Monitoring Your Work
Monitoring and evaluating our grants enables funders to better understand the results of their grantmaking. It helps them to understand community need, enables them to learn from our grantmaking and inform future strategies, and also enables them to show donors the benefits of funding and hopefully encourage them to give more!
It should also help you to collect valuable information on how service users benefit from your work, what works and what doesn’t, how you can make your services more effective, and also demonstrate to funders (and donors) the value of your work.
Monitoring requirements for Deptford Challenge Trust grants
If you have received a Small Grant you will be asked to complete a short monitoring form telling the London Community Foundation (LCF) how you spent the funds, how your project was delivered, how your user group benefitted, and any learning you have gained during the project. 10% of your grant will be held back and will be paid to you on submission of a satisfactory report and evidence of spend.
If you have a received a Strategic Grant, you will be asked to provide a more detailed report under specific headings, in addition to statistical information. For one year grants you will be asked to provide an interim report after six months and a final report at the end of your project. For multi-year grants you will need to report at the end of each year, and any subsequent year's funding is dependent on the project's success the previous year.
LCF considers organisations’ previous track record in managing Foundation grants whenever we receive new applications. This applies to all of our funds and across funds. It is important that you are honest about the results of your project in your reporting – if the project didn’t work, we would encourage you to show that you can take the learning on board and use it to develop your work in the future.
Monitoring forms are sent out at the beginning of your project. This is to help you ensure that all of your monitoring systems are in place at the start of the project, providing you with the necessary data when you submit your report.
Returning your monitoring form is a condition of grant. You will usually have 12 months to spend your grant and we need you to return your monitoring six weeks after the project finishes.
Funded organisations will be notified one month before your monitoring is due. It is vital that your monitoring is submitted on time. The Foundations’ policy is not to consider applications from organisations which have overdue monitoring across any of our grant programmes. For example, if an organisation’s monitoring for a Comic Releif Local Communities grant is overdue, we will not consider an application to the Deptford Challenge Trust until satisfactory monitoring has been submitted.
Submitting a strong monitoring report on time is as important as submitting a strong application for funding, and it is important to factor in time for this within your project planning.
Case studies, a couple of photos, feedback forms, user/volunteer comments and samples of any publications produced can all be used to supplement the written report and to show your achievements and learning. We also welcome any comments (positive or negative) you wish to make about the application process and LCF’s management of the grant process. Your feedback, good or bad, will help to develop services where possible.
LCF carries out a number of monitoring visits for each of our grant programmes. During the period of your grant, you may be visited by a member of the LCF team. The purpose of the visit would be to discuss any issues arising from your work, your progress, and learning gained to date. LCF staff can also offer you advice or refer you to training providers or support agencies if you need support in a particular area.
If you are selected, LCF will contact you directly to arrange a visit at your convenience.
The London Community Foundation
Tel: 020 7582 5117
Charities Evaluation Service
Provides advice, support and training on all aspects of monitoring and evaluation for the voluntary and community sector. CES has a sliding scale for training fees to help smaller organisations.
Charities Evaluation Service: Key Terms
First steps to Monitoring and Evaluation
Become More Effective - An introductory guide to monitoring and evaluation
This plain English guide was written primarily for refugee community organisations who have little or no experience of monitoring and evaluation.
New Philanthropy Capital - Wellbeing Measure