Monitoring and Reporting
The Foundation tries to develop close relations with its partner organisations. This enables us to learn about the local situation and clearly see the results of our support. It sometimes also enables us to identify and help solve problems as and when they occur. Monitoring projects ensures that the Foundation’s funding is used effectively and for its intended purpose and helps the Foundation develop our funding policies and criteria.
The Foundation monitors projects in three ways:
- Periodic and Annual reports - The Foundation normally requires partner organisations to submit periodic and annual reports based on the indicators and aims stated in the proposal and in a format sent to all new partner organisations. Failure to report may result in outstanding donations being delayed or, in rare cases, in withdrawal or repayment of donations (see below);
- Accounts - Each partner organisation is required to submit annual accounts for the entire project and/or for the specific component the Foundation has supported;
- Project visits - At least once a year the CEO or another representative of the Foundation will visit the partner organisation. He/she will look at project activities, speak to staff and beneficiaries, and sometimes look at project documents and administration. The Foundation also reserves the right to ask third parties to carry out evaluation visits on its behalf.
Any funds unused at the end of a project must be repaid to the Saïd Foundation unless we approve the organisation’s formal request to use them for other purposes. Grants must be repaid in full if there is a breach of the partner agreement, if the partner organisation or project ceases to exist before funds have been spent, if duplicate funding has been received, if the organisation is found to have been dishonest in its application or reports, or if the organisation brings the Saïd Foundation or its Trustees into disrepute.