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Our Systems team is an integral part of the Partnership’s success in ensuring that each of the projects we commission delivers the right impact on the local area. The team is responsible for the initial appraisals of project proposals, monitoring of the projects that receive funding and the reporting of project outputs as well as providing guidance and support for project partners.
Appraisal of proposed projects
The purpose of appraisal is to provide a thorough assessment of a project proposal before funding is agreed. The Systems team use specific criteria to produce a full appraisal and recommendations to fund a project are based on the principles below:
a cost/benefit-based assessment of whether a project is worthwhile and feasible (and is better than possible alternatives)
what the impact is likely to be for the sector concerned and the CFP area in general
who the beneficiaries are and whether the equalities targets for these beneficiaries are reasonable and realistic
All project proposals are considered for their strategic fit with the Partnership’s objectives, for their ability to deliver the objectives of the specific sector programme, for their appropriateness within the context of the available funding and their ability to meet required outputs.
Monitoring project performance
Each project submits a quarterly report of their level of expenditure and the number of beneficiaries (businesses or individuals) who have been assisted by their programmes. The Systems team monitors these reports in order to ensure that the project expenditure is as expected and that output targets have been achieved. Payment of project grants by the CFP is made only when we are satisfied that projects have fulfilled the relevant requirements of their quarterly reports.
The Systems team conducts monitoring visits to projects at least once a year to ensure that project activity is being conducted as agreed and that proper systems and procedures are in place. We also conduct systematic telephone spot-checks to ensure that projects have paid suppliers’ invoices and that beneficiaries have received the support or service as set out in the project’s proposals.
Reporting expenditure, outputs and outcomes
The Systems team uses the information from projects to update the Partnership’s expenditure and output records. Project progress is reported to the CFP Board in terms of overall expenditure and output achievement against budget and targets. In addition, the CFP also submits quarterly reports to its various funders, which the Systems team compiles according to the guidance set by the respective funding body.
Where applicable, the Systems team will also report to the CFP Board or the CFP’s funders the details of outcomes from a project (e.g. such as where individuals obtained employment as a result of receiving job brokerage from a project or when businesses subsequently expand their operations as a result of a project’s business support intervention, etc).
Guidance for projects
The Systems team is on hand to provide advice and guidance to projects about the reporting of project expenditure, outputs and outcomes. The Systems team also provides training sessions for projects to introduce them to our procedures as well as ensuring that all projects meet the audit requirements of our funders.
For each project commissioned by the CFP a Project Contract Pack is produced that includes:
A contract, incorporating the appropriate parts of the project proposal (including agreed funding and outputs) and approval confirmation by the CFP’s accountable body, and
Partnership project management guidance notes (including promotional guidelines).
For more information or guidance, please contact one of the members of the City Fringe Partnership’s Systems team:
KATE GIBBS, Systems Manager
DORIAN GRAY, Systems Officer
KIRSTEN SMILGE, Systems Officer
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