Program Impact Report Template

Document Version: 2.1
Last Updated: March 2024
Owner: Programs Team
Review Schedule: Annually (next due March 2025)

Purpose

This template provides a standardised framework for program staff to report on program outcomes and impact. Consistent reporting helps us demonstrate value to funders, identify areas for improvement, and share learnings across our programs.

Note: This template was updated following feedback from the March 2024 board meeting. The previous version focused too heavily on outputs rather than outcomes — please ensure you're using this current version.

When to Use This Template

Quarterly program reports (due 15th of April, July, October, January)
Grant acquittal reports
Annual impact reporting
Ad-hoc funder requests for program updates
Internal program reviews

Important: For emergency relief reporting, continue using the separate template provided by Craig Donovan due to specific DHS reporting requirements.

Section 1: Program Overview

1.1 Basic Information

Program Name:
Reporting Period:
Program Staff: (Include volunteers if they contributed >20 hours)
Primary Funding Source(s):
Total Program Budget for Period: $

1.2 Program Summary

Provide a brief (2-3 sentences) description of the program's core activities during this reporting period. Focus on what you actually delivered, not what you planned to deliver.

Example: The Digital Connections program delivered 8 group workshops and 24 one-on-one sessions to seniors across Joondalup and Wanneroo. We also piloted our new tablet lending program with 12 participants and completed the technology audit of the Balga Community Centre.

Section 2: Quantitative Outcomes

2.1 Participation Metrics

Metric	Target	Actual	Variance	Notes
Total participants
New participants
Session attendance rate
Program completion rate
Geographic reach (suburbs)

Additional Participation Notes: Include any context about participation numbers — seasonal variations, external factors, changes in delivery model, etc.

2.2 Program-Specific Outcomes

Youth Employment Programs: - Job placements achieved: / - Participants completing training modules: / - Participants progressing to further education: / - Average wage of placed participants: $/hour - 6-month job retention rate: %

Digital Literacy Programs: - Participants demonstrating basic digital skills: / - Devices provided/loaned: ___ - Participants accessing online services independently: / - Referrals to other services facilitated: ___

Community Health Programs: - Health screenings conducted: ___ - Referrals to healthcare providers: ___ - Participants reporting improved health knowledge: / - Community health events held: ___ - Estimated total community reach: ___

Emergency Relief: Use DHS template for primary reporting, but include summary figures here: - Households assisted: ___ - Total value of assistance provided: $ - Average assistance per household: $

2.3 Cost Efficiency

Cost per participant: $___
Cost per outcome achieved: $___
Volunteer hours contributed: ___
Estimated value of volunteer time: $___

Note: Use $28.50/hour for volunteer time calculation (updated from Fair Work minimum wage, January 2024)

Section 3: Qualitative Impact

3.1 Participant Stories

Include 2-3 de-identified participant stories that illustrate program impact. Stories should show transformation or progress, not just satisfaction.

Story Selection Guidelines: - Seek participant consent before including stories - Remove all identifying details - Focus on outcomes, not just activities - Include challenges as well as successes where appropriate

Story Template: [Name/identifier] came to the program [context]. Through [specific activities], they [outcome achieved]. [Quote if available]. [Current status/next steps].

Example: Sarah came to our digital literacy program after feeling isolated during COVID lockdowns and struggling to stay connected with her grandchildren. Through six weeks of group sessions and follow-up support, she learned to video call on her tablet and now has weekly calls with family in Sydney. "I never thought I'd be the type to use technology, but now I can't imagine not having it," she told us. Sarah has since joined our tablet lending program as a peer mentor.*

3.2 Community Feedback

Include feedback from: - Program participants (surveys, informal feedback) - Community partners - Volunteers - Other stakeholders

Summarise key themes rather than listing individual comments. Include both positive feedback and constructive criticism.

3.3 Unexpected Outcomes

Document any outcomes that weren't anticipated in your program design. These often provide valuable insights for program improvement and future planning.

Section 4: Challenges and Barriers

4.1 Implementation Challenges

Be honest about what didn't work well. Common categories include:

Participant Engagement: - Recruitment difficulties - Attendance issues - Completion rates - Diverse needs within programs

Resource Constraints: - Staffing limitations - Equipment/materials shortages - Venue availability - Transport barriers for participants

External Factors: - Weather impacts (especially for regional programs) - COVID-related disruptions - Other community priorities - Economic pressures on participants

4.2 How Challenges Were Addressed

For each challenge identified, explain: - Immediate responses taken - Effectiveness of responses - Whether the solution is sustainable - What you would do differently next time

Section 5: Lessons Learned

5.1 What Worked Well

Identify specific elements of program delivery that were particularly effective. Consider: - Delivery methods/formats - Partnership arrangements - Staff/volunteer roles - Timing and scheduling - Communication approaches

5.2 Areas for Improvement

Based on this reporting period, what would you change for future delivery? Be specific about: - Changes you plan to implement immediately - Changes requiring additional resources - Changes requiring board/management approval - Changes requiring funder agreement

5.3 Scalability Considerations

Given our current expansion discussions, please comment on: - Which elements of this program could be easily replicated in new locations - What would be required to scale this program - Potential risks or challenges in scaling - Minimum resources needed for effective delivery elsewhere

Section 6: Financial Summary

6.1 Budget Performance

Budget Line	Allocated	Spent	Remaining	% Spent
Staff costs	$	$	$	%
Materials/Equipment	$	$	$	%
Venue/Travel	$	$	$	%
Other expenses	$	$	$	%
Total	$	$	$	%

6.2 Budget Variances

Explain any significant variances (>10%) from budgeted amounts. Include whether variances are one-off or likely to continue.

6.3 Value for Money Assessment

Comment on whether the outcomes achieved represent good value relative to the investment. Consider: - Comparison to similar programs (if available) - Long-term vs short-term value - Leveraging effect (additional resources attracted) - Prevention vs intervention value

Section 7: Recommendations

7.1 Program Continuation

Recommend whether this program should continue in its current form, with modifications, or be discontinued. Provide clear rationale.

7.2 Resource Requirements

If recommending continuation: - Staffing needs for next period - Budget requirements - Equipment/material needs - Training or professional development needs

7.3 Strategic Alignment

Comment on how this program supports Horizon Foundation's strategic priorities and whether any adjustments are needed to improve alignment.

Submission Guidelines

Deadlines

Quarterly reports: Due 5 business days after quarter end
Grant acquittal reports: As per funder requirements (check with Amara)
Annual reports: Due by March 31st

Review Process

Draft report prepared by program staff
Review by Jess Warburton (Programs Director)
Financial section review by Craig Donovan
Final approval by Maya Thompson for external submission

Formatting Requirements

Use this template exactly (don't modify section headings)
Save as: ProgramName_ReportType_MMYY.docx
Submit via shared drive: /Programs/Reporting/2024/
Email notification to jess.warburton@horizonfoundation.org.au

Support Available

For reporting questions: Contact Jess Warburton
For financial/budget questions: Contact Craig Donovan
For funder-specific requirements: Contact Amara Osei
For data analysis support: Pat Moriarty can help with survey data

This template will be reviewed following our planned program evaluation framework update (currently with board). Expect minor revisions to outcome measurement sections by mid-2024.

Document History: - v1.0 (January 2023): Initial template - v2.0 (November 2023): Added scalability section, updated financial reporting - v2.1 (March 2024): Enhanced outcome focus, added story guidelines