Grant Reporting Guidelines

The Ploughshares Fund requires grantees to submit a report one month after the conclusion of the grant period (this date is contained in your grant letter and grant agreement). Please follow these guidelines to prepare your grant report. If you know that you will be unable to turn in the report on time or would like to reschedule the due date, please contact the Ploughshares Office at 415-775-2244 to request an alternative date.

The grant report should total no more than five pages consisting of a one page cover sheet with identifying information, a three page narrative report, and a one page financial report. The value of the report is to highlight and describe the tangible outcomes and results from Ploughshare’s grant within the context of the project that was supported. The emphasis of the narrative should be on outcomes from the work, rather than simply outputs such as meetings or events.

I. PAGE 1: IDENTIFYING INFORMATION

1. Name of organization receiving the grant
2. Contact person
3. Fiscal Sponsor if applicable
4. Project title
5. Brief description of project
6. Grant amount and Grant Number
7. Date grant was awarded

II. PAGES 2-4: REPORTING INFORMATION
Please limit this abstract to no more than three pages. You may attach any relevant materials that the project may have produced during the grant period, but please limit the volume of these attachments to a reasonable and relevant amount.

1. Executive Summary of the project’s results and outcomes. Please use the first paragraph to summarize the overall results and outcomes from the project.

2. Evaluation and Results - Describe project activities during the grant period, materials produced, and the audience reached.

In describing the work, emphasize the results and not simply the activities themselves. What effect did the project have? Briefly describe the effects or outcomes of the project. Was there a specific goal, and was it achieved? Did the project make progress toward a specific goal – if so how? Describe and explain any significant discrepancies between original goals and the actual execution of the project. If the objectives of the project were not achieved, why not? If the grant assisted in the development of the organization itself, describe this. For example, was new staff added? Was there some other organizational growth or improvement that will help make it more effective in the future? Finally, what is the future of the project? Is the project going to continue? If so, where will it go from here?

III. PAGE 5: FINANCIAL REPORT
This statement should include the following information:
• an overall project budget, identical to the one provided in the proposal itself;
• a side-by-side comparison of how the Ploughshares grant was spent relative to the overall project budget:
• other sources of income for the project.

Failure to comply to the terms of the signed grant agreement could negatively impact Ploughshares Fund’s decision in awarding future grants to your organization.