Hidaya Ramazan Report 2013

2

Hidaya Foundation www.hidaya.org

Project Report One Million Meals – HF310PRp ____________________ District Operations

Headquarters PO Box 5481 Santa Clara, CA95056 Tel No: (408) 244-3282 [email protected]

 

Project Report

 

 

One Million Meals Project

Social WelfareProgram

RAMADHAN – DRY RATION DISTRIBUTION

JULY/AUGUST 2013

ALMUSLIMAATH COLOMBO – SRI LANKA

 

 

Submitted To:

Hidaya Foundation

 

Date Submitted:

 

8^thAUGUST 2013

 

 

Submitted By:

Dr. MRS.MAREENA THAHA REFFAI

Approvals:

Name: ____________________                 _______________________              _____________________

              President              Country Manager              Treasurer

                         Hidaya Foundation                   Hidaya Foundation              Hidaya Foundation

Signature: __________________                  _______________________              _______________________

Date: ____________________              Date: ________________              Date: _______________

1. 1.Project Objective:

To distribute dry rations to the needy people with the help of Hidaya Foundation to enable poor, zakath eligible people to fast comfortably.

 

1. 2.Project Summary

Project Name	2013 RAMADHAN – DRY RATION DISTRIBUTION
Occasion / Event / Month / Year	Ramadhan July/ August 2013
Project/Program Manager Name, Telephone Number and E-mail:	Mrs.NaseehaJehan 0778711985 < >’; document.write(‘<a ‘=”” +=”” path=”” ‘\”=”” prefix=”” ‘:’=”” addy92695=”” ‘\’=””>’); document.write(addy_text92695); document.write(‘<\/a>’); //–>\n ; <a ‘=”” +=”” path=”” ‘\”=”” prefix=”” ‘:’=”” addy92695=”” ‘\’=””>
Backup Project Manager Name, Telephone Number and E-mail: 0776104979/0722134698	Mrs. Sharmila Hafiz 0776104979   MrsShahreenMoulana. 0722134698 < >’; document.write(‘<a ‘=”” +=”” path=”” ‘\”=”” prefix=”” ‘:’=”” addy47507=”” ‘\’=””>’); document.write(addy_text47507); document.write(‘<\/a>’); //–>\n ; <a ‘=”” +=”” path=”” ‘\”=”” prefix=”” ‘:’=”” addy47507=”” ‘\’=””>
Name(s) & Title(s) of the person(s) who were responsible for purchasing 0719991992	Mrs. Nadeera 071991992 [email protected] Mrs.Naseeha 0778711985 < >’; document.write(‘<a ‘=”” +=”” path=”” ‘\”=”” prefix=”” ‘:’=”” addy77564=”” ‘\’=””>’); document.write(addy_text77564); document.write(‘<\/a>’); //–>\n ; <a ‘=”” +=”” path=”” ‘\”=”” prefix=”” ‘:’=”” addy77564=”” ‘\’=””>
Name(s) of those who supervised the distribution	Island wideAlmuslimaath Coordinators

Measurements – Actual against planned:

	Requested or Planned USD  $ 20861	Actual After Project Execution USd  $ 20861	Provide Reason for Variance   None
Total Project Cost in US Dollars ($):	USD  $ 20861
Total Project Cost in Local Currency:	Rs.2,711,930
Currency Exchange Rate on the date of Conversion submit receipt) (	1 USD =Rs.130
Project Start Date:	16thJULY2013
Project End Date:	02nd AUGUST 2013
Total funding for the project received:	USD  $ 20861
Type of assistance to the beneficiaries:		: Dry Ration
Total number of beneficiaries:	Families           1046 = Individuals      5200
Cities/Towns/Villages where the project was executed	Example: District, Town/Village, etc.	Example: District, Town/Village, etc.	Colombo,Puttalam,Galle,Athulugama, Kandy,Kurunegala,Pasyala, Dehiwela,SlaveIsland,Angoda,Malabe Mattakkuliya,Wellampitiya, Wellawetta,

 

Check list for project completion (Required)Yes

 

Have all recipients completed registration form?	. YES- Previously registered
Were Photographs / videos  taken of distribution?	Photograph taken No Facility to video
Have all genuine* purchased material receipts been sent to Hidaya Headquarter?	Yes.

* Receipts must be on the suppliers official receipt pad, with supplier’s signature and stamp

1. 3.Implementation Details

 

Provide detailed responses to the questions asked below. (Use as much space as needed to answer each question with adequate details to ensure that Hidaya can understand how well the project was executed):

 

1. 1.Project Management
2. a.Who managed the overall project? Dr. MRS.MAREENA THAHA REFFAI

 

1. b.Who was the backup project manager?Mrs.NaseehaJehan and MrsSharmilaHafeez

 

1. c.How many supporting resources (team of paid personnel or volunteers) were used to help execute the project in a timely and effective manner? (You may want to answer this question after you complete the table 4.2). 27 teams (Using approx: 150 personnel)

 

1. d.What did each of the team members (identified above) do? How well did they do?

 

Project officers purchased items & distributed dry rations to specific identifiedrecipients in their respective areas.

 

1. 2.Project Task Dates, Deadlines and Review Formats
   1. a.What was the actual start date? 16th July, 2013.

 

1. b.What was the completion date? 02th August, 2013.

 

1. 3.Beneficiaries
   1. a.Who were the beneficiaries and what were their socio-economic conditions?

Those eligible to  receive Zakath

 

1. b.How were the beneficiaries selected?

Selected on principle of being Zakath Recipients

 

1. c.How was the field investigation performed for all beneficiaries to judge their eligibility under Hidaya Foundation guidelines? Zakath Recipient identified by project officers (Almuslimaath Committee members)

 

1. d.How many families benefited from this project? 1046 Families,

 How many total individuals benefited from this project?5200Individuals

 

1. 4.Preparation, Logistics and Distribution
   1. a.How was bulk food packaged in smaller packets for distribution – who made the packages (Choices: whole seller, retailer, supplier or the Hidaya team volunteers) Wholesale seller or paid laborers

 

1. b.What were the logistics for distribution of goods? Were tokens issued to beneficiary families before distribution? If not, what other process was used to ensure a smooth, effective and timely distribution? Tokens were issued with Place & date of distribution prior to the distribution

 

1. c.What items were distributed?  How much quantity? What were the contents and quantity of a food package for a family of two? 10kgs Rice, 5kg Sugar ,5kgs flour,5kgs Dhal.

 

1. d.How many days will the food package last?How many meals can be cooked with the food package?

 

Depends on the family size – Approx.10days – 60 to 65 meals/ person.

 

 

1. e.What was the cost per food package (local currency) for a family of two?

Rs. 2,500/=

 

1. f.Where did food distribution take place? (Beneficiary’s home, Hidaya Field office, or other location (identify)? Differed according to each area – homes or local offices

 

1. g.What security measures were taken during distribution to ensure the safety of distribution team as well as that of beneficiaries? Noneneeded

 

1. 5.Purchasing
   1. a.What in-kind material(s) were purchased? 4 C

 

1. b.What material(s) were bought locally?  What material(s) were bought from other areas?  Please provide the name(s) of the other areas.All bought Locally

 

1. c.From the three bids that were submitted before purchasing, which supplier(s) was/were used?  What was the reason that you chose this/these supplier(s)?Cheaper and/or good quality
2. d.What is this supplier(s) business name(s), address (ets), telephone number(s) and contact name(s)?

Not applicable

 

 

1. 6.Project Tasks
2. a.List all the steps you completed to execute the project

01) A HidayaZakath committee was nominated

02) Identified project officers

03) Instruction given regarding method of distribution –recipient listed/tokens handed over /Preparation of packs / transport/ photos to be taken

04) Reportsubmitted with Bills & Photographs

 

1. b.Which project tasks may require special attention?  What did you do to give due attention to these tasks? ALL

 

1. 7.Project Monitoring and
2. a.How was the project monitored?  Monitored by Project officers delegated by Almuslimaath to each area

 

1. b.How was the project evaluated? Project officers met on 12th July, 2013 – to have a mashoora regarding the procedure of purchasing and distribution. Payments made on 16th July 2013.
2. c.Risks / Challenges
   1. a.What sort of roadblocks or diversions did you face during the life of this project (examples: undue pressure from other individuals, groups or parties?) None

 

1. b.What difficulties/risks did you face in implementing this project? Were they anticipated (if so, what measures did you take to avoid the risks/difficulties)?None.

 

1. 9.Other: Use this space to provide any other information that you feel would help Hidaya Foundation better understand the logistics issues, inadequacies during the execution process or any lessons learned which could benefit everyone when executing other projects of similar nature?

 

Poverty among the Srilankan Muslims is so high  that field officers faced pleading from  the    local people who did not get the rations  whilst distribution was taking place, as the cost of living is very high nowadays.

3.0Actual Project Costs

 

3.1. Cost of Materials / Commodities: (Fill in only the line items actually used for this project)

	List of items actually purchased	Unit of measure	Number of Units used (Quantity)	Price Per Unit (Local Currency)	Sub-total (Local Currency)	Planned sub-total from HF310PPl	Variance*
a	.Rice	kg	10460	Approx:Rs.70.00	Rs.732,200.00
b	.Flour	kg	5230	Approx:Rs.94.00	Rs.491,620.00
c	.Sugar	kg	5230	Approx:Rs.95.00	Rs.496,850.00
d	.Dhal	kg	5230	Approx:Rs.150.00	Rs.784,500.00
				TOTAL	2,505,170.00
Families 1046×10 kg rice =10460 kg. Families 1046×5 sugar, flour & dhal= 5230Kgeach

 

3.2.Overhead Cost: (Fill in only the line items actually needed for this project)

	List of other cost items in support of the project	Actual Cost (Local Currency)	Planned cost (from HF310PPl)	Variance*
a	Loading, Unloading and transportation of food products	35,000.00
b	Packing Materials and Plastic Bags	17,500.00
c	Packaging Labor compensation (each @ Rs. 500/day)	35,000.00
d	Distribution / transportation costs	38,000.00
e	Distribution Helpers (each helper @ Rs. 500/day )	30,000.00
f	Photographs and related charges	15,000.00
g	Telephone charges	10,000.00
h	Documentation / copying charges	12,500.00
i	Banners and advertising	2,000.00
j	Postage	5,000.00
k	Conveyance	10,000
l	Other	– “-
		.00
		.00
		.00
	Total Overhead Costs	Rs.210,000.00

* (Explain all variances between planned and actual expense line item by line item on back of this page)

3.3.Total Cost

Total Project Cost (Materials + Overhead Costs) in Local Currency	Rs.2,715,170.00
Total Project Cost (Materials + Overhead Costs) in USD ($)	US $ 20,861
Funds Received by Hidaya (if applicable) in USD$ 20,861                                                                 (RS. 130 x US$ 20,861 Conversion rate = Rs. 2,711,930.00
Funds Budgeted by Hidaya (if applicable) USD ($)	US $ 20,861
Balance Remaining or Owed USD ($)	-Rs. 3240 = 25 USD

,

I hereby certify that I have executed this project and utilized the funds entrusted to me in accordance with guidelines provided by Hidaya Foundation. Allah SWT is my witness that I have made every attempt within my abilities to do so.

Project Manager’s Name :Dr.Mareena Reffai.

.       Signature__________________________________

Date  13th September 2012

 

Reviewed and approved:

District / Operations Manager   MrsNaseehaJehan

Signature_________________________________________________ Date _________________________________

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