• Introduction
• Program Overview
• NIF is not a Grant
• NIF Program Management
• Principles and Guidelines
• General Policies and Conditions
• NIF Proposal Application Process
• The Proposal Form
• Project Management
• Audit and Review
• Glossary
• Appendices
• Forms
• Reporting Requirements

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9.0 PROJECT MANAGEMENT

9.1 Reporting Requirements

Once a proposal is approved and the project implemented, all Project Managers must provide the following reports to the NIF Sponsor to forward to the Secretariat:

• Quarterly Status Reports at the end of each quarter;
• Project Amendments (if/when required);
• A final summary report, when the project is complete;
• Post-project evaluation; and,
• Project deliverables including photos/digital images.

All reports must be written for an audience that is not familiar with the project. The Sponsor will then send the reports to the Secretariat. Project Managers of multi-year projects must adhere to the same report requirements and due dates for each year of the project's duration. These reports provide the basis for the management and accountability of the NIF. The information in these reports also provides information needed by the Secretariat for ongoing reporting on the NIF - to the Lead Minister for Search and Rescue, Parliament and the public.

**All report templates are available through the NSS website.

9.1.1 Quarterly Status Reports (Word 6.0/95 version)

Quarterly reports summarize the status of the project related to the approved management plan to the end of each quarter (Q). It provides an explanation of any variance between the approved work plan and the progress of the project. Secretariat due dates for Quarterly Reports are:

Q1 - June 30 / Q2 -September 30 / Q3 - December 31 / Q4 - March 15

NIF Sponsors may require Quarterly Reports earlier to allow for review prior to Secretariat submission.

9.1.2 Amendments (Word 6.0/95 version)

It is important to conduct the NIF project as planned, on budget and within the scope as stated in the project proposal. If this is not possible, the Project Manager must request an amendment to the project. The amendment must be completed and submitted to the Sponsor who then sends it to the Secretariat for consideration. Sponsors must contact the Secretariat immediately to discuss requests for amendments prior to submitting them. The amendment must justify why the change in the proposal is necessary and indicate clearly the requested action.

The ICSAR Coordination Subcommittee may be asked to review Amendments that exceed $10,000 or 10 per cent of the NIF approved share of the proposal.

9.1.3 Final Summary Report (Word 6.0/95 version)

The final summary report objectively summarizes how the NIF funds were used and the benefit of the project for the National SAR Program. The summary report must follow the format provided in the Guide. Further details and technical explanations about the project can be attached.

The final summary report must describe the project objective(s), activities (methodology, location, etc.), results, evaluation, communications activities, bibliography reference of any printed/published materials and any suggested follow-up activities.

Write the final summary report using complete sentences and provide a clear but short overview of the project. State what was done and explain how the project addressed a specific need. Include detailed information that clearly demonstrates the outputs and results; explains the methods and criteria that will be used to measure the success or failure of the project; and suggest areas where additional work may be required.

Final summary reports for completed NIF projects are due at the Secretariat by March 15 each year. If you are unable to meet the deadline, the Sponsor must request an extension from the Secretariat and estimate when the final summary report will be complete. Final summary reports must be provided in electronic format.

Each year, the Secretariat will produce a final report containing a one-page summary of each NIF project that was completed that year. The report will be made available on the Secretariat web site.

Making the project results available will maximize the benefits of NIF investments to the broader SAR community, encourage the sharing of ideas and partnerships, generate new ideas for initiatives and reduce project duplication.

9.1.4 Deliverables

A deliverable is the final result of a series of project activities. It could be a new technology, a code or standard, a set of guidelines or an improved process, a representative photograph or audio or visual material intended to produce a measurable change in awareness, knowledge, skills and behavior of groups at risk or potentially at risk. Deliverables must be specific, focused and achievable and have a measurable impact on the SAR community. A sample copy (English and French) of all communications deliverables (e.g. audio, video, print) should be sent to the Secretariat electronically. Deliverables which are not available in electronic format can be mailed to the Secretariat at the address provided below. The Secretariat intends to post as many of the NIF products as possible on the NSS web site to maximize the benefits of NIF investments to the greater SAR community.

9.2 NIF Invoices (Word 6.0/95 version)

NIF invoices are submitted to the Sponsor who then reviews the request to ensure that the request for funds is substantiated by eligible expenditures. The sponsor then sends the request to the Secretariat.

NIF invoices are generally paid on a quarterly basis.

NIF Sponsors must ensure that invoices meet NIF criteria. Invoices will only be processed if:

• All outstanding quarterly reports have been submitted
• The amount of the invoice matches the expenditures to date identified in the quarterly report.

N.B. Quarter 4 invoices must be sent by the NIF Sponsor to the Secretariat by March 15 so that the Secretariat can process final payments prior to the end of the fiscal year.

**Any expense not included in the original proposal or exceeding the amount specified in the original proposal is not eligible for payment unless otherwise approved by the Secretariat.**

9.2.1 Advance Payments

Advance payments will only be made on the basis of a written justification explaining why the advance is required.

Advance payments must be accounted for in order for subsequent invoices to be paid.

9.2.2 Surplus Funds

Unused NIF funds must be returned to the Secretariat as soon as possible. Be sure to indicate the specific project (Project Number, NIFID) against which the funds are being returned.

Funds being returned from Provinces/Territories must be made in the form of a cheque payable to the Receiver General for Canada.

Guidelines for Completion of NIF Reports

Note: the Quarterly Status Report is available online in either Microsoft Word 2000 format (the preferred option) or in Word 6.0/95 format. The following notes are provided to assist in its completion. (Selecting either option will open the document in a new browser window.)

New SAR Initiatives Fund (NIF)
Quarterly Status Report
FY __/__ Quarter __

TITLE: Provide the same title as stated in the original proposal.

PROJECT NUMBER: Provide the Secretariat project number.

NIFID #: Provide the Secretariat NIF Identification Number.

STATUS OF WORK: In the table, duplicate the management plan in the proposal and add the actual date of completion.

OBJECTIVE #1:

ADDITIONAL INFORMATION:
Include a brief summary of:

• Progress and achievements to date;
• Project risks (i.e. delays, technical problems, under/over expenditures); and,
• Corrective action being taken to ensure project remains on track.

Note: the Summary of Amendment form is available online in either Microsoft Word 2000 format (the preferred option) or in Word 6.0/95 format. The following notes are provided to assist in its completion. (Selecting either option will open the document in a new browser window.)

New SAR Initiatives Fund (NIF)
Summary of Amendment # __ for
Project # - Title
(Annex to Memorandum of Understanding)

Note: the Final Summary Report form is available online in either Microsoft Word 2000 format (the preferred option) or in Word 6.0/95 format. The following notes are provided to assist in its completion. (Selecting either option will open the document in a new browser window.)

New SAR Initiatives (NIF) Fund
Final Summary Report
FY __/__