Core Reporting

The Alberta Prion Research Institute sets high standards for its grantees. The Prion Institute requires grantees to provide performance updates every six months (semi-annually). The objectives of the reporting activities are to provide the Prion Institute and its Management Board with a clear overview of the progress and performance of the research activity and ultimately the outcomes of Prion Institute-supported programs.

The reports will also provide Albertans with economic and social benefits of Prion Institute-supported research activities. Both achievements and shortfalls experienced with the research program and team should be reported. Research activity reports are required to ensure uninterrupted support or future funding.

Instructions and Report Forms

The progress of each funded Core Project is monitored on an on-going basis through three related mechanisms:

  • Semi-annual Performance and Financial Updates
    The Performance Update reporting will consist of a written narrative not more than three pages of information on research activities and a financial update for each trimester period reporting on the progress of the research grant.

    Core Project Semi-annual Performance Update Report Form

  • Year-End Update
    The Year-End Update will include a written narrative of not more than three pages of information and an annual financial update as well as an Annual Operating Plan not more than one page and Budget Forecast.

    Core Project Year End Update Report Form

  • Final Report
    A Final Report will be due at the end of the grant. A one page executive summary should be included with report. Depending on the size of the grant and the complexity of the project, five to 10 pages of narrative should be sufficient for most grants. A financial report of all Prion Institute funds is required.

    Core Project Final Report Form

Reporting Schedule

The table below indicates the timing of each of the above planning and performance management / monitoring mechanisms.

All Prion Institute Core Funded Research Program updates and reports are to be submitted to the Prion Institute within 30 days from the report period end date.

REPORT PERIOD END DATE      

REPORT DUE

REQUIREMENTS


SEPTEMBER 30


OCTOBER 31


Semi-annual Performance & Financial Update (reporting period April 1 - Sept. 30)


MARCH 31


APRIL 30


Year End & Annual Financial Update (reporting period April 1 - March 31)

Revised Planning Outlook to Funding Horizon

Annual Budget Forecast & Operational Outline


GRANT END DATE


90 days from grant end date


Final Report

Working with the Prion Institute Program Director, each Core Project will in its first year of operation create a Performance Framework specific to its circumstances and goals. It will report against this framework in its Annual Performance Reports. Although a particular project's Performance Framework will be specific to that project, there will be common elements that will be monitored across all Core Projects. These frameworks will demonstrate the alignment between the Core Projects' research objectives and the strategic objectives of the Alberta Prion Research Institute.

Examples of topics to cover in the report narrative include:

  1. The outcomes and results achieved related to the major goals and objectives of the grant as stated in the proposal.
  2. The demographics and numbers served by the project (when applicable).
  3. How the grant helped advance the project.
  4. How success of this project is measured.
  5. Any problems encountered and/or unexpected outcomes during the grant period.
  6. Plans for continuing the project.
  7. Any modifications to the project based on what was learned during the grant period.
  8. List other sources of support secured for this project since the start of the grant.
  9. Any noteworthy organizational changes (e.g., changes in leadership or staff, office location, organization name).
  10. If media coverage was received, include a summary list of media outlets and dates along with a small sample of press clippings.

Financial report includes:

  1. A Financial Update will include a statement listing the income and expenses of the Prion Institute portion of the project—during the grant reporting period. Financial statements generated by the academic institution will satisfy this requirement. Audited financial statements are not required.
  2. A Budget Forecast due annually (April 1) will identify how unspent Prion Institute funds and future Prion Institute funds will be allocated.

Researcher Information

  1. A Performance Update for each Prion Institute funded research project must be completed by the Principle Investigator (generally the first-named researcher on the proposal).
  2. The Principle Investigator may need to seek and enter contributions from other parties involved in the project where required.
  3. Once complete, the original paper copy (signed by the Principle Investigator) must be sent to:

    Alberta Prion Research Institute
    2001 Scotia Place, Tower II,
    10060 Jasper Avenue, Edmonton, Alberta, T5J 3R8 

    Faxed reports are not accepted.

  4. The completed Progress Report should be saved as a Word (.doc), rich text format (.rtf) or scanned (.pdf) document. The file name for the progress report should conform to the following naming convention, which includes the Prion Institute Notification of Award Record Number and Principle Investigator last name, [ProjectRecordNumber][PISurname].doc (example 200500694Brown.doc)
  5. The electronic copy (.doc, .rtf or .pdf) of the Performance Update must be e-mailed to ron.clarkson@albertainnovates.ca

The Prion Institute may contact the investigator if clarification or further information is required to determine whether progress has been satisfactory over the period covered in the report.

Information in your report is collected in order to determine whether the research project funded by the Prion Institute is progressing according to the original proposal or has reached satisfactory completion and for post award reporting.

Researchers should note that if the Prion Institute is not satisfied with the progress of the project, further payment of funds will not be made until satisfactory progress has been demonstrated on the Prion Institute funded project. If satisfactory progress is still not achieved, the funding will be terminated and all outstanding monies recovered by the Prion Institute.