1. Reviewing Activity Reports
This presentation will cover how to review a activity report. By the end of this presentation you will be familiar with the Humanitarian Grants activity reports and will understand the information presented in these reports.

2. Activity Reports What are activity reports?
How do I receive an activity report?
How are activity reports generated?
Activity reports are generated from our Humanitarian Grants database by The Rotary Foundation (TRF) staff. They provide information about Humanitarian Grants sponsored by a specific club or district. File activity reports are a helpful tool for district leaders as they provide oversight of grants throughout their district.
Activity reports are sent by TRF twice a year to the District Governor, the District Governor Elect, the District Rotary Foundation Committee Chair and the District Grants Subcommittee Chair. District leaders can also request these reports from Foundation staff at any time through out the year. Please refer to the “How to Request an Activity Report” handout for detailed instructions.
The reports are generated according to the status of a grant. Reports can be generated to show grants that are currently pending (this is referred to as “in process”), grants that are currently open or grants that are currently closed.

3. Key Information Status Type / Program Type Project ID
Current Status / Status Date / Last Payment Date
Report Received / Incomplete / Accepted
Constituents
When reviewing an activity report, there are five key areas to which you should draw your attention:
Status type / program type
Project ID
Current status / status date / last payment date
Report received / incomplete / accepted
Constituents
The following slides will review each of these areas.

4. Status and Program Type1
The first key area of information on an activity report is the status and program type. In this area you will see the “status type” of the report. This refers to the kind of report that has been generated. As mentioned at the beginning of the presentation, reports can be generated to show all grants that are either in process (pending), open or closed. In this instance, the “status type” is open, which means that only open grants are included in this report.
Also noted in this area of the activity report is “Program Type.” This indicates which types of grants are included in the report. In this case the program type is “all” meaning that Matching Grants, Volunteer Service Grants, District Simplified Grants, and 3-H Grants are all included in this report.

5. Project ID 2
The second key area on an activity report is the Project ID. Each grant has a unique project identification number. All Project IDs are comprised of three parts. The first part of the Project ID is two letters which denote the grant type. MG stands for Matching Grants, TH for 3-H Grants, VS for Volunteer Service Grants, DS for District Simplified Grants and IG for Individual Grants. The next two digits in the Project ID refer to the program year. If the grant has been approved, you will see a 2-digit year. For example, if a Matching Grant is approved in March of 2007, the program year will be 07. If the grant has not yet been approved, you will see an underscore instead of the two digits. Lastly, each grant has a unique five-digit ID. This is the last part of each Project ID.

6. Status, Approval and Payment Date3
The third key area of interest on an activity report includes a number of pieces of information relating to the grant’s current status and approval and payment dates.
The first is “Current Status.” This refers to the actual state of a grant. In this case, the grant’s “current status” is “reported.” For a definition of all statuses, please refer to the Guide to Understanding Activity Reports handout. The “Status Date” is the date on which the grant reached the “Current Status.”
The next piece of information is the “Approval Date.” This is the date the grant was approved by the trustees.
The last piece of information in this section is “Last Payment Date.” This date is the date that the last payment was made for the grant.

7. Report Information 4
The fourth key area includes information about grant reporting. This information is used to determine whether the grant is overdue on submitting a report to TRF. There are three pieces of information in this area.
“Report Received” lists the date on which the most recent report was received for the project.
“Report Incomplete” indicates the date foundation staff reviewed a report, determined it was incomplete, and requested additional information from project sponsors.
“Report Accepted” indicates the date the foundation staff reviewed a report and accepted it.
The following are some helpful hints to understanding this section:
Look for the most recent date in this section. The most recent date will indicate whether or not the grant is up to date on reporting to the foundation.
If there is no date listed in the “Report Accepted” column, and the grant was paid more than twelve months ago, the grant is overdue on reporting.
If the “Report Accepted” date is within the past twelve months, the grant is up to date on reporting. If the “Report Accepted” date is more than twelve months old, a report is due.
If the date that appears in the “Report Incomplete” column is the most recent date, it means that the progress report submitted by the sponsors is missing information. In this case TRF staff will have requested additional information from the sponsors.
To determine when the next report will be overdue count 12 months from the last payment date, or the report received date.

8. Constituents 5
The fifth key area on activity reports provides information about the Rotary clubs and/or districts that are sponsoring the grant.
Look in the first column for the word “primary.” You will find it two times. This indicates which clubs and/or districts are the grant’s main sponsors. Follow the row across to find which clubs and/or districts are the primary sponsors. These clubs are responsible for submitting progress and final reports to the foundation at least every twelve months.
Other clubs and/or districts my be involved in the grant in other ways.
“Secondary” means that a club, a district, or another organization is involved in the project, but is not the grant’s main sponsor.
“Contributor” means that a club or district is contributing funds to the grant project.

9. Questions?
Humanitarian Grants staff members are always available to help answer questions about activity reports. Contact information for staff members can be found at