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Progress Reporting

Companion Guide

Each quarter, Ultimate Recipients will receive an email inviting them to submit a report via the portal 30 days before the report is due, and reminders in the two weeks prior to the deadline.

At any time during your project, if a change occurs that affects the scope, budget, deliverables, activities, partners, IP, data security, or potential progress of the project, please contact your Program Officer immediately via email rather than waiting for a reporting cycle.

Progress reports are due from funded projects 30 days after a reporting cycle ends (i.e., January-March reports are due April 30th). Progress report delays can impact payments – both progress and financial reports must be sufficient for a report to be complete.

  • There are Quarterly Reports (Reports A to C), an Annual Report (Report D), and a Project Closeout Report.
  • Reports are submitted via a combination of fillable text boxes and dropdowns in the portal; additional supporting documents may be uploaded.
  • Once submitted, the NCC reviews the submitted reporting documents as described below. The NCC may then send a Revisions Request via the portal which will detail additional information needed and a deadline by which it should be submitted.

What we are looking for 

From your Project Plan (Schedule B.1 of your Funding Agreement) progress reports should be clearly linked to, and refer to the:

  • Project Outcomes;
  • Activities;
  • Deliverable Milestones; and
  • Milestone numbers;

You will also be asked to estimate the percentage of your project that is completed. 

  • We will look at all the planned activities and deliverables within the date range of the quarter and compare these to the activities noted as in your progress report.
  • If you work on activities planned for date ranges not in this quarter, make sure you mention these and show why you are working on them in this quarter.
  • The expenses shown in your Financial Report should make sense in relation to the project activities reported (eg. if there are expenses related to travel, we would expect an activity related to travel such as attending conferences, trade shows etc.).
  • Reporting using bullet points is efficient and effective.
  • If you would like to submit additional information (for example, if the word count is not sufficient; if you need to list titles and authors of submitted papers or course titles, etc.), you can upload a pdf alongside your Financial Reporting. 

In Reports B and D you will also be asked questions relating to updates to project partners, IP arrangements and data security, and whether you foresee any challenges that could impact the project’s progress.  

In your Annual Report (Report D), you will be asked to update the KPI metrics you submitted at the start of the project, and list/describe the academic and non-academic outputs of the project so far.   

After the first four quarters of reporting, your Program Officer may contact you to discuss project progress and/or budget reforecasting if needed.

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