For Researchers

Preparing progress reports

Guidelines for preparing annual progress reports

The purpose of these reports is to inform the Corporation of:

• progress against agreed milestones and the significance and implications of the research to date
• problems that could influence the conduct and outcomes of the project and that may require mutually agreed modification of the workplan and budget and 
• opportunities for new projects, workshops, media releases, the protection of intellectual property, commercialisation etc.

The information provided allows the Corporation to consider both opportunities and problems arising from the research project and will be the primary benchmark used by research managers to check that the project is on track. Scheduled payments each year are dependent on the annual progress report being assessed as satisfactory by the research manager.

Timing

Reporting dates are as specified in Schedule 6 of the Research Agreement. Reports must reach the Corporation by the agreed reporting date and should be completed in Clarity whether the milestones have been achieved or not.

The Corporation may withhold funding for a given project:

• when a report is not received by the due date
• when satisfactory progress does not appear to have been made
• when significant changes to the workplan and budget need to be agreed.

To avoid delays in payment, early warning should be given when it appears likely that an agreed milestone cannot be achieved on time.

Format

The report should be entered in the online database management system Clarity. The structure below shows the headings in Clarity you will be asked to address.

Project objectives

Agreed objectives as stated in the Research Agreement

Progress against agreed milestones

Use the agreed performance indicators to indicate whether the milestone(s) have been achieved or not and, where appropriate, provide copies of material generated by the project. Comment on the significance or implications of the milestone(s) achieved to the targeted rural industry or community sector. Where the agreed milestones have not been achieved, provide reasons for this and propose a revised reporting date.

Outcomes, issues and recommendations

Outline any outcomes, issues and recommendations, also include a proposed management strategy for any issues.

Demonstration/promotion/extension activities/research reporting

Researchers should identify issues such as commercialisation, advertising, communication/extension and opportunities for new projects, workshops etc arising from the research.

Confirmation of industry funding, if not already notified

Where the project budget shows a contribution from industry, the Corporation requires confirmation that the research organisation has received that contribution for the relevant financial year. To release research funds it is essential to complete this section in Clarity if your project budget has an amount in the "industry contribution" column.

Variation requests not already identified to RIRDC

Variations to the project, including timing, staffing and budgets, will need to be approved by the Corporation. A justification for the changes sought must be provided.

Other comments

Space for any other comments

Length and content

As annual progress payments are made following approval of progress reports, sufficient information should be provided to allow research managers to fairly assess progress against the agreed tasks. Reports should enable the Corporation to:

• determine if milestones have been achieved
• respond to any problems that have arisen
• consider variations that are proposed
• develop ideas and opportunities arising from the project

As indicated above, they should address the significance and implications of the outcomes reported as well as providing information on the work completed. Clarity will restrict the content to 250 words per heading.

Reports should be written in a user friendly manner with minimum use of scientific jargon and acronyms. New technical terms should be explained where necessary.

Do not repeat information included in previous reports.

A user guide for submitting progress reports can be downloaded from Clarity.