PROGRAM REPORTING REQUIREMENTS (CLIENT AND FINANCIAL)

The MHRDA Program Coordinators’ use a Client Commitment Form to track the clients and their funding details. This spreadsheet is updated regularly, and submitted at the end of each month to the MHRDA Provincial Manager. The statistical charts produced by the spreadsheet are printed and presented in each quarterly report of the fiscal year.

The required data must be recorded and entered into the Client Data System database system. It is then uploaded monthly to the Provincial office. HRSDC, in return, sends the complete gathered results of the MHRDAs in British Columbia back to the MNBC–MHRDA. It is the data collected through the Client Data System that provides the evidence that the MNBC–MHRDA is achieving, and in many cases, surpassing, the targets set each fiscal year.

The MHRDA Program Coordinators must submit a quarterly narrative report to the MHRDA Provincial Manager, in a format prescribed by the MNBC. (Refer to Appendix for Program Coordinator Quarterly Report). The deadline for this report is the 20th day of the month following the preceding quarter that is the subject of the report. These reports are rolled up into the Provincial report, and included with the statistical report, which is then submitted to HRSDC by the end of the month. An annual report must also be prepared, the data for which are collected and assembled in the same fashion as the quarterly reports.

PROGRAM REPORTS

The information contained in these program reports is as follows:

• Data about the number of clients served in the quarter, and the breakdown of males, females, youth, disabled clients, income assistance recipients, and EI or CRF clients.
• Number of clients in Individual Training Interventions, Self-Employment Assistance, Targeted Wage Subsidies, Job Creation Partnerships, Employment Assistance Interventions, and Métis Group Training Projects.
• New clients served.
• Continued/returning clients served.
• Clients who have finished their interventions, and the results of these interventions.
• Average cost per client.
• Activities around partnerships, community participation, etc.
• Update on any projects in progress.
• Board/Committee/Community meetings during the period of the report.
• Any staff training or professional development.
• Updates of past ventures stated in previous reports.

Financial reports are submitted to the MNBC, from Regions with Service Delivery Agreements, on a monthly basis, on the same day as the program reports.