Devxchange reviews progress

Planning Module #

This tool stores:

• the project’s activity plan
• timelines and expected outputs
• notes on progress

Project Evaluations #

• Project Evaluations are scheduled every three years for projects of $15,000 or greater. The Executive Director, Project Lead Members, Board Directors, and Advisory council will assist where necessary to identify volunteers to undertake the Peer Verification and/or Project Evaluation.
• Please ask for an evaluation form when going on a trip to visit your project.

Reporting to Foundations and Government Agencies #

• The Project Lead Volunteer is responsible for reporting to any Foundations or Government agencies funding the project. The Project Lead Volunteer may have a reporting schedule set by such agencies – if not, then submit quarterly reports according to the same schedule as Devxchange. The foundation or agency may have their own required reporting format.
• All reports should first be approved by Executive Director and a copy filed with the Devxchange office. Devxchange also maintains a database of all project reports due, including reports due to foundations and government agencies. Submitting your reports to the Executive Director ensures that the database gets updated.

Annual Budgeting #

• Project Lead Members will be required to submit an annual budget and plan to Devxchange for the annual calendar year. It may or may not be in sync with your project schedule; however, Devxchange needs budgeting information based on a calendar year. Please use the budgeting template that is sent to you with the corresponding chart of accounts.