A useful record answers what happened
Keep the milestone, evidence, and source reference together.
For each completed workshop in the Cedar Skills example, the program lead records the delivery date, the planned topic, whether delivery was completed, and where the supporting evidence is held. Use the actual award agreement to determine which evidence is required for reporting.
Cadence: Create the record after each workshop and review open records at the team's agreed grant check-in. The program lead owns the delivery record; the grant manager coordinates reporting; finance reviews costs under the applicable finance rules.
Keep the record free of beneficiary names and other personal details. If supporting material contains personal information, follow the organization's approved privacy and retention requirements and use the authorized repository. This example does not set those requirements.
Completed sample workshop record
Illustrative only: a record of one of six planned workshops, without beneficiary personal data.
| Record field | Sample entry |
|---|---|
| Milestone | Workshop 2 of 6 |
| Delivery date | 14 May (illustrative) |
| Planned topic | Creating a household learning plan |
| Delivery status | Completed; facilitator session notes recorded |
| Evidence reference | Cedar Skills / Workshop 2 / facilitator notes and dated session materials |
| Record owner | Program lead |
| Finance handoff | Finance review requested against the applicable award terms and finance rules |
Make the handoff reviewable
The record is a coordination aid, not a declaration of compliance. The award agreement and applicable organizational requirements determine what is sufficient.
Program lead
Keeps the delivery record current and points reviewers to the evidence in the authorized repository.
- Record a session after delivery.
- Use the same milestone wording as the award commitment where practical.
- Flag a missed or changed session to the grant manager.
Grant manager and finance
The grant manager coordinates the reporting view; finance reviews costs using the applicable finance rules.
- Compare the record with the award terms.
- Identify missing evidence or unresolved cost questions.
- Route potential changes through the applicable approved process.