Feedback Report: 2025 NPO Forum

• Date: May 20, 2025
• Starting Time: 10:30 AM
• Facilitator: Mr. Lekhalanyane
• Adjourned Time: 1:00 PM

Agenda Items Covered:

Item 1: Introduction

• Expanded Services Request for 2024/25: A request was made during the last forum to expand the services offered by the NPOs.
• Welcome New NPOs and Drop-ins: The forum welcomed new Non-Profit Organizations (NPOs) and Drop-in Centers, introducing them to the broader NPO network.

Item 2: Reporting Template by Ms. Makena

• Template Preparation: Officials are required to prepare a reporting template. It is emphasized that if the work is compiled by an administrative team, it must be verified by the Center Manager.
• File Organization: Admins and Center Managers should ensure that desk officers are informed about the arrival of new beneficiaries. The files for these beneficiaries should be properly organized from day one to ensure accuracy and compliance.
• Report Submission: The submission of reports is mandatory for receiving funding. Failure to submit reports will result in a loss of funding.

Pamela Chauke’s Presentation on Indicators and Targets:

• Indicator and Target Overview:
  • Food Parcel Distribution
  • School Uniform Provision
  • CSDI (Child Support and Development Initiative)
  • SRD (Social Relief of Distress) for Unemployed Persons
• Challenges with Targets: The targets set for the year are considered too high, making it challenging for NPOs to meet them.
  • Pamela emphasized that the reporting template, which all NPOs are encouraged to use, was implemented last year. Out of 37 NPOs, the current number has risen to 42. Mobilization was successful, and targets were met, but submission of reports remains a significant challenge for some.
• Recognition of Hard Work: Pamela extended her gratitude to all the NPOs for their dedication and hard work.
• Signature Clarification: There was a concern regarding signatures. It was highlighted that if a signature is recorded as “07,” it should not be changed. Similarly, if the number Id is recorded as “13,” it should not be altered to “14,” as any changes would result in the register being declined.
• Report Submission Deadlines:
  • Reports must be submitted by the last day of each quarter (e.g., September 21st, December 1st). However, confirmation of the exact deadlines for December submission is still pending.
  • POA Submission: The Plan of Action (POA) must be submitted by the 15th of each month.
• Annual Targets for 2025/26:
  • The planned target for 2025/26 is set at 6,955 beneficiaries.
  • PP Targets: The goal is to ensure that all PP (Planned Performance) targets are reached.
• Computer Training Targets: The target for computer training has been reduced due to certain limitations.
• Mashudu’s Profiling: Mashudu was commended for his excellent work in profiling.
• Funding Applications: For future funding applications, NPOs will need to demonstrate experience. This applies to both new and existing NPOs.
• Engagement with Officials: All NPOs are encouraged to welcome officials and provide them with necessary resources and support during their visits.

Cooperative Status and Issues Raised:

• Cooperative Approval: Some cooperatives have been approved, and there is ongoing progress in this area.
• Referral Concerns: A concern was raised about beneficiaries enrolling in Life Skills programs but failing to cooperate. Mr. Lekhalanyane advised that beneficiaries should be re-enrolled in Life Skills programs and engage with officials to resolve this issue.

SLA (Service Level Agreement) Update:

• SLA Submission and Approval: The final approval of SLAs is contingent upon the completion of the budget. Currently, the GDSD (Government Department of Social Development) has 40 NPOs under its jurisdiction.
  • Outstanding SLAs: There are 14 NPOs whose SLAs are still under review by the Directorate. The process for SLA approval can take up to 6 months.
• Compliance Letter: The compliance letter process takes approximately 6 months to finalize, which may affect timelines for certain organizations.

Item 8: Reporting Template – Ms. Makena’s Presentation Continued

• The reporting template requires that NPOs populate the following fields:
  • Total Number of CSG (Child Support Grant) and SDR (Social Relief of Distress) recipients
  • Address and Name of the Organization
  • Name of the Compiler
  • LGBTQ Status, TISH (Type of Social Intervention for Health)
  • Contact Number
• Important Notes for Registering: NPOs are instructed not to write initials on the register. A full signature is required.
• Implementation Timeline: NPOs must begin utilizing this new register starting April 1, 2025.
• Total Number of NPOs: The total number of registered NPOs has risen to 51.

Introduction of New NPO Officials:

• Diepsloot Youth Project: The new official representing this NPO is Mashudu.

Conclusion and Adjournment:

The meeting was adjourned at 1:00 PM.

Key Recommendations/Takeaways:

1. Ensure timely and accurate submission of all required reports to avoid issues with funding.
2. Focus on meeting the set targets, although challenges with high targets have been acknowledged.
3. Maintain proper documentation and organization of beneficiary files from the first day of their enrollment.
4. Engage with officials and follow up on any issues related to Life Skills or other programmatic concerns.
5. Follow the new guidelines for reporting and ensure proper use of the registers starting from April 1, 2025.